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Agenda 06/28/2016 Item #16D12 6/28/2016 16.D.12. EXECUTIVE SUMMARY Recommendation to approve budget amendments in the amount of$33,369.75 to restore the U.S. Department of Housing and Urban Development(HUD)HOME Grant Program available balances from the reconciliation of the 2006-2007 program years. OBJECTIVE: To restore the available HOME balances in prior years(2006-2007)within Housing Grant Fund(121)in order to expend remaining grant funds available to the County. CONSIDERATIONS: Community and Human Services (CHS) staff has been working in collaboration with OMB Grants Compliance Office to reconcile all older HUD grant awards from inception. This task was performed over a period of three years due to the complexity, burden of research and availability of staff time. The line item detail of expenditures and revenues were reviewed by each award year from 2003 through 2015 as posted in the County's financial system and compared against the data within the grantor's draw down and reporting system known as the Integrated Disbursement and Information System(IDIS). IDIS has been used since inception of the HUD funding, and as such provides a running balance of available funds by program award year. The reconciliation identified that expenditures were posted incorrectly from award years 2006 and 2007. Since corrective accounting actions were not taken in the same period or within a reasonable amount of time shortly thereafter, expenditures in the amount of $33,369.75 have become ineligible and require local revenues to fund these expenditures. To bring the County's financial system (SAP) in sync with the grantor's financial system (IDIS), budget amendments as outlined below are required to appropriate local revenues. This one time corrective action will re-establish the HUD HOME available budget from prior award years so that staff may administer the actual unspent balance per IDIS. Consideration should be given that draws have not been performed on /"1 ineligible expenditures and pose no audit risk. HUD HOME award years 2003-2005 and 2008-2015 are in good standing and require no corrective actions. Program Project Year Number Expenditures 2007 34570 $9,501.44 2006 34565 $23,868.31 TOTAL $33,369.75 FISCAL IMPACT: Budget amendments are required within Housing Grant Fund(121)Projects 34570 and 34565 in the amount of$33,369.75. Funding is available within CHS Client Assistance Cost Center via a General Fund(001)transfer of$33,369.75. The Client Assistance annual operating costs are under budget due to cost savings and as such able to fund the results of the reconciliation. LEGAL CONSIDERATIONS: No legal issues are raised by this item which is ready for Board action. A majority vote is required for approval. -JAB GROWTH MANAGEMENT IMPACT: None RECOMMENDATION: That the Board of County Commissioners approves all necessary budget amendments to restore the U.S.HUD HOME Grant Program available balances from the reconciliation of the 2006-2007 years. Prepared by:Maggie Lopez;Community and Human Services Division Attachment:HOME to IDIS Reconciliation Packet Page-1273- 6/28/2016 16.D.12. COLLIER COUNTY Board of County Commissioners Item Number: 16.16.D.16.D.12. Item Summary: Recommendation to approve budget amendments in the amount of $33,369.75 to restore the U.S. Department of Housing and Urban Development (HUD) HOME Grant Program available balances from the reconciliation of the 2006-2007 program years. Meeting Date: 6/28/2016 Prepared By Name: LopezMaggie Title: Supervisor-Accounting, Community&Human Services 6/1/2016 4:22:35 PM Submitted by Title: Supervisor-Accounting,Community&Human Services Name: LopezMaggie 6/1/2016 4:22:37 PM Approved By Name: GrantKimberley Title: Division Director-Cnmty&Human Svc,Community&Human Services Date: 6/1/2016 6:34:49 PM Name: SonntagKristi Title: Manager-Federal/State Grants Operation,Community&Human Services Date: 6/2/2016 3:38:28 PM Name: TownsendAmanda Title: Division Director-Operations Support,Public Services Department Date: 6/6/2016 11:05:23 AM Name:AlonsoHailey Title: Operations Analyst,Public Services Department Date: 6/6/2016 4:26:40 PM Packet Page-1274- 6/28/2016 16.D.12. Name: BelpedioJennifer Title:Assistant County Attorney, CAO General Services Date: 6/7/2016 3:27:43 PM Name: RobinsonErica Title:Accountant, Senior,Grants Management Office Date: 6/9/2016 10:20:34 AM Name: CarnellSteve Title: Department Head-Public Services,Public Services Department Date: 6/13/2016 1:46:12 PM Name:BelpedioJennifer Title:Assistant County Attorney,CAO General Services Date: 6/14/2016 10:00:02 AM Name: KlatzkowJeff Title: County Attorney, Date: 6/16/2016 9:33:01 AM Name: StanleyTherese Title: Manager-Grants Compliance,Grants Management Office Date: 6/21/2016 11:06:11 AM Name: CasalanguidaNick Title: Deputy County Manager, County Managers Office Date: 6/21/2016 1:50:30 PM Packet Page-1275- 6/28/2016 16.D.12. �, a a a a v a a a a a a a s N ul '0 0 0 0 0 O 0 0 0 0 0 t0 Q © O O O O O O O O O O M I- N O O O O O o O D O O O CT) Vh W Yi M bR IA &! W W W IR E 0; *1 E m e E xr O 0 0 o O O O o 0 0 0 0 0 0 ,„„ O a O O o O o 0 0 O O O o N O O O 0 0 0 0 0 o. 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