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Agenda 03/24/2009 Item #16B 7 Agenda Item No. 16B7 March 24, 2009 Page 1 of 117 EXECUTIVE SUMMARY Recommendation to approve a Resolution authorizing the Chairman of the Board of County Commissioners to execute the attached Federal Transit Administration USC 5311 Grant application proposal for the American Recovery and Reinvestments Act (ARRA) fnnds and applicable document, and to accept the grant if awarded OBJECTIVE: To obtain authorization for the Chairman of the Board of County Commissioners to execute the attached Federal Transit Administration (FT A) grant application and applicable documents and to accept the grant if awarded. ~ CONSIDERATION: Under the American Rccovery and Reinvestment Act (ARRA) of 2009, the Florida Department of Transportation (FOOT) has advised that grant funds will be made available under the USC 5311 Non-urbanized area grant program. There are several deadlines and grant related activities that will be taking place simultaneously and under very tight timeframes in order to secure these funds. These funds are to be used to help provide rural transportation in Collier County such as the Immokalee Circulator. As the designated recipient of these grants, Collier County is preparing an electronic application for the estimated amount of $315,091. CAT proposes to use these grant funds to provide for capital projects such as: electronic fareboxes; construction of bus shelters; and Automatic Vehicle Location (A VL) and Mobile Data Systems including GIS - route planning system. The public comment period for the proposed application for funding under the ARRA for USC 53] I program grant funds will run concurrently with the submittal of this Executive Summary to the Board of County Commissioners. FISCAL IMPACT: There will be no local match required in Collier Area Transit fund 426. LEGAL CONSIDERA nONS: This item has been reviewed and approved by the County Attorney's Office, is not quasi-judicial and requires no ex parte disclosure, requires only a majority vote for approval, and is otherwise legally sufficient for Board action.-SRT GROWTH MANAGEMENT IMPACT: There is no Grov.1h Management Impact associated with this Executive Summary. -- RECOMMENDATION: That the Board approve a Resolution authorizing the Chairman of the BCC to execute all documents necessary to apply for the Federal Transit Administration Section 5311 Grant, including executing exhibits E, G and H to FDOT, a copy of which documents are attached hereto. It should be rccognizcd that the grant award referenced above in the amount of $315,091 is a preliminary number and is subject to change. In approving this item, the BCC is providing authorization to approve all necessary budget amendments to receive and use these grant dollars including those incremental grant dollars received above or below the target grant award. By providing this latitude, the BCC is authorizing the County Manager to recognize by budget amendment, grant revenue received and as may be adjusted in the future and align Agenda Item No. 16B7 March 24, 2009 Page 2 of 117 expenses accordingly. Any decision to terminate or otherwise not accept the Grant shall require this Board's prior approval as an agenda item. Prepared by: Glama Carter, Principal Planner, Alternative Transportation Modes Attachments: (1) FT A Section 5311 FY 09 ARRA Funds Grant Application; (2) Exhibits E, G and H; (3) Resolution; (4) Copy of Single Audit for 2007 Page] of2 Agenda Item No. 16B7 March 24, 2009 Page 3 of 117 COLLIER COUNTY BOARD OF COUNTY COMMISSIONERS Item Number: Item Summary: 16B7 Meeting Date: Recommendation to approve a Resolution authorizing the Chairman of the Board of County Commissioners to execute the attached Federal Transit Administration use 5311 Grant application proposal for the American Recovery and Reinvestments Act (ARRA) funds and applicable document, and to accept the grant if awarded 3/24/200990000 AM Prepared By Glama Carter Operations Analyst Date Transportation Services Transportation Administration 3/6/20093:05:21 PM Approved By Michelle Edwards Arnold Alternative Transportation Modes Director Date Transportation Services Alternative Transportation Modes 3/6/20095:47 PM Approved By Therese Stanley Grants Coordinator Date Transportation Transportation Administration 3/9/2009 4:06 PM Approved By Norm E. Feder, AICP Transportation Division Administrator Date Transportation Services Transportation Services Admin. 3/10/2009 1 :22 PM A pproved By Glama Carter Operations Analyst Date Transportation Services Transportation Administration 3/11/200912:36 PM Approved By Scott R. Teach Assistant County Attorney Date County Attorney County Attorney Office 3/11/2009 1 :46 PM Approved By Marlene J. Foard Grants Coordinator Date Administrative Services Administrative Services Admin. 3/11/2009 1 :53 PM Approved By Barbara LaPierre Management/Budget Analyst Date Transportation Services Traffic Operations 3/11/20092:04 PM Approved By Jeff Klatzkow Assistant County Attorney Date County Attorney County Attorney Office 3/12/2009 2:56 PM Approved By Pat Lehnhard Executive Secretary Dat& Transportation Services Transportation Services Admin 3/12/20093:26 PM Approved By OMB Coordinator County Manager's Office Page 2 of2 Agenda Item No. 1667 March 24. 2009 Page 4 of 117 OMB Coordinator Date Office of Management & Budget 3/13/20099:08 AM Approved By Mark Isackson County Manager's Office Budget Analyst Date Office of Management & Budget 3/171200911:41 AM Approved By James V. Mudd Board of County Commissioners County Manager Date County Manager's Office 3/17/20091:08 PM Agenda Item No. 16B7 March 24, 2009 Page 5 of 117 RESOLUTION NO. 2009- A RESOLUTION BY THE BOARD OF COUNTY COMMISSIONERS, COLLIER COUNTY, FLORIDA, AUTHORIZING THE CHAIRMAN TO APPLY FOR A FEDERAL TRANSIT AGENCY SECTION 53 I I GRANT, TO REVISE AND EXECUTE ANY REQUIRED DOCUMENTATION, AND TO ACCEPT, ON BEHALF OF THE COUNTY, ANY SUCH GRANT A WARDED. WHEREAS, 49 U.S.C. ~ 5311 authorizes the Secretary of Transportation to make grants and loans to local government authorities such as Collier County to help provide rural transit services; and WHEREAS, each year, through an application process administered by the Florida Department of Transportation, Collier Area Transit has obtained funds that are used for providing rural transportation services to the residents of Collier County; and WHEREAS, the Board of County Commissioners of Collier County, Florida, has authority to apply for and accept grants from the Florida Department of Transportation as authorized by Chapter 341, Florida Statutes, and by the Federal Transit Administration Act of 1964, as amended. NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Collier County, Florida, that: I. The Chairman is hereby authorized to revise and execute any and all documents necessary to apply for the Federal Transit Administration Section 5311 Grant, including executing the Section 5333 (b) ASSW1U1ce, a copy of which documentations are attached hereto, to approve any budget amendments necessary to receive these funds, and to accept these funds on behalf of the COWlty. 2. Any decision to terminate or otherwise not accept the Grant shall first require approval by the Board of County Commissioners as an agenda item. 3. This Resolution shall be effective immediately upon signature by the Chairman. This Resolution adopted after motion, second, and majority vote favoring same, this 24th day of March, 2009. Agenda Item No. 16B7 March 24, 2009 Page 6 of 117 DATED: ATIEST: DWIGHT E. BROCK, Clerk BOARD OF COUNTY COMMISSIONERS OF COLLIER COUNTY, FLORIDA By: Donna Fiala, Chairman r--- Ap~r. Dvcd as 10 fC.>rJ7l/d legal sut1iciency: , ,,1. .J '-\,::..'1" ILl \ S;~R.r~~{~ jL~ ' Deputy County Attorney , , I Agenda Item No. 16B7 March 24. 2009 Page 7 of 117 APPLIES TO APPLICANTS FOR CAPITAL STIMULUS ASSISTANCE Checklist for Application Completeness Name of Applicant: Collier County Board of County Commissioners Check one: New Applicant Recurring Applicant X The following must be included in the Application for Section 5311 Capital Assistance in the order listed. ./ This checklist ../ Applicant's cover letter and 2 copies of the goveming board's Resolution V Application for Federal Assistance (Form 424, Code 20.509) y Forms C-1 and C-2 (Operating and Administrative Expenses & Revenues) ./ Form C-3 (Current Vehicle and Transportation Equipment Inventory) vi' Form C-4 (Capital Request) V ExhibitA-1: Fact Sheet V Exhibit S: Proposed Project Description ./ Exhibit C: Public Hearing and Publisher's Affidavit (public agencies only) J Exhibit 0: Single Audit Act, and a copy of the latest audit, if applicable t!JA Exhibit 0-1: Certification of Exemption from Single Audit Act, if applicable .; Exhibit E: Federal Certifications and Assurances ~ Exhibit F: Certification of Equivalent Service (if grant is for non-accessible vehicles) J Exhibit G: Applicant Certification and Assurance to FOOT V Exhibit H: FTA Section 5333(b) Assurance ., If! Exhibit I: Protection of the Environment (if grant is for facilities) Additional documents required from New Applicants: v' Exhibit A: Current System Description 26 C~er County - ~- - - Transportation Services Division Agenda Item No. 16B7 March 24, 2009 Page 8 of 117 March 6, 2009 Ms. Ian Parham Florida Department of Transportation Post Office Box 1249 Bartow, FL 33830-1249 RE: 5311 FY 09 ARRA Grant Application Submittal Dear Ms. Parham: Collier County Board of County Commissioners submits this draft Application for Section 5311 ARRA Program Capital Stimulus Program Grant and agrees to comply with all assurances and exhibits attached hereto and by this reference made a part thereof, as itemized in the Checklist for Application Completeness. This Application is submitted on this 6'" day of March, 2009 with two original resolutions authorizing the Chainnan of the Board of County Commissioners to sign and execute this application and any other supporting documentation. All appropriate signatures on these documents will be obtained and will be fOlwarded to you immediately after. Thank you for your assistance in this matter. Sincerely, ~p~er Alternative Transportation Modes Collier County Enclosures cc: Michelle E. Arnold, Alternative Transportation Modes Director Norman Feder, Transportation Administrator Therese Stanley, Operations Support Manager ~ VIiI Transporl2Doo SeM:es DMslOO. 2885 South Horseshoe Dnve . Naples, FlOrida 34104 . 239.252-8192 ' FAX 239.252-2726 APPLICATION FOR Agenda Item No. 16B7 March 24, 2009 Page ~btkiJ.;1 tlO3 FEDERAL ASSISTANCE 2. DATE SUBMmED Applicant Identifier 03-09-09 1. TYPE OF SUBMISSION: 3. DATE RECEIVED BY STATE State Application Identifier Application Pre-application o Construction I.J Construction 4. DATE RECEIVED BY FEDERAL AGENCY Federal Identifier 1171 Non-Cons'ruc'i"" J;'l Non-Construction . 5. APPLICANT INFORMATION Legal Name: Oraanizatlonal Unit: Collier County Board of County Commissioners Department: Alternative Transportation Modes Organizational DUNS: Division: Collier County Transportation Address: Name and telephone nU~~ter of person to be contacted on matters Street: Involvina this application give area code) 2685 S. Horseshoe Dr. Prefix: First Name: Ms. Michelle City: Middle Name Naples E County: Last Name Collier Arnold Slate: ZiR Code Suffix: FL 34104 Country: Email: USA Glamacarter@comergov.net 6. EMPLOYER IDENTIFICATION NUMBER (EIN): Phone Number (give area code) I Fax Number (give area code) ~~-~@][Q][Q][5J[5J[5J (239) 252-5832 (239) 252.5899 8. TYPE OF APPLICATION: 7. TYPE OF APPLICANT: (See back of form for Application TYpes) Iil New rn Continuation f[ Revision B. County If Revision, enter appropriate letter(s) in box(es) plher (specify) (See back of form for description of letters.) 0 0 Other (specify) 9. NAME OF FEDERAL AGENCY: Federal Transit Administration 10. CATALOG OF FEOERAL DOMESTIC ASSISTANCE NUMBER: 11. DESCRIPTiVE TITLE OF APPLICANTS PROJECT: 0@J-[]@]@] Capital improvements: 1. Electronic fareboxes TITLE (Name of Proram): 2.AVL Nonurbanized Area ennula Program 3. Bus Shelters 12. AREAS AFFECTED BY PROJECT (Cities, Counties, States, ate.): Community of ImmokaJee, Naples. Everglades City, Marco Island, Collier County 13. PROPOSED PROJECT 14. CONGRESSIONAL DISTRICTS OF: Start Date: I Ending Date: a. Applicant lb. Project 8.15.09 14 14 15. ESTIMATED FUNDiNG: 16.IS APPLICATION SUBJECT TO REViEW BY STATE EXECUTIVE hRDER 12372 PROCE"S? 9. Federal 315.091 IlZI THiS PREAPPLiCATiON/APPLiCATiON WAS MADE a. Ves.. AVAILABLE TO THE STATE EXECUTIVE ORDER 12372 b. Applicant PROCESS FOR REViEW ON 0 c. State DATE: 3.9.09 0 d. Local ~ O' b. No. n PROGRAM IS NOT COVERED BY E. O. 12372 a.Other j$ O' 0 OR PROGRAM HAS NOT BEEN SELECTED BY STATE FOR REVIEW f. Program Income 1$ O' 17. IS THE APPLICANT DELINQUENT ON ANY FEDERAL DEBT? g. TOTAL j$ 315,091 o Yes If ~Yes" attach an explanation. IIZJ No 18. TO THE BEST OF MV KNOWLEDGE AND BELIEF, ALL DATA IN THIS APPLICATlON/PREAPPLlCATION ARE TRUE AND CORRECT. THE DOCUMENT HAS BEEN DULY AUTHORIZED BY THE GOVERNING BODY OF THE APPLICANT AND THE APPLICANT WILL COMPLY WITH THE ATTACHED ASSURANCES IF THE ASSISTANCE IS AWARDED. a. Authoriz r sentative M'J'fix First Name !Middle Name Donna Last Name !Suffix Fiala . Title ~~ ~~~aPhone Number (give area code) Chairwoman of the Collier County Board of County Commissioners 239 252-8097 . Signature of Authorized Representative ~. Dale Signed 3-2...4-0" Previous Edflian Usable Authorized for Local Reoroduction ATTEST DWIGHT E. BROCK, CLINK BY: Slendard Form 424 (Rev.9-2003) .~. _......IiIIWa1....T-.. J02 Depldy County Attorney Agenda Item No. 16B7 March 24, 2009 Page 10 of 117 Part A Form C-1 CURRENT VEHICLE AND TRANSPORTATION EQUIPMENT INVENTORY Fleet: Vehicles by Departmen1JCost Center \ Agenda lJ:itAAJ 96&7 March 24, 2009 Page 11 of 117 eotr County Fleet Management '~ ---~ $"'--' HDMJ~: (I,ECTSTAFf ~ ~ EMAll._U:i . .ji FlIE1-_LUC-\TIQN.5 .. I.'MS.=.\lI..o Pn;}.'~lJth'c. M,j\lme:nanCC,r.IQ.J:mm al ~"'- ,~ . . FUJ;.I.Su:nl Locations Clod Opcrntion Hours ,...,-."",. " .J.~ -='- ~ GLOBAL.FLEFT ", ' [ORMS YQYA(;ERnrEI,CARJJ PJ(TI)RJ!,,(;__1\I.!,E.RY (:llSn)MFRS.tJ.RYC)~ Fuding Site Link Select a Cost CenterlDepartment FUND/CC: 071010 SUPERVISOR OF ELECTIONS [ List Equipment Fiscal 2008 Billing Reports ~ Please Select your Billing Month Equipment List for Department/Cost Center 138336 Pieces: 31 Total Cost: $4,828,323.44 Click on Equip # link for Lifecycle Costs and Mileage Equip # Cost Date Acq ~Icense Color Year Make Model Latest PM SkedDate Mileage Due? OIOOU, $112,770.56 01/17/2001 '96890 While 2001 BLUEBIRD TRANSIT 96'95 YES NONE BUS Q1QM6 $112,770.56 01/25/2001 196891 White 2001 BLUEBIRD TRANSIT 70100 YE.S NONE BUS 010067 $1'2,770.56 01/25/2001 196892 White 2001 BLUEBIRD TRANSIT 124381 YES NONE BUS 0100n $112,770.56 02/06/2001 196897 White 2001 BLUEBIRD TRANSIT 160787 Y~.S NONE BUS 020J!I0 $24.435.20 02/2'/2002 200735 White 2002 FORD E350 138609 NO NONE 15PAX 0~0l!l6 $10~,992.00 11/22/2002 158753 White 2002 FREIGHTLlNER CHAMPION 273765 NO NONE CTS Q'll!~~~ $123.9~4.00 06/05/2003 2'6902 White 2003 FREIGHTLlNER CHAMPION '24026 NO NONE CTS Q~MU $123.984.00 06/05/2003 216900 White 200~ FREIGHTLlNER CHAMPION 95982 NO NONE CTS Q~Q~~Q $123.984.00 06/05/2003 216899 White 2003 FREIGHTLlNER CHAMPION '92646 ".!OS NONE CTS Q4Z-92.S $123,984.00 05/07/2004 221063 Vv'hite 2004 FREIGHTLlNER CHAMPION 52400 NO NONE CTS http://cww2/Flee1JEqListByDept.cfm?edSeachlnput=426&SelDept= 1383 36&LE=List+Eq... 2/26/2009 --- ------,---------- --- - ------------- Fleet: Vehicles by Department/Cost Center Agenda ItglfMJ 9tE?7 March 24, 2009 Page 12 of 117 O~l92. $123,984.00 05/07/2004 221064 White 2004 FREIGHTLlNER CHAMPION 224070 YlOS NONE CTS 04~_92I $124.073.50 05/14/2004 221065 White 2004 FREIGHTLlNER CHAMPION 88588 YES NONE CTS 04~~8 $123,984.00 05/1412004 221066 White 2004 FREIGHTLlNER CHAMPION 66444 NO NONE CTS 163673 $0.00 10/06/2004 DEPT 2005 COLLIER COUNTY NO NONE 050381 $54,000.00 03/0412005 225630 Green 2003 FORD E450 69225 NO NONE 05038~ $271.468.00 07/18/2005 227130 Green 2005 GILLIG G29E102R2 844 NO NONE 050383 $271,468.00 07119/200S 227129 Green 200S GILLIG G29E 102 R2 3196 NO NONE 050384 $271,46800 07/21/200S 227131 Green 2005 GILLIG G29E102R2 849 NO NONE 1383;16 $0.00 09/1912005 DEPT 2005 COLLIER COUNTY NO NONE 06008l $17,943.50 OS/22/2006 237903 While 2006 FORD F150 54747 NO NONE EXTCAB 06009J $271.468.00 06/27/2006 237909 Green 2006 GILLIG G29E102R2 95000 NO NONE 0.OO9l $283,157.00 06/28/2006 237910 Green 2006 GILLIG G29E102R2 2S23 NO NONE 060093 $283,157.00 06/3012006 237911 Green 2006 GilLIG G29E102R2 164176 NO NONE 06009~ $283.157.00 07/03/2006 237912 Green 2006 GILLIG G29E102R2 %246 YES NONE 060086 $30.981.00 07/05/2006 237913 White 2006 FORD E350 68019 NO NONE Q.6009f.i $14.284.00 09/20/2006 237923 White 2007 FORD TAURUS 25800 NO NONE SE ~C2-0~ $30.981.00 10/20/2006 239030 White 2006 FORD E350 42934 NO NONE ~~.l~_~AO $324,326.00 01/17/2008 TB0956 Green 2007 GILLIG G27El02N2 66952 YES NONE CC.,~4. $324,326.00 01/17/2008 TB0958 Green 2007 GILLIG G27E102N2 60893 NO NONE CC2-241 $324,326.00 01/18/2008 TB0957 Green 2007 GILLIG G27E102N2 55981 NO NONE CC2-243 $324.326.00 01123/2008 TB0959 Green 2007 GILLIG G27E102N2 57386 NO NONE http://cww2/Fleet/EqListByDept.cfm?edSeachlnput=426&SelDept= I 38336&LE=List+Eq... 2/26/2009 Fleet: Vehicles by Department/Cost Center Agenda IlelfSNJ. 9tr?7 March 24, 2009 Page 13 of 117 Co~r County -~.-- Fleet Management ~, '--.. - -~ ~ ................. ~- HDMI; fLEETSIAf.f: ~ ~ E~l~H".US Ita P FUEL LQC;UlQNS . !~M.s(~H!';I~ULE f'xen:ntiyc. Ml!im~mmcc"PrO.J;ram FUTI SUQl' locations and Operation Hours r'~' . . - ,-. ~7 - :'-_1:'J GLOBAL-FLEET EORM_~ VOYAGER [~Uf~t ~;:.6HJ) Fueling Site Lillk a PJ('I!'R~:(;i~J.CERY ClrSJQMER5WtVJ:~l Select a Cost Center/Department FUND/CC: 071010 SUPERVISOR OF ELECTIONS I List Equipment Fiscal 2008 Billing Reports ~ Please Select your Billing Month Equipment List for Department/Cost Center 138337 Pieces: 22 Total Cost: $1,420,541.61 Click on Equip ff link for Lifecycle Cosl' and Mileage Equip # Cost Date Acq License # Color Year Make Model Latest PM SkedDate Mileage Due? ~3U2Z $S8,961.00 08/09/2003 216903 While 2003 FORD E450 228223 NO NONE 04~I!!3 $59,083.40 01/19/2004 221080 White/Blue 2003 FORD E450 176233 NO NONE 04281.1 $44,050.80 02105/2004 219709 White 2003 FORD E350 VAN 236802 NO NONE 04~~1~ $44.050.80 02/05/2004 219710 White 2003 FORO E350 VAN 201552 NO NONE 042813 $44.050.80 02/05/2004 219711 White 2003 FORD E350 VAN 253118 NO NONE 042814 $44.050.80 02/05/2004 219712 White 2003 FORD E350 VAN 225495 NO NONE 050380 $57.002.00 03/04/2005 225629 White 2003 FORD E4S0 143662 NO NONE 138337 $0.00 09/19/200S DEPT 2005 COLLIER COUNTY NO NONE O~QO~2 $80.31S.43 01/20/2006 218430 White 2006 CHEVROLET GLAVAL 143690 NO NONE BUS 06005I $80,253.00 01/20/2006 218432 White 2008 CHEVROLET GLAVAL 146795 NO NONE BUS 0600.7 $80.555.88 01/25/2006 218428 While 2006 CHEVROLET GLAVAl 154505 NO NONE BUS 0600.~ $80,426.70 01/25/2006 218429 White 2006 CHEVROLET GLAVAL 148400 NO NONE BUS 06.005~ $80,253.00 01/25/2006 218431 While 2006 CHEVROLET GLAVAl 138604 NO NONE BUS http://cww2IFJeetlEqListByDept.cfm?edSeachInput=427 &SeIDept= 13833 7 &LE=List+Eq... 2/26/2009 Fleet: Vehicles by Department/Cost Center Agenda l~flSM6 q~~7 March 24. 2009 Page 14 of 117 =,0.56 $54,860.00 01/04/2007 TA6588 White 2005 FORD E350 100404 NO NONE CUTAWAY CCk123 $S9.9S8.00 02121/2007 TA7635 White 2006 CHEVROLET EXPRESS 42917 NO NONE 3500 C.C2,207 $64.090.00 07/1712007 TA9314 White 2007 CHEVROLET EXPRESS 93388 NO NONE 3500 CC2,254 $81.3S8.00 10/11/2007 220294 White 2007 CHEVROLET GLAVAL 55460 NO NONE BUS CC2,255 $81.358.00 10/11/2007 220293 White 2007 CHEVROLET GLAVAL 72477 NO NONE BUS CC2-334 $87.258.00 02/18/2008 220299 White 2007 CHEVROLET GLAVAL 45614 YES NONE BUS ~~ $87.258.00 02118/2008 220298 White 2007 CHEVROLET GLAVAl 40339 NO NONE BUS CC2-336 $87,258.00 02118/2008 220297 White 2007 CHEVROLET GLAVAL 36167 NO NONE BUS ~ $64,090.00 07/1712008 TA9683 While 2007 CHEVROLET EXPRESS 20349 NO NONE 3500 http://cww2/Fleet/EqListByDept.cfm?edSeachlnput=427&SelDept= 138337 &LE=List+Eq... 2/26/2009 "---1 Agenda Item No. 16B7 March 24, 2009 Page 15 of 117 PART A FORM C-2 CAPITAL REQUEST Agenda Item No. 16B7 March 24, 2009 Page 16 of 117 A-1 FACT SHEET for 5311 CURRENT IF GRANT IS AWARDED 1. Number of one-way 1,166,358 1,175,000 passenger trips. PER YEAR 2. Number of individuals 1,166,358 1,175,000 served (unduplicated). PER YEAR 3. Number of vehicles used for 16 PER DAY 16 PER DAY this service. AYERAGE 4. Number of ambulatory 24 PER VEHICLE 24 PER VEHICLE seats. 5. Number of wheelchair 2 PER VEHICLE 2 PER VEHICLE positions. 6. Vehicle Miles traveled. 1,336,256 1,336,256 7. Normal vehicle hours in 69,721 69,721 operation. 8. Normal number of days in 7 per week 7 per week operation. 9. Trip length. Average Route length for one Average Route length for one trip is 22 miles trip is 22 miles --------- I Form C-2 Agenda Item No. 16B7 March 24. 2009 Page 17 of 117 CAPITAL REQUEST VEHICLE REQUEST GMIS Code IThis column for RorE FOOT use Number Estimated ONL YI (a) requested Description (b) (c) Cost 11. 11. 11. 11. 11. Sub-total 11. E 4 Electronic fareboxes $122,857 ". E 4 Automatic Vehicle Locators $64,000 11. E 6 Bus Shelters 128,234 11. ... . I, ' . .,". ,.. i , Sub-total . ','. . $315,091 EQUIPMENT REQUEST (c) (a) Replacement (R) or Expansion (E). (b) Provide a brief description including the length and type vehicle, type of fuel, lift or ramp, number of seats and wheelchair positions. Do not show the Make. For example, 22' diesel bus with lift, 12 ambo seats, 2 w/c positions. (c) Show mobile radios, computer hardware/software, etc. under "Equipment Request. " VEHICLE SUBTOTAL $ + EQUIPMENT SUBTOTAL $ = $ Ix) 1. Ixl X 80% = $ [Show this amount on Form 424 in block 15Ia)] EXHIBIT B PROPOSED PROJECT DESCRIPTION Agenda Item No. 1687 March 24, 2009 Page 18 of 117 Agenda Item No. 16B7 March 24, 2009 Page 19 of 117 COLLIER COUNTY ARRA-5311 GRANT APPLICATION 2009 EXHIBIT B: Proposed Project Description: FTA - 5311 The Collier County Board of County Commissioners is requesting American Recovery and Reinvestment Act FTA Section 5311 funds in the amount of $315,091. Funds from this grant will be used to purchase four electronic fareboxes, four automatic vehicle locators and installation of six bus shelters along the rural route of Collier County. Our current system utilizes manual passenger counters for ridership data collection, which lends itself not only to human error but also to lack of productivity; not to mention how an atypical event such as a traffic accident or severe weather could affect the data. The electronic fareboxes will replace the existing manual methods of data collection as well as enhance the efficiency on the Route SA and SB buses. The electronic fareboxes will streamline the boarding process by eliminating the manual task performed by the drivers of punching each boarding and transfer ticket. Electronic fareboxes have been introduced on many systems throughout the United States, including Florida, with overwhelming success. There is no doubt that there will be some boarding issues as patrons get used to using the new fare boxes. Once this initial learning process has cleared, boarding should be fairly quick. The Automatic Vehicle Locators (A VL) will provide three main improvement components to the service in Immokalee. The first component is enhancement of customer service. The A VL's will allow the administration of Collier Area Transit to always know exactly where the buses are located. The information transmitted back to the operations center can be used to answer customer inquires such as, how long until the next bus arrives at their stop or whether they just missed their bus, etc... The second and third components are productivity and reliability of data collection. There are several benefits to have information collected electronically, some of which are: . Quality and Accuracy of data . Detail of data (by segment, etc...) . Timeliness of data . Better basis for decision making In these difficult financial times when we are all asked to do more with less, time is literally money. Improving productivity is one of the largest benefits of this technology implementation. The time spent manually retrieving the information to create ad-hoc reports, tracking ridership changes, calculating performance measures, and adjusting schedules will be reduced dramatically when combining A VL with electronic fareboxes technology. 10 - - ----------l~- Agenda Item No. 1687 March 24. 2009 Page 20 of 11 7 Section 5311 funding for this new electronic equipment is essential, if service is to be improved and greater efficiency is to be attained. Without 5311 funds for improved electronic equipment on board the Collier Area Transit vehicles, Collier County will be unable to add this valuable equipment on board their vehicles. Collier Area Transit (CAT) operates under the supervision of the Collier County Department of Alternative Transportation Modes (A TM) for the Transportation Services Division. McDonald Transit Inc. is the contractor who operates on behalf of CAT and runs the fixed route and Para-transit operations in Collier County. The information of the union representing McDonald Transit Inc. is: Transport Workers Union, 122 Dixie Lane, Coco Beach, FL 32931. Their phone number is: (866) 795-4255 and Kevin Smith is the contact person. CAT provides transit services to passengers with access to work, medical, shopping, and recreational activities to the Naples, Marco Island and Immokalee areas. The lmmokalee Circulator (Route 8) serves the rural area of Collier County. During 2008 the Immokalee Circulator added a reverse route to help accommodate the demand for service. The original route is now called Route 8A and the ne reverse route is called 88. This change resulted in an increase to ridership by 15,839 passengers. In 2008, routes 8A and 8B transported a total of 84,458 passengers. Route 8B starts operations at 6:20 A.M. and travels out to the Immokalee area operating 8 roundtrips in Immokalee all day. This route provides trips to the Health Department, Career Center, Medical Centers, residential areas and many other destinations that without CAT services; many of the residents of Immokalee would not have access otherwise. A budget is provided below: Total Amount Item/Projects Requested 1. Electronic fare boxes (includes IT package & Vault) $122,857.00 2. AVL $64,000.00 3. Bus Shelters (6) $128,234.00 Total $315,091.00 It I--~-. --- EXHIBIT C Public Hearing Agenda Item No. 16B7 March 24, 2009 Page 21 of 117 NAPLES DAILY NEWSlgenda Item ~Jo. 16B7 1075 Central Avenue March 24, 2009 Naples, Florida 34102 Page 22 of 117 Fax: (239) 263-4703 Public Notice Notice is hereby given that Collier County will apply for both, a U.S.C. 9 5311 non-urbanized area grant program and for a U.S.C. 9 5307 urbanized area grant under the American Recovery and Reinvestment Act (ARRA) of 2009. The U.S.C. 9 5311 non-urbanized area grant application is through the Florida Department of Transportation (FDOT). These funds will provide capital assistance for transportation in the rural areas of Collier County such as the Immokalee Circulator. As the designated recipient of these grants, Collier County is preparing an application for the estimated amount of $315,091. Collier Area Transit (CAT) proposes to use these grant funds to provide for capital projects such as: !!fectronic fareboxes; construction of bus shelters; and Automatic Vehicle Location (AVL) and mobile data systems including Geographic Information Systems (GIS) - route planning system. The U.S.C. 9 5307 urbanized area grant application will be through the Federal Transit Administration (FTA). These funds will provide capital assistance for transportation in the urbanized area of Collier County. As the designated recipient of these grants, Collier County is preparing an electronic application for the estimated amount of $2,963,261. CAT proposes to use these grant money, as funding permits, to provide for capital projects, such as: electronic fareboxes including appropriate building modifications to accommodate these; (AVL) and mobile data systems including GIS - route planning system; purchase two (2) hybrid buses to replace two buses that are due for replacement in 2008 and 2009; security cameras for both fixed route and para-transit buses and upgrade three (3) fixed route buses with hybrid technology. Both of these are 100% federally funded grants, and there will be no local match required. The Collier County Transportation Services Division's Alternative Transportation Modes (ATM) Department, together with the Collier Metropolitan Planning Organization (MPO) will open a 30 days public comment period on March 11, 2009 for the approval of both of these FT A grants funds. Any interested party may request a public hearing by the Collier County Board of County Commissioners regarding the Program of Projects (POP) budget for these grant applications. To request a public hearing please submit a written request within 10 (ten) days of this notice to the ATM Department, 2885 South Horseshoe Drive, Naples, Florida 34104. Any interested party may obtain a copy of this grant application by visiting 2885 South Horseshoe Drive, Naples, Florida 34104 in person or by contacting Ms. Glama Carter, ATM Principal Planner, at (239) 252- 8192 between the hours of 8 a.m. to 5 p.m., Monday through Friday. Changes to the original program of projects will be noticed throu9h the Collier MPO. Inquiries may be directed to Ms. Carter at (239) 252-8192 or e-mail to qlamacarter@collierqov.net or to altransm odes@collierqov.net. This notice complies with FTA requirements including: Safe Accountable, Flexible, Efficient Transportation Equity Acl: A Legacy for Users (SAFETEA-LU) and the Metropolitan and Statewide Planning Re9ulations, as well as FTA C 9030.1C Chapter V, section 6f; this public notice of public involvement activities and time established for public review and comment on the Transportation Improvement Plan, as well as the 5307 and 5311 FY 09 ARRA budget, will satisfy the POP requirements of the Urbanized Area Formula Program. The POP listed on this proposed budget is an eligible capital project as defined by the FTA 5307 and 5311 grant regulations. Please send proof of publication to: Collier County, Transportation Services Division Atl: Glama Carter, CAT Principal Planner 2885 South Horseshoe Drive Naples, Florida 34104 (239) 252-8192 Purchase Order # 4500099607 Account #059460 ---.-.1-----. -- .-- EXHIBIT D SINGLE AUDIT ACT & CERTIFICA TlON Agenda Item No. 16B7 March 24, 2009 Page 23 of 117 Agenda Item No. 16B7 March 24, 2009 Page 24 of 117 EXHIBIT E FEDERAL CERTIFICA TIONS AND ASSURANCES Agenda Item No. 16B7 March 24, 2009 Page 25 of 117 65028 Federal Register 1 Vol. 73, No. 212/Friday, October 31, 20081 Notices APPENDIX A FEDERAL FISCAL YEAR 200' F1'A CERTIFICATIONS AND ASSURANCES SIGNATURE PAGE (Required of aU Applicantl for FTA IJSlistance and all Fl'A Grantees with an active capital or formula project) AFPIRMATION OF APPLICANT Name of Applicsnt: Collier County Board of County Commissioners Name ond Relationship of Authorized Representative:' Donna Fial a, Chairwoman BY SIGNING BELOW, on behalf of the Applican~ I declare that the Applicant has duly suthorized me to make these cenifiCatiOl1S and assurances and bind the Applicant'. compllonce. Thus, the Applicant agrees to comply with all Federal .tatutes and regulatio.., and follow applicable I'edctal d~tivcs, and comply with the certifications and assW"ances as indicated on the foregoing page applicAble to each application it makes to the Federal Transit Administration (FfA) in Federal Fiscal Year 2009. Fr A intends that the cenificatiom and assurances the Applicant selects 00 the other side of this document, aa representative of the certifications and assurances in this documen~ should apply, as provided, to each project for which the Applicant seeks now, or may later. seek FrA assistance during Federa! Fiscal Year 2009. The Applicant affinns the truthfulnes8 and accuracy of the certifications and assurances it has made in the statements submitted herein with this doc~ment and any other submission made to Ff A. and acknowledges that the Program Fraud Civil Remedies Act of 1986, 31 U.S.C. 3801 et seq.. and Implementing U.S. DOT regulations, "Program Fraud Civil Remedies," 49 CPR part 3 J apply to any certification, assurance or submission made to FI' A. The criminal provisions of 18 U.S.C. 1001 apply to any cenification. assurance, or subminion made in connection with A Pederal public b'Bnsportation program authorized in 49 U.S.C. chapter 53 or aD)' other statute In signing this documen~ I declare under penalties of perjUl)' that the foreguing certifications and assurance., and ony other statements made by me on behalf of the Applicant are true and correcL Date: 3-24-0'\ Signatmc Name Donna Fiala, Chairwoman Authorized Representative of Applicant AFPIRMATlON OF API'LICANTS ATI'DRNEY For (Name of Applicant): Collier County Board of County Commissionp.rs As the W1dersigned Attorney for the above named Applicant, I bcrclly affirm to the Applicant that it has authority under State,local. or trihal government law, as applicable, to make and comply with the cenllications and assurances as indicated on the foregoing pages. I further affirm that., in my opinion, the certifications and assurances have been legall)' made and constitute legal and bi~ing obligations on the ApplicanL I further affum to the Applicant that, to the best of my knowledge, there is no legi:sJation or litigation pending or inuninent that might ~Iy affect the validity of these certifications and assurances, or of the perfonnancc of the ~ /.} Signature Dste: "3)J b /0 r Name Scott Teach, Deputy County Attorney Attorney for Applicant Eacb Applican1 for Fr ^ financial wlstlll:lce ad each Fr ^ Oruatco with In acti~ capital or fonnulli projcd IDUIt provide ID AffIllUDon or Applicant'. Attorney pertai:ain, to 1be. Applictnt'.1epJ ~ty. The AppHcmt IIUIY eoter itI.ipwure in Ueu 01 the Anontey'. slgalture. provided the Applicanl hu au file tbl& Atftrmtdon, signed by the .uomcy and daIcd Ihh Peden! fUcal year. ATTEST DWIGHT E. BROCK, CLERK BY: Agenda Item No. 16B7 March 24, 2009 Page 26 of 117 Federal Register/Vol. 73, No. ZlZIFriday, October 31, ZOOa/Notices 65027 APPENDIX A FEDERAL FISCAL YEAR 2009 CERTIFICATIONS AND ASSURANCES FOR FEDERAL TRANSIT ADMINISTRATION ASSISTANCE PROGRAMS (Signature page alternative 10 providing Cert(ficatiOlU and Assurances in TEAM- Web) Name of Applicant: Collier County Board of County Commissioners The Applicant agrees to comply with applicable provisions of Categories 01 - 24. _ OR The Applicant agrees to comply with applicable provls.ions of the. Categories it has selected: Catel!'Orv Descriotion 14. Intelligent Transportation Systems. ./ ../ V ./ ./ ./ ./ ../ ../ ./ V ./ .j V V ../ ./ ./ ./ ./ .,/ 01. Assurances Required For Each AppJicanL 02. Lobbying. 03. Procurement Compliance. 04. Protections for Private Providers of Public Transportation. 05. Public Hearing. 06. Acquisition of Rolling Stock for Use in Revenue Service. 07. Acquisition of Capital Assets by Lease. 08. Bus Testing. 09. Olartel Service AgrcemeDt. 10. School Transportation Agreement. 11. Demand Responsive Service. 12. Alcohol Misuse and Prohibited Drug Use. 13. Interest and Other Financing CoSls. J 5. Urbaniud Area Formula Program. 16. Clean Fuels Grant Program. 17, Elderly Individuals and Individuals wilh Disabilities Formula Program and Pilot Program. lB. Nonurbaniud Area Formul. Program for StaleS. 19. Job Access and Reverse Commute Program. 20. New Freedom Program. 21. Paul S. Sarbanes Transit in Parks Program. 22. Tribal Transit Program. 23. Infrastructure Finance Projects. 24. Deposits of Federal Financial Assistance to a State Infrastructure Banks. / ,f Agenda Item No. 16B7 March 24, 2009 Page 27 of 117 EXHIBIT F DOES NOT APPL Y Agenda Item No. 1687 March 24, 2009 Page 28 of 117 EXHIBIT G APPLICANT CERTIFICATION AND ASSURANCE TO FDOT --I Agenda Item No. 1687 March 24, 2009 Page 29 of 117 APPLIES TO APPLICANTS FOR CAPITAL ASSISTANCE EXHIBIT G APPLICANT CERTIFICATION AND ASSURANCE TO FOOT To be completed and signed by an individual authorized by the governing board of the applicant agency and submitted with the grant application. The Collier Countv Board of County Commissioners certifies and assures to the Florida Department of Transportation in regard to its Application under U.S.C. Section 5311 dated 3- a\\-Qq : 1) It shall adhere to all Certifications and Assurances made to the federal government in its Application. 2) It shall comply with Section 341.051 Florida Statutes and Chapter 14-73 Florida Administrative Code. 3) It has the fiscal and managerial capability and legal authority to file the application. 4) Local matching funds will be available to purchase vehicles/equipment at the time an order is placed. 5) It will carry adequate insurance to maintain, repair, or replace project vehicles/equipment in the event of loss or damage due to an accident or casualty. 6) It will maintain project vehicles/equipment in good working order for the useful life of the vehicles/equipment. 7) It will return project vehicles/equipment to the Department if, for any reason, they are no longer needed or used for the purpose intended. 8) It recognizes the Department's authority to remove vehicles/equipment from its premises, at no cost to the Department, if the Department determines the vehicles/equipment are not used for the purpose intended, improperly maintained, uninsured, or operated unsafely. 9) It will not enter into any lease of project vehicies/equipment or contract for transportation services with any third party without prior approval of the Department. 10) It will notify the Department within 24 hours of any accident or casualty involving project vehicles/equipment, and submit related reports as required by the Department. 11) It will submit an annual financial audit report to the Department, if required by the Department. Date: 3-'Z-4-0C\ Donna Fia/a. Chairwoman Authorized Representative and Title ATTEST DWIGHT E. BROCK, CLERK (Signature of authorized representative) BY: APP~; ;;?Z-=-KY D~puv~ c~ II~ 1-7 Agenda Item No. 16B7 March 24. 2009 Page 30 of 117 EXHIBIT H FTA SECTION 5333(b) ASSURANCE Agenda Item No. 1687 March 24, 2009 Page 31 of 117 APPLIES TO ALL APPLICANTS EXHIBIT H FTA Section 5333 (b) Assurance (Note: By signing the following assurance, the recipient of Section 5311 and/or 5311(f) assistance assures it will comply with the labor protection provisions of 49 U. S. C. 5333(b) by one of the following actions: (1) signing the Special Warranty for the Non-urbanized Area Program; (2) agreeing to alternative comparable arrangements approved by the Department of Labor (DOL); or (3) obtaining a waiver from the DOL.) The Collier Countv Board of Countv Commissioners (hereinafter referred to as the "Recipient") HEREBY ASSURES that the "Special Section 5333 (b) Warranty for Application to the Small Urban and Rural Program" has been reviewed and certifies to the Florida Department of Transportation that it will comply with its provisions and all its provisions will be incorporated into any contract between the recipient and any sub- recipient which will expend funds received as a result of an application to the Florida Department of Transportation under the FT A Section 5311 Program. Dated 3-~"\- 0<\ AnEST DWIGHTE.BROCK,CLERK BY: Donna Fiala. Chairwoman (Typed name and title of authorjzed representative) (Signature of Authorized Representative) Note: All applicants must complete the following form end submit it with the above Assurance. LISTING OF RECIPIENTS. OTHER ELIGIBLE SURFACE TRANSPORTA TION PROVIDERS, AND LABOR ORGANIZATIONS REPRESENTING EMPLOYEES OF SUCH PROVIDERS. IF ANY (See Appendix for Example) 2 3 4 1 Site Project by Neme. Identify Other Eligible Identify Unions (find Identify Recipients of Description. lmd Provider Surface Transportation Providers) Representing Transportation Assistance (e.g. Recipient. other Providers (Type of EmploYfJBs of Providers "n Under this Grant. Agency, or Contractor) Service) Columns 1. 2. end 3 Collier County Board of Application for Section Collier Area Transit Transport Workers County Commissioners 5311 funds for Cepitel (Urban Transit Service) Assistance for FY09 for Union Collier Area Transit to 122 Dixie Lane provide public Coco Beach. FL 32931 transponation service to residents of rural areas o( Collier County traveling within the rural 8mtl and/or to the adjacent urban BreB and return to rural domicile. I. - "- ... ~'If f /~L Del':..t~' (' ('1 _i.~UI lIey Agenda Item No. 16B7 March 24, 2009 Page 32 of 117 EXHIBIT I Exhibit I does not apply. Collier County's application is not related to construction and/or acquisition of facilities. Agenda Item No. 16B7 March 24, 2009 Page 33 of 117 EXHIBIT A SYSTEM DESCRIPTION .. I EXHIBIT A Agenda Item No. 16B7 March 24, 2009 Page 34 of 117 SYSTEM DESCRIPTION FROM THE TRANSPORTATION SERVICE DEVELOPMENT PLAN INTRODUCTION TO THE SERVICE AREA Background Collier County Government's Alternative Transportation Modes Transportation Department serves as the Community Transportation Coordinator (CTC) for Collier County. Collier County CTC is considered a complete brokerage, contracting all fixed-route, paratransit, and transportation disadvantaged operations to McDonald Transit who operates as Collier Area Transit (CAT). CAT obtains prior authorization for all trips (ADA, TD, and Medicaid), schedules the trip(s) and invoices the Collier County Alternative Transportation Modes Department on a monthly basis. Collier Area Transit operates nine routes on a fixed-route system. The entire fleet is equipped with lifts that are compatible with the Americans with Disabilities Act of 1990 (ADA). CAT sub- contracts with private operators to provide TO paratransit service throughout the remaining portions of Collier County. As the management company for the CTC, CAT performs the basic elements of coordination for the paratransit program in Collier County, e.g., call intake, certification, eligibility, reservations, scheduling, transportation, reporting, cost-sharing and information sharing. Collier County provides administrative support such as grant writing, planning, budgeting, and public information and also program approval for all aspects of the Paratransit program. Three distinct transportation programs are provided under Collier Area Transit's Paratransit Program: Americans with Disabilities Act (ADA), Transportation Disadvantaged (TD) and Medicaid. The ADA program provides service to people who reside within % miles of an existing CAT bus route and have transportation needs that fall within the service schedule of CAT, but cannot access the bus system due to a disability. The TD program provides service to people residing in areas where CAT bus routes are not available and who have no other means of transportation. The Medicaid program provides transportation to Medicaid eligible people who cannot travel by the CAT bus routes and have no other means of transportation. Collier Area Transit currently employs seventy-four people. Agenda Item No. 16B7 March 24, 2009 Page 35 of 117 Collier Area Transit Ridership History FISCAL YEAR TOTAL FY01 97,571 FY02 324,037 FY 03 475,820 FY04 627,824 FY05 951,601 FY06 1,052,536 FY07 1,180,147 FY08 1,166,358 Collier Area Transit Ridership on the 5311 Route in the Township of Immokalee, Florida OCT NOV DEC JAN FEB MAR APR MAY JUN JUL AUG SEP TOTAL FY06 3,126 5,984 6,120 6,610 5,634 6,283 3,587 4,199 5,430 5,923 6,099 4,835 58,995 FY07 5,708 6,553 5,622 6,888 5,958 6,452 3,940 5,325 5,382 5,548 5,711 5,532 68,619 FY08 6,748 5,411 5,564 6,293 8,593 7,867 8,412 8,520 9,821 8,926 8,303 7,520 91,976 FY09 8,900 7,469 7,798 Collier Area Transit's Route 8 (5311 Route) serves the township of Immokalee, FL, which is situated in the rural Northeast portion of Collier County. Route 8 is currently the only one of nine routes receiving FTA 5311 funds. The 2000 US Census estimated the population of Immokalee, FL was 21,845. The 2008 population estimate of Immokalee is 25,946. Collier Area Transit transported the equivalent of 34% of the total population of Immokalee, FL during the month of October 2008. Ridership on Collier Area Transit's 5311 Route in the Township of Immokalee, Florida is showing a steady increase in ridership. Capacity issues were addressed with the expansion of Collier Area Transit's 5311 Route occurred at the end of January 2008. A reverse route service was added to Route 8 (the Immokalee Circulator, which doubled the service on this route. This route is critical to ensure the transportation needs of the elderly, disabled, and low income citizen's of Immokalee, Florida are met. Agenda Item No. 16B7 March 24, 2009 Page 36 of 117 EXHIBIT E FEDERAL CERTIFICA TlONS AND ASSURANCES Agenda Item No. 16B7 March 24, 2009 Page 37 of 117 65028 Federal Register/Vol. 73, No. ZlZ/Friday, October 31, ZOOS/Notices APPENDIX A FEDERAL FISCAL YEAR 2OO!l FTA CERTIFICATIONS AND ASSURANCES SIGNATURE PAGE (Reqwired oj aU ApplicantJ for FTA tulistaf'lCe and aU F7'A Grantees with an actil'e capital or formula project) AFPIRMATION OF APPLICANT Name of ApplicllIlt: Collier County Board of County Commissioners Name and Relationship of Authorized Representative:- Donna F i al a , Cha i rwoman BY SIGNlNG BELOW, on behalf of the Applican~ I declare that the Applicant has duly authorized me to make the&e certifications and assurances and bind the Applicant's compliance. Thus, the Applicant agrees to comply with aU Pederal ''''lutes and tegulations, and follow applicable Federal ditectives, and comply with the certifications and assurances as indicated on the foregoing page applicable to each application it makes to the Federal Transit Administration (F7 A) in Federal F15cal Year 2009. FT A intends that the certifications and assurances the Applicant selects on the other side of this document, B.8 tepresentative of the certifications and as'uraoces in this documen~ should apply, as provided, to each project for which the Applicant seeks cow, or may later. 5cck FT A Ulistancc dwiDg Federal rLScal Year 2009. The Applicant affirms the t:rulhfulness and accuracy of the certificatiOnB and asSlU'aIlCCS it has made in the statements submitted herein with this doc!Jment and any other submission made to Ff A. and acknowledges that the Program !'rand Civil Rllmedies Act of 1986, 31 U.S.C. 3801 .. seq., and implementing U.S. DOT regulations, ''Program Frand Civil Romedies," 49 CPR part 31 apply to any certification, assurance or submission made to Fr A. The criminal provi&ioas of 18 U.S.C. lOOt apply to any certif1cation. wurance, or submission made in connection with a Pederal public transportation program authorized in 49 V.S.C. chapter 530r any other statute In signing this document, I declare under penalties of perjury that the foregoing certifications and assurances, and any other statement! made by me on behalf of the Applicant arc true and correct Signature Name Donna Fiala, Chairwoman Authorized Representative of Applicant Date: AFPIRMA TION OF APPI.JCANl"S A ITORNEY For (Name of Applicant): Collier County Board of County Commissioners As the undersigned Attorney for the above named Applicant, I hereby affinn to the ApplicaOl thel it has authority under State, local. or tribal govunmcntlaw, as applicable. to make and comply with the certifications and assurances as indicated on the foregoing pages. I further affirm that, in my opinion, the certifications and assurances have been legally made and constitute legal and bi~ing obligations on the Applicant I further affUll1 to the Applicant that, to the best afmy knowledge, there is no legislation or litigation pending or imminent that might adversely affect the validity of these certifications and assurances, or of the performance of the project Signatwe Date: N.~ Scott Teach, Deputy County Attorney Attorney for Applicant Each ApplicllIt forFTA financial UlistlDCe IDdCldt FJ'A OruI.lcOwitb ID active capital orfotmula proj~ mLllt providelD Affirmation of ApplicM!'. Attorney pcrtail1ina to 1M AppliclIlt'. kpl clptCjty. 'The Appliclm may <<Uet ltl.iauanR in lieu ohbe Anomey'. .igxl'turc. providDd the Applicant hu on fife thiI Atftrmltion. ilancd by !be lUOmey lad dated Ibis Federal fiscal year. Federal RegisterlVol. 73, No. 212 I Friday, October 31, 200BINotices Agenda Item r"o. 1687 March 24, 2009 Page 38 of 117 APPENDIX A 65027 FEDERAL FISCAL YEAR 2009 CERTIFICATIONS AND ASSURANCES FOR FEDERAL TRANSIT ADMINISTRATION ASSISTANCE PROGRAMS (Signature page alJematlv! to providing Certifications and Assurances in TEAM- Web) Name of Applicant: Collier County Board of County Commissioners The Applicant agrees to comply with applicable provisioDs of Categories 01- 24. _ OR The Applicant agrees to comply with applicable provisioDs of the. Categories it has selected: Catel!orv DescriDtion 01. Assurances Re<{uil'ed For Each Applicant 02. Lobbying. 03. Procurement Compliance. 04. ProtectiOn! for Private Providers of Public Transportation. 05. Public Hcaring. 06. Acquisition of Rolling Stock for Use in Revenue Service. O? Acquisition of Capital Assets by Lease. 08. Bu. Testing. 09. auona Service AgreemeoL 10. School Transportation Agreement 11. Demand Responsi~ Service. 12. Alcohol Misuse and Prohibited Drug Use. 13. Interest and Other Financing Costa. 14. Intelligent Transportation Systems. 15. Urbanized Area Formula Program. 16. Clean !'uel. Grant Program. 17. Elderly Individuals and Individuals with Disabilities Formula Program and Pilot Program. 18. Nonurbanized Area Fonnula Program for States. 19. Job Access and Reverse Commute Program. 20. New Freedom Program. 21. Paul S. Sarbane.s Transit in Parks Program. 22. Tribal Transit Program. 23. Infrastructure Finance Projects. 24. Deposits of Federal Financial Assistance to a State Infrastructure Banks, ./ ./ V .,/ ./ .,/ ./ ../ ./ ./ ../ .,/ ..; ./ V ../ V ../ ,/ ./ V ./ V Agenda Item No. 16B7 March 24. 2009 Page 39 of 117 EXHIBIT G APPLICANT CERTIFICA TION AND ASSURANCE TO FDOT Agenda Item No. 16B7 March 24, 2009 Page 40 of 117 APPLIES TO APPLICANTS FOR CAPITAL ASSISTANCE EXHIBIT G APPLICANT CERTIFICATION AND ASSURANCE TO FOOT To be completed and signed by an individual authorized by the governing board of the applicant agency and submitted with the grant application. The Collier Countv Board of Countv Commissioners certifies and assures to the Florida Department of Transportation in regard to its Application under U.S.C. Section 5311 dated 1) It shall adhere to all Certifications and Assurances made to the federai government in its Application. 2) It shall comply with Section 341.051 Florida Statutes and Chapter 14-73 Florida Administrative Code. 3) It has the fiscal and managerial capability and legal authority to file the application. 4) Local matching funds will be available to purchase vehicles/equipment at the time an order is placed. 5) It wili carry adequate insurance to maintain, repair, or replace project vehicles/equipment in the event of loss or damage due to an accident or casualty. 6) It will maintain project vehicles/equipment in good working order for the useful life of the vehicles/equipment. 7) It will return project vehicles/equipment to the Department if, for any reason, they are no longer needed or used for the purpose intended. 8) It recognizes the Department's authority to remove vehicles/equipment from its premises, at no cost to the Department, if the Department determ ines the vehicles/equipment are not used for the purpose intended, improperly maintained, uninsured, or operated unsafely. 9) It will not enter into any lease of project vehicles/equipment or contract for transportation services with any third party without prior approval of the Department. 10) It will notify the Department within 24 hours of any accident or casualty involVing project vehicles/equipment, and submit related reports as required by the Department. 11) It will submit an annual financial audit report to the Department, if required by the Department. Date: Donna Fiala. Chairwoman Authorized Representative and Title (Signature of authorized representative) Agenda Item No. 16B7 March 24, 2009 Page 41 of 117 APPLIES TO ALL APPLICANTS EXHIBIT H FTA Section 5333 (b) Assurance (Note: By signing the following assurance, the recipient of Section 5311 and/or 5311(f) assistance assures it will comply with the labor protection provisions of 49 U.S.C. 5333(b) by one of the following actions: (1) signing the Special Warranty for the Non- urbanized Area Program; (2) agreeing to alternative comparable arrangements approved by the Department of Labor (DOL); or (3) obtaining a waiver from the DOL.) The Collier County Board of County Commissioners (hereinafter referred to as the "Recipient") HEREBY ASSURES that the "Special Section 5333 (b) Warranty for Application to the Small Urban and Rural Program" has been reviewed and certifies to the Florida Department of Transportation that it will comply with its provisions and all its provisions will be incorporated into any contract between the recipient and any sub-recipient which will expend funds received as a result of an application to the Florida Department of Transportation under the FTA Section 5311 Program. Dated Donna Fiala. Chairwoman (Typed name and title of authorized representative) (Signature of Authorized Representative) Note: All applicants must complete the following form and submit it with the above Assurance. LISTING OF RECIPIENTS, OTHER ELIGIBLE SURFACE TRANSPORTATION PROVIDERS, AND LABOR ORGANIZATIONS REPRESENTING EMPLOYEES OF SUCH PROVIDERS, IF ANY (See Appendix for Example) 2 1 Site Project by Name, 3 4 Identify Recipients of Description, and Identify Other Eligible Identify Unions (and Transportation Provider (e.g. Recipient, Surface Transportation Providers) Representing Assistance Under this other Agenc~i or Providers (T~pe of Employees of Providers Grant. Contractor Service in Columns 1, 2, and 3 Collier County Board Application for Section Collier Area Transit Transport Workers of County 5311 funds for Capital (Urban Transit Commissioners Assistance for FY09 for Service) Union Collier Area Transit to 122 Dixie Lane provide public Coco Beach, FL 32931 transportation service to residents of rural areas of Collier County traveling within the rural area and/or to the adjacent urban area and return to rural domicile. .A.genda item f\lo. 16B7 March 24. 2009 . -;:.,~ Single AuditlFederal and State Schedule of Financial Assistance The Single Audit/Federal and State schedule of financial assistance section presents Grants compliance reports filed by Collier County with Federal government and State government, respectively. Agenda Item No. 1687 March 24, 2009 Page 43 of 117 TIllS PAGE INTENTIONALLY LEFT BLANK .."'It"'.P-'..' ~~" .-- .4genda Item No. 1687 March 24, 2009 Page 44 of 117 1111111111111111111111111111111111'''''' i!J ERNST & YOUNG Ernst & YounQ LLP 100 Northeast Third Avenue Suite 700 rort Lauderdale, Florida 33301 Tel: + 1 954 BaS 8000 fal(.: +1 954 888 8160 www.ey.com Report of Independent Certified Public Accountants on Internal Control Over Financial Reporting and on Compliance and Other Matters Based on an Audit of the Financial Statements Performed in Accordance with Government Auditing Standards Members of the Board of County Commissioners Collier County, Florida We have audited the fmancial statements of the governmental activities, the business-type activities, the aggregate discretely presented component units, each major fund, and the aggregate remaining fund information for Collier County, Florida (the County) as of and for the year ended September 30, 2008, which collectively comprise the COIlllty'S basic financial statements and have issued our report thereon dated February 26, 2009. We conducted our audit in accordance with auditing standards generally accepted in the United States and the standards applicable to fmancial audits contained in Government Auditing Standards, issued by the Comptroller General ofthe United States. Internal Control Over Financial Reporting In planning and performing our audit, we considered the County's internal control over financial reporting as a basis for designing our auditing procedures for the purpose of expressing our opinions on the financial statements, but not for the purpose of expressing an opinion on the effectiveness of the County's internal control over financial reporting. Accordingly, we do not express an opinion on the effectiveness of the County's internal control over financial reporting. Our consideration of internal control over financial reporting was for the limited purpose described in the preceding paragraph and would not necessarily identity all deficiencies in internal control over financial reporting that might be significant deficiencies or material weaknesses. However, as discussed below, we identified certain deficiencies in internal control over financial reporting that we consider to be significant deficiencies. A control deficiency exists when the design or operation of a control does not allow management or employees, in the normal course of performing their assigned functions, to prevent or detect misstatements on a timely basis. A significant deficiency is a control deficiency, or combination of control deficiencies, that adversely affects the entity's ability to initiate, authorize, record, process or report [mancial data reliably in accordance with generally accepted accounting principles such that there is more than a remote likelihood that a misstatement of the entity's financial statements that is more than inconsequential will not be prevented or detected by the entity's internal control. We consider the deficiency described in the accompanying schedule of findings and questioned costs as item 2008-0 to be a significant deficiency in internal control over [mancial reporting. 0902-1032551 163 A nloltmb"rlifn'iof Ernst A V()UnQCI.;lbB1Lil'nlhtd III Itt-"'-- ..-"'~ 1111111111111111111111111111111111""" i!J ERNST & YOUNG Agenda Item No. 16B7 March 24. 2009 Page 45 of 117 A material weakness is a significant deficiency, or combination of significant deficiencies, that results in more than a remote likelihood that a material misstatement of the financial statements will not be prevented or detected by the entity's internal control. Our consideration of internal control over financial reporting was for the limited purpose described in the first paragraph of this section and would not necessarily identify all deficiencies in internal control that might be significant deficiencies and, accordingly, would not necessarily disclose all significant deficiencies that are also considered to be material weaknesses. However, we do not believe that the significant deficiency described above is a material weakness. Compliance and Other Matters As part of obtaining reasonable assurance about whether the County's financial statements are free of material misstatement, we performed tests of its complillllce with certain provisions of laws, regulations, contracts and grant agreements, noncompliance with which could have a direct and material effect on the determination of financial statement amounts. However, providing an opinion on compliance with those provisions was not an objective of our audit and, accordingly, we do not express such an opinion. The results of our tests disclosed no instances of noncompliance or other matters that are required to be reported under Government Auditing Standards. The County's response to the [mdings identified in our audit are described in the accompanying schedule of findings and questioned costs. We did not audit the County's response and, accordingly, we express no opinion on it. This report is intended solely for the information and use of management, the Board of County Commissioners, others within the entity, the Auditor General of the State of Florida, federal and state awarding agencies and pass-through entities and is not intended to be and should not be used by anyone other than these specified parties. ~+hLLP February 26, 2009 09G2-1032S57 164 A m~mber lirm of Ern'l & Voun", "IOb,st Limlt.d ",".~.....",,~.;ff;.:;-t.1"'" Agenda Item No. 16B7 March 24, 2009 Page 46 of 117 111111111111111111I1111111111,,"'"'' ~ ERNST & YOUNG Ernst & YounQ I..I..P 100 Northeast Third Avenue Suite 700 Fort lauderdale, Florida 33301 Tel: + 1 954 888 8000 fax; +1954 888 8160 www.ey.com Report ofIndependent Certified Public Accountants on Compliance With Requirements Applicable to Each Major Federal Program and State Project and on Internal Control Over Compliance in Accordance With OMB Circular A.133, Section 215.97, Florida Statutes, and Chapter 10.550, Rules of the Auditor General Members of the Board of County Commissioners Collier County, Florida Compliance We have audited the compliance of Collier County, Florida (the County), with the types of compliance requirements described in the U.S. Office of Management and Budget (OMB) Circular A-133 Compliance Supplement, and the requirements described in the Executive Office of the Governor's State Projects Compliance Supplement, that are applicable to each of its major federal programs and state projects for the year ended September 30,2008. The County's major federal programs and state projects are identified in the summary of auditor's results section of the accompanying schedule of findings and questioned costs. Compliance with the requirements of laws, regulations, contracts, and grants applicable to each of its major federal programs and state projects is the responsibility of the County's management. Our responsibility is to express an opinion on the County's compliance based on our audit. We conducted our audit of compliance in accordance with auditing standards generally accepted in the United States; the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States; OMB Circular A-133, Audits of States, Local Governments, and Non-Profit Organizations; Section 215.97, Florida Statutes (Section 215.97); and Chapter 10.550, Rules of the Auditor General (Chapter 10.550), State of Florida. Those standards, OMB Circular A-133, Section 215.97 and Chapter 10.550 require that we plan and perform the audit to obtain reasonable assurance about whether noncompliance with the types of compliance requirements referred to above that could have a direct and material effect on a major federal program or state project occurred. An audit includes examining, on a test basis, evidence about the County's compliance with those requirements and performing such other procedures as we considered necessary in the circumstances. We believe that our audit provides a reasonable basis for our opinion. Our audit does not provide a legal determination of the County's compliance with those requirements. 0902-)032557 165 A. m~mber lirn' 01 Ern5t.. Y(lunl;j Glolhtl Limited ~- .--" Agenda Item No. 16B7 March 24, 2009 Page 47 of 117 1111111111111111111111111111111111,"" gg ERNST & YOUNG III As described in item 2008-1 in the accompanying schedule of findings and questioned costs, the County did not comply with requirements regarding allowable costs that are applicable to its Community Development Block Grant (CDBG) Program and Home Investment Partnerships Program (HOME) Program. As described in item 2008-1 and 2008-5 in the accompanying schedule of findings and questioned costs, the County did not comply with requirements regarding allowable costs and reporting that are applicable to its State Housing Initiative Partnership (SHIP) Program. Further, as described in item 2008-2 in the accompanying schedule of findings and questioned costs, the County did not comply with requirements regarding reporting that are applicable to its State Criminal Alien Assistance Program (SCAAP). Compliance with such requirements is necessary, in our opinion, for the County to comply with requirements applicable to these programs. In our opinion, except for the noncompliance described in the preceding paragraph, the County complied, in all material respects, with the requirements referred to above that are applicable to each of its major federal programs and state projects for the year ended September 30, 2008. The results of our auditing procedures also disclosed an instance of noncompliance with those requirements that is required to be reported in accordance with OMB Circular A-133, Section 215.97, or Chapter 10.550, and which is described in the accompanying schedule of findings and questioned costs as item 2008-3. Internal Control Over Compliance The management of the County is responsible for establishing and maintaining effective internal control over compliance with the requirements of laws, regulations, contracts, and grants applicable to federal programs and state projects. In planning and performing our audit, we considered the County's internal control over compliance with requirements that could have a direct and material effect on a major federal program or state project in order to determine our auditing procedures for the purpose of expressing our opinion on compliance, but not for the purpose of expressing an opinion on the effectiveness of internal control over compliance. Accordingly, we do not express an opinion on the effectiveness of the County's internal control over compliance. Our consideration of internal control over compliance was for the limited purpose described in the preceding paragraph and would not necessarily identify all deficiencies in the County's internal control that might be significant deficiencies or material weaknesses as defmed below. However, as discussed below, we identified certain deficiencies in internal control over compliance that we consider to be significant deficiencies and others that we consider to be material weaknesses. 0902-1032557 166 .. member lirm of Ern,j l YOllnQ GIONI Limited ~0~'-" r-'~. Agenda Item No. 16B7 March 24, 2009 Page 48 of 117 111111111111111111I111111111""'"'' i!!J ERNST & YOUNG A control deficiency in an entity's internal control over compliance exists when the design or operation of a control does not allow management or employees, in the nonnal course of performing their assigned functions, to prevent or detect noncompliance with a type of compliance requirement of a federal program or state project on a timely basis. A significant deficiency is a control deficiency, or combination of control deficiencies, that adversely affects the entity's ability to administer a federal program or state project such that there is more than a remote likelihood that noncompliance with a type of compliance requirement of a federal program or state project that is more than inconsequential will not be prevented or detected by the entity's internal control. We consider the deficiencies in internal control over compliance described in the accompanying schedule of fmdings and questioned costs as items 2008-1 through 2008-6 to be significant deficiencies. A material weakness is a significant deficiency, or combination of significant deficiencies, that results in more than a remote likelihood that material noncompliance with a type of compliance requirement of a federal program or state project will not be prevented or detected by the entity's internal control. Of the significant deficiencies in internal control over compliance described in the accompanying schedule of findings and questioned costs, we consider items 2008-1 and 2008-5 to be material weaknesses. The County's response to the fmdings identified in our audit are described in the accompanying schedule of fmdings and questioned costs. We did not audit the County's response and, accordingly, we express no opinion on it. This report is intended solely for the infonnation and use of management, the Board of County Commissioners, others within the entity, the Auditor General of the State of Florida, federal and state awarding agencies, and pass-through entities and is not intended to be and should not be used by anyone other than these specified parties. ~ofHLLP February 26, 2009 0902.1032557 167 A lfI~mbl!r [,rm of lr~~t '" VO\!("I~ GIOOllI Li("llHf'd Agenda Item No. 16B7 March 24, 2009 Page 49 of 117 Collier County, Florida Schedule of Expenditures of Federal A wards and State Projects For the Fiscal Year Ended September 30, 2008 Federal or State Gl'1IntorlP..ThrouRb Grantor Prouam Title DeDartment of A2riculture Din:Cl Programs: Rural Busincss~Cooperat.ive Service: Rural Business Enterprise Grant Indirect Programs: Florida Department orEdueatiaD: Sununer Food Service Program for Children Florida Dcparunent of Agriculture and Consumer Services: Cooperative Foresty Assistance Cooperative Foresty Assistance Total CFDA Total Department of Agriculture DeoBrtment of Commerce Direct Programs: National Fish and Wildlife Foundation: Educational Partnership Program I Sea TW1Ie DiSOrientation Total DeparbncDt of Commerce DCDartment of Housim~ and Urban Develoomf':nt Direct Programs: Community Phuming and Development: Community Development Block Grants I Entitlement (COBO) Conununity Development Block Gnmts I Entitlement (CDSG) Community Development Block Ormts I Entitlement (COBO) Community Development Block Grants I Entitlement (COBO) Community Development Block Grants I Entitlement (COSO) CommWlity DevelopmeDt Block Grants I Entitlement (COSO) Total CFDA Emergency Shelter Grants Program (ESO) Supportive Housing Program (COC) Supportive Housing Program (Cae) Supportive Housing Program (COC) Supportive Housing Program (CoC) Total CFDA Home Investment Partnerships Program (HOME) Home Investment Partnerships Program (HOME) Home Jnvestment Partnerships Program (HOME) Total CFDA CFDA #/ CSFA # GraotIContraet Number Expeud'turu 10.769 Collier County $ 400,896 10.559 04-0804 365,288 10.664 10.664 Isles of Capri Fire District Ochopec Fire District 2,375 5.220 7.595 773,778 11.481 2006-0114-004 123.450 123,450 14.218 B-03-UC-12-0016 180,380 14.218 B-04-UC-12-OQ16 126,960 14.218 B-05-UC-I2-0016 98,122 14.218 B-06-UC.12-0016 196,678 14.218 B-07-UC-12-0016 1,031.856 14.218 B-08-UC-12-0016 146.537 1,780,533 14.231 S-07-UC-12-o024 98,012 14.235 FL14B5D-6001 lll,262 14.235 FL14B50-6002 101.576 14.235 FL14B50-6003 72,415 14.235 FL14B60-6003 33,401 318.654 14.239 M-06-UC-12-0217 252,772 14.239 M-07-UC.12-0217 214,927 14.239 M-08-UC-12-0217 26,783 494.482 (Continued) See accompanying notes to the schedule of cx:.ponditures of federal awards and state projects. 168 Agenda Item No. 16B7 March 24. 2009 Page 50 of 117 Collier County, Florida Schedule of Expenditures of Federal A wards and State Projects For the Fiscal Vear Ended September 30, 2008 CFDAOI Federal or State GrantorlPas..Thl'"Ollgb Grantor Program Title CSFA # Grant/Contract Number Expenditures IndUect Programs; Department of Community Affairs; Community Development Block Grant I State's Program (DR!) 14.228 07DB-3V-Q9-21-01-Z01 $ 748,497 Community Development Block Grant! State's Program (ORl) 14.228 08DB.03-09-21-01-A03 26.332 Total CFDA 774,829 Total Department of Housing and Urban Denlopmenl 3.466.510 DeDartmen' of the Interior Direct Programs: Fish and Wildlife Service: Partners for Fish and Wildlife I Conservation Collier Land Hllbitat RestoratiOD Project 15.631 401815/021 25,600 Partners for Fish and Wildlife I Derelict Vessel Removlll 15.631 401816/091 30.000 Total CFDA 55,600 Indirect Programs: Florida Department of Environmental Protection: Clean Vessel Act 15.616 LE636 23,212 Clean Vessel Act 15.616 LE637 22.868 Total CFDA 46.080 Total Department of the lotular 101,680 Denarlment ofTreaslIrv Direct Programs: Department of Treasury: Federal Equitable Sharing 21.unknoWll Collier County 104,804 Total Department of Treasury 104,804 Denartment of Justice Direct Progrmns: Office of Justice Programs: Federal Equitable Sharing 16.unkown Collier COWlty 36,227 Services for Trafficking Victims I Anti Trafficking Task Force 16.320 2005- VI' .BX-0002 140.593 State Criminal Alien Assistance Program (SCAAP) 16.606 2oo8-AP-BX-0316 411.848 Public S&fety Pllrtnersbip and Community Policing Grants I COPS Secure OW" Schools 16.710 2007-CK-WX-0089 20,409 Edward Byrne Memorial Justice AssisUUlce Grant Program 16.738 2oo5-CJ-BX-0753 131.069 Edward Byrne Memorial Justice AssisUUlce Grant Program 16.738 2006-DJ-BX-0474 38.410 TOlal CFDA 169.479 (Continued) 169 Collier Count)!, Florida Schedule ofExp.mditures of Federal Awards and Stale Projects For the Fiscal Y.arEnded September 30,2008 Federal or State GrantorlPa,,..Throua:h Grantor Program Title Office on Violence Against Women: Supervised Visitation, Safe Havens for Children Indirect Programs: Florida Department of JuvCDile Justice: Juvenile Accountability Block Grants I Peer Mediation Program Florida Office of Attorney General: Crime Victim Assistance (YOCA) Florida Department of Law Enforcement: Edward Byrne Memorial Formula Grant I Sexual Predator Community Prosecution and Project Safe Neighborhoods I Anti-Gang Initiative Florida Department ofChUdren ond Families: Violence Against Women Formula Grants I STOP Violence Against Women Formula Grants I STOP Total CFDA Total Department of Justice Deoartment ofTranSDOrtatlon Direct Programs; Federal Aviation Administration: Airport Improvement f Imk Master Plan UpdlUt Airport Improvement t Marco Master Plan Study Update Airport Improvement / Marco Apron Phase l & II Airport Improvement / Marco Phase I] Surcharge/Construction Airport lmprovernent / Marco South Taxiway & Apron Design Total CFDA Federal Tnmsit Administration: Federal Transit Cluster: Federal. Transit.copital Invesunent Grants I Section 5309 Federal Transit~Capitallnvestment Grants I Scx:tiOll 5309 Fc:deral Transit-Capital1nvesnnent Grants I Section 5309 Total CFDA Federal Transit-Fonnula Grnnts I Section 5307 Federal Transit-Formula Grants I Section 5301 Federal Transit~Fonnula Grants I Section 5307 Federal Transit-Fonnma Grants I Section 5307 Federal Transit-Formula Grants I Section 5301 Total CFDA Total Federal Transit Cluster 170 CFDAtI/ CSFA # 16.527 GrantfContrllct Number 2007.cW -AX-0007 Agenda Item ~Io. 16B7 March 24, 2009 Page 51 of 117 Expenditures $ 99,575 16.523 SB-l05 32,245 16.575 V7022 140,395 16.579 2oo8JAOCCOLL 1 09170 135,330 16.609 2oo8PMAOCOLLI R6005 16,755 16.588 LNOl6 123,480 16.588 LN816 34,848 158.328 1,361,183 20.106 20.106 20.106 20.106 20.106 20.500 20.500 20.500 20.507 20.507 20.507 20.507 20.507 3-12-0031-003-2006 3-12-0142-002-2006 3-12-0142-003-2006 3-12-0142-004-2007 3-12-0142-005-2008 FL-03-0264-00 FL-03-0297-00 FL-03-0312-00 FL-90-X508-00 FL-90-X553-00 FL-90-X580-oo FL-90-X645-00 FL-90-X665-00 7,500 51,205 4.843 397,545 23,721 484.814 13,165 102,986 129,127 245.278 212.815 1.910 86,870 1,360,158 214,276 1,876.029 2,121,307 (Continued) Agenda It9m No. 1637 March 24. 2009 Page 52 of 117 Collier County, Florida Schedule of Expenditures of Federal A wards and Stale Proj eels For the Fiscal Year Ended September 30, 2008 CFDA #I Federal or State GrantorlPus-Tbrougb Grantor Program Title CSFA . Grant/Codtrut Number ExpcDdltllrel Indirect Progrems: Florida Department of Transportation: Highway Planning and Construction I Ligbting 20.205 412559 S 19,445 Highway Planning and Construction I Pedestrian Bridge 20.205 412627 70,674 Highway Planning and ConstrUction 20.205 414327 337,320 Highway Planning and Construction I Sidewalks & Lighting 20.205 415566 632.000 Highway Plmming and Construction I BicycleIPedestrian Bridges 20.205 415590 270.161 Highway Planning and Construction 20.205 416342 94.863 Highway Planning and Construction I Paved Shoulder;; 20.205 417350 203,866 Highway Planning and Construction I Bike LanefTrail Study 20,205 417940 307.567 Highway Planning and Construction! Sidewalks 20.205 420887 200.000 Total CFDA 2.135.897 federlll Transit-Metropolitan Planning Grants! Section 5303 20.505 AM 356 62,294 Formula Grants for Othcr Than Urbanized Areas Ilmk Circulator 20.509 AM 357 202,068 Capital Assistance Program for Elderly Persons and Persons witll Disabilities I Section 5310 20.513 FL.16-0031 146.439 Capital Assistance Program for Elderly Persons and Persons with Disabilities I Section 5310 20.513 FL-I6-0032 293.277 Total CFDA 439.716 Total Department of TransportatloD 5,446,096 General Service Administration Indirect Progrilnls: Florida Department of State: Voter Education Election Rcform 39.011 Conier County 75,367 Tvtal Gel1era~ Service Administration 75,367 Environmental Protection Al!encY Indirect Programs: F10rida Department of Environmental Protection: Capitalization Grants for Clean Water State Revolving Funds 66.458 WW5971S0 237,76\ Capitalization Grants for Clean Water State Revolving Funds 66.458 WWG 12059715L 03 699.429 Total CFDA 937,\90 Capitalization Grants For Drinking Water State Revolving Funds 66.468 DW1111 010 1,701.447 Capitalization Grants For Drinking Water State Revolving Funds 66.468 DW111l020 159.6\9 Capitalization Grants For Drinking Water State Revolving Funds 66468 DWI111030 3,200.000 Cephalization Grants For Drinking Water State Revolving Funds 66.468 DW1111 040 3.200.000 Total CFDA 8,261,066 Total Environmental Prote~tion Agency 9.198.256 (Continued) 171 Collier County, Florida Schedule of Expenditures of Federal Awards and State Projects For tho Fisclll YoarEnded September 30, 2008 Federal or State GrantorlPass--Tbrougb Grantor Pr02'ram Title E1ecttoll Assistance Commission lEAC) lndirect Programs: Division of Elections: Help America Vote Act Requirements Payments I Poll Workers Recruitment Help America Vote Act Requirements Payments I Voter Education Help America Vote Act Requirements Payments I Voting Systems Assistance (HA V A 2002) Total Election Assistance Commission (EAq Dcoartment or Health aDd Human Services Indirect Programs: Florida Department of Elder Affairs . Area Agency on Aging for Southwest Florida, Inc.: Aging Cluster: Special Programs for the Aging . Title 111, Part B. Grants for Supportive Services and Senior Centers Specinl Programs for the Aging. Title III, Part B . Grants for Supportive Services and Senior Centers Total CFDA Special Programs for the Aging-Title III, Pm C-I-Nutrition Services Special Programs for the Aging-Title III, Part C-2-Nutrition Services Special Programs for the Aging-Title III, Part C-)-Nutrition Services Special programs for the Aging-Title HI, Part C-2.NutritioD Services Total CPDA Nutrition Services Incentive Program, C.] Nutrition Services Incentive Program, C.2 Total CFDA Total Aging Cluster: National Family Caregiver Support. Tide II1-E National Family Caregiver Support - Tide 1l1.E Total CFDA Florida Department of Revenue: Child Support Enforcement Child Support Enforcement Total CFDA 172 CFDA #/ CSFA # Agenda Item No. 16B7 March 24, 2009 Page 53 of 117 Graat/Coptnct Number ExpendttuTet 90.401 Collier County 90.401 Collier County 90.401 Collier County 93.044 OM 203.08 93.044 OM 203.07 93.045 OM 203.07 93.045 OM 203.07 93.045 OM 203.08 93.045 OM 203.08 93.053 NSIP 203.08 93.053 NSIP 203.08 93.052 93.052 OM 203.07 OM 203.08 93.563 93.563 CC31I C031I s 28,010 16,169 154,776 198,955 76,703 113,120 189,823 10,501 8,405 138,6\3 108,307 265,826 7.418 9,095 16.514 472.162 10,659 8,561 19.221 223,974 30,03\ 254.004 (Continued) Agenda Item No. 16B7 March 24, 2009 Page 54 of 117 Collier County, Florida Schedule of Expenditures of Federal A wards and State Projects For the Fiscal Ye", Ended September 30, 2008 Federal or State GrantorlPass- Through Grantor Program Title DIvision of Elections: Voting Access for Individuals with Disabilitics-Grants to States Total DepartJnent of Hcalth aDd HumaD Services CorDOration for Nadonal and Community Service Direct Programs: Retired and Senior Volunteer Progrwn Total Corporation for National aDd Community Service OeD.rlmeD! of Homeland Securitv Direct Programs: Assistance to Firefighters GrantJ lsle of Capri Indirect Programs: Florida Depar1ment of Law Enforcement: State Domestic Preparedness Equipment Support Program I H.S. Issue 2 Homeland Security Grant Prognun I H.S. Issue 21 Homeland Security Grant ProgrlUD HomelllIld Security Grant ProgrlUTl/ H.S, Issue 20 Total CfDA Florida Department of Community Affairs: Disaster Grants ~ Public Assistance I Tropical Stonn Fay Hazard Mitigation Grant Hazard Mitigation Grant Hazard Mitigation Grant Total CFDA Emergency Management Performance Grant Total DcpartmcII1 or Homeland Security TOTAL EXPENDITURES OF FEDERAL AWARDS J73 CFDA #/ CSFA # GrlDtlCoDtrael Number Expendl1urel 93.617 Collier County $ 13,323 758,710 94.002 06SRSFL0Q4 67,313 67,313 97.044 EMW .2006-FG-041 04 1,873 97004 2007SHSPCOLL2Q5003 9,507 97.067 07-DS-5N-09-21-01-116 6,188 97.067 07-DS-5N-09-2I-O!.210 13.956 97 067 2008SHSPCOLL3S40 II 19,648 39,791 97.036 Collier County 269,554 97.039 07.EC-33-09-21-01-486 1.639,223 97.039 08HM-6G-09-2I-01.017 11,875 97.039 08HM-6G.09.21-01.055 16,800 1,667,891 97.042 08-8G-24-09-2I-Ol-318 42,045 2,030,669 $ 23,706,771 (Continued) r- Agenda It9rn ~h 16B 7 March 24, 2009 Page 55 of 117 Collier County, Florida Schedule of Expenditures of Federal Awards and State Projects For the Fiscal Year Ended September 30, 2008 Federal or State GrabtorlPa58~Throu2h Grantor Proa:ram Tide Florida Executive OOlce of the Governor Office of Tourism, Trade and Economic Development: Rural Infrastructure, Immokalee Airport Total Florida Executive Ornee of the Governor Florida Denartment of Environment81 Protection Bellcb Erosion Control Program Florida Recreation Development Assistance Program Innovative Waste Reduction and Recycling Grants Innovative Waste Reduction and Recycling Grants Total CSFA Water Protection and Sustainability Program Total Florida Department of Environmntal ProtectioD Florid. Deoartmcnt orState and SecretarY of State Public Library Construction Program Public Library Construction Program Total CSFA State Aid to Libraries State Aid_to Libraries State Aid to Libraries State Aid to libraries Total CSFA Corrununity Libraries in Caring Total Florida Department of State and Secretary or State Florida Denartment of Communi tv Affairs Emergency Management Programs Local Emergency Management IUld Mitigation lnitiatives Emergency Management Projects Total Florida Department of Community Anaira Florida Housin~ Finance CorDoratioD State Housing Initiatives Partnership Program (SHIP) State Housing Initiatives Partnership Program (SHIP) State Housing Initiatives Partnership Progmm (SHIP) State Housing Initiatives Partnership Program (SHIP) Total F10rlda Housing Finance Corporation 174 CFDAtII CSFA # GrlntfCoutraet Number Expenditures 31.030 OT05-136 $ 3]9,422 319,422 37.003 05COI 576,570 37.017 A8119 104,943 37.050 108-07 54,984 37.050 108-09 19,250 74.234 37.066 4600001144 97,250 852.997 45.020 06-PLC-04 300,000 45.020 07-PLC-04 300,000 600,000 45.030 05-ST-12 810 45.030 06-ST-12 142.628 45.030 07-ST-12 24,993 45.030 08-ST-12 33.016 201.447 45.042 08-CLIC-03 9,239 810,687 52.008 08-60-24-09-21-01-318 102.934 52.010 07-EC-33-09-21-01 -486 1,510,094 52.023 08CP-04-09-21-01-126 8,400 1,621,428 52.901 FY 06 48,158 52.901 FY07 1.893,340 52.901 FY08 2,955,243 52.901 FY 09 647,669 5.544,411 (Continued) Agenda Item No. 16B7 March 24. 2009 Page 56 of 117 Collier County, Florida Schedule of Expenditures of Federal A wards and State Projects For the Fiscal Year Ended September 30, 2008 CFDA #/ Federal or State GrantorlPass- Through Grantor Program Tide CSFA# Graat/Contract Number Expenditures F1Drida DeDarbnent ofTranSDortadOD Commission for the Transportation Disadvantaged (CTD) Trip and Equipment Grant Program 55.001 AOT48 $ 467,749 Commission for the Tnmsportation Disadvantaged (CTD) Trip and Equipment Grunt Program 55.001 AP621 151,8t3 Total CSFA 619,562 Commission for the Transportation Disadvantaged (CTD) Planning Grant Program 55.002 AOR72 10,738 Commission for the Transportation Disadvantaged (CTD) Planning Grnnt Program 55.002 AP647 9.121 Total CSFA 19,859 Aviation Development Grants I Marco Mitigation 55.004 AI526 167.155 Aviation Development Grants I Marco Land Acquisition 55.004 A1935 44,542 Aviation Development Grants I Immokalce Master Plan Study 55.004 ANF46 220 Aviation Development Grants/ Marco Master Plan Study 55.004 ANF50 1.347 Aviation Development Grants I Marco Mitigation Phase 11 55.004 ANH 17 10,462 Aviation Development Gnmts I Everglades Taxiway 55.004 ANH19 3,367 Aviation Dc:velopment Grams I Marco Taxiway ~C" Phase J 55.004 AOF09 10.917 Aviation Development Onmts I Imk Emergency Generator 55.004 AOFIO 30,860 Aviation Development Grants I Murco Apron Phase I & II 55.004 AOK80 127 Total CSPA 268,998 COUIlty Incentive Grant Program I PD&E Study 5R82 55.008 41995Q.2-22-01 102,839 Public Transit Block Grant Program 55.010 AM350 160,619 Public Transit Block Grant Program 55.010 AOW93 234.500 Total CSF A 395.119 Public Transit Se:rvice Development Program I Red Route 55.012 AOK37 106,655 Toll Facilites Revolving Trust Fund I Jolly Bridge Feasability Study 55.019 ANY74 225,363 Transportation Regional Incentive Program I CR95 I GG to hnk 55.026 420991-1-58-01 1,751,687 Total F10rida Department of Transportatioa 3.490,081 Florida DeDartmcDt of Children IDd Families Homeless Challenge Grant I coe 60.014 HFZ23 85,221 Total F10rida Department of Children and Families 85.221 Florida DeDartment of Health County Grant Awards I Emergency Medical Services 64.005 C6011 130,578 County Grant A wards I Emergency Medical Services 64.005 C7011 41,406 Total Florida Departm cut of Health 171,984 Florida D~Dartment of Elder Affairs Area Agency on Aging for Southwest Florida, Inc: Home Care for the Elderly (HCE) 65.001 HCE 203.08 169 Home Care for Ihe Elderly (HCE) 65.001 HCE 3111312.203.07 4,007 Total CSFA 4.176 175 (Continued) I-~~ Agenda Item No. 16B7 March 24, 2009 Page 57 of 117 Collier County, Florida Schedule of Expenditures of Federal A wards and State Projects For the Fiscal Year Ended ~ept.c",l>er 30, 2008 CFDA #/ Federal or State GrantorlPalll- Tbrougb Grantor Pr02ram Title CSFA # Grant/Contraet Number Expepditures Alzhcima-'s Respite: Services (ADI) 65.004 AD! 203.07 S 94.600 Alzheimer's Respite Services (ADI) 65.004 AD1203.08 17,863 Alzheimer's Respite Services (ADI) 65.004 AD! 203.06 14,720 Total CSFA 121.183 Corrununity Care for the Elderly (CCE) 65.010 CCE 203.07 579,273 Community Care for the Elderly (CeE) 65.010 CCE 20308 40.673 TotalCSFA 619.946 Total Florida Department or Elder Affairs 751.304 Florida Fish and Wildlife Conservation Commission Florida Boating Improvement Program 77.006 06163 20.000 Total Florida Fi.h and Wildlife Conlervation CommlSllon 20,000 Florida Denartment of Juvenile Justice Delinquency Prevention I TRAC 80.029 Dp.576 89,692 Delinquency Prevention I FlRAC 80.029 05.120 69.021 Total Florida Department 01 JuveaUe Jusdce 158,713 TOTAL EXPENDITURES OF STATE FINANCIAL ASSISTANCE S 13,826,248 176 Agenda Item No. 1687 March 24, 2009 Page 58 of 117 Collier County, Florida Notes to the Schedule of Expenditures of Federal Awards and State Projects Year Ended September 30, 2008 1. Basis of Presentation The accompanying Schedule of Expenditures of Federal Awards and State Projects (the Schedule) includes the Federal and State grant activity for Collier County, Florida (the County) and is presented on the modified accrual basis of accounting for expenditures acco\l!lted for in the governmental funds and the accrual basis of accounting for expenditures in proprietary funds. Under the modified accrual basis, revenue is recognized if it is both measurable and available for use during the fiscal year and expenditures are recognized in the period liabilities are incurred, if measurable. Under the accrual basis, expenditures are recognized in the period liabilities are incurred. The information in the Schedule is presented in accordance with the requirements of U.S. Office of Management and Budget (OMB) Circular A-l33, Audits of States, Local Governments, and Non-Profit Organizations, and Section 215.97, Florida Statutes. Therefore, some amounts presented in the Schedule may differ from amounts presented, or used in the preparation of, the basic financial statements for the fiscal year ended September 30, 2008. 2. State Revolving Fnnds Reconciliation of State Revolving Funds (CFDA# 66.458 and CFDA# 66.468) expended to cash received during fiscal year 2008: Expenses reported on Single Audit Schedule Reimbursements received for prior year expenses Retainage timing differences, net Less current year expenses that have not been reimbursed Total State Revolving Fund reimbursements received $ 9,198,256 788,200 52,208 (8,290,529) $ 1,748,135 3. State Infrastructure Bank Loan The County received a $12,000,000 State Infrastructure Bank Loan from the Florida Department of Transportation in fiscal year 2008 for construction of the 1-75lImmokalee Road interchange. The Florida Department of Transportation included this project with their concurrent widening of 1-75 and retained the loan proceeds to fund the project. Accordingly, the County's expenditures for purposes of reporting on the Schedule consist of loan repayments only as no proceeds were received under the loan and no project expenditures were incurred or paid directly by the County. 0902-1032S57 177 i- Agenda Item No. 16B7 March 24, 2009 Page 59 of 117 Collier County, Florida Notes to the Schedule of Expenditures of Federal Awards and State Projects (continued) 3. State Infrastructure Bank Loan (continued) As of September 30, 2008, the County recognized $12,000,000 in loan proceeds and construction in process in the basic financial statements. However, no amounts have been reflected in the Schedule as no loan repayment expenditures have been made during fiscal year 2008. The repayment schedule for this loan is as follows: Payment Date Principal 10/1/2008 10/112009 10/112010 10/1/2011 10/1/2012 $ 1,957,377 1,839,148 1,875,930 1,913,449 4,414,096 12,000,000 $ Interest Total $ $ 2,040,0000 2,040,0000 2,040,000 2,040,000 4,502,378 $ 12,662,378 82,623 200,852 164,070 126,551 88,282 662,378 $ 4. Subgrant Awards The following subgrant awards were made by Collier County during fiscal year 2008: Program Title Federal: Conununity Development Block Grant Community Development Block Grant / State's Program Emergency Shelter Orant Supportive Housing Program Home Investment Partnerships Program State: State Housing Initiatives Partnership Program Homeless Challenge Grant 0902-1032557 178 CFDAlCSF A Nwnber Subgrant Amount 14.218 1,209,862 14.228 14.231 14.235 14.239 448,025 98,012 316,163 461,595 52.901 60.014 181,350 85,221 l Agenda Item No. 16B7 March 24, 2009 Page 60 of 117 Collier County, Florida Notes to the Schedule of Expenditures of Federal A wards and State Projects (continued) 5. Contingency The grant revenue amounts received are subject to audit and adjustment. If any expenditures or expenses are disallowed by the grantor agencies as a result of such an audit, any claim for reimbursement to the grantor agencies would become a liability of the County. In the opinion of management, all grant expenditures are in compliance with the terms of the grant agreements and applicable federal and state laws and regulations. 0902-10325.57 179 ----r-- Collier County, Florida Schedule of Findings and Questioned Costs For the Year Ended September 30,2008 Part I-Summary of Auditor's Results Financial Statements Section Type of auditor's report issued: Internal control over fmancial reporting: Material weakness(es) identified? Significant deficiency(ies) identified that are not considered to be material weaknesses? Noncompliance material to financial statements noted? Federal Awards and State Projects Section Internal control over major programs: Material weakness(es) identified? Significant deficiency(ies) identified that are not considered to be material weaknesses? Type of auditor's report issued on compliance for major programs: Any audit findings disclosed that are required to be reported in accordance with section .51O(a) of OMB Circular A-133, Section 215.97, Florida Statutes, and Chapter 10.550, Rules of the Auditor General, State of Florida? 0902-1032551 180 Yes X Yes Yes X Yes Unqualified X No X No Agenda Item No. 16B7 March 24, 2009 Page 61 of 117 None reported No x Yes None reported Qualified for the Community Development Block Grant Program (CFDA# 14,218), the Home Investment Partnerships Program (CFDA# 14.239), the State Criminal Alien Assistance Program (CFDA# 16.606), and the State Housing Initiatives Partnership Program (CSFA# 52.901); and Unqualified for all other maj or programs X Yes No Agenda Item No. 16B7 March 24, 2009 Page 62 of 117 Collier County, Florida Schedule of Findings and Questioned Costs (continued) Identification of major federal programs and state projects: Federal Programs CFDA Number 14.218 14.239 14.228 16.606 20.205 20.500/20.507 66.468 97.039 State Projects CSFA Number 45.020 52.901 52.010 Dollar threshold used to distinguish between Type A and Type B programs: . Federal Programs . State Proj ects Auditee qualified as low-risk auditee? 0902-)032557 Federal Al!encv/Name of Federal Prolrram U.S. Department of Housing and Urban Development: Community Development Block Grant Program (CDBG) Home Investment Partnerships Program (HOME) Community Development Block Grant / State's Program (DR!) U.S. Department of Justice: State Criminal Alien Assistance Program (SCAAP) U.S. Department of Transportation: Highway Planning and Construction Federal Transit Cluster U.S. Environmental Protection Agency: Capitalization Grants For Drinking Water State Revolving Funds U.S. Department of Homeland Security: Hazard Mitigation Grant State Al!encv/Name of State Project Florida Department of State and Secretary of State: Public Library Construction Program Florida Housing Finance Corporation: State Housing Initiatives Partnership Program (SHIP) Florida Department of Community Affairs: Local Emergency Management and Mitigation Initiatives $ 711.203 $ 414.787 Yes X No 181 I Agenda Item No. 16B7 March 24, 2009 Page 63 of 117 Collier County, Florida Schedule Of Findings and Questioned Costs (continued) Part II-Financial Statement Findings Section This section identifies the significant deficiencies, material weaknesses, fraud, illegal acts, violations of provisions of contracts and grant agreements, and abuse related to the financial statements for which Government Auditing Standards require reporting. Finding 2008-0 Financial Reporting Condition In connection with our audit we noted a financial reporting difference that required an audit adjustment to restate the fiscal year 2008 beginning net assets for the County Water and Sewer enterprise fund and the entity-wide business-type activities by approximately $ 1.5 million related to planning costs that had been inappropriately capitalized in prior periods. During the 2008 fiscal year end close process management comprehensively evaluated costs capitalized as work in process through fiscal year 2007 and determined that planning costs that could not be reasonably associated with specific assets should not have been capitalized. This misstatement resulted from financial reporting deficiencies related to the capitalization process that had been noted in prior audit reports. The County has multiple departments building and incurring costs that can be capitalized and costs that are operating in nature. As such, it is critical that the County continue to improve financial reporting controls in order to ensure costs are not inappropriately capitalized. Recommendation We recognize the County has put some controls in place around the capitalization of costs and the review of these capitalizations. We recommend that management continue to review and improve its control and monitoring activities related to its capital assets and that such enhancements also involve other county departments that are vested with the responsibility of administering capital assets. Management's Response and Corrective Action Plan Management concurs with this finding and is committed to the further enhancement of its capitalization procedures, particularly as they relate to construction work in process. The County's procedures, put into place as a result of the fiscal year 2007 audit, identified and addressed the issue discussed above for all county departments that administer capital assets. 0902-1032557 182 --~--~.__._~_.~_._-- --~~ Agenda Item No. 1687 March 24. 2009 Page 64 of 117 Collier County, Florida Schedule of Findings and Questioned Costs (continued) Part III-Federal Awards and State Projects Findings and Questioned Costs Section 'This section identifies the audit findings required to be reported by Circular A-133 section .510(a), Section 215.97, Florida Statutes, and Chapter 10.550, Rules of the Auditor General, State of Florida, such as material weaknesses, significant deficiencies, and material instances of noncompliance, including questioned costs, as well as any abuse fmdings involving federal awards or state projects that are material to a major program. Finding 2008-1 Federal/State Program Information Federal Agency: US Department of Housing and Urban Development (HUD) Home Investment Partnerships Program (HOME) - CFDA No. 14.239 Community Development Block Program (CDBG) - CFDA No. 14.218 State Agency: Florida Housing Finance Corporation State Housing Initiatives Partnership Program (SHIP) - CSFA No. 52.901 Criteria Allowable Costs: Compensation for personnel services rendered in connection with Federal awards must be documented and supported as described in OMB Circular A-87, Cosl Principles for Slale, Local and Indian Tribal Governmenls (A-87). Additionally, pursuant to the SHIP Program Manual, administrative costs for the SHIP state program should also be in conformance with A-87. According to A-87, the standards regarding time distribution are in addition to the payroll documentation and require the following: . Charges to Federal awards for salaries and wages, whether treated as direct or indirect costs, will be based on payrolls documented in accordance with the generally accepted practice of the governmental unit and approved by responsible official(s) of the governmental unit. . Where employees are expected to work solely on a single Federal award or cost objective, charges for their salaries and wages will be supported by periodic certifications that the employees worked solely on the program for the period covered by the certification. These certifications will be prepared at least semi-annually and will be signed by the employee or supervisory official having first-hand knowledge of the work performed by the employee. 0902.\032S57 183 Agenda Item No. 16B7 March 24, 2009 Page 65 of 117 Collier County, ,Florida Schedule of Findings and Questioned Costs (continued) · Where employees work on multiple activities or cost objectives, a distribution of their salaries or wages will be supported by personnel activity reports or equivalent documentation which meets the following standards (unless a statistical system or other substitute system has been approved by the cognizant Federal agency): a) must reflect an after-the-fact distribution of the actual activity of each employee, b) must account for the total activity for which each employee is compensated, c) must be prepared at least monthly and must coincide with one or more pay periods, and d) must be signed by the employee. e) Budget estimates or other distribution percentages determined before the services are performed do not qualify as support for charges to Federal awards but may be used for interim accounting purposes. Condition/Context We noted that for the majority of fiscal year 2008, the County's documentation supporting payroll allocations for employees that work on multiple grants did not meet federal standards as described in OMB Circular A-87 above. The County has used a Personnel Activity Report (PAR) to allocate payroll salaries for employees who work on multiple activities. These reports are prepared annually, at the beginning of each fiscal year, based on an estimate of the time the employees are expected to work on a grant. The PAR does not show the total activity for which an employee is compensated and does not require the employee's signature. The County's Department of Housing and Human Services (the department responsible for the administration of the HUD grants) initiated a timesheet process in fiscal year 2006 whereby employees in the department indicate the projects (HOME, SIDP, or CDBG) to which their time relates each week. These timesheets are signed by the employees and supervisors and kept in the department for internal control purposes. For the majority of fiscal year 2008, these time sheets were not provided to the County's payroll department to adjust the allocation of payroll costs from the estimate as indicated in the annual PAR form to actual time spent. Thus, there is not an "after the fact" accounting based on actual activity. Questioned Costs Total salaries and related costs are summarized as follows: HOME (CFDA # 14.239) CDBG (CFDA # 14.218) SIDP (CSFA # 52.901) $ 75,066 $ 373,204 $ 220,576 0902.1032557 184 Agenda Item No. 16B7 March 24, 2009 Page 66 of 117 Collier County, Florida Schedule of Findings and Questioned Costs (continued) CauselEffict The PARs and timesheets used do not meet the requirements of OMB Circular A-87 with respect to the documentation supporting the allocation of salaries and related costs for the majority of fiscal year 2008. The payroll charged to a grant was based on the PAR, or budgeted amount, and there was no process in place to compare the PAR percentage used by the payroll department to allocate costs during the majority of the year to the actual time incurred by the employee based on the timesheets. Additionally, PAR reports do not include the employee's signature and are completed annually; however, for employees who work solely on one grant, certification forms are required to be completed at least semi-annually. Recommendation We recommend that the County continue to use the timesheet process implemented during fiscal year 2006 whereby the employees and a supervisor sign each timesheet. In addition, the County should implement a process to provide the timesheets to the payroll department on a periodic basis to match the related payroll allocated to eacb grant (as based on the PAR), to the actual time spent working on the federal/state grant based on the after- the- fact timesheet, and any adjustments necessary to true-up the estimated payroll charged to the grant (based on the PAR) to the actual amount (based on the timesbeets) should be made. Alternatively, the payroll department could charge payroll costs to the grants based on actual timesheets submitted weekly as opposed to using the budgeted PAR percentage as the basis for allocating costs each pay period. PAR reports should be signed by the employee and completed at least semi-annually for those employees who work solely on one grant. Views of Responsible Officials and Planned Corrective Action This finding has been resolved effective July 1,2008. All grant staff are required to complete bi- weekly timesheets indicating the amount of hours spent on each grant TIlls timesheet is signed by the employee and the employee's supervisor. Journal entries are then made by fiscal staff to charge actual time and effort worked to the appropriate grant. In an effort to mitigate this finding even further, effective January 1,2009, the Human Resources department will process bi-weekly time and effect entries for all Housing and Human Services grant staff. Staff will continue to complete their bi-weekly timesheets. The time sheets will be sent to Human Resources to enter the actual time into SAP prior to the payroll actually posting to SAP. This will allow for actual time spent to be charged directly to the appropriate grant in SAP, thereby eliminating the need to process journal entries at a later date. 0902-1032557 185 Agenda Item No. 16B7 March 24, 2009 Page 67 of 117 Collier County, Florida Schedule of Findings and Questioned Costs (continued) Finding 2008-2 Federal Program Information U.S. Department of Justice State Criminal Alien Assistance Program (SCAAP) - CFDA No. 16.606 Criteria Reporting: The County applied for the fiscal year 2007 SCAAP grant and received the award funds during fiscal year 2008. The fiscal year 2007 SCAAP reporting period is from July 1, 200S through June 30, 2006. Applicants provide correctional officer staffmg and salmy costs, the total of all irunate days, and details about eligible irunates housed in their correctional facilities during this l2-month reporting period. Using financial data supplied on the application, including each applicant's annual correctional officer salary costs, the award amount is determined pursuant to an established formula. The "FY 2007 SCAAP Guidelines" indicates the following with respect to the "Correctional Officer Salary Calculation;" "Salary information reported in the SCAAP application must reflect the total salaries and wages paid to full- and part-time correctional officers and others who meet the SCAAP definition. The reported sum should total the jurisdiction's actual salmy expenditures for the reporting period, not an estimate or average. Correctional officer salary costs may include premium pay for specialized service, shift differential pay, and fixed-pay increases for time in service. It may also include overtime required by negotiated contract, statute, or regulation such as union agreements, contractual obligations, and required post staffmg minimums." In the "FY 200S SCAAP Guidelines," the last sentence above made reference to benefits and stated that correctional officer salmy costs "may also include employee benefits and overtime required by negotiated contract, statute, or regulation (e.g., union agreements, contractual obligations, required post staffing minimums, etc). Office of Management and Budget (OMB) Circular A-87 (www.whitehouse.gov/omb/circulars/a087/toc.html) provides general guidance on how benefits are defined for units of government." However, the FY 2006 and FY 2007 SCAAP Guidelines omitted this reference and do not provide any mention of benefits being a qualifying officer salary cost. As noted in our prior year finding number 2007-07 in the accompanying "Schedule of Prior Findings," we contacted the Department of Justice (DOJ) in the prior year for clarification based on the salmy defmition in the FY 2006 SCAAP award and were informed that "only actual salmy costs, regular salary or overtime required by either contractual agreement or written policy, were allowable costs for the FY 2006 SCAAP applications." There was no change in the salary definition from the FY 2006 SCAAP award to the FY 2007 SCAAP award as noted above. 0902.1032557 186 Agenda Item No. 16B7 March 24, 2009 Page 68 of 117 Collier County, Florida Schedule of Findings and Questioned Costs (continued) Condition/Context In addition to overtime which appears to be allowable based on the information stated above, the County included wage benefits (i.e. incentives, training costs, retirement, group life and health insurance, and workers compensation) totaling $6.5 million in the calculation of total correctional salaries reported in the SCAAP grant application for the FY 2007 SCAAP grant. Also, the number of certified correctional officers employed during the reporting period reported in the application of 321 was overstated by 65 due to vacant positions being erroneously included in the amount submitted in the application. Questioned Costs Undeterminable Cause We were informed by representatives of the Collier County Sheriffs Office (Sheriff) that in connection with their FY 2005 SCAAP grant application they verbally communicated with the head of SCAAP in Washington D.C. who stated that benefits were an allowable salary cost, and that the rules had been recently amended to provide for the inclusion of overtime and benefits which were previously not allowable. Additionally, the Sheriff provided documentation indicating that beginning with the FY 2005 SCAAP grant, the Sheriff began including allowed overtime as well as benefits and they so informed the DOJ via an electronic submission of an explanation for the increase in salary costs from the prior year's application which exceeded 15%. The application for the FY 2005 SCAAP grant was accepted by the DOJ. There is no documentation in the SCAAP guidelines and related materials of the change in rules as described with respect to the FY 2006 SCAAP grant. Effect The award amount received for the FY 2007 SCAAP grant would have been impacted by the amount of benefits included in the salary cost total reported on the grant application. Recommendation We understand from the Sheriffs personnel that benefits were appropriately excluded from the FY 2008 SCAAP award application. In the future, we recommend that the Sheriff review program guidelines and contact the grantor agency if reporting criteria are not clearly stated or if clarification is needed in interpreting information contained in the program guidelines. Written documentation from the grantor agency should be retained to support any such correspondence. Additionally, a thorough review of future applications should be made in order to detect potential errors such as with respect to the number of correctional officer positions reported as noted above. 0902.1032~~7 187 Agenda Item No. 16B7 March 24. 2009 Page 69 of 117 Collier County, Florida Schedule of Findings and Questioned Costs (continued) Views of Responsible Officials and Planned Corrective Action As stated in the recommendation, the calculation was changed for the FY2008 application. We concur with this recommendation to contact the grantor agency in writing, if reporting criteria are not clearly stated or if clarification is needed in interpreting information contained in the program guidelines. We do believe, having dealt with this grant for many years, that there have been years in which the criteria for calculation could be interpreted differently by different parties. Documentation has not always been clear in establishing guidelines. Finding 2008-3 Federal Program Information Federal AgencyfProgram: U.S. Department of Housing and Urban Development (HUD): Community Development Block Grant 1 State's Program (DRI) - CFDA No. 14.228 U.S. Department of Transportation: Highway Planning and Construction Federal Transit Cluster - CFDA No. 20.500/20.507 Criteria Procurement, Suspension and Debarment: Non-Federal entities are prohibited from contracting with or making subawards under covered transactions to parties that are suspended or debarred or whose principals are suspended or debarred. All nonprocurement transactions (i.e., subawards to subrecipients), irrespective of award amount, are considered covered transactions. When a non-federal entity enters into a covered transaction with an entity at a lower tier, the non-federal entity must verify that the entity is not suspended or debarred or otherwise excluded. This verification may be accomplished by checking the Excluded Parties List System (EP LS) maintained by the General Services Administration (GSA), collecting a certification from the entity, or adding a clause or condition to the covered transaction with that entity. Condition/Context Although the. County indicated that its practice is to check the EPLS system, no docwnentation evidencing that it had checked the EPLS was maintained, and a certification from the entity was not collected or clause or condition included in the agreements, as applicable, for certain sample transactions selected for testing. Questioned Costs N/A 0902.1032557 188 Agenda item No. 1667 March 24, 2009 Page 70 of 117 Collier County, Florida Schedule of Findings and Questioned Costs (continued) Cause/Effect Internal controls with respect to suspension and debarment were not operating effectively as no documentation was maintained indicating that the EPLS was checked for the selected contract vendors or subrecipients, as applicable. Additionally, there was no evidence that the County had obtained a certification from the entity or added a clause or condition to the contract with the entity, as applicable. Therefore, we could not verifY whether the COWlty met its requirement to verifY that the entities were not suspended or debarred or otherwise excluded. Recommendation The COWlty should perform the required verification by checking the EPLS (and documenting evidence of the verification, when it was performed and by whom), collecting a certification from the entity, or adding a clause or condition to the contract with that entity in accordance with the Federal requirements. Views of Responsible Officials and Planned Corrective Action Management concurs with this finding. While the Department of Housing and Human Services (HHS) has always checked vendors against the EPLS listing; this check did not include non-profit subrecipients. As of December 2008, HHS now requires current audit reports and debarment certification letters for all subrecipients as part of the grant application submission process. Once awards are made, the assigned Grant Coordinator is responsible for checking all subrecipients, vendors and contractors against the EPLS listing. Screen prints of the EPLS listing are made to prove verification and are included in the file. Debarment and audit reports have also been included in the Master File Checklist which is included in the file folder and reviewed by the Grants Manager. The Transportation Division has started a new procedure during FY09 where all grant related purchase orders will be approved by the Grants Coordinator. At the time of review for approva~ the Grants Coordinator performs verification that the vendor has not been suspended or debarred or otherwise excluded at the EPLS website. The verification is printed and maintained in the grant procurement file. In addition, current procedures include federal clause language and a written certification for all federal transit grant procurements over $50,000. Other steps are taken by the Purchasing Department at the time of advertisement of bids and requests for proposals that include review of each project to determine if grant funding is involved and whether there are specific compliance issues related to debarment Forms are provided to vendors requiring they certify they are not on the Excluded Parties List Furthermore, departments managing grants have been provided a link on the Purchasing Department website to the EPLS website so they can complete their own verification. 0902-1032:557 189 Agenda Item No. 16B7 March 24. 2009 Page 71 of 117 Collier County, Florida Schedule of Findings and Questioned Costs (continued) Finding 2008-4 Federal Program Information u.s. Environmental Protection Agency Capitalization Grants For Drinking Water State Revolving Funds (SRF) - CFDA No. 66.468 Criteria Allowable Costs: Effective internal controls over the approval of costs charged to the federal program are required to be in place. Condition/Context We reviewed all of the invoices supporting the loan expenditures reported and noted two invoices for consulting services dated in August 2008 totaling $12,942 included in the August 28, 2008 disbursement request that had not been reviewed and approved by the related Project Manager prior to seeking reimbursement under the loan program. We did not identify any discrepancies or exceptions in our compliance testing. Questioned Costs N/A Cause/Effect The invoices had not yet been entered into the general ledger system or paid at the time that they were submitted for reimbursement. Per review of the invoice, we noted that the charges related to allowable costs under the terms of the loan program. However, a control deficiency exists as there was no evidence of review and approval of the invoices for allowability prior to being charged to the loan program. Recommendation We recommend that all invoices be properly reviewed and approved to ensure that they are allowable costs prior to being charged to the loan program. 0902-1032557 190 Agenda Item No. 16B7 March 24, 2009 Page 72 of 117 Collier County, Florida Schedule of Findings and Questioned Costs (continued) Views of Responsible Officials and Planned Corrective Action Public Utilities initiated a procedure for grants in December 2008 that now includes adding the Accounting Technician's name to the SRF transmittal sheet. The Accounting Technician verifies whether all the invoices are properly approved and are paid. After this approval, it goes to the Project Manager, Director and the Administrator for approval of the disbursement request. Finding 2008-5 State Program Information Florida Housing Finance Corporation (the Corporation) State Housing Initiatives Partnership Program (SliP) CSFA No. 52.901 Criteria Reporting: . In accordance with Section 420.9075(10), Florida Statutes, each county or eligible municipality shall submit to the Corporation by September 15 of each year a report of its affordable housing programs and accomplishments through June 30, immediately preceding submittal of the report. . Annual reports for the Closeout Fiscal Year (2005/2006), Interim Fiscal Year 2 (2006/2007), and Interim Fiscal year 3 (2007/2008) (the Annual Report) must be included in the submission to the Corporation. . The local SHIP administrator's tracking system and annual reports must exactly match the information recorded in the local city or county's general ledger. . SHIP administrators, therefore, are required to regularly reconcile their tracking system with the local finance department's general ledger. They should meet with the director of their finance department to create a process that will ensure compliance with the single audit act. Condition/Context The financial information included in the submitted Annual Report was not reconciled to the County's general ledger. Accordingly, we were unable to validate the amount of expenditures and program income reported in the Annual Report. 0902.1032.557 191 Agenda Item r,o. 16B7 March 24. 2009 Page 73 of 117 Collier County, Florida Schedule of Findings and Questioned Costs (continued) Questioned Costs Unknown Cause/Effect The financial information submitted in the annual statutory reports did not agree to and was not reconciled with the general ledger. This could result in incorrect andlor inconsistent information between the reports filed and the underlying financial records and indicates that the County may not be in compliance with the provisions of the SHIP Program Manual requiring that amounts reported in the Annual Report match the amounts reported in the general ledger. Internal controls with respect to reporting were not operating effectively. . Recommendation The County should implement procedures that require that the statutory reports be reconciled to the general ledger and reviewed and approved by finance department staff prior to being filed with the State. Views of Responsible Officials and Planned Corrective Action The HHS staff performs a reconciliation of SHIP transactions monthly to ensure that the Annual SHIP report tracks to the SliP annual report. This procedure was implemented after the last audit. The SHIP grant support specialist runs a report at the end of each month and reconciles those transactions to the activity in the SliP spreadsheet. These reports are maintained throughout the year and are expected to greatly improve staff s ability to reconcile with the general ledger when preparing the SHIP Annual Report. The Department of Housing and Human Services recognizes the importance of reconciling statutory reports, internal staff reports, and the general ledger. Procedures were implemented following the FY07 audit. While these procedures greatly improved the accuracy and accountability. of the statutory and internal staff reports, they did not account for the point-in- time nature of the statutory reports. To effectively control for, and document, the complete reconciliation of the statutory reports and general ledger, the Department of Housing and Human Services will produce a "screen shot" from within the general ledger software (SAP) to be included with the statutory report. The purpose of this activity is to document the status of funds during the reporting timeframe. Prior to submitting statutory reports, the Department of Housing and Human Services will provide a copy of the report to the Clerk of Courts Finance Department for review. Approval of the statutory report lies with the Board of County Commissioners. 0902-1032557 192 Agenda Item No. 16B7 March 24. 2009 Page 74 of 117 Collier County, Florida Schedule of Findings and Questioned Costs (contipued) Finding 2008-6 Federal Program Information U.S. Department of Housing and Urban Development (HUD) Community Development Block Grant / State's Program (DRI) CFDA No. 14.228 Criteria Reporting: Effective internal controls over the review of reports required to be submitted to the grantor agency are required to be in place. Condition/Context This federal grant is passed through to the County from the State of Florida, Department of Community Affairs (the Department). The grant agreement between the Department and the County sets forth various reporting requirements. We noted that the County completed the required reports, as applicable, during fiscal year 2008, and we did not note any discrepancies. However, there was no evidence that a review as to accuracy and completeness took place for certain reports submitted to the Department (i.e. Contractual Obligation and MBE Report, Projection of Contract Payments Form and Disaster Quarterly Status Report). Questioned Costs N/A Cause/Effect Effective supervisory review controls were not in place. Possible errors or omissions in reports could go undetected if a formal review is not conducted and documented. Recommendation The County should implement procedures whereby review by someone other than the preparer is obtained to help ensure completeness and accuracy of the reports submitted to the Department. Such reviews and approvals should be documented to evidence that the review took place. 0902.1032SS7 193 Agenda Item ~jo. 1687 March 24, 2009 Page 75 of 117 Collier County, Florida Schedule of Findings and Questioned Costs (continued) Views of Responsible Officials and Planned Corrective Action The Department of Housing and Human Services has implemented procedures to ensure all reports are reviewed for accuracy prior to submission to the Department of Community Affairs. Once prepared, reports are reviewed for errors and/or omissions by the Housing Manager. Once approved as accurate, the Housing Manager signs the report to indicate completed review. Copies of signed reports are maintained by staff of the Department of Housing and Human Services. 0902-1032557 194 Agenda Item No. 16B7 March 24, 2009 Page 76 of 117 Collier County, Florida Schedule of Prior Audit Findings For the Year Ended September 30, 2008 A. The current status of findings reported for the years ended September 30, 2007 and 2006 related to the County's basic financial statements is as follows; Finding 2007-01 Fixed Asset Capitalization and Depreciation Condition In performing the fiscal 2007 audit of fixed assets, we identified certain differences resulting in adjustments to the County's basic financial statements. These differences included a prior period restatement to expense amounts incorrectly capitalized, and reclassifications of amounts improperly transferred to and from construction-in-progress. Recommendation " The County should revise its construction and fixed assets accounting processes and procedures to include: . Review of contract terms for significant projects to determine proper classification of proj ect co sts as capital assets or maintenance expense . Expanded definition of capital assets . Enhanced criteria for transfer of projects from construction-in-progress to fixed assets . Periodic reconciliations of construction-in-progress costs to determine the proper and timely capitalization of project costs In addition, we recommend that the County utilize a fixed asset software program to accumulate construction-in-progress costs. Much of the process involved in reconciling capital construction costs is labor intensive and could be better automated, These expenditures should be reconciled during the year rather than performing a comprehensive review at the end of the fiscal year. This would accelerate this portion of the financial statement close process and reduce the risk of manual errors. 0902.1032557 195 Agenda Item No. 16B7 March 24, 2009 Page 77 of 117 Collier County, Florida Schedule of Prior Audit Findings (continued) Management Response and Corrective Action Plan The Finance and Accounting Department concurs that all contracts need stringent initial review to ensure proper expenditure classification. The initial review of contracts will be taken up as part of the Board of County Commissioners' agenda review. Criteria for transfer of projects from construction in progress to depreciable assets will not be purely quantitative for future fiscal years. Increased reliance will be placed upon County departments and project managers for information relating to capital asset in service dates. Reconcilement of construction in progress costs are now occurring on a monthly basis. The COWlty is currently working on a project management system that will be fully integrated with the County's existing SAP database, Construction in progress status information will be captured within that project management system and will be followed with a confrrmation process to ensure capital assets are captured appropriately and efficiently. Current Status Fiscal year 2008 capitalizations from work in process were based upon conlIDlmications with various County Departments. Critical analysis of the work in process balances identified ptanning costs that had been capitalized and would have been more appropriately expensed (See Finding 2008-0). Work on the County's new project management system is ongoing and will benefit future reporting periods. Finding 2007-02 Accounting for Impact Fee Deferrals Condition' During fiscal 2007 the Clerk's internal audit department performed a review of the COWlty'S public records. This review identified approximately $5.6 million in impact fee deferrals that had not been recorded on the County's books. This balance was recorded as a prior period restatement to increase net assets in the government-wide financial statements and water and sewer fund. Recommendation The County should review and revise its process for identifYing impact fee deferrals to ensure that all contracts are recorded. 09Q2-J032S57 196 Agenda Item No. 16B7 March 24. 2009 Page 78 of 117 Collier County, Florida Schedule of Prior Audit Findings (continued) Management Response and Corrective Action Plan Moving forward, a standard process will be instituted to ensure that impact fee deferrals are communicated by the County to Clerk's Finance. Once both an impact fee deferral agreement has been recorded in Official Records and the transaction has been posted to the CD Plus system in Community Development Services, the County will provide notification to the Finance Department to record the deferral in SAP. In addition, on a quarterly basis Clerk's Finance will reconcile impact fee deferrals recorded in SAP agalnst the County's list of deferrals to validate that all deferrals have been recorded. Current Status Impact fee deferrals are properly recorded as of September 30, 2008. Finding 2007-03 Accounting for Nonexchange Revenue Condition In 2007 and prior years, the County has recorded funds received for the Emergency 911 Wireless Tax as deferred revenue. The criteria for revenue recognition pursuant to GASB 33 related to this tax had been met. Recommendation The County should review the supporting documentation for all significant nonexchange revenue streams to determine when the revenue recognition criteria in GASB 33 have been met. Management Response and Corrective Action Plan We have reviewed all non-exchange revenue transactions of which we are aware to determine that the recognition criteria ofGASB 33 has been met. Current Status The Emergency 911 Wireless Tax is not recorded as deferred as of September 30, 2008. 0902-1032557 197 Agenda Item No. 16B7 March 24, 2009 Page 79 of 117 Collier County, Florida Schedule of Prior Audit Findings (continued) Finding 2007-04 Accounting for State Housing Initiatives Partnership (SffiP) Deferred Impact Fee Receivables Condition During our audit of impact fee deferrals, we noted that the County recorded notes receivable of approximately $2.8 million which represented SHIP.related deferred impact fee credit agreements entered into in prior years. Under the County's Consolidated Impact Fee Ordinance (2001.13), the SHIP deferral program allows for the waiver of the impact fee revenue after 15 years unless an agreement is defaulted. In the past, the County has not recorded a reserve for SHIP notes that are not expected to be collected. Recommendation The County should establish and implement a policy for reserving impact fee amounts that are not expected to be collected. Management Response and Corrective Action Plan We agree that the asset needs to be recorded at net realizable value and will work with the department to establish an appropriate allowance for financial statement reporting purposes. Current Status SHIP related deferred impact fee agreements are not reported as receivables in the financial statements as of September 30, 2008. The following finding was reported by the County's prior auditor for the year ended September 30, 2006. Finding 2006-1 Condition The County had historically recorded impact fee revenues as unearned revenue until the County had met all the restrictions in the enabling legislation related to the fee. Also, the County has not recorded developer donated properties received in lieu of impact fees in previous years. 0902.I032SS7 198 Agenda Item No. 1oB7 March 24, 2009 Page 80 of 117 Collier County, Florida Schedule of Prior Audit Findings (continued) Current Status Corrective action was taken. Currently, impact fee credit ledgers are supplied by the Community Development and Environmental Services Department at the end of the fiscal year. These ledgers map to Developer Contribution Agreements and list value received, or to be received, in return for impact fee credits, as well as outstanding impact fee credit balances by Developer Contribution Agreement (DCA). Rights of way, easements and land are recorded as provided for in the DCA and construction improvements are recorded as accounts receivable until completion. Capital assets related to impact fee credit balances are current and booked through September 30, 2008. B. The current status of findings reported for the years ended September 30, 2007 and 2006 related to major federal programs and state projects is as follows: Finding 2007-05 Federal Program Information U.S. Department of Transportation Highway Planning and Construction CFDA Number: 20.205 Condition/Context The same individual is responsible for both completing and approving the reimbursement requests. The grant coordinator prepares the reimbursement requests and submits them to the grantor agency for reimbursement. However, there is no review of the reimbursement requests by someone other than the preparer for completeness and accuracy. Recommendation The County should ensure review and authorization by someone other than the preparer is obtained in order to properly segregate the duties of requesting and approving reimbursement requests, and to help ensure completeness and accuracy of the requests. Such reviews and approvals should be documented to evidence that the review took place. Planned Corrective Action The following actions will be implemented. 0902-10n'H 199 - .-------- ____n____________m_ Agenda Item f'>Jo. 16B7 March 24, 2009 Page 81 of 117 Collier County, Florida Schedule of Prior Audit Findings (continued) All grant reimbursement requests will be reviewed by the appropriate Official(s). For all LAP funded highway projects, the Grants Coordinator will prepare the reimbursement request. The Operations Manager will review and approve the request prior to submission to the grantor and Finance. The Operations Manager's review will be documented to provide an audit trail to demonstrate segregation of duties. For all grants other than LAP, invoices/reimbursement requests will be developed and/or approved by the appropriate project manager and forwarded to the Grants Coordinator for review, approval and processing. The Grants Coordinator will provide Finance a copy of the grant invoiceslreimbursement requests with all reconciliation documentation attached the same day the request is submitted to the grantor. Payments from the grantor will continue to be received by the Finance Department. Current Status The Grants Coordinator ensures all LAP reimbursement requests have a documented review by the Operation's Manager. In absence of the Operation Manager, the Division Administrator serves as backup. The reimbursement request process identified in the corrective action plan was put into place late 2007 and continues to be followed. Finding 2007-06 State Program Information Florida Department of Environmental Protection Statewide Surface Water Restoration and Wastewater Projects CFSA Number; 37.039 Condition/Context The project's grant agreement required that a final report be submitted to the South Florida Water Management District (the "District," pass though entity) by August 1, 2007 to provide a final summary of the project. The final report to the grantor agency indicated "Scheduled Value" for the deliverables totaling $16.5 million. The County was not able to provide support for or reconcile this total to the expenditures for the project as recorded in the general ledger system. However, we were able to agree the District's cost share in the final report to the grant agreement and we noted that the expenditures in the general ledger system and in the final report were significantly higher than the District's cost share under the grant agreement. 0902-1032SS7 200 Agenda Item No. 16B7 March 24, 2009 Page 82 of 117 Collier County, Florida Schedule of Prior Audit Findings (continued) Recommendation The County should implement procedures to ensure that reports are completed properly and that adequate supporting documentation is maintained. Additionally, a more organized/systematic approach should be taken to better identify specific project expenditures to be wholly or partially reimbursed by a grantor agency vs. other general project expenditures. Planned Corrective Action At the completion of the project (actually four different projects combined under CFSA Number; 37.039), staff recorded that the incurred costs were equal to the original costs projected in the grant. In fact, the actual costs incurred were greater than anticipated in the grant. As a result, since actual costs exceeded the costs projected in the grant, staff felt that this satisfied the grant agreement. For the current year and going forward, the Public Utilities Engineering Department Grant Coordinator will write and submit all interim and final project reports to the grantor, with guidance on the exact project status from the respective project manager. The Coordinator will maintain all project documents for each grant. Invoices and payment receipts for grant reimbursements are issued by the Utility Billing and Customer Service section of Public Utilities. Finally, an Excel spreadsheet will be created to track and identify expenditures associated with purchase order numbers by grant task. Current Status Public Utilities Engineering Department Grant Coordinator wrote and submitted all project reports to the grantor. The Coordinator has maintained all project documents for each grant. The Coordinator worked with the Utility Billing and Customer Service section of Public Utilities to invoice for grant reimbursements. An Excel spreadsheet was created and used to track and identify expenditures associated with purchase order numbers by grant task. Finding 2007-07 Federal Program Information U.S. Department of Justice State Criminal Alien Assistance Program (SCAAP) CFDA Number; 16.606 090H032557 201 !I.genda Item No. 1687 March 24, 2009 Page 83 of 117 Collier County, Florida Schedule of Prior Audit Findings (continued) Condition/Context In addition to overtime which appears to be allowable, the County included wage benefits (I.e. incentives, training costs, retirement, group life and health insurance, and workers compensation) totaling $5.2 million in the calculation of total correctional salaries reported in the SCAAP grant application for the FY 2006 SCAAP grant. Recommendation The Sheriff should review program guidelines and contact the grantor agency if reporting criteria are not clearly stated or if clarification is needed in interpreting information contained in the program guidelines. Written documentation from the grantor agency should be retained to support any such correspondence. Views of Responsible Officials and Planned Corrective Action The Collier County Sheriff's Office (CCSO) concurs with this recommendation to contact the grantor agency in writing, as is CCSO's practice, if reporting criteria are not clearly stated or if clarification is needed in interpreting information contained in the program guidelines. Written documentation from the grantor agency will be retained, as CCSO normally does, to support any such correspondence. The Collier County Sheriff s Office has received SCAAP awards every year since 1997. SCAAP guidelines are followed regarding all application submission requirements and eligible and ineligible application inclusions. Questions arise when SCAAP Guidelines and SCAAP oDline application forms have used different verbiage. The Bureau of Justice Assistance' Grant Management System (GMS) has a "SCAAP HELP" link in its SCAAP application site that is available for applicant clarification or to resolve conflicting statements. SCAAP HELP refers grantees directly to the applicable year's State Criminal Alien Assistance Program Guideline for proper direction in resolving questionable grant rules to follow for or in the grant application. The SCAAP Guidelines clearly state if a cost is eligible or ineligible. For example the FY 2006 SCAAP Guidelines clearly indicate in the "Correctional Officer Definition" who does and does not qualify for inclusion in the officer count. The "FY 2006 SCAAP Guidelines" with respect to the "Correctional Officer Salary Calculation" is included in the audit Criteria section above. There is no reference to benefits not being eligible for inclusion in the "actual salary expenditures" for the application reporting period. The 2006 SCAAP Guidelines are silent about benefits and management believes that it was reasonable to include them in the calculation. We do not believe it is logical for benefits to be an allowable cost for only one year (FY2005) and then to revert back to years prior to 2005. 0902-1032551 202 Aoenda Item No. 16B7 " March 24, 2009 Page 84 of 117 Collier County, Florida Schedule of Prior Audit Findings (continued) When comparing the above referenced SCAAP 2006 Guidelines Correctional Officer Salary Calculation section to the SCAAP 2005 Guidelines Correctional Officer Salary Calculation section, commencing in 2005, benefits are allowable inclusions in the correctional officer salary calculation. No SCAAP Guideline after 2005 states that benefits are excluded. The CCSO maintains DOJIBJA did not exclude benefits in SCAAP Guidelines after 2005 and that SCAAP 2005 Guidelines supersede 2002 SCAAP Frequently Asked Questions about the eligibility of the inclusion of benefits in the SCAAP 2006 corrections officer salary calculation. FY 2005 SCAAP Guidelines indicates the following with respect to the "Correctional Officer Salary Calculation;" "Salary information reported in the SCAAP application must reflect the total salaries and wages paid to full- and part-time correctional officers and others who meet the SCAAP definition. The reported sum should total the jurisdiction's actual salary expenditures for the applicable reporting period, not a projection, estimate, or average. Correctional officer salary costs may include premium pay for specialized service (e.g., bilingual officers), shift differential pay, and fixed-pay increases for time in service. It mav also include emplovee benefits and overtime required by negotiated contract, statute, or regulation (e.g., union agreements, contractual obligations, required post staffing minimums, etc). Office of Management and Budget (OMB) Circular A-87 Iwww.whitehouse.gov/omb/ circulars/a087/toc.htrnl) provides general guidance on how benefits are defmed for units of government." To correct any possible questionable DOJIBJA verbiage in the future, however, management will request written clarification, as it normally does, from the DOJIBJA when there is an unclear SCAAP directive, contradiction, or what appears to be an omission in SCAAP Guidelines and not depend on SCAAP Guidelines to be complete. Nonetheless, there is a duty on the part of the grantor agency (DOJIBJA) to explicitly state and include specific language in the SCAAP Guidelines each year about what costs are eligible and ineligible for application content. Suppressing words in SCAAP Guidelines by DOJIBJA does not indicate benefit eligibility exclusion. It should also be noted that grantees and auditors are not privy to the numbers DOJIBJA uses in the formula to calculate and determine SCAAP awards which are only partial reimbursement for the costs associated with the control and custody of criminal illegal aliens. Grantees must interpret grantor developed applications that may omit important application sections that would offer both the grantor and the grantee with application field options to indicate what is in compliance with grantor guidelines (e.g., a separate field for wages, a separate field for fringe benefits, a separate field for overtime). Also, there is the concept of fixed compensation that is not addressed as eligible or ineligible by DOJIBJA in their SCAAP Guidelines, and would be applicable to grantees nationwide since fixed compensation includes all benefits. This would mean that DOJIBJA would be obligated, unless explicitly stated about what would be ineligible, to include wages, fringe benefits, and overtime in actual salary O!X)2-1032SS"7 203 Agenda Item No. 16B7 March 24, 2009 Page 85 of 117 Collier County, Florida Schedule of Prior Audit Findings (continued) expenditures. Management believes the intent of the SCAAP 2005 Guidelines was there to continue to permit the inclusion of benefits in the correctional officer salary calculation since DOJ/BJA did not state otherwise in writing. Current Status See current year finding 200S-2. Finding 2007-08 Federal/State Program Information Schedule of Expenditures of Federal Awards and State Financial Assistance Projects Condition/Context The Schedule of Expenditures of Federal Awards and State Financial Assistance Projects (the Schedule) provides total federal and state financial assistance project awards expended for each individual federal and state program. Various revisions were required from the original Schedule to the final Schedule due to errors and/or omissions that were identified by the County throughout the reconciliation process which extended for several months or through inquiries we posed in relation to specific grants or variances from prior year amounts. We were also notified of a communication the County recently received from a grantor agency indicating that certain programs were not reported in the Schedule in prior years. Recommendation The County should implement additional procedures and internal controls to ensure the information used to develop the Schedule is accurate and complete and submitted on a timely basis. Planned Corrective Action The County will review its current policies, processes and procedures. Additional procedures and internal controls will be developed and implemented to monitor the information used to develop the Schedule for grants and aid programs. A major consideration will be a central coordination point for the processing and control of reporting requirements. O~2-I0323S7 204 Agenda Item No. 16B7 March 24, 2009 Page 86 of 117 Collier County, Florida Schedule of Prior Audit Findings (continued) Current Status The County has developed a training curriculum to both elevate the importance of and to provide instruction about proper grant management. Participation in these courses has been supported by upper management and employees involved in grants are encouraged to attend. Further, a Grant Manual was developed and issued in October 2007 and Grant Coordination Policy updates have been made to provide additional instruction. The County Manager has initiated a new program called Expect Compliance at Every Level (XCEL), which is a self assessment tool designed to allow mangers to formally assess and manage business risk, including internal control structures and operations. All areas of county operations will take part in this initiative; however, the initial focus is financial processes, including grants. Regular reporting to upper management is required, resulting in increased quality control and accountability. Additionally, an XCEL review will be performed specifically to determine an improved process for development of the Schedule, seeking potential departmental and centralized controls to avoid this issue in the future. The Grants Office will be responsible for accomplishing this analysis in coordination with XCEL team experts by August 2009 and recommendations will be made to the County Manager for implementation. Long term, project management enltancements to the County's SAP system are expected to streamline the process and provide improved accuracy of information. Finding 2007-09 Federal Program Information U.S. Department of Housing and Urban Development Home Investment Partnerships Program (HOME) CFDA No. 14.239 Condition/Context While the County has a broad standard of monitoring subrecipients, outlined in the One-Year Action Plan, they do not have detailed policies and procedures in place to carry out such monitoring. We selected two of the three subrecipients (Big Cypress, Inc. and Collier County Housing Authority-CCHA) to which HOME funds were disbursed during the fiscal year. At the time we performed our testing, we noted Collier County had not obtained or reviewed the audit reports for either subrecipient during the year. County staff subsequently obtained the audit reports. We also noted that there was no evidence of the monitoring (phone, desk or onsite reviews) as described by the One- Year Action Plan, approved by HUD. 0902.1032S57 205 Agenda item ~~o. 16B7 March 24, 2009 Page 87 of 11 7 Collier County, Florida Schedule of Prior Audit Findings (continued) Recommendation We recommend that management document and implement the policies and procedures required to properly monitor subrecipients, and that management keep records to evidence such monitoring. Planned Corrective Action Staff performs extensive desk and phone monitoring of all subrecipients. Desk monitoring occurs during the receipt, analysis and processing of each payment request and phone monitoring occurs on an ongoing basis. In addition, subrecipients provide a monthly status report on projects which is a type of monitoring. Annual audits are requested from each subrecipient and those noted in the finding have been received and placed in their files. Management will, however, document and implement more detailed policies and procedures regarding monitoring and ensure that accurate records are kept as evidence of project monitoring. Details should include dates of phone and desk monitoring, items covered and any follow-up needed. Current Status New desk monitoring policies and procedures have been implemented in FY2008. A desk monitoring form has been designed and grant coordinators are now monitoring their subrecipients on a regular basis. Desk monitorings are reported monthly to the HHS Director via the Grant Section's monthly report. The Grant Operations Manager ensures compliance by quarterly sample testing of active files. Feedback is given to the grant coordinators on the quality, quantity and subject matter of the monitoring. Testing is conducted to ensure all active files are reviewed by the Grants Operations Manager at least once during the year. To ensure audit reports are received and reviewed annually, the Grants Section has implemented Standard Operating Procedure #1-1l6 which outlines the process for requesting subrecipient audit reports. The reports are now requested annually in the December timeframe, to be received no later than December 31 st of each calendar year and reviewed by the assigned grant coordinator by January 30th, A report is then forwarded to both the HHS Director and the Grants Operations Manager by the Operations Coordinator. Request date has been added to the master calendar. Current audit reports and debarment certification letters are now also required for new subrecipients as part of the grant application submission process. Assigned grant coordinators are responsible for checking EPLS for all subrecipients, vendors and contractors associated with any funded activity. 0902.1032557 206 Agenda Item No. 16B7 March 24, 2009 Page 88 of 117 Collier County, Florida Schedule of Prior Audit Findings (continued) Finding 2007-10 Federal Program Information U.S. Department of Housing and Urban Development Home Investment Partnerships Program (HOME) CFDA No. 14.239 Condition/Context During our testing of the HOME grant and review of the participants' files that were selected for eligibility testing, we noted that one participant to whom HOME funds were provided during the year was assigned an incorrect file number and was actually a participant for the CDBG. Recommendation We recommend that management review monitoring controls to ensure that participants are charged to the correct program and that any errors are identified and corrected. Planned Corrective Action I) Ajoumal entry will be processed to post the expenditure to the proper fund account. 2) Controls over data entry will be reviewed, and if necessary, revised. Current Status This finding has been resolved as each fiscal staff member responsible for signing off on expenditures has been given a list of all account expenditures codes for HOME and CDBG and has been instructed to compare the account string on the request for payment, to the account string on the master account list. They have also been instructed to place a check mark or initials next to the account string on the request for payment to ensure that it has been verified. 0902.1032551 207 Agenda Item No. 16B7 March 24, 2009 Page 89 of 117 Collier County, Florida Schedule of Prior Audit Findings (continued) Finding 2007-11 Federal/State Program Information Federal Agency: US Department of Housing and Urban Development (HOD) Home Investment Partnerships Program (HOME) - CFDA No. 14.239 Community Development Block Program (CDBG) - CFDA No. 14.218 State Agency: Florida Housing Finance Corporation State Housing Initiatives Partnership Program (SHIP) - CSF AN o. 52.90 I Condition/Context We noted that the County's documentation supporting payroll allocations for employees that work on multiple grants did not meet federal standards as described in OMB Circular A-S? The County uses a Personnel Activity Report (PAR) to allocate payroll salaries for employees who work on multiple activities. These reports are prepared annually, at the beginning of each fiscal year, based on an estimate of the time the employees are expected to work on a grant. The PAR does not show the total activity for which an employee is compensated and does not require the employee's signature. The County's Department of Housing and Human Services (the department responsible for the administration of the HUD grants) initiated a timesheet process in FY 2006 whereby employees in the department indicate the projects (HOME, SHIP, or CDBG) to which their time relates each week. These timesheets are signed by the employees and supervisors and kept in the department for internal control purposes. These timesheets are not provided to the County's payroll department to adjust the allocation of payroll costs from the estimate as indicated in the annual PAR form to actual time spent. Thus, there is not an "after the fact" accounting based on actual activity . Also, we noted a salaried employee in our sample for tlte CDBG program whose payroll is allocated 100% to the grant; however, semi-annual certifications were not completed as described above. 0902-1032557 208 Agenda Item No. 16B7 March 24, 2009 Page 90 of 117 Collier Count)[, Florida I Schedule of Prior Audit Findings (continued) Recommendation We recommend that the County continue to use the timesheet process implemented during fiscal year 2006 whereby the employees and a supervisor sign each timesheet. In addition, the County should implement a process to provide the timesheets to the payroll department on a periodic basis to match the related payroll allocated to each grant (as based on the PAR), to the actual time spent working on the federal/state grant based on the after-the-fact timesheet, and any adjustments necessary to true-up the estimated payroll charged to the grant (based on the PAR) to the actual amount (based on the time sheets ) should be made. Alternatively, the payroll department could charge payroll costs to the grants based on actual timesheets submitted weekly as opposed to using the budgeted PAR percentage as the basis for allocating costs each pay period. PAR reports should be signed by the employee and completed at least semi-annually for those employees who work solely on one grant. Planned Corrective Action I) Housing and Human Services Department will work with Human Resources Payroll staff regarding the SAP module for time tracking to develop a process that will enable us to charge the actual time incurred by the employee (after the fact) to a grant versus projected budgeted allocation based on the PAR 2) Housing and Human Services staff will continue utilizing the timesheet documentation process developed in FY 2006. 3) Management will review the timesheets quarterly and compare them against cost allocations to make adjustments accordingly. 4) The PAR forms will be revised to accommodate employee's signature. 5) Departmental policies and procedures will be revised to reflect changes. Current Status See current year fmding 2008- L 0902.J032~S7 209 Agenda Item No. 16B7 March 24, 2009 Page 91 of 117 Collier County, Florida Schedule of Prior Audit Findings (continued) Finding 2007-12 Federal Program Information U.S. Department of Housing and Urban Development Home Investment Partnerships Program (HOME) CFDA No. 14.239 Condition/Context The HOME Match Report was not submitted for fiscal year 2007. The County was not aware that this report was required, and did not meet any of the exemption criteria. In addition, the records used to track the HOME match contributions are not in accordance with 24 CFR 92.504. The tracking spreadsheet utilized by the County shows the matching contributions by program but does not indicate the exact amount that was contributed. There is no clear indication in the spreadsheet as to the date the contribution was made to the program and we were unable to validate the amount contributed from the spreadsheet to the general ledger as there are no index numbers or dates in the spreadsheet. In addition, the spreadsheet is not reviewed to ensure compliance with the matching requirements. Upon drawdown of entitlements the County is required to input the match contributed to the project to HOD's Integrated Disbursement and Information System (IDIS), however, IDIS is unable to generate a report that identifies the matching previously submitted. Recommendation We recommend that the County/Department of Housing and Human Services review HOME program guidelines and provide the program managers with the reporting and recordkeeping requirements. The County should implement a tracking system to ensure reporting requirements are being met. The County should improve its method of tracking matching contributions to support the amounts reported in mIS (including source of funding: index numbers to trace source to general ledger) and the general ledger. Planned Corrective Action I) Housing and Human Services (HHS) staff will review the HOME program guidelines to further understand the HOME match requirements. 2) HHS staff has recently developed a tracking system to track the HOME match contributions in compliance with 24 CFR 92.504 which is an improvement to the current tracking mechanism,. 0902-1032557 210 fl,gencla item I-,Jo. '1687 f,1arch 24. 2009 Page 92 of 117 Collier County, Florida Schedule of Prior Audit Findings (continued) 3) The HOME Match Report (HUD-40107-A) will be completed by September 30 of each year and included in the Consolidated Annual Perfomtance and Evaluation Report (CAPER). 4) Departmental policies and procedures will be revised to reflect the changes made. Current Status As stated in the corrective action plan above, HHS fiscal staff has developed a HOME match log to track all HOME expenditure that require match and where the matching funds originate. With each drawn down of a HOME project, the corresponding match is documented on the log in compliance with 24 CFR 92.504. Additionally, the HOME Match Report was completed and submitted with the Consolidated Annual Performance and Evaluation Report (CAPER). In addition, the Department has developed a number of matrices that are completed and others that are scheduled to be completed. Each matrix outlines the Federal program guidelines, procedures in place, monitoring of those procedures and any action needed to take. A HOME matrix was developed, reviewed and implemented by the Department. Finding 2007-13 Federal Program Information U.S. Department of Housing and Urban Development Home Investment Partnerships Program (HOME) CFDA No. 14.239 Condition/Context The County did not submit Form HUD 60002 during the program year. The program received a grant of which $200,000 went to a subrecipient, Big Cypress, to provide financial assistance with the construction oflow-income housing. Recommendation We recommend that the CountylDepartment of Housing and Human Services review HOME program guidelines and provide the program managers with the reporting requirements. The County should implement a tracking system to ensure reporting requirements are being met. 0902.1032557 211 Agenda Item No. 16B7 March 24, 2009 Page 93 of 117 Collier County! Florida Schedule of Prior Audit Findings (continued) Planned Corrective Action Housing and Human Services will review the HOME program guidelines and update our checklist to ensure that the Section 3 reports are completed as indicated. Whenever a subrecipient receives $200,000 or more in CDBG or HOME assistance as it relates to construction, a Section 3 form will be included in the award package and completed. The report will be sent to the field office by the deadiine required. Current Status HUD 60002, Section 3 Summary Report, Economic Opportunities for Low- and Very- Low Income Persons form are now part of the agreement award package and reviewed at the pre_ construction meeting for each project over $200,000. The reporting dates have now been included in the Department's Master Calendar. Submission of the Section 3 report along with a copy of the Consolidated Annual Performance and Evaluation Report (CAPER) is submitted annually per HUD requirements prior to Oct I st annually. In addition, the Department has developed a number of matrices that are completed and others that are scheduled to be completed. Each matrix outlines the Federal program guidelines, procedures in place, monitoring of those procedures and any action needed to take. A HOME matrix was developed, reviewed and implemented by the Department. Finding 2007-14 State Program Information Florida Housing Finance Corporation (the Corporation) State Housing Initiatives Partnership Program (SHIP) CSF A No. 52.901 Condition/Context The financial information included in the submitted Annual Report was not reconciled to the County's general ledger. Accordingly, we were unable to validate the amount of expenditures reported in the Annual Report. Additionally, we noted that there were no amounts reported for "program income (interest)" for the 2004/2005 and 2005/2006 grant award periods, however, interest was earned on the unspent portion of the respective advances and should have been reflected as progran1 revenue. 0902-1032557 212 Aoenda Item No. 16B7 ~ March 24, 2009 Page 94 of 117 Collier county,jFIOrida Schedule of Prior Audit Fihdings (continued) Recommendation The County should implement procedures that require that the statutory reports be reconciled to the general ledger and reviewed and approved by finance department staff prior to being filed with the State. The County should also establish a separate general ledger account or index code for each entitlement year for interest income and ensure that interest income is appropriately captured, reported, and expended as appropriate. Planned Corrective Action The HHS staff will perform a reconciliation of SHIP transactions monthly to ensure that the Annual SHIP report tracks to the SHIP annual report. This is a new procedure that was just implemented. The SHIP grant support specialist will run reports at the end of each month and reconcile those transactions to the activity in the SHIP spreadsheet. These reports are maintained throughout the year and are expected to greatly improve staffs ability to reconcile with the general ledger when preparing the SHIP Annual Report. Current Status See current year finding 2008-5. Finding 2007-15 Federal Program Information U.S. Department of Housing and Urban Development (HOD) Community Development Block Program (CDBG) CFDA No. 14.218 Condition/Context The County did not maintain documentation indicating that it had checked the EPLS for subawards to subrecipients. Additionally, there was no certification from the entity or clause or condition included in subrecipient agreements. Recommendation The County should perform verification of subrecipients by checking the EPLS (and documenting evidence of the verification, when it was performed and by whom), collecting a certification from the entity, or adding a clause or condition to the contract with that entity in accordance with the Federal requirements. 0902-1032551 213 Agenda Item No. 1oB7 March 24, 2009 Page 95 of 117 Collier County, Florida Schedule of Prior Audit Findings (continued) Planned Corrective Action HHS has reviewed the debarment status of every contractor and sub-contractor working on construction projects in the EPLS system. The department will add debarment certification criteria to the application process for each sub-recipient. No contract will be executed with a sub- recipient until debarment review for that entity is performed. The debarment certification will be added to our checklist for the project file. Current Status Debarment certification letters are now also required for new subrecipients as part of the grant application submission process. A subrecipient folder checklist has now been implemented to ensure compliance. Assigned Grant Coordinators check all subrecipients, vendors and contractors against the EPLS listing. Screen Prints of EPLS listing are made to prove verification and are included in the file. Finding 2007-16 Federal Program Information U.S. Department of Housing and Urban Development (HOD) Community Development Block Program (CDBG) CFDA No. 14.218 Condition/Context The Form 60002, Section 3 Summary Report. Economic Opportunities for Low- and Very Low- Income Persons submitted by the County on January 18, 2008 for the reporting period of July I, 2006 to June 30, 2007 specified that the total amount of award was $2,400,655. However, this award amount relates to the 2007-2008 entitlement for the program year that began on July 1, 2007. Accordingly, it appears that the incorrect award was used to complete this report. The expenditures reported in the C04PR26 - CDBG Financial Summary report for the period of July I, 2006 through June 30, 2007 based on the ImS system had not been appropriately reconciled to the County's general ledger. 0902-J032557 214 Collier County ,I Florida Schedule of Prior Audit Findings (continued) Agenda Item No. 16B7 March 24, 2009 Page 96 of 117 Recommendation The County should implement procedures that require that financial reports extracted from IDIS be reconciled to the general ledger and reviewed and approved by appropriate staff on a timely basis. Evidence of the reconciliation and of the review should be documented and retained. Performance reports should be thoroughly reviewed for accuracy and completeness before they are submitted. Planned Corrective Action I) Housing and Human Services (HHS) staff will review the HUD program guidelines regarding report submission requirements. 2) HHS staff is in the process of development a reporting calendar whereas all HUD reports will be submitted in a timely manner. 3) Report Form 60003, Section 3 Summary Report will be completed and submitted prior to the deadline of September 30 of each year. Current Status Responsibility to ensure correct year data for the Section 3 Summary Report has been assigned as a coordinated effort to the Grant Section's Operations Coordinator and the Accountant. The Operations Coordinator is responsible for producing proof of award amount for each subrecipient award and the Accountant is responsible for ensuring the general ledger accurately reflects the award amount. The Accountant is responsible for completion of the C04PR26. A department master calendar was created and HUD report deadlines and other important deadlines are listed and reviewed by the Grants Operations Manager and the Department Director. The Section 3 report was completed and submitted on time. The following findings were reported by the County's prior auditor for the year ended September 30, 2006. 0902-10325,57 215 Agenda Item No. 16B7 March 24, 2009 Page 97 of 117 Collier County, Florida Schedule of Prior Audit Fipdings (continued) i I Finding 2006-2 Federal Agency: Program: U.S. Department of Housing and Urban Development Community Development Block Grant (CDBG) Home Investment Partnerships Program (HOME) #14.218, 14.239 M-05-UC-120217, B-04-UC-120016, B-05-UC-120016 2004,2005 CFDA Number: Award Numbers: Award Years: Recommendation The County has now completed an Environmental Review Record for each of the projects mentioned in this finding. Environmental reviews should be completed for each project prior to IDrs set-up and prior to expending any grant funds. To ensure completion of environmental assessments, we recommend implementation of oversight controls. After each ERR is completed, it should (I) be signed and dated by the appropriate staff member and (2) be reviewed and approved by management. The approved ERR should then be forwarded to the person responsible for mIS set-up (to initiate this process) and subsequently placed in the appropriate file. We recommend the County update its policies and procedures to document all controls and processes associated with environmental reviews. Management's Response Collier County concurs with this finding and as indicated in the recommendation above has already implemented additional environmental practices and procedures. Consequently, our positive completion of all environmental reviews and implementation of additional practices and procedures has validated all HOD eligible activities and any and all questioned costs associated with these and future projects. 0902-1032557 216 i\genda Item NO.loB7 March 24, 2009 Page 98 of 117 Collier County, Florida Schedule of Prior Audit Findings (continued) Current Year Status Collier County Housing and Human Services Department has updated the Environmental Review policies and procedures already in place to reflect the process in a more comprehensive and detailed manner when completing the Environmental Reviews (ERR). To ensure compliance with HUD regulations, Collier County will require the appropriate staff members to attend HUD sponsored Environmental training. Staffhas attended HOD Environmental training as required. Another level of control added to the Environmental Review process is the review of each of the ERRs by the Grants Operations Coordinator (GOC) after the Grants Management Coordinators complete ERR documents for their projects/activities to determine the appropriate level of clearance. The GOC will check the ERRs to make sure the projects/activities have correctly been categorized as to the level of environmental review required, therefore assuring that the established procedures have been followed and all HOD required forms are included in the ERR. Finding 2006-3 Federal Agency: Program: CFDA Number: Award Numbers: Award Years: U,S. Department of Housing and Urban Development Home Investment Partnerships Program (HOME) #14.239 M-03-UC-120217, M-04-UC-120217, M-05-UC-120217 2003,2004,2005 Recommendation We recommend formal policies and procedures with respect to Community Housing Development Organization (CHDO) certifications. The policies should address initial CHDO certification as well as CHDO re-certifications, and require completion of an annual checklist. For initial certifications, the County should have documentation to support each item on this checklist. Documentation required for re-certifications should also be described. To ensure proper controls are in place, we recommend coordination of CHDO documentation by one individual and review and approval by another. 0902.10325'7 217 1-------- ~..---------- Agenda Item No. 16B7 March 24, 2009 Page 99 of 117 Collier County, Florida Schedule of Prior Audit Findings (continued) Management's Response Collier County Housim! Develooment Corooration (CCHDC) Low Income Community Input: The by-laws of CCHDC include a statement of compliance that CCHDC would create a "process for low income community input." CCHDC did adopt by Board motion a formal written process for low income community input. CCHDC's actions since its inception have reinforced this policy. CCHDC has now adopted an official corporate resolution on January II, 2007 validating that their official policy of low income community input has been in existence since creation of the organization. Low income Board representation: As part of the County's CHDO Certification checklist process, low-income board participation is verified by staff. CCHDC has always and continues to maintain their required minimum number of low income board members. CHDO Certification Date: The certification process for CCHDC occurred over approximately a 9 month period. On December 8, 2005 county staff attended the Board meeting where the CCHDC adopted the two remaining policy items, thus completing all of the HUD checklist requirements for their CHDO certification status. Empowerment Alliance of Southwest Florida (EASF) CHDO Low-income community input and CHDO Capacity: EASF has been a State of Florida certified CHDO since 2002. The State guidelines for CHDO certification are identical to HUD guidelines. Documentation of State CHDO approval is on file with Collier County. EASF has been operating in Collier County since 2000 which substantiates their capacity and experience working in the low-income community ofImmokalee. Big Cypress Housing Corooration CDHO Capacity and Staffing: Big Cypress CHDO operates as a subsidiary of Everglades Community Association. The staff of the organization is allocated to the parent organization supporting the CHDO and charges their time accordingly. Everglades Community Association operates 3 certified CHDOs throughout Florida in Collier, Manatee, and Miami-Dade counties utilizing the same staffing relationships. Everglades Community Association and its subsidiaries have developed over 1,000 units throughout Florida. It is common practice for nonprofits to create new corporate entities for each new housing development. As a result, staff remains on the parent corporation's payroll for administrative expediency. Big Cypress retains the staff talent by absorbing the appropriate cost of their share of the parent corporation's payroll cost. 0902-1032557 218 Agenda Item No. 1oB7 March 24, 2009 Page 100 of 117 Collier County, Florida Schedule of Prior Audit Findings (continued) Ch!lpter 8 of Building HOME (page 8-11) specifically provides for alternative staffing plans that would allow this staffing arrangement to satisfy the requirement for staff capacity and experience. Big Cypress Housing Corporation developed and owns the 79-unit Main Street Village in Immokalee. In addition, Steve Kirk, President and Executive Director received a national award from the Housing Assistance Council in Washington, D.C. in December 2006 for his efforts to develop housing for migrant farm workers. In essence, it is our opinion, that this CHDO meets the HOME requirements in substance over form. General Collier County is confident that all three organizations have been appropriately certified as Community Housing Development Organizations (CHDOs) and that all expenditures are in compliance with HUD HOME regulations. The HUD CHDO Certification checklist will continue to be used annually for recertifying all organizations seeking CHDO status in Collier County. Current Year Status The HOD CHDO Certification checklist is used annually to recertify all organizations seeking CHDO status in Collier County. It is the responsibility of one Grant Coordinator to certify the CHDO status which is then confumed by a member of the HHS management team. All paperwork is contained within the files of the organizations seeking CHDO status. CCHDC: As part of the recertification process, Collier County Housing and Human Services requires CHDO's to complete an HUD CHDO Certification annual checklist. Low-income board participation is noted on CCHDC's By-laws, corporate resolution and board list. EASF: As part of the recertification process, Collier County Housing and Human Services requires CHDO's to complete an HOD CHDO Certification annual checklist. Low-income board participation is noted on EASF's by-laws, board resolution, and board list. BCHC: As part of the recertification process, Collier County Housing and Human Services requires CHDO's to complete an HOD CHDO Certification annual checklist. Low-income board participation is noted on Big Cypress' by-laws, board resolution and board list. 0902-1032557 219 Agenda Item r"o. 16B7 March 24, 2009 Page 101 of 117 Collier County, Florida Schedule of Prior Audit Findings (continued) Finding 2006-4 Federal Agency: Program: CFDA Number: Award Numbers: Award Years: u.s. Department of Housing and Urban Development Home Investment Partnerships Progrant (HOME) #14.239 M-05-UC-1202l7 2005 Recommendation We recommend thorough research and review of CHDO requirements prior to entering into a contractual agreement. Additional review and approval procedures should be developed with respect to CHDO expenditures to ensure that all conditions are met prior to the release of any CHDO funds. We recommend formal documentation of all CHDO requirements and controls. Management's Response Collier County reviewed HUD HOME rules and made the determination that the Collier County Housing Development Corporation (CCHDC) was acting as a developer in the case of the Cirrus Pointe project. The joint venture agreement between CCHDC and Jim Fields states that both parties are responsible for the development of the project. This contractual agreement details the property owner and the CHDO's specific obligations to bring this project from conception to completion. "The parties desire to form a joint venture for the development and sale of the parcel according to this agreement. The parties here by create a Joint Venture for the construction and sale of 108 residential condominium units on the parcel." In addition, the CHDO will be involved in efforts to secure additional financing for this project and the prequalification and sale of the affordable units. HUD encourages CHDO's to develop partnerships in order to more successfully develop, construct, [mance and sell affordable housing. According to HUD regulations a CHDO is defined as a "Developer" when it "has a contractual obligation to a property owner to develop a project." In addition, "In the Developer role, the CHDO carries out some or all of the principal project development activities." (Building HOME pgs 8-12 and 8- 15). On January 16, 2007, staff requested clarification from the Miami HUD office on this matter. Corrective Action: Attend training on CCHDO's sponsored by the National Association for County, Community and Economic Development in June, 2007 and update the certification checklist and policies and procedures to reflect the training within 30 days. 0902-1032551 220 Agenda 112m No. 16B7 March 24, 2009 Page 102 of 117 Collier County, Florida Schedule of Prior Audit HIdings (continued) Current Year Status Because of the transition of staff members in Housing and Human Services, attendance at the CHDO training in June was not possible. This training was attended by staff and all internal practices and procedures were updated to reflect any changes from the training. In a conference call with the Miami Field Office, it was determined that HUD would not render an opinion based on the audit. For future CHDO contractual agreements, technical assistance will be requested to clarify CHDO requirements and all proposed CHDO expenditures will be reviewed to ensure that all conditions are met prior to the release of funds. Finding 2006-5 Federal Agency: Program: CFDA Number: Award Number; Award year: U.S. Department of Housing and Urban Development Home Investment Partnerships Program (HOME) #14.239 M-05-UC-120217 2005 Recommendation We recommend the County review any future joint venture agreements that are associated with CHDO set-aside funds and ensure that the requirements described above are met prior to the expenditure of HOME funds. Management's Response Collier County will continue to review all joint venture (N) agreements as an integral part of its evaluation of HOME CHDO projects and their compliance with HUD regulations. Current Year Status Staff attended Joint Venture training on April 19, 2007. The staff members then provided in house training for the rest of the Grants staff on July 16, 2007. Legal documents continue to be reviewed by the County Attorney. The contract with the Cirrus Pointe was extended by the Board of County Commissioners for the work to be completed by 12/09. Staff is continuing to monitor this project. Although the project is permitted, due to the downturn in the housing market, no construction has commenced at this time. Housing and Human Services grants staff is providing technical assistance to the developer to ensure a successful completion of this project. 0902-l032557 221 A.genda Item No. 1oB7 March 24, 2009 Page 103 of 117 Collier County, Florida Schedule of Prior Audit Findings (continued) Finding 2006-6 Federal Agency: Program: CFDA Number: Award Number: Award Year: U.S. Department of Housing and Urban Development Home Investment Partnerships Program (HOME) #14.239 M-03-UC-120217 2003 Recommendation We recommend the County develop and utilize a checklist describing all documentation requirements for real property acquisitions. Management level personnel should review and formally approve all significant steps (as described on the checklist) in the property acquisition process. We also recommend sending any future Uniform Relocation Act (ORA) letters via "certified" mail to document compliance with the above-noted requirements. Management's Response With regards to this land acquisition activity, the seller was delinquently notified of all URA requirements by the co-developer of the project, Beneficial Communities. Collier County has implemented a project checklist requiring management approval certifying URA requirements have been met by sub-recipients prior to disbursement of funds. Current Year Status Staff attended URA training in April 2007. Policies and procedures were updated to reflect the training in July, 2007. Subrecipients will receive training and technical assistance on policies and procedures regarding the Uniform Relocation Act Appropriate paperwork will be on file, including documentation of URA letters sent by certified mail. 0902v}032S57 222 Collier county! Florida Agenda Item No. 16B7 March 24, 2009 Page 104 of 117 Schedule of Prior Audit Findings (continued) Finding 2006-7 Federal Agency: Program: CFDA Number: Award Number: Award Year: US. Department of Housing and Urban Development Home Investment Partnerships Program (HOME) #14.239 M-03.UC.120217, M-04.UC.120217 2003,2004 Recommendation As noted in this finding, the County has already corrected this error. This was the first year the County utilized HOME funds for a tenant-based rental assistance (TBRA) program. In the future, we recommend careful review of all HOME regulations and guidance when starting programs/projects that are new to the County. Management's Response Collier County has corrected this situation. Current Year Status Collier County Housing and Human Services will carefully review all procedures and regulations before starting new programs. Staff members will attend the requisite training as it is offered and request technical assistance from the Miami Field Office. The department will scrutinize administrative costs and ensure these costs are expended from the appropriate categories. 0902.1031557 223 i Collier countyf Florida Schedule of Prior Audit Findings (continued) Agenda Item No. 16B7 March 24, 2009 Page 105 of 117 Finding 2006-S Federal Agency: Program : CFDA Number: Award Number; Award Year: U.S. Department of Housing and Urban Development Home Investment Partnerships Program (HOME) #14.239 M-03-UC-120217, M-04-UC-120217, M-05-UC-120217 2003,2004,2005 Recommendation We recommend the County develop detailed policies and procedures with respect to HOME match and provide training for all personnel involved in the HOME match process. As part of this process, the County needs to develop procedures to separately identify SHIP "match" loans and ensure repayment of these loans is deposited into the HOME investment Trust Fund local account. The County should revise and re-fi1e its 2006 match report with HUD, based upon the new procedures. Management's Response No HOME activities using SHIP match have been re-paid to Collier County. The situation described in the recommendation has not occurred. Collier County will develop a detailed policy and procedure to handle the re-payment of matched funds should the situation ever arise. Current Year Status The County uses SHIP funds as match contribution to the HOME funds. HOME recipients that receive SHIP match will be identified and setup in IDIS. A written procedure to address this issue has been completed. O!102-1032S57 224 Collier coun~ Florida S,"'du1, ofPri~ Audit Tdmg, (rontinu,d) p,g9nda 113m ~,Jo. 16B7 March 24, 2009 Pa:J8 106 of 117 Finding 2006-9 Federal Agency: Program: CFDA Number: Award Number: A ward Year: U.S. Department of Housing and Urban Development Community Development Block Grant (CDBG) #14.218 B-04-UC-120016, B-05-UC-120016 2004,2005 Recommendation We recommend Collier County Human Services provide payroll and/or other documentation to support the cost of providing intake services. Any costs that cannot be supported by underlying documentation should be returned to the CDBG program. We recommend the County adhere to the payment and documentation standards established in its contractual agreements. If changes are considered necessary, the County and its subrecipient should amend the appropriate sections of the agreement. The County should carefully consider all documentation and monitoring requirements prior to entering into subrecipient agreements for medical-related services and other "Public Services" (as defmed by the CDBG program). Such contracts often require significant oversight from both a programmatic and financial management (documentation review) perspective. Management's Response All reimbursements made for these projects were made in accordance with the executed contracts. Management continues to ensure that programmatic and fiscal controls are in place for all public service projects and other CDBG eligible activities. Current Year Status This project was closed out on October 19, 2007. During the monitoring, it was observed that each file contained sufficient documentation to support the cost of providing intake services. 0902-1032551 225 ~~~UT Agenda Item !\)o^ 1667 March 24, 2009 Page 107 of 117 Collier Countyj Florida Schedule of Prior Audit Findings (continued) Finding 2006-10 Federal Agency: Program: CFDA Number: Award Number: Award Year: U.S. Department of Housing and Urban Development Home Investment Partnerships Program (HOME) #14.239 M-05-UC-120217 2005 Recommendation The County utilized this program income prior to year-end and developed a process to incorporate program income into its cash draw process. We recommend the County update its written policies and procedures for cash draws to reflect the requirements associated with program income. Management's Response Collier County concurs with this finding. Staff has developed policies and procedures to address this situation as described by the auditor in the context/effect section above. Current Year Status The County received Home program income for the first time in FY 2006. The income was spent, but not drawn in IDIS. Procedures are in place to ensure all future program income are spent and drawn in 1DIS before entitlement funds are used. 0902-1032557 226 Collier counJ, Florida Agenda I(em No. 16B7 March 24, 2009 Page 108 of 117 Schedule of Prior Audit .Findings (continued) Finding 2006-11 Federal Agency: Program: CFDA Number: Award Number: Award Year: U.S. Department of Housing and Urban Development Home Investment Partnerships Program (HOME) #14.239 M-03-UC-120217 2003 Recommendation Using reasonable allocation methods, we recommend the County determine and document the amount/cost ofland associated with the 4 single-family units and the amount associated with the 51 apartment units. The County should then either: (I) require Big Cypress to return the portion of HOME funds associated with the 51-unit apartment complex; or (2) amend its contractual agreement with Big Cypress to include the 51 units of rental housing and impose the applicable "period of affordability" requirements for the HOME program. We also recommend the County clearly describe the intended use of HOME funds in its contractual agreements. The County should not approve and fund HOME expenditures that are not detailed in the contract "scope of work". Management's Response Collier County has amended this contractual agreement effective March 2, 2007 to include the 51 units of rental housing and the applicable period of affordability. Current Year Status This contract was amended in March 2007 to include all 55 units. All legal contracts, including the scope of work, are reviewed by the County Attorney. The scope of work for each project clearly reflects the intended use of all grant funding. 0902.1032357 227 Finding 2006-12 Federal Agency: Program: CFDA Number: Award Number: Award Year: Recommendation ."genda Item No. 16B7 March 24. 2009 Page 109 of 117 Collier County, Florida I Schedule of Prior Audit Findings (continued) U.S. Department of Housing and Urban Development Community Development Block Grant (CDBG) and Home Investment Partnerships Program (HOME) #14.218 and #14.239 M-05-UC-120217, B-05-UC-120016 2005 We recommend the County continue utilizing the timesheet documentation process it developed in FY 2006. Management's Response Collier County will continue utilizing the timesheet documentation process developed in FY 2006. Current Year Status Collier County Housing and Human Services continues to utilize the timesheet documentation process for all grants staff members. Any new employees hired are also trained on the timesheet documentation process. See also fmding 2007-11 above. Finding 2006-13 Federal Agency: Program: CFDA Number: Award Number: Award Year: Recommendation U.S. Department of Housing and Urban Development Home Investment Partnerships Program (HOME) #14.239 M-03-UC-120217, M-04-UC-120217, M-05-UC-120217 2003,2004,2005 We recommend the County carefully review the language of all HOME contracts to ensure compliance with 24 CFR 92.504. Written agreements should specifically address each provision as described in this HOME regulation. 0902-1032557 228 Agenda Item No. 1687 March 24, 2009 Page 110 of 117 Collier coun,. Florida Schedule of Prior Audit ryndingS (continued) Management's Response Collier County will review all contractual agreements to ensure they comply with all requirements of 24 CFR including 92.504. Regarding the Big Cypress deed restrictions referenced above, the developer requested an additional change to reflect a revised legal description. This agreement has been reviewed by the County attorney's office and will be on the agenda for approval by the Board of County Commissions in July 2007. All agreements are reviewed by the County attorney's office. Management will pursue review by HOD source for compliance with HOD legal sufficiency. Current Year Status The contract in question has been amended and approved by the Board of County Commissioners. Additionally, the contracts from Housing and Human Services have undergone a rigorous review process by the County Attomey, Purchasing and staff members with the Clerk of Courts. With the approval of the 2009 Action Plan by the Board of County Commissioners, contract templates will be included and submitted to HUD by May 15, 2009. Finding 2006-14 Federal Agency: Program: CFDA Number: Award Number: Award Year: U.S. Department of Transportation Highway Planning and Construction #20.205 195431 October 1,2005 - September 30, 2006 Recommendation KPMG recommends that the County implement procedures to ensure that Davis-Bacon Act requirements are included in contracts and that certified payrolls are obtained from contractors and subcontractors when required. 0902-1032557 229 Agenda Item No. 16B7 March 24, 2009 Page 111 of 117 Collier County, Florida Schedule of Prior Audit Findings (continued) Management's Response Management concurs with this fmding; however, proper steps to assure this problem does not occur in the future have already been taken. This fmding pertains to a construction contract that was let in 2004. At the time the contract was let, the Purchasing Department was not aware that this project was to be grant funded and hence did not insert the requirements raised under the fmding. The issue of grant compliance in certain County contracts was brought to our attention in a subsequent annual audit finding. Purchasing staff formally addressed this issue in March 2006 by modifYing the pre-bidding checklist. The modified list includes a determination of the ,funding source. If grant funds are part of the revenue for the project, the Purchasing staffinserts the appropriate additional conditions to the bid and contract terms. Current Year Status A new Grants Coordinator with prior grant compliance experience was hired in June of 2007. All newly executed LAP-funded and FTA-funded contracts continue to include the Davis-Bacon Act requirements and are reviewed for updates. Currently, there are no nonlocal LAP projects in the construction phase that would require the collection of certified payrolls. A written procedure has been developed for future contracts which require certified payroll collection. This procedure will include informing contractors at pre-bid meetings and post-award meetings that Davis Bacon applies, and certified payroll records are a requirement of the project. Internal procedures include informing project managers and budget analysts of Davis Bacon requirements as well as identifYing which projects require payroll certification compliance. The Grants Coordinator will monitor collection of the reports and be the official holder of record. Finding 2006-15 Federal Agency: Program: CFDA Number: A ward Number: Award Year: U.S. Department of Agriculture Watershed Protection and Flood Prevention #10.904 69-4209-6-1617 October 1,2005 - September 30, 2006 Recommendation The County should implement procedures to ensure that special provisions are included in contracts when required by grant agreements. 0902-1032557 230 .6..,genda !j:';;nl [\)0. 1 ;So? March 24 2009 Page 112 of 117 Collier County, Florida Schedule of Prior Audit Findings (continued) Management's Response Management concurs with this finding; however, the contract was placed by the Purchasing Department prior to the event that became the basis for the grant. The work was ordered by the Stormwater Management Department pursuant to the clean up and removal of debris from County drainage canals following Hurricane Wilma. The contract was placed by the Purchasing Department several months prior to the event. The contract is available for use by any County department and is not linked to a particular funding source or end user. Current Year Status A new Grants Coordinator with prior grant compliance was hired in June of 2007 and will monitor all grants within the Transportation Division to ensure projects using grant funded sources are properly procured following the requirements specific of the grantor. Finding 2006-16 State Agency: Program: CFDA Number: Award Number: Award Year: Florida Department of State State Aid to Libraries #45.030 06-ST-12 October 1, 2005 - September 30,2006 Recommendation The County should implement procedures to ensure that reports are completed properly and that adequate supporting docwnentation is maintained. Management's Response Management concurs with this finding. This reporting issue is related to staff turnover and implementation of a new library automation system. Management will ensure that when staff members are hired, they are trained to run the appropriate reports and cross trained with other staff members. This will provide additional staff that can run and reproduce the reports when needed and to show from where the information was derived. Prior to submittal, all reports will be reviewed by cross trained staff and the director to verifY the accuracy and completeness of information provided. The Library will retain supporting documentation to be made available after reports are submitted. 0902-1032557 231 I Agenda Item No. 16B7 March 24, 2009 Page 113 of 117 Collier County, Florida Schedule of Prior Audit Findings (continued) Current Year Status Director is compiling and reviewing all reports, with assistance from current employees. Library has been unable to afford additional training from vendor. However, vendor is implementing an on-line training program that will be evaluated and used if it appears to meet the Library needs for report training. Library consulted February 23, 2009, with vendor concerning this newly established on-line training program. Training program roll-out should be complete in Summer 2009. Library Director and one Branch Manager are scheduled to attend a general data reporting training session on March 25, 2009. Although not specifically about Library's automation system, the class should provide additional assistance in using standard office programs to evaluate specific library data. Records and paper trail of information used as basis for reports are being archived locally. Two additional staff members have been designated to report on and keep track of particular data elements that are used to compile reports. Finding 2006-17 State Agency: Florida Department of Elder Affairs! Area Agency on Aging for Southwest Florida, Inc. Community Care for the Elderly #65.010 CCE 304.203.06, CCE 302.203.05 July I, 2005 - June 30, 2006 and July I, 2006 - June 30, 2007 Program: CFDA Number: Award Number: A ward Year: Recommendation The County should ensure authorization by someone other than the preparer is obtained in order to properly segregate the duties of requesting and approving state reimbursement requests. Management's Response Management concurs with the fmding and has implemented practices and procedures to resolve this issue. The required reporting duties of preparer and approver have now been delegated to separate individuals. Fiscal support staff has been trained to prepare the expenditure and request for funds reports and have now accepted this responsibility. The reports will in turn be reviewed for completeness and accuracy by the accounting supervisor, who will then sign off as the approver. 0902-1032557 232 .,";.genda !~-3m [\)0. ! '.387 March 24. 2009 Page 114 of 117 Schedule of Prior Audit indings (continued) , Florida Current Year Status The accounting staff implemented the practices and procedures as outlined in the Management's Response. Fiscal staff has been trained to prepare the reports and now completes them with great accuracy. The supervisor continues to sign off on the reports for completeness, timeliness and accuracy. Finding 2006-18 State Agency: Program: CFDA Number: Award Year: Florida Housing Finance Corporation State Housing Initiatives Partnership (SHIP) Program #52.901 2003/04, 2004/05 Recommendation Reconciliations of both revenue and expense (between the SHIP Annual Report and the general ledger) should be formally documented, reviewed, and approved. Policies and procedures should be written to describe the entire reporting process, including reconciliation controls, the manner in which data is compiled and the documentation to be maintained. Management's Response As indicated in the finding the reconciliation of the SHIP report and General Ledger has been completed and are correct. The SHIP Annual Report submitted to the State was correct A policy and procedure has been implemented requiring reconciliations to be completed for the SHIP program on a monthly basis. Current Year Status Staff is working towards a monthly reconciliation of the SHIP program on a monthly basis. See current year finding 2008-5 above. Finding 2006-19 State Agency: Program: CFDA Number: A ward Year: Florida Housing Finance Corporation State Housing Initiatives Partnership (SHIP) Program #52.901 2004/05 0902-1032557 233 1- Agenda Item No. 16B7 March 24, 2009 Page 115 of 117 Collier County, Florida Schedule of Prior Audit F'indings (continued) Recommendation The County budgeted for increased SHIP activity in FY 2007 and believes that they will meet the encumbrance and expenditure requirements as of June 30, 2007. The County periodically reviews the expenditure and encumbrance levels of the SHIP progrant. We recommend written policies that address this process and formal documentation of this control on a quarterly (or more frequently) basis. Management's Response Collier County agrees with this finding, however all 2004/2005 SHIP funds were not only encumbered but also expended by December 31, 2006, six months prior to their statutory expenditure deadline. Collier County has amended its LHAP to allow greater flexibility to encumber and expend all SHIP funds consistent with statutory requirements. The State of Florida was notified of the situation prior to July 2006 and agreed to the County's plan to encumber and expend the SHIP funds in the fall of 2006. Current Year Status Due to market conditions, the 2004/2005 funds could not be encumbered in a timely manner. The State of Florida was notified of the situation and an extension was given. The SHIP coordinator keeps a log on encumbered and spent activities. Finding 2006-20 State Agency: Program: CFDA Number: Award Year: Florida Housing Finance Corporation State Housing Initiatives Partnership (SHIP) Program #52.901 2003/04, 2004/05, 2005/06 Recommendation We recommend the County continue utilizing the timesheet documentation process it developed in FY 2006. Management's Response Collier County will continue utilizing the timesheet documentation process developed in FY 2006. 0902-1032557 234 ,L,genda item No, EiB7 r\~arch 24, 2009 Page 116 of 117 Collier County, Florida Schedule of Prior Audit Findings (continued) Current Year Status Collier County Housing and Human Services continues to utilize the timesheet documentation process for all grants staff members. Any new employees hired are also trained on the timesheet documentation process. See also finding 2007-11 above. 09C2.1032557 235 I\genda Item No. 1GB7 March 24, 2009 Page 117 of 117 THIS PAGE INTENTIONALLY LEFT BLANK