HomeMy WebLinkAbout20010645 RESOLUTION
RE: APPROVE FUNDING EXTENSION REQUEST FOR YOUTH WORKFORCE SKILL
DEVELOPMENT PROJECT AND AUTHORIZE CHAIR TO SIGN
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS, the Board has been presented with a Funding Extension Request for the
Youth Workforce Skill Development Project from the County of Weld, State of Colorado, by and
through the Board of County Commissioners of Weld County, on behalf of the Department of
Human Services, Employment Services of Weld County, to the Colorado Department of Public
Health and Environment, commencing July 1, 2001, and ending June 30, 2002, with further
terms and conditions being as stated in said request, and
WHEREAS, after review, the Board deems it advisable to approve said request, a copy
of which is attached hereto and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of
Weld County, Colorado, that the Funding Extension Request for the Youth Workforce Skill
Development Project from the County of Weld, State of Colorado, by and through the Board of
County Commissioners of Weld County, on behalf of the Department of Human Services,
Employment Services of Weld County, to the Colorado Department of Public Health and
Environment be, and hereby is, approved.
BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized
to sign said request.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 7th day of March, A.D., 2001.
BOARD OF C, UNTY COMMISSIONERS
WELD CO TY, COLORADO
ATTEST: /Lay JZ
J. eile, hair
Weld County Clerk t e : P-r '
1861 ('1 teMP
Glenn Va em
BY: _iii _ ,.
Deputy Clerk to th$ = ' art
'C ' 1",
� � Wi fjerj
ke
��VED A FORM:
v E. Long Lunty�toiney 1‘,5)
Robert D. Masden
2001-0645
HR0072
•
rct ‘it.
MEMORANDUM
lID Mike J. Geile
Board of Country Commissioners
TO: i 1
COLORADO FROM: Walt Speckman
Executive Director, Human Services
DATE: March 2, 2001
SUBJECT: Youth Workforce Skill Development Program
Contract Extension
Enclosed for Board approval is a Contract Extension Request between Colorado
Department of Public Health and Environment, and Employment Services of Weld
County for the 2001-2002 Tony Grampsas Youth Services Program (formerly the Youth
Crime Prevention and Intervention Program) , Youth Workforce Skill Development
Project. The extension request will provide $50,000.00 to provide a range of workforce
development options for youth who have been unsuccessful in the regular school
system, and extends the period of performance to June 30, 2002. Youth will be
provided services such as GED preparation, improving essential work skills in reading,
math, and writing, and other services which will assist them in obtaining needed
workforce skills.
If you have any questions, please feel free to telephone me at 353-3800 ext. 3317.
2001-0645
Funding Extension Request for 2000-01 TGYS Grantees (formerly YCPI)
TGYS# 195
TGYS Grantee Board of Weld County Commissioners
Total.TGYS Request Allowed $50,000
Time Limit of Funding Extension July 1, 2001 - June 30, 2002
ALL RESPONSES MUST BE TYPED DIRECTLY ON THIS FORM OR DUPLICATED ON COMPUTER.
Contact Person: Ted A. Long
• Employment Services of Weld County
P.O. Box 1895
•Contact Mailing Address: Greeley, CO 80632
Contact Phone/FAX: (970) 353-3800 ext. 3400 FAX#: (970) 356-3975
tlong@co.weld.co.us
• "I hereby certify that all information included herein is true and correct to the
best of my knowledge. In the event that this application is selected for
funding,this organization has designated, by act or resolution.The Board of Weld County Commissioners to be
the responsible administrator for contracting.
Signature' x
Title: Mike J. Geile, Chair
Board of Weid County Commissioners Date: U.3/G'-7/2Joi
Project Name: Youth Workforce Project
Skill Development Project
Start Date: July 1, 2001
If this is a multi-agency application, list the
non-profits;:Citles,counties.school districts
or others directly participating in the
proposed project`
Project Category Enter"P" for One Primary Category
Enter"S" for any Secondary Categories that may apply
Academic,Educational or Domestic Violence law Enforcement School Resource
Program Officer
P Literacy
S Community Service S Employment Mentoring' S Training
Counseling Family/Youth Parenting Other:(specify)
Center
•
Creative Arts Gang Intervention Recreation
S Drop Out Prevention"(for Secondary grades only)
If selected,must meet definition on Instructions Page.
01412 TGYS Page 1
Complete this page for the timeframe of July 1, 2001 through June 30, 2002
Is this project EXCLUSIVELY designed for children between the ages 0 Yes
® No
0-8?
Number of Staff assigned to the proposed project.
40
Number of Volunteers to be directly involved in the proposed project.
1
Number of Children/Youth to be Served by the project:
70
Number of Parents to be served by the project.
0
Number of Others to be served by the pi c.:posed project. 0
(Specify"Other")
Average Income Level of those to be served by the proposed project. $15,000 (approximate)
,
%of those to be served Proposed Services Area(s)'
#of hose to be servedEthnicity
by Target Ages by (Provide information for all 3 categories)
0-2 years Asian `)/0 City(ies) I
3-5 years Black % Greeley, Evans, Eaton, Kersey, Lasalle
6-8 years Caucasian/White 30% Johnstown, Milliken, Nunn, Platteville
9-11 years Hispanic/Latino 70% County(ies) I
12-14 years Native American % Weld
15-18 years 57 Other: (specify) %
19-22 years 13 Zip Code(s) I
Other: 18 80631, 80634, 80620, 80615, 80644,
(Specify) Teen 80543, 80648, 80651, 80645
Parent
The Colorado Department of Local Affairs reserves the right to request,at any time,a copy of
an organization's full audit or other financial documents as related to this application
When was the organization's last audit
completed? June 1, 2000
Month/Date/Year
What accounting,time period did the last audit
cover? From: January 1,1999 To: December 31,1999
Were any audit findings/weaknesses cited? El No
0 Yes If yes,please attach a copy.
Was a Management Letter issued? 0 No
El Yes If yes, please provide a copy of the letter.
Ot-02 TGYS Page 2
Complete this page for the timeframe of July 1, 2001 through June 30, 2002
Please summarize your TGYS Goal(s) and Activities/Services for year three which is July 1, 2001 through June 30, 2002. This Scope of
Work must be the same as the activities/services funded in your original 99 - 00 TGYS application and contract (year one) and continued in
the current 00-01 contract amendment (year two). ALL RESPONSES MUST BE TYPED DIRECTLY ON THIS FORM OR DUPLICATED ON
COMPUTER. A SEPARATE FORM MUST BE USED FOR EACH ACTIVITY/SERVICE.
1. GOAL:(3'"year) The Weld County Youth Workforce Skill Development Project seeks to reduce acts of violent behavior or gang involvement and continued gang activity of youth who are at
risk of this type of behavior by providing the youth with positive options of employment and training,as well as providing them with other opportunities designed to assist them in achieving
positive outcomes in their lives.
How does your program intend to impact crime and violence? A goal is what your community ultimately hopes to accomplish as a result of its activities. Goal statements are usually the reverse of the problem statement and identify the
major purpose of your project. The statement need not be lengthy,and should be stated realistically in terms of clients or constituents needs.
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serve ..,>vt.
Low neighborhood Youth involved in the Youth 70 youth will complete the Vocational 100%of the youth will complete an in depth 100%of the youth will select a The Youth Workforce Skill
attachment\community Workforce Skill Development Preference Inventory,the Employment personal career interest inventory and career/occupational area of Development Project for 99-
disorganization Project will be at risk youth age 14- Inventory,Career Assessment Program, identify a career area interest by using the assessment 01 continues to be very
21 who have dropped out of school, Employability Attitude Assessment,Can instruments identified. successful in affecting the
been expelled,and/or who have I?Series,and the WorkKeys lives of at risk youth.
been involved with the juvenile Assessment. Without the services
justice system. provided under this project,
- - a large portion of the at risk
Low neighborhood Youth involved in the Youth 60 youth will participate in assessments 100%of the youth will complete Youth will determine the basic youth population in Weld
attachmenhcommunity Workforce Skill Development to determine the basic skill levels assessments and understand the basic skill skills needed for employment in County would go unserved.
disorganization Project will be at risk youth age 14- needed for employment levels needed to obtain a job their selected
21 who have dropped out of school, occupationallcareer area. Since the start of this
been expelled,and/or who have contract period in1999,363
been involved with the juvenile at risk youth have been
justice system. • served.One hundred and
I - fourteen(114)have attained
Lack of commitment to school Youth involved in the Youth Youth will be involved in self paced Approximately 25 youth will attain a GED Youth will pass the required GED their GED,and 138 have
Workforce Skill Development computerized instruction as well as and either continue to post secondary school examinations. Youth who have entered unsubsidized
Project will be at risk youth age 14- classroom activities to assist them in or enter the workforce with appropriate work their high school diplomas will employment. Seventy-one
21 who have dropped out of school, attaining their GED. Activities will have place skills Ten youth with high school demonstrate the essential skills youth have gone on to post
been expelled,and/or who have hgh expectations and the computerized diplomas will obtain work place essential required in the workplace. secondary education.
been involved with the juvenile instruction encourages personal goal skills For the total amount of time
justice system. setting and mastery of material
— that Employment Services
Lack of commitment to school Youth involved in the Youth Youth will be involved in self paced 100%of the youth will participate in 100%of the youth will be tested has been operating the
TGYS
Workforce Skill Development computerized instruction activities to educational activities designed to increase with the Test of Adult Basic ave program,557
Project will be at risk youth age 14- assist them in increasing their reading their reading and math levels Education(TABE)upon entrance youth have been served,
21 who have dropped out of school, and math levels. Activities will have into the program and wilt be post 163 have attained their GED,
been expelled,and/or who have high expectations and the computerized assessed upon completion of and 240 have entered
unsubsidized employment.
been involved with the juvenile instruction encourages personal goal their educational act;,ties
justice system. setting and mastery of material -
01-02 TGYS Page 3
Complete this page for the timeframe of July 1, 2001 through June 30, 2002
Please summarize your TGYS Goal(s) and Activities/Services for year three which is July 1, 2001 through June 30, 2002. This Scope of
Work must be the same as the activities/services funded in your original 99 - 00 TGYS application and contract (year one) and continued in
the current 00-01 contract amendment (year two). ALL RESPONSES MUST BE TYPED DIRECTLY ON THIS FORM OR DUPLICATED ON
COMPUTER. A SEPARATE FORM MUST BE USED FOR EACH ACTIVITY/SERVICE.
1. GOAL:(year two) The Weld County Youth Workforce Skill Development Project seeks to reduce acts of violent behavior or gang involvement and continued gang activity of youth who are
at risk of this type of behavior by providing the youth with positive options of employment and training,as well as providing them with other opportunities designed to assist them in achieving
positive outcomes in their lives.
How does your program intend to impact crime and violence? A goal is what your community ultimately hopes to accomplish as a result of its activities. Goal statements are usually the reverse of the problem statement and identify the
major purpose of your project. The statement need not be lengthy,and should be stated realistically in terms of clients or constituents needs.
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Expresses high Youth involved in the Youth Approximately 5 youth will be placed in Approximately 5 youth will participate in an Youth will be pre-assessed for The Youth Workforce Skill
expAPtations\encourages goal Workforce Skill Development an employment internship and will internship and complete work maturity pre-employment/work maturity Development Project has
setting and mastery Project will be at risk youth age 14- acquire the job skills identified by the competencies competencies and will receive been able to accomplish a
21 who have dropped out of school, employer. Additionally the youth will instruction and evaluations in this tremendous amount with this
been expelled,and/or who have acquire work maturity competencies area. Youth will be post population of youth. Their
been involved with the juvenile assessed at the end of the self esteem has been greatly
justice system. internship using the same pre- improved through the efforts
employment work matt.city of staff involved in the
assessment project and the participants
know that they are missed
Low neighborhood Youth involved in the Youth 30 youth will be placed in employment 30 of the youth will earn wages and become Youth who were unemployed will when not here
attachmenticommunity Workforce Skill Development and will earn wages more economically self sufficient become employed and more
disorganization Project will be at risk youth age 14- economically self sufficient Youth are provided the
21 who have dropped out of school, opportunity to realize that
been expelled,and/or who have they are contributing
been involved with the juvenile members of their
justice system. communities and leave with
a better respect for
Lack of commitment to school Youth involved in.the Youth Approximately 10 youth will re-enroll in 10 youth will return to school Youth who had dropped out of themselves and their
Workforce Skill Development school after their experiences in the school prior to completion of their potential.
Project will be at risk youth age 14• computerized learning lab and high school diploma will re-enroll
21 who have dropped out of school, determining the educational in school to complete"reir
been expelled,and/or who have requirements of their selected career education
been involved with the juvenile
justice system.
Expresses high Youth involved in the Youth 3 youth will participate in the Weld 3 youth will become members of the Weld Youth will complete the
expectations\encourages goal Workforce Skill Development County Youth Conservation Corps to County Youth Conservation Corps and work employment related classes and
setting and mastery Project will be at risk youth age 14- acquire employment skills and work on on projects which benefit their community as acquire the needed basic skills
21 who have dropped out of school, projects which improve their community. well as earn living stipends. identified by local employers
been expelled,and/or who have
been involved with the juvenile
justice system.
•
o1-o2 TGYS Page 3a
Complete this Budget for the timeframe of July 1,2001 through June 30,2002
(For TGYS funds only)You may not request funding in budget categories not approved in your original 99-00 TGYS contract and the 00-01 contract
amendment. If you have already utilized your one-time budget modification,no other budget changes are allowed.
(1)PERSONNEL:
Annual Full-time Annual Subtotal %of time for TOTAL
Salary Fringe this project
Benefit
Youth Staff(40%) $26,293.28+ $7,362.12= $33,655.40 x _ 40% $13,462.16
$48,671.00+ $13,627.88= $62,298.88 x 3% $1,868.97
Fiscal Staff _
+ = x % $
Consultant/Professional Services _ x % $
+ -
TOTAL PERSONNEL $15,331.13
(2)OPERATING (Specify the cost items) Assessments-EA,Can I?Series,VPI,CAPS,El $ 2,000.00
Employment Services Lab costs&Right to Read Tutorial $18,195.87
costs(GED,assessments,Basic skills training,
marketing skills,work maturity skills,testing)
(3)SUPPLIES (Specify the cost items) $ 200.00
GED Books
(4)EQUIPMENT (Specify the cost items)
$ 0.00
(5)TRAVEL (Specify the cost items) Staff travel(outreach,recruitment,placement,follow-up) $ 540.00
(6)OTHER (Specify the cost items) Limited Internships(7)AmeriCorps Member costs $ 5,733.00
$ 8,000.00
TOTAL TGYS PROJECT COSTS (Total Items 1-6) I $50,000.00
III
TOTAL MATCH FUNDING INCLUDING OTHER STATE OR FEDERAL FUNDING $20,000.00
Source
Cash In-Kind TOTAL
$0 ❑ Committed $6,000.00 S Committed $ 6,000.00
❑Pending ❑ Pending
WIA
$0 o Committed $14,000.00 a Committed $14,000.00
WCYCC/AmeriCorps
a Pending a Pending
$ a Committed $ c Committed $
o Pending a Pending
TOTAL COST OF PROPOSED PROJECT $ 74,999.54
TOTAL OPERATING BUDGET FOR THE ORGANIZATION $2,256,714.00
01-02 Toys Page 4
Complete this Budget Narrative for the timeframe of July 1,2001 through June 30,2002
(For TGYS funds only) Justify each expense in relation to your funding extension request for year three. These
expenses must be consistent with the original (99-00) TGYS contract and the 00-01 contract amendment. DO
NOT repeat information provided on Budget Form (page 4).
(1) PERSONNEL: Youth Staff(.40 FTE) -TGYS Funds will provide recruitment, client orientation/enrollment activities and be
the main contact person for youth enrolled in the program. This person will facilitate the enrollment of youth
into the Weld County Employment Services Learning Lab and refer individuals to Right to Read when
necessary. This staff will also arrange limited internships for youth in need of job specific and work
experience training,do job development for youth who are enrolled in the project, and maintain records of
particination for all youth enrolled into the program.
Fiscal Staff(.03 FTE)-TGYS Funds will provide direct services regarding the processing and issuance of
checks to those youth involved in Limited Internships and the Weld County Youth Conservation
Corps/AmeriCorps Program.
Consultant/ N/A
Professional Services:
(2)OPERATING: Assessments-All youth will be assessed with the Test of Adult Basic Education (TARE)to determine reading
and math functioning levels,and the Vocational Preference Inventory(VPI)to determine interests and
aptitudes for occupational areas. Youth will have the opportunity to explore careers and complete additional
employment assessments .
Learning Lab Costs- Funds will cover costs for youth to access the Invest Learning System and other related
educational programs to work on their GED, increase their basic skills, improve their reading and math skills
for selected occupations, and improve their Marketing and Work Maturity Skills. Funds in this line item will
also pay for the testing fees for youth taking for their GED test at Aims Community College or the University
of Northern Colorado.
Right to Read Costs- Funds will cover the cost of tutors for youth in need of additional one-on-one
assistance with either ESL or basic skills components of the program.
(3) SUPPLIES: GED Books-Funds will pay for the purchase of GED books for additional assistance to individuals pursuing
their GED.
(4) EQUIPMENT: N/A
(5) TRAVEL: Travel- Funds to cover the cost of staff travel for outreach,recruitment activities, follow-up, placement
activities etc.
(6) OTHER: Limited Internship Placements-Funds to pay for wages of youth in a Limited Internship placement with
private sector employer to allow the youth to gain job specific and work maturity skills.
AmeriCorps Member Costs-Funds will be used for partial funding of member costs for four youth to be
incorporated into the Weld County Youth Conservation Corps/AmeriCorps Program. Funds will partially
cover member living stipends and health insurance costs for a one year period. Youth who are successful in
completing 1700 service hours through the AmeriCorps Program will be eligible for$4,725 in educational
award through the AmeriCorps Program.
TOTAL MATCH FUNDING: Explain how project costs will be supported with match funding
Weld County Youth Conservation Corps/AmeriCorps:will provide$14,000 of in-kind to youth for uniforms, assistance in living stipends, in-kind staff and
service costs,and health insurance costs to provide four youth with the opportunity to earn money for post secondary education,earn a modest living stipend
and provide valuable community services to Greeley and the surrounding areas. The National AmeriCorps Program will provide youth with a portion of their
living stipend and health insurance costs.
Workforce Investment Act(WIA):will provide in-kind staff and service costs in the amount of$6,000 for youth who are eligible for the VVIA Youth Program and
who are co-enrolled.
01-02 TOYS Page 5
KENNEDY AND COE,LLC.
May 8. 2000
Board of County Commissioners
County of Weld, Colorado
Greeley, Colorado
Dear Board Members:
In planning and performing our audit of the general purpose financial statements of the County of Weld
for the year ended December 31, 1999, we expressing red our opin on internal
on the control
general order
purpose financial
to determine our
auditing procedures for the purpose of
statements and not to provide assurance on the internal control. Reportable conditions involve matters
coming to our attention relating to significant cies in Cohe unty's ability t ,record, pro essf summarize'
control that, in our judgment, could adversely affect theounty
and report financial data consistent with the assertions of management in the general purpose financial
statements.
or e of A material weakness is a reportable condition in a rse�ativeiy e ow levelign or the tion of riskthat eerors o�rfraudhn
e
internal control components does not r
amounts that would be material in relation to the lgeneral
d�remployees in therpose tnorma! course being
may occur and not be detected within a timely p by
their assigned functions.
Our consideration of internal control would not
necessarily
o id not necessare all�ily discaosers in internal e all reportable control
tnditions
t
might be reportable conditions and, accordingly,
that are also considered to be material weaknesses uld like defined
discuss the following reportable conditions
with it3z your
material weaknesses were noted. However, ay Previously we made observations as a re that have not been implemented and still of our 1998 audit engagement
e ll m�t
1999. The following are prior year recommendations
consideration.
Treasurer's Office - Prior and Current Year Recommendations
Issue#1
During our 1998 and 1999 examination of cash receipts in various departments, we discovered that
cash receipts from other departments could not be ur�risk, tracked
bank
that deposit slips op spreadsheets
slips.
To improve your controls and minimize your , werecommended
be prepared with significant detail illustrating show total cash received, checkshe source of deosits tht can brecev ed less any
ced back to
individual departments. The spreadsheet should
cash held in the vault, and the total deposited in the bank.
1901 56th AVENUE,SUITE 200,GREELEY,CO 80634-2950 / PHONE(970)330-8860 / FAX(970)330-6680 / VWWV.KCOE.COM
Members of Miancen Institute of Carttiad Pubic Accountants.Offlcas in Kansas,Nebraska,Oklahoma ono Co,Oraoo
Board of County Commissioners
County of Weld, Colorado
May 8, 2000
Page 2
Response #1
The Treasurer's cashiers have designed a form for tracking each department's daily deposits through to
the bank deposit, including adjustments for changes in Treasurer's cash kept on hand and in the
Treasurer's vault. Use of the new form took effect following the Treasurer's meeting with the auditors to
review the draft of their letter.
f .
Issue#2
Due to the uncertainty of the Wymer note and the reasonable possibility that there may be a loss on
this security, we suggest that the Board of County Commissioners approve the write off of the amount
remaining in the Contingency Fund and the treasurer's accounts.
Response#2
The Treasurer recommends carrying the note on the books until all pending litigation is resolved, or
until such time as the County Attorney recommends that it be written off.
Issue#3
When performing a reconciliation of the investments held by the treasurer, we noted a time lag between
the reporting of investment activity on the Eagle computer system and the actual transaction date. For
example, a certificate of deposit expires on the 15th of the month and the Treasurer receives a check
and deposits it into the Norwest Bank account. The investment accounting package is updated, but the
Eagle system is not updated until the Norwest Bank account is reconciled the following month. This
caused excess work in the reconciliation process. If the investment activity was recorded on a timely
basis, this would provide a correct daily cash balance for the Treasurer's Office and eliminate some of
the reconciling items between the Accounting Department and the Treasurer's Office.
Response#3
Because the Treasurer records investment activity on the accrual basis in the Evare software package,
and the Treasurer's staff records the same activity on the cash basis in the Eagle system, there is an
inherent time lag between activity recording —a lag that should never be more than one month.
Occasionally, due mainly to the workload of the employee responsible for recording the investments in
Eagle, the time lag may extend beyond one month. This employee is one of the department's newest
employees, and has done an excellent job of learning her duties and improving her performance. The
Treasurer does not anticipate unreasonable delays recording investment activity in the future.
Issue #4
The deposits and disbursements reported into the Eagle computer system for the various departments
and funds should agree with the amounts reported to the Treasurer's Office by these departments. Any
discrepancies found by the Treasurer's Office should be resolved with the department involved before
any journal entries are made to Eagle. If two separate deposits are reported the same day, those items
should not be recorded in Eagle is one number. If these steps are incorporated, the reconciliation
Board of County Commissioners
County of Weld, Colorado
May 8, 2000
Page 3
process for bot
h the respective department and the Treasurer's Office will be much simpler and less
time consuming.
Res onse#4
nt re the
e ,.s differ from the amount received and �'uo�dh yva vari the ance. Often,
staff, the
When epartm p n, to otherbe a
Treasurer's staff personnel contact that department that day In fact, due to what app
departments are unable to reconcile the difference that same day. er is number o of d to deposit the
stowage of staff
and/or time in these other departments, it oft Treas s ap of days before the
other department can respond to the issue. In the meantime, the yet— and to make a journal entry to
ening days, other discrepancies may arise, further
funds on a timelythat basis — even if i reconciliation n te nr has been made staff and/or time handle
account for r dconciliationsprocess.i Until each department has sufficient
complicating the to avoid these reconciliation issues.
these matters when they arise, the Treasurer knows of no way
Issue#5
During 1999, the Treasurer's Office was not performing reconciliations of treasurer accounts, for
ted in a 7 ior
`it accounts to other departments such as escnroiws�o This
eeclonciiiations4of a151 of example,eriodadjustment.liability departmentsllof for
accounts od and shouldThe beT reportinr'sg
the reconciled balances c to the a boding an more open
io these reporting
verifation ise treasurer liabilities i assets. This will require accountable o for proper reporting.
communication with other departments. Additional involvement or
is ance from these departments
to complete the reconciliations may also be needed. The teas
Response#5
— department deposit is counted prior to
Discrepancies involving department deposits and disbursements e are communicated to the particular
scovered ydepartment
pantie
department at the Dtime
sin reconciliation and correction may be caused more by department staff
being deposited. Delay
workload levels than by inadequate communication-
Issue #6
the statement of cash receipts and disbursements,
the Treasthat'the transfers e and several
trWhile preparingv the
hours out reconciliation,were notthe balancing r so zero. With severala meetings in with the steel. of the Eagle
of the Treasurer's Office was lt tea n out the transfers. We suggest his
ours
employees at the Treasurer's Office go through extensive
system to gain a better understanding of the system end how to record transactions.
computer y
should make future reconciliations and reports easier to
Response#6
u to half, of the corrections needed to bring bthe
h transfers in and es. The same out
referred were
Many, perhapsP1999 beginning
directly traced was o able
to ibri entries affecting unr and of have
o
able bring the accounts into balance after o considerable
in this process
effort. The
in balIss ne e3should for two os own report
imbalances tiona not be recur, 2) the Eagle software is now capable of generating
received additional training and, 2)
without the extensive additional work required by staff in the past.
Board of County Commissioners
County of Weld, Colorado
May 8, 2000
Page 4
Housing Authority— Current Year Recommendations
Issue#1
According to the laws and regulations, the Housing Authority is required to inspect the housing units
every year. During our compliance audit testing, we noted a few files that did not have current housing
inspections in the files. We suggest that the Housing Authority make sure all housing unit insper k i is
are conducted according to the laws and regulations to prevent monies from being withheld from the
program.
Response #1
All units are required to be inspected prior to making a housing assistance payment and then yearly as
part of the annual recertification process. In speaking with the Section 8 administrator she indicated
that she could only remember one file that was brought to her attention as not having a current
inspection booklet in the file. She indicated that the file they spoke of did not have an inspection
booklet in the file because the Housing Authority was waiting for the landlord to make repairs_ In this
particular case, the inspection was done on time but the Housing Authority had to hold payment to get
repairs completed. Inspection reports are not filed until they are completed. This is a critical area for
the Housing Authority and is inspected as part of our Section 8 Management Assessment Program
during file reviews.
Issue#2
During our compliance audit testing, we also noted a HAP payment that was not in agreement with the
amount reported in the file. This error resulted in a $180 overpayment to the landlord of the eligible
participant for the year. The extrapolated error could have resulted in an overpayment of approximately
$3,900. We recommend that the Housing Authority check additional files to make sure this problem did
not occur with other eligible participants. The $180 overpayment was caused by a computer system
conversion problem. We also recommend that an internal inspection of a sample of files be performed
quarterly to catch or prevent future discrepancies between the system and the paper files.
Response#2
According to staff, this error occurred when the files were converted over to the current software
system. The CHAZ software system at the HA indicated one amount and the Banner system produced
a check for a higher amount. A reduction in Housing Assistance Payment did not carry over. The staff
knows of no other occurrences of this but will compare paper files of the CHAZ system and the Banner
system on a random basis.
Board of County Commissioners
County of Weld, Colorado
May 8, 2000
Page 5
Minor Instances Warranting Comment
Human Services Department— Current Year Recommendation
Issue #1
During our audit procedures of the supplemental food program, we noted the nutrition plan for 1999
was not filed with the State on a timely basis. All reports or plans should be filed according to the laws
and regulations.
Response #1
The nutrition plan which is filed by the department nutritionist is required to be filed by July 1 to the
State. In 1998, the nutritionist thought the date was the end of July and not the beginning and filed the ect plan on Jul 24 1998.by he audit staff. The minor In 1999, she filed the an within the er or was of norissue to frame, June 11, 1999.theprogram or to the State.
filings were noted by
The plan will continue to be filed by the July '1 date in the future.
Social Services Department—Current Year Recommendations
Issue#1
During our examination of the food stamp files, we discovered the files to be in disarray. We suggest
that the files be cleaned up and organized. This will make the files easier to review, and the document
requested would be easier to locate.
Response #1
There are many forms used in the Food Stamp Program for many different purposes. Many of the
forms are used every time eligibility is re-determined or a family is re-certified for food stamp benefits. I
do not recall this being an issue with either the State or Federal auditors. In fact, the Department has
recently received awards for having a significantly lower error rate than the State average.
Organization of information would certainly be required to achieve such success. We will, however,
pursue with the State Department of Human Services recommended best practices for filing of
information in food stamp case records and discuss with other counties various options concerning this
issue.
Issue#2
The last two years the county Social Services Department has received reports from the State with
errors and incorrect amounts. We recommend that the department prepare their own reports from the
monthly information provided by the State until the department is assured that the information provided
by the State at year-end is without error.
Response #2
I assume the report to which they are referring is the Federal Financial Participation recap. For 1998,
this report was prepared, in total, from information taken from the CAPS system. For 1999, the report
Board of County Commissioners
County of Weld, Colorado
May 8, 2000
Page 6
was prepared in two stages. The first six months were taken from the CAPS system, which is no longer
functional. The second six months were taken from the CFMS system, which was created to replace
the CAPS system. The inaccuracies on the report all related to the first six months. In the future, all
such reporting will come directly out of CFMS. Any report the Department could prepare on a monthly
basis would have to come out of the CFMS system, as well. Much of the allocation to the affected
federal grants is accomplished through the RMS allocation prce.Ass This process is performed at the
State level. Weld County does not have access to sufficient data to be able to prepare any report which
would originate from any system, other than through CFMS.
In summary, the recommendation made by the county auditors is not a feasible solution to the problem
they encountered in the 1999 audit.
•
This report is intended solely for the information and use of management. We appreciate having the
opportunity to perform the 1999 annual audit and look forward to our continuing relationship as your
independent auditors. We would also like to thank the County's staff for their cooperation and
assistance during our audit. We would be glad to discuss our comments and recommendations with
you further and to assist with their implementation, if necessary.
Sincerely,
A /1
./14 te(1-(-
Jalpri C Dollarhe, CPA
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