HomeMy WebLinkAbout20212261.tiffRESOLUTION
RE: APPROVE SUBRECIPIENT PERFORMANCE REPORT AND ASSESSMENT FOR
AREA AGENCY ON AGING (AAA) SERVICES 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 Subrecipient Performance Report and
Assessment for Area Agency on Aging (AAA) Services 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, to the Colorado Department of. Human Services, Office of Adult,
Aging and Disability Services, Division of Aging and Adult Services, with terms and conditions
being as stated in said report and assessment, and
WHEREAS, after review, the Board deems it advisable to approve said report and
assessment, 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 Subrecipient Performance Report and Assessment for Area
Agency on Aging (AAA) Services 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,
to the Colorado Department of Human Services, Office of Adult, Aging and Disability Services,
Division of Aging and Adult Services, be, and hereby is, approved.
BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized
to sign said report and assessment.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 28th day of July, A.D., 2021.
BOARD OF COUNTY COMMISSIONERS
��,,,,L WELD COUNTY, COLORADO
ditiffAj
ATTEST: •�C Y1 Z 7 L rr
Steve i •reno, Chair
Weld County Clerk to the Board
BY:
AP
ike Freeman
ounty Attorney �, _ _ a,� I EXCUSED
Date of signature: oVoq /21
Lori Saine
cc'. FtS D
og/o5/21
2021-2261
HR0093
C ykrad l D 4-506o
PRIVILEGED AND CONFIDENTIAL
MEMORANDUM
DATE: July 20, 2021
TO: Board of County Commissioners — Pass -Around
FR: Jamie Ulrich, Director, Human Services
RE: Older Americans Act (OAA) Subrecipient Performance
Report and Assessment
Please review and indicate if you would like a work session prior to placing this item on the Board's agenda.
Request Board Approval of the Submission of the Department's Older Americans Act (OAA)
Subrecipient Performance Report and Assessment. The Weld County Area Agency on Aging (AAA)
receives funding manually from the Colorado Department of Human Services (CDHS), State Unit on Aging, to
provide Older Americans Act (OAA) and other services to Weld County older adults. The State requires the
recipient of -this award to complete a Subrecipient Performance Report and Assessment. This form was
completed by Lennie Bottorff, Senior Fiscal Advisor, however it requires the signature of an official who is
authorized to legally bind a non -Federal entity (2 CFR § 200.415).
This report is due to the State by July 30, 2021.
I do not recommend a Work Session. I recommend approval of the report and authorize the Chair to sign.
Approvg Schedule
Recommendation. Work Session Other/Comment$
Perry L. Buck
Mike Freeman
Scott K. James, Pro-Tem
Steve Moreno, Chair
Lori Saine
Pass -Around Memorandum; July 20, 2021— CMS 5060
AIIMIPMEEMMISN
Page 1
2021-2261
7/02
1IRoo'13
CDHS
4,
(COLORADO
Department of Human Services
Subrecipient Performance Report and Assessment
Office
State Unit on Aging
Aging and Adult Services 21 IHEA 16180
Division Grant / Contract
Instructions
• Please answer all questions on the form to the best of your ability.
• If you have completed this form in the past twelve months, please submit a copy of your completed form with any updated
information specific to the grant / contract that is requesting this information.
• Please retain this completed form in your records.
• This form must be signed by an official who is authorized to legally bind the non -Federal entity (2 CFR § 200.415).
• Please direct any questions to the contact person from CDHS for this grant / contract.
Background Information
1.
Name of organization: Weld County Area Agency on Aging
2.
Name and title of person completing this form: Kelly Morrison Division Head Area Agency on Aging
3.
Amount of funding for this grant / contract: $2,510,176.00
4.
Please provide the total operating budget for the organization. $254,984,844.00
5.
When is the organization's f-scatyear end? December 31st
6.
How many total employees are there in the organization? 56 (AAA staff)
7.
How many total individuals perform accounting functions within the organization (including part-time
and contractors)?
14
8.
Has the organization had any significant changes in key personnel or accounting systems in the last
year? (e.g. Controller, Executive Director, Accounting Manager, Program Manager, etc.)
Please explain:
No
CI
Questions
1.
The
Colorado
and
Department
Has the organization administered programs similar to the current grant / contract? If so, please list
Yes
and explain:
Weld County AAA is a Division wthin the Weld County Department of Human Serivces. The AAA currently has a contract with the
Department of Helath Care Policy and Financing for the Options for LTC Program. We provide case management services
related activities for a variety of home and community based services waivers. We aslo have a contrat with the Colorado
of Human Serivices to provide case management and related activities from Home Care Allowance.
2.
How many years has the organization received funds from this program/grant? Over 30 years
3.
Has the organization previously met all deliverables of the grant on time and as described in the
statement of work within the last year? If not, please explain why the organization was unable to meet Yes112
the deliverables:
4.
Is the organization serving as a fiscal agent for another organization that wilt complete the actual work
Illon
the grant? No
5.
Is the organization sub -awarding any portion of this contract to complete the deliverables? No
R7
6.
Has the organization had any performance issues, compliance items, audit inquiries or audit findings No
identified by any state or federal agency auditors or reviewers that resulted in the termination of a
contract or the initiation of a performance improvement plan? If yes, please provide a detailed account
of the issues and any preliminary or final outcomes/findings:
Page 1 of 5
4"
CO
CDHS
:COLORADO
Department of Human Services
7. Is the organization required to receive an audit under the Single Audit Act / Uniform Administrative
Requirements, 2 CFR §200, Subpart F (Government Auditing Standards).
Yes
If yes, please provide an electronic copy of your most recent audit report.
8. Does your organization receive an annual financial statement audit or independent audit under
Generally Accepted Auditing Standards
(GAAS)?
Yes 1111
If yes, please provide an electronic copy of your most recent audit report.
9. How many years has the audit (Single or Independent) been completed by the current firm? 3
10. Are the accounting records kept in accordance with Generally Accepted Accounting Principles (GAAP)?
Yes 11
11. Does the accounting system allow for segregation of all assets, liabilities, revenue and expenditures by
funding source, and have the ability to produce a self -balancing report by each funding source? Please Yes
how the intends to for revenues associated with each funding
explain organization account all costs and
source:
All County policies are contained within the County Code, located at
https: / / library.municode.com/co/weld_county/codes/charter_and_county_code
Most policies relevant to this discussion are in Chapters 1, 2 and 5
12. Are accounting records supported by source documentation? If so, please provide examples of source Yes
documentation that is maintained and retained:
All County policies are contained within the County Code, located at
https: / / library. municode.com/co/weld_county/codes/charter_and_county_code
Most policies relevant to this discussion are in Chapters 1, 2 and 5
13. Does the organization have a cost allocation plan that spreads all common costs, such as phone, rent,
YesII
utilities, etc. among all funding sources? Please explain how common costs are allocated:
County Code
We also submit our County -Wide Cost Allocation Plan to the Colorado Department of Human Services audit division each year. It is too
large to attach to this document, however it can be provided if not available internally through CDHS.
14. Does the organization have a review process for all expenditures that wilt provide a certainty that all
funding
costs are reasonable, allowable and allocated correctly to each source?
YesIll
Please provide an electronic copy of your current process for reviewing costs.
15. Does the organization have sufficient internal controls in place to ensure that the accounting records
are free from material misstatements? Please describe the organization's overall internal fiscal Yes
controls and structure:
All County policies are contained within the County Code, located at
https: //library.municode.com/co/weld_county/codes/charter_and_county_code
Most policies relevant to this discussion are in Chapters 1, 2 and 5
16. As a result of any performance issue, audit inquiry, audit finding or state agency inquiry, has the
organization received a request from any state agency to return, refund, or otherwise repay any No
amount paid to your organ zation? If yes, please explain:
17. As State Fiscal Rules allow for up to 45 days for payment, does the organization have an adequate cash
flow that will enable management of finances between the time costs are incurred and reimbursed? Yes
Please explain how costs will be covered prior to requesting the reimbursement:
As of December 31, 2019, Weld County's Cash and Investments(Liquid Assets) totaled $262,461,779
Page 2 of 5
COLORADO
( Department of H Services
18. Does the organization h
employees time with a
the organization intends
All work is accounted for and
supervisor.
ve a tine and effort reporting system in place to account for 100% of all
breakdown of the actual time spent on each funding project? Please explain how yes11
to document actual hours worked for each employee, by each funding source:
coded to programs through PeopleSoft. All reported time is reviewed and approved by the employee's
19. Does the organization h',ave employee fidelity bond/insurance coverage for all its employees that handle yes
cash? If so, what is the Coverage amount?
$150,000 per claim/occurrence through the Colorado Counties Casualty And Property Pool(CAPP), up
to $1,000,000 through the CAPP Excess Crime Policy.
1111
20. Does the organization have an active oversight committee/board and are they provided financial
Yes
reports and information on a regular basis?
21. Has anyone in the organization
embezzlement, etc. within
result(s), and other necessary
been suspected of, investigated for, or convicted of fraud,
the last five years? Please explain. Be sure to include the allegation(s), the No
information.
Please Sign and Date Below
Steve Moreno, Chair
Board of County Commission rs
Ste} Moreno Digitally signed by Steve Moreno
ve Date: 2021.07.28 11:37:20 -06'00'
Chair (Signature)
Steve
Moreno
Digitally signed by
Steve Moreno
Date: 2021.07.28
11:37:43 -0600'
Signature Date
By signing this report, I certify to the best of my knowledge and belief that the report is true, complete, and accurate, and I am
aware that any false, fictitious, or fraudulent information, or the omission of any material fact, may subject me to criminal, civil
or administrative penalties for fraud, false statements, false claims or otherwise.
Page 3 of 5
!COLORADO
Department of Human Services
Subrecipient Monitoring Information Form
Terminology
Grant / Contract
The grant and/or contract with CDHS that includes Federal funds in the sources of funding.
Fiscal Agent
An organization that acts on behalf of another party performing various financial duties.
Sub -Award
"Subaward means an award provided by a pass -through entity to a subrecipient for the subrecipient
to carry out part of a Federal award received by the pass -through entity. It does not include
payments to a contractor or payments to an individual that is a beneficiary of a Federal program. A
subaward may be provided through any form of legal agreement, including an agreement that the
pass -through entity considers a contract."
(Reference: 2 CFR 5 200.92)
Performance Issues,
Performance Plans,
Compliance Items,
Recommendations, Audit
Inquiries, & Audit Findings
These items are related to non-compliance with the grant / contract. Please direct questions to the
contact person from CDHS for this grant / contract for more information.
Single Audit
A rigorous, organization -wide audit or examination of an entity that expends $750,000 or more of
Federal assistance (commonly known as Federal funds, Federal grants, or Federal awards) received
for its operations.
(Reference: 2 CFR § 200 Subpart F)
Generally Accepted
Government Auditing
Standards (GAGAS)
"GALAS means generally accepted government auditing standards issued by the Comptroller
General of the United States, which are applicable to financial audits."
I Reference: 2 CFR § 200.50)
Financial Statement Audit
A financial statement audit is the examination of an entity's financial statements and accompanying
disclosures by an independent auditor. The result of this examination is a report by the auditor,
attesting to the fairness of presentation of the financial statements and related disclosures.
Independent Audit
An independent auditor is a certified public accountant who examines the financial records and
business transactions of a company that he/she is not affiliated with. An independent auditor is
typically used to avoid conflicts of interest and to ensure the integrity of the auditing process.
Generally Accepted Auditing
Standards (GAAS)
GAAS are a set of systematic guidelines used by auditors when conducting audits on companies'
finances, ensuring the accuracy, consistency and verifiability of auditors' actions and reports.
Generally Accepted
Accounting Principles (GAAP)
"GAAP has the meaning specified in accounting standards issued by the Government Accounting
Standards Board (GASB) and the Financial Accounting Standards Board (FASB)."
(Reference: 2 CFR 5 200.49)
Cost Allocation Plan
"Cost allocation plan means central service cost allocation plan or public assistance cost allocation
plan." They are documents that identify, accumulate, and distribute allowable direct and indirect
costs to benefiting activities. See Reasonable Costs, Allowable Costs, and Allocable Costs for more
information.
(Reference: 2 CFR § 200.27)
Reasonable Costs
"A cost is reasonable if, in its nature and amount, it does not exceed that which would be incurred
by a prudent person under the circumstances prevailing at the time the decision was made to incur
the cost. The question of reasonableness is particularly important when the non -Federal entity is
predominantly federally -funded."
(Reference: 2 CFR § 200.404)
Allowable Costs
Expenses charged to a grant must meet the following allowability criteria:
. The costs must be reasonable.
• The costs must be given consistent treatment through application of those generally
Page 4 of 5
ICOLORADO
Department of Human Services
accepted accounting principles appropriate to the circumstances.
+ The costs must conform to any limitations or exclusions set forth in the grant agreement or
in the Federal Cost Principles
Allocable Costs
"A cost is allocable to a particular Federal award or other cost objective if the goods or services
involved are chargeable or assignable to that Federal award or cost objective in accordance with
relative benefits received."
(Reference: 2 CFR § 200.405)
Sufficient Internal Controls
"Internal controls means a process, implemented by a non -Federal entity, designed to provide
reasonable assurance regarding the achievement of objectives in the following categories:
(a) Effectiveness and efficiency of operations;
(b) Reliability of reporting for internal and external use; and
(c) Compliance with applicable laws and regulations."
(Reference: 2 CFR § 200.61)
Time and Effort Reporting
Effort is defined as the amount of time spent on a particular activity. It includes the time spent
working on a project in which salary is directly charged or cost -shared effort (also known as match).
Individual effort is expressed as a percentage of the total amount of time spent on work -related
activities (instruction, research, administration, clerical, etc.) for which the organization
compensates an individual. Effort reporting is the mandated method of certifying to the granting
agencies that the effort charged or cost shared to each award has actually been completed.
(Reference: 2 CFR § 200.430-431)
Fraud
Occupational fraud, meaning fraud that occurs in the workplace, is defined as "the use of one's
occupation for personal enrichment through the deliberate misuse or misapplication of the
employing organization's resources or assets." The difference between errors and fraud is that
fraud is intentional; meaning, the perpetrator knowingly committed a wrongful action or achieved a
purpose inconsistent with law or public policy.
(Reference: CDHS Fraud Policy)
Page 5 of 5
Contract Form
New Contract Request
Entity Information
Entity Name* Entity ID*
COLORADO DEPARTMENT OF HUMAN P00003650
SERVICES
Contract Name*
Contract ID
SUBRECIPIENT PERFORMANCE REPORT AND ASSESSMENT 5060
Contract Status
CTB REVIEW
Contract Lead*
HLOONEY
EY
New Entity?
Parent Contract ID
20202588
Requires Board Approval
YES
Contract Lead Email Department Project #
hlooney,Wveldgov.com: cobb
xxlk@weldgov.com
Contract Description*
AAA OLDER AMERICANS ACT (OAA; SUBRECIPIENT PERFORMANCE REPORT AND ASSESSMENT - DUE TO THE STATE 7/30,`21.
Contract Description 2
PA ROUTING THROUGH NORMAL APPROVAL PROCESS. ETA TO CTB 07-22-2021.
Contract Type*
GRANT
Amount*
$0.00
Renewable*
NO
Automatic Renewal
Grant
Department
HUMAN SERVICES
Department Email
CM-
HurnanServices@weldgov.co
m
Department Head Email
CM-HumanServices-
DeptHeadg weldgov.com
County Attorney
GENERAL COUNTY
ATTORNEY EMAIL
County Attorney Email
CM-
COUNTYATTORNEYgWELDG
OV.COM
Requested BOCC Agenda
Date*
07:28x2021
Due Date
07/24/2021
Will a work session with BOCC be required?*
NO
Does Contract require Purchasing Dept. to be included?
If this is a renewal enter previous Contract ID
If this is part of a MSA enter MSA Contract ID
Note: the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts are not in
On Base
Contract Dates
Effective Date
Review Date*
05:30;2022
Renewal Date
Termination Notice Period
Contact Information
Contact Info
Contact Name
Purchasing
Purchasing Approver
Approval Process
Department Head
JAMIE ULRICH
DH Approved Date
07;" 20.2021
Final Approval
BOCC Approved
BOCC Signed Date
BOCC Agenda Date
07? 28'2021
Originator
HLOONEY
Contact Type
Committed Delivery Date
Contact Email
Finance Approver
BARB CONNOLLY
Expiration Date*
07, 29.2022
Contact Phone 1 Contact Phone 2
Purchasing Approved Date
Finance Approved Date
07;21 2021
Tyler Ref 41 -
AG 072821
Legal Counsel
GABE KALOUSEK
Legal Counsel Approved Date
07/22,`2021
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