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Home My WebLink AboutMINUTES - 06021998 - C120 1.111,.......I..................................................... ..................... .....................................................- TO, BOARD OF SUPERVISORS FROM: TONY COLON, DIRECTOR COMMUNITY SERVICES DEPARTMENT DATE* June 2, 1998 SUBJECT: AUTHORIZATION TO RESPOND TO LETTER FROM CALIFORNIA DEPARTMENT OF COMMUNITY SERVICES AND DEVELOPMENT. SMCMC REQUESTS)OR RECOmKMAnON(S)&BACKGROUND AND JUSTIFICATION I. RECOMMENDED ACTION: AUTHORIZE the Community Services Director to submit a letter of response to the Calfiornia Department of Community Services and Development (State). TheState is requesting a response to the findings and recommendations for the Weatherization program outlined in the County audit performed by KPMG Peat Marwick for the period from July 1, 1995 through June 30, 1996. 11. FINANCIAL IMPACT: This action requires no funding. III. REASONS FOR RECOMMENDATIONS/BACKGROUND: See attached. CONTINUED ON ATTACHMENT: YES SIGNATURE: RECOMMENDATION Of COUNTY ADMINISTRATOR _RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNAJ=�: �- Z�6y ACTION OF BOARD ON JUN - 2 1999 APPROVED AS RECOMMENDED OTHER VOIJE OF SUPERVISORS I HEREBY CERFITY THAT THIS IS A TRUE UNANIMOUS(ABSENT 1 AND CORRECT COPY OF AN ACTION TAKEN AYES; NOES: AND ENTERED ON THE MINUTES OF THE BOARD ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN. CONTACT: TONY COON,313-7350 ATTESTED JUN - 2 1998 PHIL BATCHELOR,CLERK OF THE BOARD OF r1c; CAO SUPERVISORS AND COUNTY ADMINISTRATOR CSD By DEPUTY M392 (10198) A— j ''I'll..''..-,.......................I...................................................................................... ......-..........- ... ..................................................... ....... iLQf_Q6L ORNIA-HEALTU ANQ W.LMBE AQENCY -BE9MILSON. QQyym2C DEPARTMENT OF COMMUNITY SERVICES AND DEVELOPMENT A Quality Management Department 700 North 10th Street,Room 258* Sacramento,CA 95814 (916)322-2940 (916)327-3153(FAX) (916)327-6318(TOO) April 15, 1998 RECRIVFD APR 17 1998 I I tkfiVUb LXHAH I MOV i Jim Rodgers, Board Chair CMNSMATM, County Board of Supervisors Contra Costa County Community Services Department Administration Building Martinez,CA 94553 SUBJECT: Audit Transmittal Report TR 98-015 Members of the Board: The Department of Community Services and Development(CSD)has performed a desk review of an audit report submitted to this office by the State Controller,which is identified as follows: Auditor: KPMG Peat Marwick Audit Period: 7/1/95—6/30/06 Contract Numbers: 95BD-7013, 95C-8012, 95F-1207, 953-1008, 96B-8003, 96C-9003, and 96F-1333. Report Date: 11/20/96 Date Received: 8/13/97 The State Controller's Office(SCO) reviews the audit report to ensure that applicable standards have been met and to resolve outstanding matters as to format, required statements, and items which appear to cut across multiple programs or funding sources. The review by this department covers the statements as they pertain to CSD contracts. The assignment of the TR number, shown as the subject, enters the report into our follow-up system to ensure that all audit discrepancies are resolved. Based on our review, we have the following comments and/or recommendations: ''I'll''.....11................................................................. ............................................... ............ ................................................................... Jim Rodgers, Board Chair April 15, 1998 Page Two CONTRACT NUMBER 95BD-7013 ECIP Our review disclosed that the agency has exceeded their allowable total cost for this contract by$968.00. $284,777 CSD Funds Disbursed 283,809 Allowable Total Costs(based on Audited ECIP Client Assistance of$212,857) $ 968 Amount Due CSD Recommendation• 1. Refund$968.00 to CSD. CONTRACT NUMBER 95F-1207 CSD disbursements exceeded audited costs by $57,908.00. Recommendation: 2. No action necessary. Invoice number 11582 was paid 2/21/97. CONTRACT NUMBER 95J-1008 CSD disbursements exceeded audited costs by $11,749.00. Recommendation: 3. No action necessary. Invoice number 11596 was paid 5/30/97. OTHER ISSUES There exists an outstanding (unpaid)invoice number 11707 for contract number 93BD- 5013 in the amount of$592.00. (copy attached) Please remit to CSD Financial Services Unit. Please submit a written response indicating corrective actions taken to resolve the issues/findings and recommendations in the audit report and this transmittal letter within thirty (30)days of this notice. The use of the subject TR number will facilitate our handling of your reply. ......... ......... ......... ......... ....._........_................ _..__........_........ ..._...__ ............._._.......... ........ ......_... ...... ....... .. Jim Rodgers,Board Chair April 15, 1998 Page Three If the agency has any questions or requires additional information,please contact me at (916) 323-067$. Sincerely, Lance Brandon Associate Management Auditor Audit Services Unit Attachments: (1) cc. Tony Colton, Executive Director KPMG Peat Marwick CSD Financial Services Unit 0480201 ,,TF±4F C'XJ IFFORNTA DEPARTMENT OF COMMUNrry SERVICES AND DEVELOPMENT FVOICE BILLING FORM NO. 11707 )-ASD 4 (REv.9/90) voice Date: March 13,'.1998 Return payment and one copy of this invoice to: Department of Community Services And Development 700 North 10th St., Rm 258 Sacramento, CA 95814 Attn: Al Prince, Admin. Services Of icerfEnergy Contra Costa Co. Community Services Department 1220 Morello Avenue, Suite 101 Martinez, CA 94553-4711 Contract No.: 93BD-5013 (WX) Audit Services Unit- Audit Transmittal Report TR96-002 CSD Payments: $ 169,513.00 .. Audited Earned Measures Credit Value: 16a.221.00 Amount Due CSD $ 592.00 cc: Tony Calan, Executive Director BALANCE DUE $ 592.00 &ENDOR NUMBER INDEX OBJECT PCA FIS 60019-06 CAL YEAR 9394 . ABATEMENT TC SOURCE PROJECT NUMBER E3 REIMBURSEMENT 468 580200 LHWXLA-93 CASH RECEIPT NUMBER DATE PREPARED BY: .............I........................................................................................................................................................... ..................................................................................................... Community Semices Departmentdevelopeent 374-3994 Contra Child rn Child nutrition 374.3850 Community Action 313-7363 AdministrationCosta Head Start 646-5540 1220 Morelio,Suits 101 Martinez,California 94553-4711 County (510)313-7360 Fax(510)313-7385 ......... Tony Coll&, Director May 15, 1998 Lance Brandon Associate Management Auditor, Audit Services Unit Department of Community Services and Development 700 North 10t' Street,Room 258 Sacramento,CA 95814 SUBJECT: Resnonse to Audit Transmittal Report TR 98-015 Dear Mr. Brandon: In your letter dated April 15, 1998,you requested responses to the remaining two outstanding recommendation for the subject audit covering the audit period 7/1/95 to 6/30/96. We concur in both recommendations as follows Contract No.95BD-7013 ECIP Response No. I Contra Costa County Community Services agrees that ECIC'Client Assistance costs exceeded the total allowable costs. We did not consider the requirement that total costs be limited Client Assistance Costs divided by .75 when we submitted the claimed amount. We will remit the $968 identified in your letter to CSD Contract No.93BD-5013 WX Response No.4 Concur. We agrees that invoice number 11707 is till outstanding and unpaid for this contract. We will remit the$592 to CSD. We will process the request for payment for the total of$1,560($968 plus$592)upon approval of the County Board of Supervisors. Based on this approval please expect payment by June 30, 1998. If you have any questions please call me at 510-313-7363. Sincerely, Car11Y1 on, Supervising Accountant Cc:Herb Collins,Chair,Economic Opportunity Council Tony Colon,Director KPMG Peat Marwick Auditor-Controller's Office Jennifer Deadman,CAO Analyst