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Audit - 1979 I I I I I I I I I I I I I II I I I I I CITY OF SALINA Salina, Kansas COMMUNITY DEVELOPMENT BLOCK GRANT FUNDS REPORT ON EXAMINATION December 31, 1979 KENNEDY AND COE Certified Public Accountants Salina - Kansas I I I I I I I I I I I I I I I I I I I I Exhibit A-1 Exhibit A-2 Exhibit A-3 Exhibit A-4 Exhibit B-1 Exhibit B-2 Exhibit B-3 Exhibit B-4 CITY OF SALINA Salina, Kansas COMMUNITY DEVELOPMENT BLOCK GRANT FUNDS TABLE OF CONTENTS Page ACCOUNTANTS' REPORT 1 STATEMENT OF SOURCE AND STATUS OF FUNDS, PROGRAM YEAR 1976 2 STATEMENT OF SOURCE AND STATUS OF FUNDS, PROGRAM YEAR 1977 3 STATEMENT OF SOURCE AND STATUS OF FUNDS, PROGRAM YEAR 1978 4 STATEMENT OF SOURCE AND STATUS OF FUNDS, PROGRAM YEAR 1979 5 STATEMENT OF PROGRAM COSTS - PROGRAM YEAR 1976 6 STATEMENT OF PROGRAM COSTS - PROGRAM YEAR 1977 7 STATEMENT OF PROGRAM COSTS - PROGRAM YEAR 1978 8 STATEMENT OF PROGRAM COSTS - PROGRAM YEAR 1979 9 ACCOUNTANTS' COMMENTS 10-13 Table of Contents I I I I I I I I I II I I I I I I I I I KENNEDY AND CaE MEMBERS CERTIFIED PUBLIC ACCOUNTANTS OF" OFFICES IN KANSAS SALINA CONCORDIA GREAT BEND COLBY GOODLAND WICHITA AMERICAN INSTITUTE OF" CERTlF"lED PUBLIC ACCOUNTANTS The Mayor and The Board of City Commissioners: We have examined the Statements of Source and Status of Funds and the Statements of Program Costs applicable to the following described Community Development Grant pro- grams of the City of Salina, Kansas, for the period ended December 31, 1979. Program Year Community Development Grant Number 1976 1977 1978 1979 B-76-HN-20-0015 B-77-HN-20-0015 B-78-HN-20-0015 B-79-HN-20-0015 Our examination was made in accordance with the prescribed auditing standards and audit requirements set forth in the Department of Housing and Urban Development's Audit Guide and Standards for Community Development Block Grant Recipients and accordingly included such tests of the accounting records and such other auditing procedures as we considered necessary in the circumstances. In our opinion, the accompanying statements present fairly the disposition and sta- tus of the Community Development funds at December 31, 1979, in conformity with generally accepted accounting principles applied on a consistent basis and the re- quirements of HUD. Further, costs incurred are eligible under the Grant Agreement and are in accordance with Federal Management Circular (FMC) 74-4. We have also reviewed compliance and internal control matters in accordance with the provisions of the HUD audit guide for the Community Development Block Grant Program, and have included applicable comments on pages 11 to 13. Respectfully submitted, Salina, Kansas May 29, 1980 Ií~ ~ L -1- I I I I I I I I II I I I I I I I I I I CITY OF SALINA Salina, Kansas COMMUNITY DEVELOPMENT BLOCK GRANT FUNDS Program Year 1976, CDBG No. B-76-HN-20-0015 Exhibit A-1 STATEMENT OF SOURCE AND STATUS OF FUNDS June 5, 1976, to December 31, 1979 Grant Amount Total Program Year 1976 funds allocated to recipient Less - Unobligated funds reprogrammed to Program Year 1977, No. B-77-HN-20-0015 $695,000.00 46,375.00 Total adjusted Program Year 1976 resources Less - Total Program Year 1976 funds drawn down by recipient 648,625.00 569,089.13 Funds still available from HUD -" Program Year 1976 79.535.87 Total Program Year 1976 funds drawn down by recipient Program income applicable to Program Year 1976 569,089.13 Total Program Year 1976 funds received Funds applied to Program Year 1976 costs - Exhibit B-1 569,089.13 569,089.13 Total Program Year 1976 funds held by recipient Total Program Year 1976 funds available for disposition $ 79.535.87 -2- I I I I I I I I CITY OF SALINA Salina, Kansas COMMUNITY DEVELOPMENT BLOCK GRANT FUNDS Program Year 1977, CDBG No. B-77-HN-20-0015 STATEMENT OF SOURCE AND STATUS OF FUNDS June 5, 1977, to December 31, 1979 Total Program Year 1977 funds allocated to recipient Add - Unobligated funds reprogrammed from prior program years Program Year 1975, No. B-75-HN-20-0015 $363,000.00 Program Year 1976, No. B-76-HN-20-0015 46,375.00 I I I I I I I I I I I Add - Surplus from urban renewal settlement Project No. KS A-8 Project No. KS R-29 73,141. 00 133,814.00 Total adjusted Program Year 1977 resources Less - ToLa1 Program Year 1977 funds drawn down by recipient Funds still available from HUD - Program Year 1977 Total Program Year 1977 funds drawn down by recipient Program income applicable to Program Year 1977 Total Program Year 1977 funds received Funds applied to Program Year 1977 costs - Exhibit B-2 Total Program Year 1977 funds held by recipient Total Program Year 1977 funds available for disposition Exhibit A-2 Grant Amount $ 695,000.00 409,375.00 206,955.00 1,311,330.00 1,107,199.48 204.130.52 1,107,199.48 49,976.00 1, 157, 175.48 1,157,175.48 $ 204.130.52 -3- I I I I I I I I I I I I I I I I I I I CITY OF SALINA Salina, Kansas COMMUNITY DEVELOPMENT BLOCK GRANT FUNDS Program Year 1978, CDBG No. B-78-HN-20-0015 STATEMENT OF SOURCE AND STATUS OF FUNDS June 5, 1978, to December 31, 1979 Total Program Year 1978 funds allocated to recipient Less - Total Program Year 1978 funds drawn down by recipient Funds still available from HUD - Program Year 1978 Total Program Year 1978 funds drawn down by recipient Program income applicable to Program Year 1978 Total Program Year 1978 funds received Funds applied to Program Year 1978 costs - Exhibit B-3 Total Program Year 1978 funds held by recipient Total Program Year 1978 funds available for disposition Exhibit A-3 Grant Amount $452,000.00 24,310.53 427 .689.47 24,310.53 55,074.81 7 9 , 385 . 34 79,385.34 $427.689.47 -4- I I CITY OF SALINA Salina, Kansas I I I I I I I I I I I I I I I I I COMMUNITY DEVELOPMENT BLOCK GRANT FUNDS Program Year 1979, CDBG No. B-79-HN-20-0015 STATEMENT OF SOURCE AND STATUS OF FUNDS June 5, 1979, to December 31, 1979 Total Program Year 1979 funds allocated to recipient Less - Total Program Year 1979 funds drawn down by recipient - Net of repayment Funds still available from HUD - Program Year 1979 Total Program Year 1979 funds drawn down by recipient Program income applicable to Program Year 1979 Total Program Year 1979 funds received Funds applied to Program Year 1979 costs - Exhibit B-4 Total Program Year 1979 funds held by recipient Total Program Year 1979 funds available for disposition Exhibit A-4 Grant Amount $226,000.00 226.000.00 9,058.53 9,058.53 9.058.53 $235.058.53 -5- I I I I I I I I I CITY OF SALINA Salina, Kansas COMMUNITY DEVELOPMENT GRANT FUNDS - CDBG No. B-76-HN-20-0015 Program Year 1976, Program Year Period June 5, 1976, to June 4, 1977 STATEMENT OF PROGRAM COSTS Period Ended December 31, 1979 Program Activity and Related Projects Public Works, Facilities, Site Improvements (1) Multi-use neighborhood center (2) Urban renewal project Rehabi1itiation Loans and Grants (1) C D program area I I I I I I I I I I Special Projects for Elderly and Handicapped (1) Senior citizen activity center building improvements Relocation Payments and Assistance (1) Rehabilitation loan/grant program Planning and Management Development Administrative Subtotals Contingencies and/or Unspecified Local Option Activities Totals Authorized Costs Expendi- tures, Year Ended 12-31-79 Expendi- tures, Cumulative to 12-31-79 $250,000.00 $ 1,971.75 $228,178.30 20,136.00 270,136.00 1,971.75 228,178.30 209,000.00 209,000.00 35,000.00 35,000.00 50,000.00 27, 127.28 27,127.28 30,000.00 3,655.83 30,000.00 30,000.00 30,000.00 624,136.00 32,754.86 559,305.58 24,489.00 9,783.55 $648.625.00 $32.754.86 $569.089.13 Exhibit B-1 Ques- tioned Costs $ $ -6- I I CITY OF SALINA Salina, Kansas Exhibit B-2 COMMUNITY DEVELOPMENT GRANT FUNDS - CDBG No. B-77-HN-20-0015 Program Year 1977, Program Year Period June 5, 1977 to June 4, 1978 I I I I STATEMENT OF PROGRAM COSTS Period Ended December 31, 1979 I Program Activity and Related Projects Public Works, Facilities, Site Improvements (1) Construction of Centennial Neighborhood Center (2) Construction of Carver Neighborhood Center (3) Lower Indian Rock Park improvements (4) Street improvements - Rail- road crossing repairs I I I Clearance, Demolition, Rehabili- tation (1) Carver Neighborhood Center I I I I I I I I I Rehabilitation Loans and Grants (1) C D program area Provision of Public Services (1) YWCA building improvements for handicapped accessi- bility (2) Equipment for existing child care facilities (3) Sa1avation Army building improvements Payment of Non-Federal Shares (1) Match for Title III winteri- zation grants Planning and Management Develop- ment Administrative Subtotals Contingencies and/or Unspecified Local Option Activities Author- ized Costs Expendi- tures, Year Ended 12-31-79 Expendi- tures Cumu- lative to 12-31-79 Ques- tioned Costs Totals 15,877 .55 $1.361.306.00 $452.533.86 $1.157.175.48 $ ---7- $ 300,000.00 $ 50,467.40 $ 288,391.40 $ 150,000.00 7,694.32 150,000.00 245,000.00 48,208.66 205,504.45 100,000.00 11 , 865. 68 20,410.63 795,000.00 118,236.06 664,306.48 1,000.00 500.00 252,000.00 159,799.92 252,000.00 3,500.00 3,500.00 3,500.00 34,000.00 10,815. 18 33,173.05 90,000.00 77 ,613.00 90,000.00 127,500.00 91,928.18 126,673.05 20,000.00 25,000.00 17,283.12 77 ,000.00 49,409.03 1,297,500.00 436,656.31 63,806.00 15,877 .55 5,469.00 17,283.12 75,066.28 I I CITY OF SALINA Salina, Kansas I Exhibit B-3 COMMUNITY DEVELOPMENT GRANT FUNDS - CDBG No. B-78-HN-20-0015 Program Year 1978, Program Year Period June 5, 1978, to June 4, 1979 I I I STATEMENT OF PROGRAM COSTS Period Ended December 31, 1979 I I I Program Activity and Related Projects Public Works, Facilities, Site Improvements (1) Separation of storm/sanitary sewers I I Rehabilitation Loans and Grants (1) C. D. program area I Planning and Management Development Subtotals I Contingencies and/or Unspecified Local Option Activities I Totals I I I I I Authorized Costs Expendi- tures, Year Ended 12-31-79 Ques- tioned Costs Expendi- tures, Cumulative to 12-31-79 $200,000.00 $ $ $ 267,993.56 70,851.47 79,851.47 10,000.00 477 ,993.56 70,851.47 79,385.34 29,081.25 $507.074.81 $70.851.47 $79.385.34 $ -8- I I CITY OF SALINA Salina, Kansas I COMMUNITY DEVELOPMENT GRANT FUNDS CDBG No. B-79-HN-20-0015 Program Year 1979, Program Year Period June 5, 1979, to June 4, 1980 I I I I STATEMENT OF PROGRAM COSTS Period Ended December 31, 1979 I I I Program Activity and Related Projects Separation of storm/sanitary sewers I Contingencies and/or Unspecified Local Option Activities I Totals I I I I I I I Expendi- tures Year Authorized Ended Costs 12-31-79 $215,000.00 $ 20,058.53 $235.058.53 $ Exhibit B-4 Ques- tioned Costs $ $ -9- I I I I I I I I II I I I I I I I I I I CITY üF SALINA Salina, Kansas COMMUNITY DEVELOPMENT BLOCK GRANT FUNDS ACCOUNTANTS' COMMENTS December 31, 1979 -10- I I I I I I I I I I I I I I I I I I I CITY OF SALINA Salina, Kansas COMMUNITY DEVELOPMENT BLOCK GRANT FUNDS COMMENTS ON COMPLIANCE AND INTERNAL CONTROL We have examined the Statements of Source and Status of Funds and the Statements of Program Costs applicable to the Community Development Block Grant programs of the City of Salina, Kansas, for the period ended December 31, 1979, and have issued our report thereon dated May 29, 1980. As a part of our examination, we reviewed and tested the City's system of internal accounting control to the extent we considered necessary to evaluate the system as required by generally accepted auditing standards. Under these standards, the purpose of such evaluation is to establish a basis for reliance thereon in determining the nature, timing, and extent of other auditing procedures that are necessary for expressing an opinion on the financial statements. Additionally, our examination included procedures necessary in our judgement to de- termine compliance with regulations, policies, and procedures prescribed by HUD, insofar as such compliance review was necessary under the provisions set forth in Paragraph 31 of the HUD Audit Guide for Community Development Block Grant Recip- ients, dated May, 1976. The objective of internal accounting control is to provide reasonable, but not ab- solute, assurance as to the safeguarding of assets against loss from unauthorized use or disposition, and the reliability of financial records for preparing finan- cial statements and maintaining accountability for assets. The concept of reason- able assurance recognizes that the cost of a system of internal accounting control should not exceed the benefits derived and also recognizes that the evaluation of these factors necessarily requires estimates and judgments by management. There are inherent limitations that should be recognized in considering the poten- tial effectiveness of any system of internal accounting control. In the performance of most control procedures, errors can result from misunderstanding of instructions, mistakes of judgment, carelessness, or other personal factors. Control procedures whose effectiveness depends upon segregation of duties can be circumvented by collusion. Similarly, control procedures can be circumvented intentionally by man- agement with respect either to the execution and recording of transactions or with respect to the estimates and judgments required in the preparation of f:Lnancia1 statements. Further, projection of any evaluation of internal accounting control to future periods is subject to the risk that the procedures may not be adequate because of changes in conditions, and that the degree of compliance with the pro- cedures may deteriorate. Based on our study and evaluation of the City's system of internal accounting con- trol and our review of its compliance with various statutes and regulations, as pre- scribed in Paragraph 31 of the HUD Audit Guide for Community Development Block Grant Recipients, the City has, in our opinion, complied with HUD's statutory and regul- atory requirements except for those conditions described in the "Findings and Recom- mendations" section on the following pages. FINDINGS AND RECOMMENDATIONS Finding - The City has not reported all program income or reduced amounts requested for payment on Form TFS 7578 by all program income received. -11- I I I I I I I I I I I I I I I I I I I Condition - We found the City had not reported all program income on their requests for payment, and the reductions in requested reimbursements from HUD did not equal program income, which resulted in an excess of available funds at December 31, 1979. Criteria - United States Treasury and HUD policies require the reporting of program income and that available funds be $5,000 or less at the time a request for drawdown of funds is made. Effec t - The status of Federal funds on Form TFS 7578 is understated by program income in the amount of $17,678.34, available funds at December 31, 1979, are in excess of $5,000, and funds of $17,678.34 at December 31, 1979, had not been applied as a reduction of reimbursable program costs. Cause - The sale of real estate received under the closeout agreement of the City's Urban Renewal Fund, loan repayments applicable to the rehabilitation loan program, and interest on the savings account of the rehabilitation loan and grant programs resulted in program income which was overlooked in determining the status of Federal funds and requests for payments. Recommendation - We recommend the City correct the status of their Federal funds by including the unreported program income on their next request for payment and reduce their next request for payment by the amount of program income received which has not been used to reduce a prior payment request. In addition, the City should continue their effort to secure timely information on the rehabilitation and winterization savings account to minimize the amount of unreported income in the future. Grantee's Response - The City will correct the next request for payment by including all program income not reported and reduce the next request for payment to correctly report cumulative program income as a re- duction of the reimbursable amount. ALLOCATION OF INDIRECT COSTS Indirect costs were not allocated to the CDBG program during the period under review. OTHER COMMENTS Funds totaling $200,000 applied to the rehabilitation loan and grant programs for 1975 and 1976 were deposited in a separate savings account for the purpose of making loans and grants to qualified individuals. The composition of the assets available at December 31, 1979, for future loans and grants is shown below. Amount Savings account Loans and grants receivable $166,641 61,531 To ta 1 $228.172 The total amount available exceeds the $200,000 originally deposited because interest earned on the savings account and loans has been redeposited for use in the program. -12- I I I I I I I I I I I I I I I I I I I The City maintains a detailed listing of current loan and grant balances based on information supplied by the financial institution having custody of the savings account, as we recommended following our 1978 examination of the CDBG funds. Maintenance of the detailed listing requires an excessive amount of time, and the City is in the process of revising the system to make it more efficient. A first mortgage is obtained by the City on rehabilitation loans upon completion of a project; however, we noticed one loan where a partial payment was made to the con- tractor for work completed before a first mortgage had been obtained. We suggest the City Attorney draft an agreement which will provide security for partial payments made prior to completion of a project. An escrow checking account maintained to provide funds for payment of rehabilitation and winterization work completed by contractors is not being reconciled on a monthly basis. We recommend reconciliation of the account monthly. -13-