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HomeMy WebLinkAbout09/20/2011 08 Greater Yakima Valley Healthy Marriage and Responsible Fatherhood Program Final Report • BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT g Item No. For Meeting of September 20, 2011 ITEM TITLE: Final report on the five year Greater Yakima Valley Healthy Marriage and Responsible Fatherhood Program, and recognition of Linda Kraft, Executive Director, and the Coalition Partners SUBMITTED BY: Cindy Epperson, Deputy Director of Accounting and Budgeting Rita DeBord, Director of Finance CONTACT PERSON/TELEPHONE: Cindy Epperson, 575 -6070 SUMMARY EXPLANATION: The Greater Yakima Valley Healthy Marriage and Responsible Fatherhood Program, otherwise known as Healthy Families Yakima, began in 2006 and has been a federally funded five -year community demonstration initiative. It was designed to assist in the creation of a community coalition that provided programs and supported efforts to strengthen family relations and reduce family violence through education and related public services. One component of the program was to provide leadership education and training to coalition partners, who then provided classes such as PREP relationship training to the public. Throughout the five year period, there were four primary class providers: Bethel Ridge Family • Resources, People for People, United Christian Church, and Yakima Valley Family Connections. Through their outreach efforts, and the efforts of Attention Marketing to work with various media outlets in the placement of informational advertising as well as to secure generous in -kind donations of additional commercial air time by media partners throughout the Yakima Valley, thousands in the Yakima Valley were made aware of the Healthy Families Yakima initiative. In turn, hundreds of couples and families were able to participate in the classes designed to strengthen their relationships. Attached is the final program audit report by DSHS. Resolution Ordinance Contract Other (Specify) Funding Source APPROVED FOR SUBMITTAL: 1 110i City Manager STAFF RECOMMENDATION: Accept reports and recognize all involved in the Healthy Families Yakima initiative for their contributions. COMMITTEE RECOMMENDATION: • COUNCIL ACTION: FISCAL MONITORING OF CONTRACTOR Contractor: City of Yakima Grant or Contract: Healthy Marriage /Fatherhood Audit Period: July 2010 -June 2011 Audit Date: August 31, 2011 Areas to be audited: 1. Internal Controls 2. Cost Allocation 3. Local Match 4. Service Level Agreements with Sub - contractors Internal Controls: A. Are there written procedures and are they followed? The written procedures that were suggested at the last audit were complete. Upon review of the procedures, the process is being followed per the procedures attached. B. Separation of Duties The duties were separated to ensure controls over payments made to the sub- contractors as well as ensuring that the services were rendered. There is a 3 step process in place: I. Linda Kraft of Kraft Consulting (overseer of the Healthy Marriage project), works with all the sub - contractors and receives the invoices, verifies the service and approves the invoice which is sent to City of Yakima. II. When received at the City of Yakima, the accountant overseeing the grant, who is employed by the city, compiles the invoices with the in -kind or dollar match and prepares the payment document for processing. III. The comptroller of City of Yakima, then reviews all documentation and certifies the payment, which is then processed for payment by grant accountant. Cost Allocation: A. Are the expenditures valid per the grant award? All invoice documentation reviewed was within what the grant allowed as expenditures and was for the sole purpose of the grant. Examples: Media including radio, websites and billboards, consulting with parents and marriage seminars B. Are the federal and local expenditure percentages valid? All sub - contractors are required by the contract to provide a 34% match for each service. The contractor can pay the 34% back to the city or they can donate services (in -kind match). This ensures that the City of Yakima is only getting reimbursed the 66% of federal funding per the grant award. Local Match: A. Verify that the 34% local match was met. All sub - contractors are required by the contract to provide a 34% match for each service. The contractor can pay the 34% back to the city or they can donate services (in -kind match). Both matches are eligible to be used as local funds; therefore the 34% match is being met. All matches were verified to be used only for the Healthy Marriage grant. B. Verify that outside donations were for the grant? There were a few checks that were only made out to the City of Yakima. These checks were applied ® to this grant, but were not counted when verifying cash availability. Most outside donations that were applied to the grant did specify that the donation was being made for the Healthy Marriage grant. There were cash donations used to completed several payments to contractors. Verification that the cash received was for this grant and that there was enough funds to pay the invoices. FISCAL MONITORING OF CONTRACTOR Contractor: City of Yakima Grant or Contract: Healthy Marriage /Fatherhood Audit Period: July 2010 -June 2011 Audit Date: August 31, 2011 Service Level Agreements: A. Verify that they are for the grant only All the service level agreements with the sub - contractors were verified that the funds paid for services rendered were for the Healthy Marriage grant. B. Verify contractors payment All contractors were paid within the contract limits. Summary: During the exit interview, there were several suggestions, should they be involved in a grant like this in future: • All donations need to have the grant name in the title or in the reference line (lower left corner) • When receiving funds or in -kind donations from contractors, per the contract, ensure that proper documentation (copy of the contractor's check, what was donated and its worth or if the payment to the contractor was shorten by the 34% match). The records for this grant are readily available by the staff and all documentation necessary to complete this audit was provided upon request. City of Yakima has done a great job of following through with all aspects of this grant, from the services rendered, invoices paid to ensuring that the local matches are reimbursed through money or services. City of Yakima had complete records and an excellent system for ensuring that any grant funds were spent appropriately. Excellent work was performed by all staff involved in this project.