Audit 45353

SA2022-001: Failure to Maintain Proper Documentation Assistance Listing Numbers: 97.036 Assistance Listing Title: Disaster Grants ? Public Assistance Name of Federal Agency: U.S. Department of Homeland Security Federal Award Identification Number: FEMA-4308-DR-CA Name of pass-through Entity: California Office of Emergency Services Criteria: The grant requires the filing of quarterly progress reports on all open large projects within 30 days after the end of each calendar quarter. Condition: The City did not submit 3 out of 4 required quarterly progress reports. Cause: The City had staff turnover and shortage, so the control designed was not operated properly. Context and Effect: The City can?t provide proof shows it is in compliance with the reporting requirements for the grant. Recommendation: The City should implement controls to ensure all required reports are submitted timely and maintain documentation of the submission. Management Response: The City?s Public Works Department is responsible for work on the Via Verdi project. Staffing shortages in the previous fiscal year limited the department's ability to follow through on administrative procedures to track grants. Since noting the deficiencies, the Public Works Department has successfully hired a new Public Works Director, a new Deputy Public Works Director, project managers, and support staff to improve and adhere to necessary grant reporting and reimbursement with proper supporting documentation. Management has assigned a team to review and track all grants monthly, including the Via Verdi project. All team members will be trained on grant reporting and drawdown, and reminders set in their calendars to ensure these tasks are completed in a timely manner.

SA2022-001: Failure to Maintain Proper Documentation Assistance Listing Numbers: 97.036 Assistance Listing Title: Disaster Grants ? Public Assistance Name of Federal Agency: U.S. Department of Homeland Security Federal Award Identification Number: FEMA-4308-DR-CA Name of pass-through Entity: California Office of Emergency Services Criteria: The grant requires the filing of quarterly progress reports on all open large projects within 30 days after the end of each calendar quarter. Condition: The City did not submit 3 out of 4 required quarterly progress reports. Cause: The City had staff turnover and shortage, so the control designed was not operated properly. Context and Effect: The City can?t provide proof shows it is in compliance with the reporting requirements for the grant. Recommendation: The City should implement controls to ensure all required reports are submitted timely and maintain documentation of the submission. Management Response: The City?s Public Works Department is responsible for work on the Via Verdi project. Staffing shortages in the previous fiscal year limited the department's ability to follow through on administrative procedures to track grants. Since noting the deficiencies, the Public Works Department has successfully hired a new Public Works Director, a new Deputy Public Works Director, project managers, and support staff to improve and adhere to necessary grant reporting and reimbursement with proper supporting documentation. Management has assigned a team to review and track all grants monthly, including the Via Verdi project. All team members will be trained on grant reporting and drawdown, and reminders set in their calendars to ensure these tasks are completed in a timely manner.