Finding Text
Criteria: The Staffing for Adequate Fire and Emergency Response grant requires grantees to submit
several reports, including but not limited to semi-annual financial reports.
Condition: During the course of our engagement, we noted the City did not file the required semi-annual
financial performance report due July 31, 2023.
Cause: Staff was aware of the due dates for the semi-annual financial performance reports and thought
the semi-annual financial report due July 31, 2023 had been submitted, only to find out later that
it had not been finalized within the federal grants system.
Effect: The City is out of compliance with the grant program.
Recommendation: We recommend City staff modify their existing procedures to ensure that reports are finalized
and complete within the federal grants system.
Management Response:
After last year’s finding, management designed a process whereby staff in both the Fire Department and Finance
Department would monitor reporting deadlines; and the Finance Department would confirm with the Fire Department that all of the required reports were submitted in a timely manner. Staff in the Finance Department received confirmation that the semi-annual performance report due July 31, 2023 had been submitted only to find out later that the report had not been finalized, or officially submitted, within the federal grants system. This internal process has now been enhanced to require the Fire Department send a copy of the final submitted report to the Finance Department which will allow the Finance Department to confirm actual submission.