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Finance/Performance Committee MeetingTeleconferenceTuesday, September 17, 20198:00 a.m.Meeting Call In Info:1-786-600-3104Pin: 48128340#AGENDA1. Welcome & Introductions2. Approval of May 8, 2019 Finance/Performance CommitteeMinutesNote: A Combined Executive Committee and Finance/Performance Committee Meeting met on June 13, 2019.A copy of this meeting’s minutes are included for yourreference.Eric Troyer-KerkeringBarberio & Co., CPAsEric Troyer-KerkeringBarberio & Co., CPAs3. Review of Budget to Expenditures Report as of 6-30-2019Robin Dawson4. Summary of Unrestricted Funds as of 6-30-2019Robin Dawson5. DEO-PY 2018-2019 Financial Compliance Monitoring ReportPeriod Reviewed: April 1, 2018 - March 31, 2019Robin Dawson6. Final Comments, Next Meeting Date, and AdjournmentEric Troyer-KerkeringBarberio & Co., CPAs
Finance & Performance Committee MeetingTeleconferenceMay 8, 2019 - 8:00 A.M.MINUTESPresentChristy CardilloEric TroyerRick MosholderWalter SpikesPeter HayesAbsentJulie BrooksStaff & GuestJosh MatlockRobin DawsonTracey BartaKathy BouchardI. Welcome and IntroductionsEric Troyer, Chair, called the meeting to order and roll call was performed.II. Approval of March 1, 2019 Meeting MinutesThe March 1, 2019 minutes were reviewed. A motion was made by Peter Hayes toapprove the meeting minutes, seconded by Walter Spikes. The motion passed.III. Review of Budget to Expenditure Report as of 3/31/19Robin Dawson presented the Budget to Expenditure Report for program year July 1,2018 - June 30, 2019. The report is for period ending on March 31, 2019. The totalpersonnel cost is 72% expended, facility costs is 77%, office and furniture are 67%, totaloperating costs are 72%, total program services are 53% for a total of 72% burn rate,which is in line of what it should be at this time. The admin rate is 9.20%, under the10% allowed. Indirect rate is 14.78%, with the new approved rate of 14.95%, ITA is36.57% with a minimum of 30%, paid internships are 31.75%, minimum requirement is20%, and out of school youth is 76.87%, with a minimum of 75%. Funds expiring by6/30/19 will be fully expended. The 2006 mobile unit will also be transferring to DEO foruse in the Rebuild Florida program helping with long-term recovery efforts fromhurricanes.IV. Summary of Unrestricted Funds as of 3/31/2019Robin Dawson, presented the Summary of Unrestricted Funds Report. The total inunrestricted funds as of 3/31/2019 is 432,873. The fluctuation in the amounts areattributed to the timing of the two conferences – SOTC & SOJC, one held in May andthe other in October.V. For ConsiderationRobin Dawson requested approval of authorization to the CareerSource CEO andTreasurer to adjust actual spending categories as necessary within the total approved
Finance & Performance Committee Meeting MinutesMay 8, 2019Page 2 of 2budget for the remainder of PY 18-19, as necessary and in accordance with guidelinesand regulations. The movement of these funds would be within the total budget - forexample moving funds to assist the Early Learning Coalition with child care funds fromthe fringe benefit line item. CareerSource Florida does this practice to be able toexpend funds effectively. A motion was by Rick Mosholder, seconded by ChristyCardillo to bring the recommendation to the full board for approval.VI. Final Comments, Next Meeting DateThe next meeting date will be June 13, 2019 and combined with the executivecommittee meeting to review the PY19-20 budget.There being no further business, the meeting adjourned at 8:402
CAREERSOURCE SUNCOASTCOMBINED EXECUTIVE AND FINANCE & PERFORMANCE COMMITTEE MEETING1112 Manatee Ave East, Bradenton, FLThursday, June 13, 2019 – 8:00 a.m.AbsentPresentPPPPPPAACommittee MembersAdam Kendall, Vice President, Morgan StanleyChristy Cardillo, CPA, Partner, Carr, Riggs & Ingram, LLC.David Kraft, President, Vision Consulting GroupRick Mosholder, Human Resource Director, Hoveround CorporationSharon Hillstrom, President/CEO, Bradenton Area Economic Development CorporationEric Troyer, CPA, Partner, Kerkering BarberioJulie Brooks, Manatee Memorial HospitalPeter Hayes, Tandem ConstructionStaff Present, Ted Ehrlichman, Robin Dawson, Josh Matlock, Kathy Bouchard, AnthonyGagliano, Jen Zak, Chris Laney, Tracey Barta, Linda BenedictI.Call to OrderChristy Cardillo, Chair, called the meeting to order at 8:00 am.II.Action ItemsApproval of March 14, 2019 Meeting MinutesMs. Cardillo asked for a motion to approve the March 14, 2019 meeting minutes with correction to Sec3, P2.Motion: Adam KendallThe motion passed unanimously.Second: Sharon HillstromApproval of 2019-2020 BudgetRobin Dawson presented the 2019-2020 budget. The funding budgeted for 2019-2020 is 7,044,428,with 1,194,899 in reserve for PY 2020-2021 for a total funding of 8,239,327. The breakout for eachprogram is as follows;Total personnel costs 3,953,598Facility cost 903,044Office Furn & Equip 91,949Total operating cost 377,820Total program services 1,718,017For a total budget of 7,044,428Ms. Dawson also included the budget packet a budget by allocation, budget allocated to program andadministrative cost and a pie chart showing funds available by program, and a summary of fundsavailable.Mr. Ehrlichman mentioned the funding received from non-traditional sources, or fee-for-service thatcomes from job fairs, fingerprinting services, and various grants that we have been awarded.Ms. Dawson reported the mobile unit has been transferred to DEO for the Florida Rebuild Program andis no longer a budget item. The administrative costs are 9.9%.Chair Cardillo asked for a motion to approve the 2019-2020 budget and bring to the full board forapproval.Motion: Eric TroyerSecond: Sharon Hillstrom
Executive Committee Meeting MinutesJune 13, 2019Page 2 of 2The motion passed unanimously.III.Staff ReportsMr. Ehrlichman.Mr. Ehrlichman discussed the USDOL report regarding the findings in the Tampa and PinellasWorkforce Regions. This report is being viewed by all regions and each are responding to the reportby reviewing their current policies and CareerSource Florida will pilot a program to train localofficials.Robin DawsonMs. Dawson reminded the members of the deadline of July 1, 2019 to fill the Form 1 statement offinancial interest.IV.Public Comment/Closing Remarks – Christy Cardillo, ChairThe next Executive Committee meeting is July 11, 2019 and will be held at the Bradenton CareerCenter, 1112 Manatee Ave E, Bradenton, FLV.AdjournmentThere being no further business, Chair Cardillo adjourned the meeting at 9:23 a.m.Respectfully submitted,Ted EhrlichmanPresident & CEOI:\Board\Meetings\Exec Meetings 2018-2019\12. June 13 2019 comb with Fin & Perf\Exec meeting minutes 6-13-19.doc
CareerSource SuncoastBudget - Mod #3Program Year 2018-2019IncreaseorDecreaseMod #2BudgetFunding Available Less ReservesMod #3BudgetNotesNo increase in overall budget - only transferringamounts between line items and staying withintotal budget 7,059,432 7,059,432 0 2,900,014( 41,000) 2,859,014 928,004( 41,000) 887,004 50,000 0 50,000 3,878,018( 82,000) 3,796,018 903,714 0 903,714 75,000 34,000 109,000Personnel Costs:SalariesFringe BenefitsStaff Training & EducationTotal Personnel CostsFacility CostsOffice Furniture & EquipmentTransferring funds to furniture/equipment,travel, client support, and employer/clientservices line itemsComputer replacements & furnitureOperating Costs-Career Ctrs and Admin:Accounting 27,500 0 27,500Office Exp & Supplies 55,000 0 55,000Audit/Monitoring 60,000 0 60,000Consultants 85,000 0 85,000General Insurance 43,443 0 43,443Legal Services 10,000 0 10,000Travel & Meetings 83,000 11,000 94,000Total Operating Costs 363,943 11,000 374,943Program Services:Client Training 1,174,593 0Additional opportunities for staff development 1,174,593 33,250 35,000 68,250For child care to TANF clientsEmployer & Client Services 166,420 2,000 168,420Services to employersMobile-Gas & Maintenance 5,480 0 5,480Client SupportOutreach 75,310 0 75,310 383,704 0 383,704Total Program Services 1,838,757 37,000 1,875,757Totals 7,059,432 0 7,059,432Workforce Summmit
CAREERSOURCE SUNCOASTEXPENDITURE TO BUDGET REPORT - SUMMARYPROGRAM YEAR July 1, 2018 thru June 30, 2019AS OF 06/30/2019Mod #3PY TOTALEXPENSESBUDGET% OF BUDGETBUDGETYTD as of 06/30/2019BALANCEEXPENDEDNOTESPERSONNEL COSTSSALARIESFRINGE BENEFITSSTAFF TRAINING & EDU 2,859,014 2,781,525 77,48997% 887,004 814,030 72,97492% 50,000 49,779 221100% 3,796,018 3,645,334 150,68496%FACILITY COSTS 903,714 883,807 19,90798%OFFICE FURNITURE & EQUIP 109,000 106,870 2,13098%ACCOUNTING 27,500 17,414 10,08663%OFFICE EXP & SUPPLIES 55,000 36,868 18,13267%AUDIT/MONITORING 60,000 56,715 3,28595%CONSULTANTS 85,000 66,611 18,38978%GENERAL INSURANCE 43,443 42,088 1,35597%TOTAL PERSONNEL COSTSUsed 401k forfeiture during PY of 14,869 offsetemployer contributionsOPERATING COSTS:OS Operator & Strategic Planning ContractsLEGAL SERVICES 10,000 182 9,8182%TRAVEL & MEETINGS 94,000 92,607 1,39399%TOTAL OPERATING COSTS 374,943 312,485 62,45883%CLIENT TRAINING 1,174,593 767,595 406,99865%Funds carryover to PY 19-20. 85k was added tobudget late in PY from new grant awardCLIENT SUPPORT 68,250 62,031 6,21991%Funds carryover to PY 19-20 168,420 158,835 9,58594%Fees for Svc Rev 21,146Exp YTD 179,981 5,480 5,038 44292%Transferred Mobile to DEO June, 2019 75,310 66,187 9,12388% 383,704 388,960( 5,256)101% 1,875,757 1,448,646As neededPROGRAM SERVICES:CLIENT & EMPLOYER SERVICESMOBILE-GAS & MAINTENANCEOUTREACHWORKFORCE PROFESSIONAL SUMMITTOTAL PROGRAM SERVICESTOTALS 7,059,432 6,397,143 427,111 662,289Budget for PY 18-19 estimated - event Sept 201977%91%100%Rates below as of 6/30/19:Admin 8.38%Indirect Avg 13.59% - Approved New Rate 14.95%ITA 38.13% Min Req 30%Paid Internships Exp 32.79% Min Req 20%Yth Out of Sch Exp 77.64% Min Req 75%.Expected Burn Rate as of 06/30/19
CareerSource SuncoastSummary of Unrestricted Fundsas of 06/30/2019Wells Fargo Unrestricted FundsCEO - 505Cash Balance as of 7/1/2018RevenueCurrent YearBank Interest IncomeExpenditures - Current YearIncrease/(Decrease) in Cash - Current Year 21,203 5,000 0 5,000 15,366Wells Fargo Cash Balance as of 06/30/2019SunTrust Bank Unrestricted FundsCurrent YearBank Interest IncomeExpenditures-Current yearIncrease/(Decrease) in Cash - Current YearCurrent YearBank Interest IncomeBank of the Ozarks CD Balance as of 06/30/2019Total Unrestricted Funds as of 06/30/2019 2,699 0 2,699( 892) 29 0 81 81 9,359( 9,279) 162,714SWB Misc - 901 164,036 0 3,830 2,670 3,830 167,866 411,185TCIO - 720 45,611 15,525 850 16,375 19,755 1,659 171,993CD Balance as of 7/1/2018Revenue 892Tobacco Free - 719 17,085SWB Misc - 901SunTrust Cash Balance as of 06/30/2019Bank of the Ozarks - CD Unrestricted Funds( 10,366)Business Support - 707 2,551 0 0 0 10,838Cash Balance as of 7/1/2018RevenuePatterson Foundation - 509 26,327 7,353 94,663 0 94,663( 9,952) 35,659Background Checks - 722 97,997Total Wells Fargo 1,943 6,733 0 6,733( 3,334) 4,019 0 6,733 8,676 80,605
2018-19 Financial Compliance Monitoring ReportCareerSource SuncoastLocal Workforce Development Board No. 18Bureau of Financial Monitoring and AccountabilityFlorida Department of Economic OpportunitySeptermber 5, 2019107 East Madison StreetCaldwell BuildingTallahassee, Florida 32399www.floridajobs.org
Florida Department of Economic Opportunity2018-19 Financial Compliance Monitoring ReportCareerSource Suncoast2017-18 Financial Compliance Monitoring ReportCareerSource SuncoastLocal Workforce Development Board No. 18Period Reviewed: April 1, 2018 – March 31, 2019Table of ContentsI.INTRODUCTION AND MONITORING APPROACH . 3II. ENTRANCE AND EXIT CONFERENCE . 5III. MONITORING RESULTS . 6IV. FINDINGS. 7V. OTHER NON-COMPLIANCE ISSUES . 7VI. OBSERVATIONS . 7VII. TECHNICAL ASSISTANCE . 7September 5, 2019Page 2 of 7
Florida Department of Economic Opportunity2018-19 Financial Compliance Monitoring ReportCareerSource SuncoastI. INTRODUCTION AND MONITORING APPROACHAs set forth in the following authoritative publications, annually the Department of EconomicOpportunity (DEO) is required to perform monitoring of its subrecipients: Workforce Innovation and Opportunity Act (WIOA), Section 184 31 USC 7502(f)(2)(B), Single Audit Act Amendments of 1996, (Pub. L.104-156) 2 CFR Part 200, Uniform Administrative Requirements, Cost Principles, and AuditRequirements for Federal Awards 20 CFR 667, Administrative Provisions Under Title I of the Workforce Investment Act Federal granting agency regulations, including:o 29 CFR 95.21 and 97.20, Standards for financial management systemso 29 CFR 95.51 and 97.40, Monitoring and reporting program performanceThe DEO, Bureau of Financial Monitoring and Accountability (FMA) uses its financial monitoring tool(tool) as a guide to conduct the monitoring. The tool was developed to provide the framework formonitoring activities performed by FMA as well as the criteria used to monitor. This tool was providedto the Local Workforce Development Board (LWDB).The sample size and selections for each tool objective was based on, but not limited to, a riskassessment performed by FMA and reviews of the monthly general ledger and cost allocation statistics.The risk assessment includes factors such as the funding allocation to each LWDB; results of priormonitoring and audit reports; personnel and staffing changes; and organizational structure. Sampleselections assist the monitors in the following: Gaining an understanding of the financial management systems processes and assess whether thepolicies and procedures provide for accurate, current and complete disclosure of the financialresults of each grant program. Gaining an understanding of the internal control processes and assessing whether the internalcontrols reasonably assure compliance with federal laws, regulations, and program compliancerequirements. Determining if appropriate and sufficient cash management and revenue recognition proceduresare in place, being followed, and comply with federal and state requirements.September 5, 2019Page 3 of 7
Florida Department of Economic Opportunity2018-19 Financial Compliance Monitoring ReportCareerSource Suncoast Determining if the required reconciliations between the financial records and SERA have beenappropriately performed on a timely basis and adequately documented. Determining if prepaid program items are adequately or accurately safeguarded, managed, trackedand reported. Determining if the cost allocations are accurate, supported and consistent with the cost allocationplan. Determining if payroll records are properly maintained for employees; if personnel activity reports(PAR) comply with applicable cost principles; and verify salary and benefit costs arecharged/allocated to funding sources in accordance with the PAR and the cost allocation plan. Determining if salary and bonuses paid to employees and charged to grant programs subject to theSalary and Bonus Cap do not exceed the Cap for the calendar year. Determining if purchasing/procurement transactions comply with the appropriate federal or stateprocurement laws, and the organization’s procurement policies. Determining if the LWDB’s contracting process and contract monitoring comply with federal andstate requirements, and the organization’s contracting policies. Determining if the LWDB’s subawarding and subrecipient monitoring activities comply withfederal requirements, and the organization’s policies and procedures. Determining if property management activities comply with federal requirements and theorganization’s policies and procedures. Determining if non-payroll related disbursements are reasonable, necessary, allocable and properlyrecorded in the financial records.This report was prepared at the conclusion of the DEO’s financial monitoring activities performed forLWDB-18, which included the annual on-site visit, which occurred on January 14 - 16, 2019.The FMA monitoring team assigned to the LWDB consisted of Chadwick Myrick, Maureen Castaño,and Janice Hutchison.September 5, 2019Page 4 of 7
Florida Department of Economic Opportunity2018-19 Financial Compliance Monitoring ReportCareerSource SuncoastII. ENTRANCE AND EXIT CONFERENCEEntrance ConferenceAn entrance conference was conducted on-site January 14, 2019, with the Robin Dawson, Chief FinancialOfficer. The purpose of the entrance conference was to go over the purpose of the financial monitoring andvarious monitoring topics.Exit ConferenceAn exit conference was conducted at the conclusion of the on-site portion of the monitoring on January 16,2019 with Robin Dawson, Chief Financial Officer. The issues and recommendations noted during the onsite visit were discussed.September 5, 2019Page 5 of 7
Florida Department of Economic Opportunity2018-19 Financial Compliance Monitoring ReportCareerSource SuncoastIII. MONITORING RESULTSFMA performed financial monitoring procedures based on the DEO 2018-19 Financial MonitoringTool. The monitoring procedures performed included tests of transaction details, file inspections, andinquiries (1) to determine the status of recommendations from the prior year monitoring visit(s) and (2)to adequately support current year findings, other non-compliance issues and observations. Detailedinformation for these items is disclosed in the following section of this report.Summarized below are the results of testing by category as detailed in the DEO 2018-19 FinancialMonitoring Tool:2018-19 Monitoring ResultsCategory1.0 – Prior Year Corrective Action FollowUpCategory2.0 – Financial Management Systems3.0 – Internal Control Environment4.0 – Cash Management and RevenueRecognition5.0 – SERA Reporting and Reconciliation6.0 – Prepaid Program Items7.0 – General Ledger and Cost Allocations8.0 – Payroll and Personnel ActivityReport (PAR) Testing9.0 – Salary and Bonus Cap10.0 – Purchasing11.0 – Contracting / Contract Monitoring12.0 – Subawarding / SubrecipientMonitoring13.0 – Property Management14.0 – Disbursement TestingTOTALSeptember 5, 2019Repeat ofPrior Year Reference(s)NoneN/AFindings-Issues of ided-----------------------------Page 6 of 7
Florida Department of Economic Opportunity2018-19 Financial Compliance Monitoring ReportCareerSource SuncoastIV. FINDINGSThere were no findings during the monitoring period of April 1, 2018 – March 31, 2019.V. OTHER NON-COMPLIANCE ISSUESThere were no other non-compliance issues during the monitoring period of April 1, 2018 – March 31,2019.VI. OBSERVATIONSThere were no observations during the monitoring period of April 1, 2018 – March 31, 2019.VII. TECHNICAL ASSISTANCEThere was no technical assistance during the monitoring period of April 1, 2018 – March 31, 2019.September 5, 2019Page 7 of 7
Finance/Performance Committee Meeting . Teleconference . Tuesday, September 17, 2019 . 8:00 a.m. Meeting Call In Info: 1-786-600-3104 . Pin: 48128340#
