Getting Ready to Report New Financial Requirements for First 5 Commissions Pre-Conference Institute Manchester Grand Hyatt San Diego, CA May 24, 2006
Today’s Presenters Sheila Kruse First 5 Tuolumne County Rick Teichert Formerly of the Children & Families Commission of Orange County Sarah Sheehan Government Finance Officers Association – Research and Consulting Center Christina Altmayer Altmayer Consulting
County Commissions must adopt in a public hearing contracting and procurement policies that are consistent with state law. The policies must contain provisions to ensure that the grants and contracts are consistent with the county commission’s strategic plan.
State Commission Guidelines Defining Administrative Costs Administrative costs are defined as costs incurred in support of the general management and administration for a county commission for a common or joint purpose that benefits more that one cost objective (other than evaluation) and/or those costs not assignable to a specifically assignable cost objective. - First 5 California memo to Commission EDs
Provide minutes to confirm the adoption of a policy in a public meeting.
2) Determine whether the administrative cost definition is consistent with the state commission guidelines that define administrative functions.
3) Verify that the Commission has implemented a system to monitor its administrative costs.
Example: San Diego County Administrative Cost Policy
10% of the annual operating budget for the fiscal year (see handout Sarah 1)
The percentage of the Commission’s administrative costs to the total current fiscal year operating budget will be calculated as the total administrative expenses for the fiscal year, divided by the total annual operating budget.
“ Administrative costs” are the Commission’s labor and benefits costs, and all services and supplies costs not readily identifiable as costs of the Commission’s evaluation or programmatic activities.
The Commission and the Commission’s Finance Committee will receive financial reports (revenue & expenditure statements) that include year-to-date information on the Commission’s administrative expenditures. Additionally, the statements will include information on the percentage of administrative costs in relation to the Commission’s total annual operating budget. At the end of every fiscal year, the Commission’s total actual administrative expenses will be reported against the Commission’s total expenditures (including encumbrances) for the year.
The Commission and the Commission’s Finance Committee will receive financial reports (revenue & expenditure statements) that include year-to-date information on the Commission’s administrative expenditures.
Additionally, the statements will include information on the percentage of administrative costs in relation to the Commission’s total annual operating budget.
At the end of every fiscal year, the Commission’s total actual administrative expenses will be reported against the Commission’s total expenditures (including encumbrances) for the year.
Example: San Diego County Administrative Cost Policy
County commissions must adopt conflict-of-interest policies for commission members that are consistent with applicable state law. These policies must be designed to assure that the county commission complies with all applicable state and local conflict-of-interest statutes and regulations.
Determine that the commission is complying with the adopted policy
Review a sample of commission meeting minutes documenting appropriate abstentions for contract award actions
Review Form 700 filings for timeliness and completeness
Interview the Executive Director, Legal Counsel and a sample of Commissioners to determine the consistent understanding and application of the policy
County Ordinance creating the County Commission
The county commission must adopt policies and practices to assure that it is adhering to the county ordinance establishing the commission. The ordinance must be adopted by the county’s board of supervisors and contain the minimum provisions specified in Health and Safety Code Section 130140(a)(1), Section 130140(d)1 and Section 130151(b)(1).
Ensure that the new requirement of AB109 in Health and Safety Code Section 130140(a)(1)(C)(iv) is referenced in the ordinance
Requires the county commission to measure outcomes of county funded programs through the use of applicable, reliable indicators and review that information on a period basis as part of the public review of the county commission Strategic Plan. (See handout Rick 4)
Annual audit will constitute minimum verification that policies and practices are in place with respect to financial condition
Leading practice would incorporate a policy of periodically reporting revenues,expenses and budget to actual to commission throughout the year
Example: Stanislaus County Stanislaus County Annual Audit of Financial Condition Policy: Annually, the Commission shall have a financial audit of its accounts and transactions conducted. The results of the audit shall be communicated to the public and to the State of California First 5 Commission. (Handout Sarah 2) Procedure: Following the close of the County’s fiscal year (July – June), the Commission shall have an independent audit conducted to assess the appropriateness and completeness of its revenue and expenditure transactions for the fiscal year just ended. As permitted by law, the audit can be conducted by the County Auditor’s Office or by an accounting firm with knowledge of governmental fund accounting. Any annual audit conducted shall use audit guidelines issued by the State Controllers Office. (The most recent guidelines are entitled, “Standards and Procedures for Audits of California Counties Participating in the California Children and Families Program”.) Within two months of receipt of the audit, the Commission shall hold a public hearing on the audit to discuss the report and any response to the findings. Within two weeks of the public hearing, the Commission shall submit a response to the audit findings to the California State Controller. By November 1st of each year, the Commission shall submit the audit report to the State of California First 5 Commission.
Guideline required language for Notes to the Financial Statements:
The commission spent $______ on program evaluation during the audit period.
The commission did not maintain documentation to identify the amount spent on program evaluation during the audit period.
Salaries and Benefits Policy Compliance Requirement: The county commission must adopt, in a public hearing, policies and procedures for establishing salaries and benefits for its employees. The salaries and benefits must comply with those set forth in the commission policies or the county government policies.
Example: Solano County SALARY AND BENEFITS OF COMMISSION STAFF POLICY Adopted March 7, 2006 The First 5 Solano Children and Families Commission, as part of Solano County, hereby affirms the use of the Solano County Human Resources Personnel and Salary Resolution Policies. Any updates to the Solano County Human Resources Personnel and Salary Resolution Policies document will be strictly adhered to by the First 5 Solano Commission. The Internal Systems Committee will notify the First 5 Solano Commission of updates at the next regularly scheduled meeting following an update. (Handout Sarah 3)