01/22/1998 Audit AUDIT REPORT OF
MONROE COUNTY
YOUTH ORGANIZATIONS
January 22, 1998 •
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Prepared by:
Internal Audit Department
Clerk of the Circuit Court
Danny L. Kolhage, Clerk
Monroe County, Florida
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BRANCH OFFICE CLERK OF THE CIRCUIT COURT BRANCH OFFICE
3117 OVERSEAS HIGHWAY MONROE COUNTY 88820 OVERSEAS HIGHWAY
MARATHON,FLORIDA 33050 500 WHITEHEAD STREET PLANTATION KEY,FLORIDA 33070
TEL.(305)289-6027 KEY WEST,FLORIDA 33040 TEL.(305)852-7145
FAX(305)289-1745 TEL.(305)292-3550 FAX(305)852-7146
FAX(305)295-3660
January 22, 1998
The Honorable Danny L. Kolhage
Clerk of the Circuit Court
Re: Audit of the Monroe County Youth Organizations
Dear Mr. Kolhage:
The Clerk's Internal Audit Department has completed the audit of the Monroe County Youth
Organizations. The purpose of the audit was to review the operations of the programs to
ascertain whether results are consistent with established objectives and goals, whether the
programs are being carried out as planned, and to ensure compliance with laws, regulations,
contracts and applicable policies and procedures.
We would like to thank the Youth Organizations for their cooperation and time while
conducting the audit.
Our audit revealed that the County should address service issues such as agency mission,
programs/services provided during the year, number of children served and overall objectives
and assessments before determining funding allocations to the organizations.
As more governments enter into contracts with private business organizations to administer
public programs, the emphasis has changed to include strong financial and internal controls in
the contract and equally important government management oversight. The youth
organizations are administered on a contractual basis and should have strong administrative and
management oversight by the County.
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The accompanying audit report is provided for your information. Additional copies of the
report will be provided upon your request.
Sincerely,
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Sandra L. Mathena, CPA
Internal Auditor
cc: Board of County Administrators (5)
James Roberts, County Administrator
James Hendrick, County Attorney
John Carter, Director of the Office of Management and Budget
Brent Robbins, Florida Keys Youth Club, Inc. Executive Director
Glen Casselman, Big Pine Atheltic Association, Inc., President
Raymond Kitchner, Heart of the Keys Recreation Association, Inc., President
Catriona Birnie, Upper Keys Youth Association, Inc., Executive Director
Sandee Carlile, Clerk's Finance Director
Maurva Greene, External Auditor
DRAFT PRELIMINARY AUDIT REPORT OF
MONROE COUNTY - YOUTH ORGANIZATIONS
TABLE OF CONTENTS
Page
I. SCOPE AND OBJECTIVES 1
II. METHODOLOGY 1-2
III. BACKGROUND 3-6
IV. CONCLUSIONS 7
V. AUDIT FINDINGS:
A. Budget Process Lacks Adequate Documentation and Internal Control
1. The Agreement does not Address Service Performance Reports 8-10
2. The Youth Organizations do not Maintain Detailed Statistics on
Activity Participation 11-12
B. Employee Background Checks Lack Adequate Documentation 13-14
C. Key Documents Not Always Kept Current
1. Non Compliance with Florida Statutes, Chapter 496, Solicitation
of Contributions Act 15-17
2. Upper Keys Youth Organization IRS Form 990 (Return of
Organization Exempt From Income Tax) Not Filed on a
Timely Basis 18
D. Inconsistent Documentation of Executive Director's Salary at
Upper Keys Youth Association 19-20
E. UKYA's Agreement Not Witnessed by Two UKYA Board Members 21
F. Insurance Coverage Not Maintained by Upper Keys Youth
Association,Inc. 22
G. Inadequate Invoice Documentation 23-24
DRAFT PRELIMINARY AUDIT REPORT OF
MONROE COUNTY - YOUTH ORGANIZATIONS
TABLE OF CONTENTS
Page
V. Audit Findings Continued:
H. Ineligible Expense Reimbursed 25
VI. EXHIBITS:
A. Organization,Programs, and Policy Guidelines for the Youth
Organizations of Monroe County A
B. Activity Programs:
1. Heart of the Keys Recreation Association,Inc. 1997
Activities Report B-1
2. Florida Keys Youth Club Activities B-2
3. BPAA News B-3
4. Upper Keys Youth Assoc. 4H Club B-4
C. History of County Funding C
D. United Way of Monroe County Annual Agency Allocations Request D
E. Agency Quarterly Report Form E
F. Youth Organization Program Survey F
1. Florida Keys Youth Club,Inc. F-1
2. Big Pine Athletic Association,Inc. F-2
3. Heart of the Keys Recreation Association,Inc. F-3
4. Upper Keys Youth Association,Inc. F-4
VII. AUDITEE RESPONSES
DRAFT PRELIMINARY AUDIT REPORT OF
MONROE COUNTY - YOUTH ORGANIZATIONS
I. SCOPE AND OBJECTIVES:
A. At the request of the Monroe County Clerk of the Circuit Court, the Internal Audit
Depaitnnent has completed an audit of the Monroe County Youth Organizations. The
Youth Organizations review consisted of the Heart of the Keys Recreation Association,
Inc., Florida Keys Youth Club, Inc., the Upper Keys Youth Association, Inc. and the
Big Pine Athletic Association, Inc. The Audit Period was October 1, 1994 through
August 31, 1997.
B. The audit was performed to review the operations of the programs to ascertain whether
results are consistent with established objectives and goals,whether the programs are
being carried out as planned, and to ensure compliance with laws, regulations, contracts
and applicable policies and procedures.
II. METHODOLOGY:
A. The following personnel were interviewed during the audit to obtain information about
the operations of the Monroe County Youth Organizations:
1. The Executive Director of the Upper Keys Youth Association, Inc.
2. The President of the Heart of the Keys Recreation Association, Inc.
3. The Treasurer of the Heart of the Keys Recreation Association, Inc.
4. The Secretary of the Heart of the Keys Recreation Association, Inc.
5. The Program Director of the Heart of the Keys Recreation Association, Inc.
6. The President of the Big Pine Athletic Association, Inc.
7. The Executive Director of the Florida Keys Youth Club, Inc.
8. Chief Accountant for the Clerk of the Circuit Court.
B. The Internal Audit Department examined the following documents:
1. Florida Statutes related to the recreational programs.
2. Organization, Programs, and Policy Guidelines for the Youth Organizations of
Monroe County.
3. Policies and procedures of individual youth organizations.
4. Contracts between Monroe County Board of County Commissioners and the Youth
Organizations for the fiscal year 1997.
5. Minutes of the Youth Organization meetings.
6. Form 990 E-Z Return of Organization Exempt From Income Tax.
7. Youth Organizations' accounting records; and financial statements.
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8. Youth Organizations' employment agreements and job descriptions.
9. Youth Organizations' Solicitation of Contributions Act registrations.
10. Youth Organizations' 501 C(3) status.
C. Toured all the Youth Organizations' facilities.
D. Analyzed the budget,revenue, expenditures and operating statistics for the audit period
and compared budgeted amounts to actual expenditures.
E. Reviewed invoices and analyzed expenses for appropriateness.
F. Reviewed the budget process for youth organizations of other counties and other
nonprofit agencies.
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III. BACKGROUND:
A. Funding of the Youth Organizations
In providing for human services needs, Monroe County provides financial assistance to
community-based organizations. In order to be recognized and supported by the
County, the organization must demonstrate and sustain compliance with the
Organization, Programs, and Policy Guidelines For The Youth Organizations of
Monroe County, as adopted September 15, 1993. See Exhibit A. The policy states
"The Monroe County Board of County Commissioners recognizes the need to provide
wholesome recreational and educational activities for the youth of Monroe County
during their free hours from school. The Monroe County Board of County
Commissioners therefore, is committed to providing suitable facilities and an annual
apportionment of equitably distributed funds in direct support of the Board of County
Commissioners' recognized and approved Youth Organizations of Monroe County.
However, the Monroe County Board of County Commissioners reserves the privilege of
insuring that the organization, management, programs, policies and procedures of the
Youth Organizations are in keeping with the highest ethical, moral and social
principles. "
According to the policy document, Organization, Programs and Policy Guidelines For
The Youth Organizations of Monroe County the youth organizations that receive
funding must be incorporated as not-for-profit organizations in compliance with Section
501(c)(3) of the Internal Revenue Code. In addition to IRS tax-exempt status, the policy
document requires youth groups to have a minimum seven member board of directors,
hold an annual meeting, create an annual report, adopt explicit bylaws, and devise a
policies and procedures manual that includes personnel policies and qualifications for
directors. The Agreements between the Youth Organizations and the Monroe County
Board of County Commissioners states that the youth organizations are established for
the youth's personal, social, physical and emotional growth. There are four
geographically-based Youth Organizations that receive public funding from the County
(Key West, Big Pine, Marathon and Tavernier), with annual amounts ranging from
$18,000 to $33,600. They are the Florida Keys Youth Club, Inc. ($30,000), the Big
Pine Athletic Association, Inc. ($18,000), Heart of the Keys Recreation Association,
Inc.($18,000), and the Upper Keys Youth Association, Inc. ($33,600), respectively.
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B. Organization
The Florida Keys Youth Club, Inc./ Boys & Girls Club of the Keys (Key West)
The Florida Keys Youth Club, Inc. (FKYC) contracts with the Monroe County Board
of County Commissioners. The County annually provides $30,000 in funding, and
approximately $8,400 is provided by the United Way of Monroe County. The City of
Key West provides a grant of $25,000 that is used to pay the salary of the Executive
Director. The Articles of Incorporation of FKYC states one of the specific purposes of
the organization is "to provide adequate supervision and guidance in order to aid and
maintain the physical health and mental condition of such children, as a basic and
preventative method of combating possible delinquency." Another objective stated in
the Articles of Incorporation is to provide entertainment, instruction, recreational
athletics, sports, and other activities to boys and girls during their free hours from
school.
The Florida Keys Youth Club, Inc. merged with the Boys & Girls Club of the Keys on
June 1, 1997. The Florida Keys Youth Club, Inc./Boys & Girls Club of the Keys
provides activities at both Bayview Park and the Florida Keys Youth Club Teen Center.
The Boys & Girls Club of the Keys provides bus service from different areas of Key
West to the Youth Center, Bayview Park and sports practice. See Exhibit.B-2 Florida
Keys Youth Club. The Teen Center is located at 3465 S. Roosevelt Blvd., Key West
(next to the airport). The building is owned by the County.
The center opens daily at 3:30 p.m. (Monday-Friday). A full day program is offered
on school vacation days and during the summer. The Agreement with the Board of
County Commissioners states the FKYA is open to the public at least five days a week,
three hours a day, and more usually. The Florida Keys Youth Club/Boys & Girls Club
of the Keys has three employees. They hold two dances each week, one for elementary
school and one for middle school children. The staff of FKYA advises that a high
school dance is to be added to the program on Saturday night. They plan theme parties
throughout the year, starting with a Halloween party in October. See Exhibit B-2
Florida Keys Youth Club.
Big Pine Athletic Association, Inc. (Big Pine)
The Big Pine Athletic Association, Inc. (BPAA) is a nonprofit corporation contracting
with the Monroe County Board of County Commissioners to provide sports and
recreational events. The Blue Heron Youth Center is operated by the BPAA and is
located at Blue Heron Park, Lyttons Way, Big Pine. The BPAA is in the process of
hiring a new Program Director. The facility is owned by the County. As stated in the
Blue Heron News, the Blue Heron Youth Center provides the youth (ages 10-17) of the
Big Pine area with a safe, fun place to gather, play and socialize. The BPAA offers
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swimming, T-Ball, Little league, soccer, girls softball, dances, arts and crafts, family
picnics and the Gem and Mineral Society. They publish a newsletter 3 to 4 times a
year. See Exhibit B-3 BPAA News. The Big Pine Athletic Association has started a
membership database that includes 300 families. They developed a web site on the
Internet to provide information on activities.
The County provides funding of$18,000 on an annual basis. Local businesses support
the printing and mailing of the newsletter and sponsor the teams. The United Way also
provides funding of$400 per month. There are eleven members on the Board of
Directors and they hold general membership meetings every month.
The Heart of the Keys Recreation Association, Inc. (Marathon)
The Heart of the Keys Recreational Association, Inc. (HKRA) contracts with the
Monroe County Board of County Commissioners. The County annually provides
HKRA $18,000 in funding, and approximately $8,400 is provided by the United Way
of Monroe County. The Marathon Rotary Club funding request completed by HKRA
states the purpose of the organization is to provide athletic, cultural, educational and
structured activities for the youth of the middle keys. By providing structured activities
and programs for the youth in Marathon, they hope to provide an alternative to
"hanging out" in unsupervised areas. Activities and programs operate out of the
Marathon Recreation Center, located at 810 33rd Street Gulf, Marathon, adjacent to the
Stanley Switlik School. The facility is owned by the County. The Marathon Recreation
Center operates daily according to scheduled activities, meetings or special programs.
The 1997 program includes volleyball, basketball, dances, arts and crafts, homework
hour and other organized activities. They also coordinate and assist with the Marathon
Youth Club's seasonal football/cheerleading program. See Exhibit B-1 for the 1997
Activities Report.
HKRA has an eight member volunteer Board of Directors. The Program Director is
their only paid employee.
Upper Keys Youth Association, Inc. (Tavernier)
The Upper Keys Youth Association, Inc. (UKYA) contracts with the Monroe County
Board of County Commissioners to provide activities for the youth in the Upper Keys.
The specific objectives of this corporation as stated in the Articles of Incorporation are
"to provide a youth center to keep our youth off the streets; to provide drug, alcohol
and crime prevention programs; and to provide information on counseling services and
other areas of help to parents of troubled teens or juveniles".
The County annually provides $33,600 in funding and until July 1996 had received
funds from the United Way of Monroe County. According to the Executive Director of
the United Way of Monroe County, in August 1996, the United Way suspended their
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allocation of funds to the Upper Keys Youth Association, Inc. based on the fact that
certain key documents were missing. In February 1997, the Board of the United Way
reviewed allocations for 1997 with the knowledge that the United Way had experienced
significant drops in revenue from traditional sources. In examining the agencies
seeking funding, the United Way Board felt that the UKYA was not providing a
significant level of service to Upper Keys youth and that other needs in the community
were greater. As a result, the United Way ceased funding UKYA. See Exhibit D-1
United Way Monroe County Funding Letter.
The UKYA facility is not owned by the County and is located at 171 Hood Ave
Tavernier ins a commercial condominium/loading dock area. The rent is $9,888
annually ($824 per month). The Executive Director is the only paid employee at this
time.
The Upper Keys Youth Association is scheduled to be open Tuesday through Sunday.
Due to staffing problems they do not always follow the schedule. According to interviews
with the Executive Director they provide judo classes, teen discussions on HIV-AIDS,
parenting classes by appointment, field trips and have been working with the 4 H Club.
They refer teenagers to other agencies on a case by case basis i.e.job training. They try
to increase the involvement of the family by having family picnics. UKYC meets on
Sundays at Harris Park. See Exhibit B-4 Upper Keys Youth Association 4H Club.
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IV. CONCLUSIONS:
A. County Management does not require any service performance reports or activities
documentation to receive a budgeted appropriation. County Management should require
that the youth organizations provide specific program goals, objectives, performance
measurements and results.
B. Employee background checks and drug testing are not completed. Background checks
and drug testing should be completed and documented in accordance with the Board of
County Commissioners adopted policy guidelines.
C. The youth organizations are not all in compliance with Chapter 496, Florida Statutes,
Solicitation of Contributions Act. The youth organizations should file their state
registrations forms with the Florida Depaitiiient of Agriculture on a timely basis.
County Management should consider requiring a signed agency report form on a
periodic basis to certify that all required forms are current.
D. The Upper Keys Youth Association Inc.'s IRS Form 990 (Return of Organization
Exempt from Income Tax) was filed approximately one year late. County Management
should consider requiring a signed agency report form on a periodic basis to certify that
all required forms are current.
E. There is inconsistent documentation of the Executive Director's Salary at the Upper
Keys Youth Association, Inc. Records of hours worked are not maintained. The salary
or hourly wage should be documented and paid on a consistent basis.
F. The Agreement between the Upper Keys Youth Association, Inc. and the Monroe
County Board of County Commissioners did not contain the required witness signatures
of two members of the UKYA Board of Directors, along with the signature of the
Executive Director. Any contract or agreement executed by the Executive Director
should be in accordance with the scope of duties assigned during the January 29, 1993
UKYA Board meeting.
G. Insurance coverage was not maintained by the Upper Keys Youth Association, Inc. A
new insurance policy was obtained during the audit.
H. There is inadequate documentation for reimbursement of the UKYA's payroll expenses.
Attachment A to the Agreements should be amended to require appropriate
documentation.
I. The Florida Keys Youth Club, Inc. was reimbursed $256.00 for an ineligible expense.
The review of invoices submitted for reimbursement should identify any expenses not
eligible for payment.
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V. AUDIT FINDINGS:
A. Budget Process Lacks Adequate Documentation and Internal Control:
1. The Agreement does not address service performance reports:
Finding(s):
During our review of the Agreements between the youth organizations and the County,
we noted that the County does not require the youth organizations to provide any service
performance reports or activities documentation to receive the budgeted appropriation.
The four youth organizations receive County funding in amounts ranging from$18,000 to
$33,600 each. The youth organizations are paid for services according to their individual
Agreements, in return for substantially and satisfactorily performing and carrying out the
duties specified in the Agreements, i.e., providing facilities and services for recreational
use for young persons living in Monroe County. County management does not review
the recreational programs. Identical sums have been funded since 10/01/93 without any
input or substantiation from the contracting organizations. See Exhibit C History of
County Funding. The Agreement does not provide any direction for service reports or
contract monitoring. The level of recreational services provided in each area of Monroe
County varies, according to the interest and level of participation of each youth
organization director. Also, . the level of services provided does not have a direct
relationship with the funds budgeted by the County. See Exhibit B for a list of available
recreational programs.
The United Way of Monroe County also provides funding to the Youth Organizations
and requires annual documentation from the agencies. A statement of service to the
community is required by the United Way. It states: This statement should list those
human health and welfare benefits provided to the community including the following
points: agency mission, programs/services provided this year, target populations served,
number of unduplicated individual units of service, geographic areas covered and overall
I objectives and assessments. See Exhibit D-2 for the United Way of Monroe County
Annual Agency Allocations Request. This information is used in determining how best to
allocate funds to reach the greatest number of people.
The Agreements should address service issues such as agency mission, programs,
services provided this year, number of children served and overall objectives and
assessments. Internal control procedures should be established to ensure that the County
reviews the programs before determining funding allocations to the organizations.
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Recommendation(s):
1. County Management should require that the youth organizations provide specific
program goals, objectives,performance measurements and results.
2. The County Attorney should review the current Agreements and make changes that
address documentation issues.
3. County Management should review the activity results with the budget requests
before funding is approved.
Youth Organizations'Responses:
Florida Keys Youth Club,Inc.
We have enclosed our commitment to quality summary sheet as our tool to program
performance and goal setting for next year.
Big Pine Athletic Association, Inc.
The BPAA believes that youth organizations should not be singled out within the
County to conform to this requirement. Various other organizations receive funding
from the County and are not held to this lofty level. Clearly the results of this
finding (save for one Organization) do not warrant such drastic measures.
The BPAA believes that a more constructive approach that would alleviate this
concern would be for Monroe County Public Works Department under their Parks
and Recreation responsibilities assume control of all the funded Youth Centers.
Public Works would then be responsible for the running of these teen centers to
include hiring, firing and organizing activities.
Another possible solution (and definitely less costly) that would address this
concern is for the County Commissioners to call for an audit on a periodic basis.
Heart of the Keys Recreation Association,Inc.
Heart of the Keys Recreation Association, Inc. has from its' inception maintained
membership records, calendar of events, and a daily sign-in log sheet. Reports of
yearly statistics had been compiled and submitted when requested. Reports have not
been requested since 1994. See Attachment HKRA #1. We have, however,
maintained records of levels of service and target population served as you can see
by our documentation of the three month youth organization program survey,
Attachment F-4.
Upper Keys Youth Association, Inc.
No response for this item.
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County Administrator's Response:
The adopted "Monroe County Board of County Commissioners Organization, Programs
and Policy Guidelines for the Youth Organizations of Monroe County" does not require
service performance reports or statistics. Since the Board funds a number of community
service organizations without requiring performance reports or statistics, the County
Administrator will ask for clarification from the BOCC of their intent with regards to
requiring performance reports as a part of the budget process for youth clubs and other
community service.
It is the Administration's response that the County running such activities to the extent
identified in the BPAA audit response would probably produce greater overall expense
and somewhat less ability to be flexible and respond to local needs if community based
groups undertake the responsibilities. It is the policy of the Board of County
Commissioners not to organize, fund, and run these programs totally, only to provide
some fmancial assistance to assist the community in making these programs available.
These programs should then respond to individual community needs.
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2. The youth organizations do not keep detailed statistics on activity participation:
Finding(s):
During the audit, we requested that the youth organizations complete a survey of
activities provided during the months of January, February, and March, 1997. The youth
organizations do not always maintain detailed statistics of program participation as part
of their records.
In Section I of the survey, we requested that the youth organizations list all structured
programs for the months of January, February, and March, 1997 and the number of
children attending. In Section II of the survey, we requested that the youth organizations
list the hours the facility was open for unstructured activities and the number of children
attending (see Exhibits F1-F4 Youth Organization Program Surveys). The Agreements
do not address the information required to document activities provided to the children.
The level of service provided does not appear to be related to the level of funding
provided by the County.
The youth organizations should maintain statistics of participation in structured programs
and the participation level in unstructured activities.
Recommendation(s):
1. The youth organizations should maintain statistics on participation in the programs.
2. County Management should require that the youth organizations provide specific
program goals, objectives,performance measurements and results.
3. County Management should review the activity results with the budget requests
before funding is approved.
Youth Organizations'Responses:
Florida Keys Youth Club,Inc.
Our programs are now listed into six major activity areas and are done on a weekly
report to the office. Enclosed is a copy of our Key West unit.
Big Pine Athletic Association,Inc.
The BPAA believes that youth organizations should not be singled out within the
County to conform to this requirement. Various other organizations receive funding
from the County and are not held to this lofty.level. Clearly the results of this
finding (save for one Organization) do not warrant such drastic measures.
The BPAA believes that a more constructive approach that would alleviate this
concern would be for Monroe County Public Works Department under their Parks
and Recreation responsibilities assume control of all the funded Youth Centers.
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Public Works would then be responsible for the running of these teen centers to
include hiring, firing and organizing activities.
Another possible solution (and definitely less costly) that would address this
concern is for the County Commissioners to call for an audit on a periodic basis.
Heart of the Keys Recreation Association, Inc.
Heart of the Keys Recreation Association, Inc. has from its' inception maintained
membership records, calendar of events, and a daily sign-in log sheet. Reports of
yearly statistics had been compiled and submitted when requested. Reports have not
been requested since 1994. See Attachment HKRA #1. We have, however,
maintained records of levels of service and target population served as you can see
by our documentation of the three month youth organization program survey,
Attachment F-4.
Upper Keys Youth Association, Inc.
No response for this item
County Administrator's Response
The adopted "Monroe County Board of County Commissioners Organization, Programs
and Policy Guidelines for the Youth Organizations of Monroe County" does not require
service performance reports or statistics. Since the Board funds a number of community
service organizations without requiring performance reports or statistics, the County
Administrator will ask for clarification from the BOCC of their intent with regards to
requiring performance reports as a part of the budget process for youth clubs and other
community service.
It is the Administration's response that the County running such activities to the extent
identified in the BPAA audit response would probably produce greater overall expense
and somewhat less ability to be flexible and respond to local needs if community based
groups undertake the responsibilities. It is the policy of the Board of County
Commissioners not to organize, fund, and run these programs totally, only to provide
some financial assistance to assist the community in making these programs available.
These programs should then respond to individual community needs
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B. Employee Background Checks Lack Adequate Documentation:
Finding(s):
During our discussions with the Board of Directors and Program Directors of the Youth
Organizations, it was determined that all of the groups do informal background checks on
employees new to the area. However, we were unable to document that background
checks or drug testing were completed.
Item #6 of the Organization, Programs and Policy Guidelines for the Youth
Organizations of Monroe County dated September, 1993, requires the following hiring
policies for all Youth Organization employees by the Youth Organization's Board of
Directors:
1. Procedures governing the selection and appointment of the Program and
Administrative Directors.
2. Preemployment background, driver's license, fingerprint, child abuse registry and
personal/employer reference checks.
3. Preemployment drug testing.
4. Conditions and terms of employment.
In order to be in compliance with the adopted policy, the youth organizations should
prepare and implement stringent hiring policies and procedures. Background checks and
drug testing should be documented and retained.
Recommendation(s):
1. Written hiring policies and procedures should be adopted and implemented by the
youth organizations.
2. Background checks and drug testing should be completed and documented in
accordance with the Board of County Commissioners adopted policy guidelines.
Youth Organizations'Responses:
Florida Keys Youth Club, Inc.
All employees, volunteers are required to submit to a background check. We use
the Department of Juvenile Justice forms. We have provided a copy.
Big Pine Athletic Association, Inc.
The BPAA concurs with this requirement. This requirement would probably have
been satisfied by the majority of youth organizations if the "Organization, Programs
and Policy Guidelines for the Youth Organizations of Monroe County September
1993" (see exhibit A of subject report) was disseminated to the organizations on an
annual basis along with the notification of funding. The BPAA has conducted a
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background check through the Sheriff department on our Recreation Director. The
�' g p
BPAA believes that the County should help facilitate drug testing for all Youth
Organizations.
The BPAA believes that this point would also become mute if Monroe County
Public Works ran all funded Youth Centers.
Heart of the Keys Recreation Association,Inc.
Heart of the Keys Recreation Association, Inc. incorporated into our Employee's
Handbook the wording of Item #6 of the Organizations, Programs, and Policy
Guidelines for the Youth Organizations of Monroe County dated September, 1993.
All employees of the Marathon Recreation Center must comply with the hiring
stipulations. Any items missing from our employee's personnel file will be
corrected and documented. Any new employee will be held to the required hiring
policies and procedures.
Upper Keys Youth Association,Inc.
No response for this item.
County Administrator's Response:
Future funding agreements will include the "Monroe County Board of County
-- Commissioners Organization, Programs and Policy Guidelines for the Youth
Organizations of Monroe County" document to ensure that the organizations are aware of
employee background checks and other requirements.
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C. Key Documents Not Always Kept Current:
1. Non Compliance with Florida Statutes, Chapter 496, Solicitation of Contributions
Act
Finding(s):
The Youth Organizations have not always been registered with the Florida Department of
Agriculture over the audit period in accordance with Florida Statutes, Chapter 496,
Solicitation of Contributions Act. The following discrepancies were noted:
1. The Big Pine Athletic Association, Inc. did not initially register until 4/24/97.
2. The Heart of the Keys Recreation Center, Inc.'s registration expired 3/27/97. Since
the registration was not renewed, the Department of Agriculture canceled the
registration. HKRC is in the process of re-registering.
3. The Upper Keys Youth Organization, Inc.'s registration expired on 6/30/95. Since
the registration was not renewed, the Department of Agriculture canceled the
registration. The Upper Keys re-registered on 11/1/96. The renewal for 6/30/97 was
not renewed until 8/13/97.
The Florida Keys Youth Club, Inc. had filed and been granted an exemption with the
Depaitiiient of Agriculture. They have to file an Affidavit for Exemption each year. If
any facts or circumstances changed so as to alter the basis for the exemption, the
Department should be notified. The Department of Agriculture was not notified that the
Florida Keys Youth Club, Inc. had merged with the Boys and Girls Club of the Keys and
closed the registration on 7/10/97 because the exemption was not renewed.
Florida Statute 496.405 1 (a) states: A charitable organization or sponsor, unless
exempted pursuant to s. 496.406, which intends to solicit contributions in this state by
any means or have funds solicited on its behalf by any other person, charitable
organization, sponsor, commercial co-venturer, or professional solicitor, or that
participates in a charitable sales promotion, must, prior to engaging in any of these
activities, file an initial registration statement, and a renewal statement annually,
thereafter with the department. " Late fees of $25 per month can be assessed by the
department. If it is determined that an organization is operating in violation of Florida
Statutes, Chapter 496, the Department will seek its available legal remedies. Failure
to comply with this law may subject an organization to a cease and desist order and
fines up to $1,000 per violation.
The United Way requires an agency quarterly report form certifying that all required
forms are current. This form must be signed by the President or Chairman of the Board
and the agency Executive Director. See Exhibit C "Agency Quarterly Report Form".
15
All of the youth organizations should be in compliance with the Florida Statutes and their
Agreements. A periodic report similar to the Quarterly Report used by the United Way
should be instituted by the County to provide assurance that the Youth Organizations are
in compliance.
Recommendation(s):
1. The Youth Organizations should file their state registration forms with the Florida
Department of Agriculture on a timely basis.
2. County Management should consider requiring a signed agency report form on a
periodic basis to certify that all required forms are current.
3. The Youth Organizations should consider contacting the Department of Agriculture to
apply for an exemption which would reduce the paperwork.
Youth Organizations'Responses:
Florida Keys Youth Club, Inc.
We have complied with this statute.
Big Pine Athletic Association, Inc.
The BPAA concurs with this requirement. The BPAA conformed with this
stipulation upon becoming aware of the need to do so ( which was well before this
audit). The County should not single out Youth organizations in enacting any
procedures that would ensure compliance with the Florida Department of
Agriculture.
This requirement would become mute if public Works ran the Youth Centers.
Heart of the Keys Recreation Association, Inc.
Thanks to this internal audit, Heart of the Keys Recreation Association, Inc. was
alerted to the fact that our registration had expired and was canceled by the
Department of Agriculture. We are in the process of re-registering and now have a
"tickler file" so that all required forms are current and renewed on a timely basis.
Upper Keys Youth Association, Inc.
No response for this item.
16
County Administrator's Response:
The County Administrator will ask for clarification from the BOCC of their intent with
regards to requiring youth clubs and other community service organizations to submit
proof of Federal Income tax filings and compliance with Florida Statutes, Chapter 496.
It is the Administration's response that the County running such activities to the extent
identified in the BPAA audit response would probably produce greater overall expense
and somewhat less ability to be flexible and respond to local needs if community based
groups undertake the responsibilities. It is the policy of the Board of County
Commissioners not to organize, fund, and run these programs totally, only to provide
some financial assistance to assist the community in making these programs available.
These programs should then respond to individual community needs
17
2. Upper Keys Youth Association IRS Form 990 (Return of Organization Exempt
From Income Tax) Not Filed on a Timely Basis
Finding(s):
The Upper Keys Youth Association's Federal Tax Form 990 (Return of Organization
Exempt From Income Tax)was not filed for the year ended June 30, 1995, until October,
1996.
The Federal Tax Form 990 is required to be filed by the 15th day of the fifth month after
the end of the annual accounting period. The Upper Keys Youth Organization's Form
990 should have been filed by November 15, 1995. A penalty of $10 per day can be
assessed by the IRS when a return is filed late.
All Federal Tax forms should be filed by the due dates to avoid penalties. A periodic
report similar to the Quarterly Report used by the United Way should be instituted by the
County to provide assurance that the Youth Organizations are in compliance.
Recommendation(s):
1. The Upper Keys Youth Association, Inc. should file their Federal Tax Form 990 on a
timely basis.
2. County Management should consider requiring a signed agency report form on a
periodic basis to certify that all required forms are current.
Youth Organizations'Response:
Upper Keys Youth Association,Inc.
One year our volunteer treasurer neglected to file our 990. As soon as this was
discovered I had this corrected. The IRS understood the circumstances and did not
penalize us. We now have a volunteer CPA and should be able to keep up with
proper filing requirements.
County Administrator's Response:
The County Administrator will ask for clarification from the BOCC of their intent with
regards to requiring youth clubs and other community service organizations to submit
proof of Federal Income tax filings and compliance with Florida Statutes, Chapter 496.
18
D. Inconsistent Documentation of Executive Director's Salary at Upper Keys Youth
Association,Inc.
Finding(s):
During our audit of payroll, we noted several inconsistencies in the documentation
confirming the salary of the Executive Director of the Upper Keys Youth Association,
Inc.
The President of the Upper Keys Youth Association, Inc. resigned and became the
Executive Director on January 29, 1993. The salary of the Executive Director was not
documented at this time.
The first Board of Directors Minutes that could be located relating to the Executive
Director's salary was dated January 26, 1994. The Minutes stated that the salary for the
Executive Director would be $10.00 per hour, with an expected work week of 40 hours
for the months of January, February, and March, 1994. Since time records were not
maintained, we were unable to determine the actual hours worked per week.
The Board of Directors Minutes dated June 29, 1994 stated a "reconfirmed payroll of
$28,000 for the Executive Director". A review of payroll checks written from 06/13/94
to 11/14/94 revealed that the weekly gross payroll was $615.38, which totals to
approximately $32,000 per year. Beginning with the •11/21/94 payroll, the Executive
Director stated that a voluntary pay cut to $500.00 per week was taken.
During the latter part of 1996, the Executive Director did not always take her weekly
payroll checks due to lack of funds. The W-2 for 1996 reported wages of $18,900.
According to the Executive Director of the United Way, in August, 1996, the United
Way suspended their allocation of funds to the Upper Keys Youth Association based on
the fact that certain documents were missing. See Exhibit D- 1 United Way Monroe
County Funding Letter. In February, 1997, the Board of the United Way reviewed
allocations for 1997 and felt that the UKYA was not providing a sufficient level of
service to the Upper Keys youth. As a result, the suspension of allocations was made
permanent. During 1997 the Executive Director began issuing checks on a sporadic basis
for her payroll. The UKYA Board of Directors Minutes of May 5, 1997, stated that there
was "still not enough money in the kitty to pay the Executive Director her back wages".
The budget of UKYA should be reviewed by their Board of Directors because of the
funding reductions. After the budget review the Board of Directors should clearly state
the salary of the Executive Director. Good internal control dictates that the salary or
hourly wage should be stated, substantiated with documentation and paid on a consistent
basis. Time records should also be kept as a good internal control.
19
Recommendation(s):
1. The Board of Directors of the UKYA should reevaluate the Executive Director's
salary based on current budget constraints.
2. The salary or hourly wage should be documented and paid on a consistent basis.
Youth Organizations'Response:
Upper Keys_Youth Association,Inc.
Funding this year has been very bad. I believe that if I decide to do without pay
then I should not be criticized for it. I founded this organization to try to help the
local children not to make money. Yes, I have to survive financially just like
everyone else. I took on an extra job where they understand the hours I have to
spend with the children so that I can continue to run the youth center. The hours for
Director were always in excess of 50 hours.
County Administrator's Response:
No response required from the County Administrator. Response should come from the
Upper Keys Youth Association.
20
E. The Agreement Between the Upper Keys Youth Association, Inc. and the Monroe
County Board of County Commissioners Was Not Witnessed By Two Upper Keys
Youth Association Board Members:
Finding(s):
During our review of the Minutes of the Board of Directors of the Upper Keys Youth
Association, Inc., we noted that the Agreement to provide recreational services for the
County for fiscal years 1995/96 and 1996/97 did not contain the required signatures of
two members of the Board of Directors, along with the signature of the Executive
Director.
At an emergency meeting on January 29, 1993, the President resigned and became the
Executive Director. The President resigned because the UKYA was to begin receiving
temporary HRS funding and the Executive Director was to begin receiving a salary. The
scope of duties of the Executive Director was also assigned at the emergency meeting.
�._ "It was agreed by all the Board Members present that the Director shall continue with
all responsibilities of negotiating all grants and contracts pertaining to the Youth
Association, with the exception that all final contracts signed will be witnessed by two
Board Members." There was one witness signature on the 1996/97 Agreement, but the
handwriting was illegible. Therefore, we were unable to determine if it was an Upper
Keys Board Member's signature.
Any contract or agreement executed by the Executive Director should be in accordance
with the scope of duties assigned during the January 29, 1993, Board meeting that states
two Board Members must witness any contracts signed by the Executive Director.
Recommendation(s): 1
1. Two Board members need to sign the Agreement if the Executive Director contracts
for the Upper Keys Youth Association, Inc.
2. The County Attorney should consider including a printed or typed name for witnesses
on the Agreements.
Youth Organizations'Response:
Upper Keys Youth Association
No response for this item.
County Administrator's Response:
The County Administrator will ask the County Attorney to include witness signature
spaces on the Agreements.
21
F. Insurance Coverage Not Maintained By Upper Keys Youth Association,Inc.
Finding(s):
During our review of the insurance policies of the Youth Organizations,we noted that the
Upper Keys Youth Association, Inc.'s insurance policy was canceled in June 1996, for
nonpayment.
In their Agreement, the UKYA agrees to indemnify and hold harmless Monroe County
Board of County Commissioners from any and all claims for bodily injury, personal
injury, and property damage. The Executive Director stated there was insurance in force
and submitted a binder. After repeated requests for documentation that the insurance had
been paid we spoke with the insurance agent who stated the policy was canceled for non
payment. The Executive Director stated she was unaware the insurance had been
canceled and would look through her records to see if there was another policy.
Following the auditor's discussion with the Executive Director a new insurance policy
I '.
was obtained on October 13, 1997.
Insurance coverage should be maintained by the Upper Keys Youth Association, Inc.
Recommendation(s):
1. Insurance coverage should be maintained at all times.
Youth Organizations'Response:
Upper Keys Youth Association,Inc.
No response on this item.
County Administrator's Response:
Under the existing contract, the Upper Keys Youth Association is required to hold the
County harmless for potential problems. There is no specific requirement for the
maintenance of insurance. It is the County's understanding that presently insurance does
exist to fulfill the requirement. The Risk Management section will follow up to be sure.
Any insurance in place is appropriately identified to the County.
22
_J L
G. Inadequate Invoice Documentation
Finding(s):
Our review of all invoices reimbursed to the Youth Organizations by the County from
October, 1995, through August, 1997, revealed that the Upper Keys Youth Association,
Inc. did not provide proper documentation of expenses for reimbursement.
The UKYA only submitted copies of canceled checks, to receive reimbursement for
payroll and applicable payroll taxes. The canceled checks were issued to the employee
and checks for payment of payroll taxes were issued to TIB Bank. Support for the gross
payroll and payment of applicable payroll taxes was not provided. The Clerk's
Accountant in Attachment A to the Agreements explains expense reimbursement
requirements for payroll as follows:
A certified statement verifying the accuracy and authenticity of the payroll expenses.
If a Payroll Journal is provided, it should include:
Payroll Journal dates
employee name, salary, or hourly rate
hours worked during the payroll journal dates
withholdings where appropriate
check number and check amount
If a Payroll Journal is not provided the following must be listed:
check number, date,payee, check amount
1t support for applicable payroll taxes
Attachment A is not adequate. Copies of canceled checks meets the criteria of
Attachment A but does not provide adequate documentation. Payroll information should
include a payroll journal. It should include dates, employee name, salary or hourly rate,
hours worked during the payroll journal dates, withholdings, payroll taxes, check
numbers and check amounts.
If reimbursements are not based on receipt of proper documentation, improper payment
could be made, such as for penalties and fines.
Recommendation(s):
1. The Clerk's Finance Department should amend Attachment A to require appropriate
documentation to ensure that reimbursement is provided only after receipt of adequate
documentation.
23
r
i Youth Organizations'Response:
Upper Keys Youth Association, Inc.
Do not understand this statement as I believe our treasurer had all payroll logged
accurately.
•
County Administrator's Response:
No response required from the County Administrator. Response should come from
Upper Keys Youth Association, Inc.
Clerk's Finance Department:
The Clerk's Finance Director is in the process of revising Attachment A which can be
attached to the Human Service Organization contracts for FY 99. These revisions will
include appropriate payroll information and adequate support so as to ensure proper
reimbursement.
24
it
( ! H. Ineligible Expense Reimbursed
Finding(s):
During our review of invoices submitted to the County for reimbursement, we noted
that in January 1996 the Florida Keys Youth Club, Inc. was reimbursed $256.00 in
January 1996 for membership and meals paid to the Key West Sunrise Rotary Club.
Memberships and related expenses are not allowed according to the Clerk's'procedures.
The Clerk's Finance Department reduced the last payment of the FKYC for fiscal year
1997 by $256.00 to reimburse the County.
The review of invoices submitted for reimbursement should identify any expenses not
eligible for payment.
11
Recommendation(s):
1. The Clerk's Finance Department should follow the established procedures to ensure
that reimbursement is provided only after receipt of allowable expenses.
Youth Organizations'Response:
Florida Keys Youth Club,Inc.
This has been corrected.
County Administrator's Response:
No response required from the County Administrator.
_ Clerk's Finance Department:
The Deputy Clerk responsible for processing the Youth Organization payments has met
with the Finance Director to review allowable expenditures to ensure proper
reimbursement.
25
VL Exhibits
Exhibit A
Organization, Programs and Policy Guidelines
For the Youth Organizations of Monroe County
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
ORGANIZATION, PROGRAMS AND POLICY GUIDELINES
FOR
THE YOUTH ORGANIZATIONS OF MONROE COUNTY
September 1993
The Monroe County Board of County Commissioners recognizes
the need to provide for wholesome recreational and educational
activities for the youth of Monroe County during their free hours
from school.
The Monroe County Board of County Commissioners therefore is
committed to providing suitable facilities and an annual
apportionment of equitably distributed funds in direct support of
the Board of County Commissioners ' recognized and approved Youth
Organizations of Monroe County.
However , the Monroe County Board of County Commissioners
reserves the privilege of insuring that the organization,
management, programs, policies and procedures of the Youth
Organizations are in keeping with the highest ethical, moral and
social principles.
Therefore , in order to be recognized and supported by the
Board of County Commissioners as an approved Monroe County Youth
Organization, the Organization must demonstrate and sustain
compliance with the following organization, programs and policy
guidelines and philosophy.
1 . The Youth Organization is to be incorporated as a
not-for-profit-organization in compliance with Section
501(c) ( 3 ) of the Internal Revenue Code .
2 . The Youth Organization shall be managed and the
corporate powers exercised by a 7 member (or larger) Board
of Directors elected by the adult membership of the Youth
Organization.
3 . The Youth Organization Board of Directors shall annually
hold a meeting of the Corporation for the purposes of the
election of the Directors and Officers and the presentation
of an annual report, a copy of which is to be provided to the
County Commission.
•
1
ORGANIZATION, PROGRAMS AND POLICY GUIDELINES
^ FOR
THE YOUTH ORGANIZATIONS OF MONROE COUNTY
September 1993
Page Two
4 . The Youth Organization Board of Directors shall develpp
and adopt Corporation Bylaws which shall, as a minimi4m,
include the following:
A. Purpose of the Corporation
B. General membership composition
C. Board of Directors composition, qualifications ,
powers , tenure, termination, and responsibilities .
D. Officer elections, duties and responsibilities
E. Board Supervision of the Program and Administrative
Directors and their duties and responsibilities.
. F. Committees, including member appointments ,
programs, personnel, building and grounds , fund
raising, public relations , and finance.
ui(
• G. Prohibition of the use of Alcoholic Beverages ,
Tobacco Weapons and Drugs .
5 . The Youth Organization Board of Directors shall develop
and adopt a Corporation Policy and Procedures Manual which
shall include:
A. A Code of Personnel Policies governing employment
conditions in the Youth Organization, including a
grievance procedure to hear appeals of employees
against any violation of Personnel Policies.
B. Procedures for the hiring, disciplining and
dismissal of the Youth Organization employees .
C. A drug, alcohol , and no smoking policy.
D. Pre-employment drug testing.
E. Employee Progressive discipline procedures.
F. Equal Employment Opportunity provisions .
ORGANIZATION, PROGRAMS AND POLICY GUIDELINES
FOR
THE YOUTH ORGANIZATIONS OF MONROE COUNTY
September 1993
Page Three
G. Acceptable types of recreational and educational
programs .
H. Procedures, staffing and chaperone requirements for
the everyday operation and special events of the
Youth Organization.
6 . The Youth Organization Board of Directors shall develop
and adopt hiring policies for all Youth Organization
employees to include the following:
A. Procedures governing the selection and appointment
of the Program and Administrative Directors .
B. Pre-employment background, driver ' s license,
fingerprint, Child Abuse Registry and
personal/employer reference checks .
C. Pre-employment drug testing.
D. Conditions and terms of employment.
7 . The Youth Organization shall develop and adopt Position
Descriptions and Qualification criteria for all Youth Club
employees. The Program (Youth Organization) Director' s
qualification criteria shall include :
A. A bachelor ' s degree and a minimum of two years of
supervisory and/or management experience working
with typical youth activity organizations; or
B. A master ' s level degree can substitute for one year
of the required experience; or
C. Extensive experience with youth activity
organizations in a supervisory or management
capacity may be substituted for the educational
requirements .
8 . Initially, the Youth Organization Board of Directors
shall submit copies of their "Not for Profit" designation,
Corporate By Laws , Policy and Procedure Manual, and employee
position descriptions to the office of the Monroe County
Administrator.
3
•
•
ORGANIZATION, PROGRAMS AND POLICY GUIDELINES
FOR
THE YOUTH ORGANIZATIONS OF MONROE COUNTY
September 1993
Page Four
•
The County Administrator will then in turn report to the
Monroe County Board of County Commissioners as to whether the
Youth Club is in compliance with the Commissions ' guidelines .
Subsequently, the Youth Organization Board of Directors
shall submit copies of all amendments to the above noted
corporate documents for review by the County Administrator.
The County Administrator shall notify the Board of
County Commissioners of any instance or event noted to not be
in compliance with the Commissions ' Organization, Programs
• and Policy Guidelines . Any such non-compliance by any Monroe
County Youth Organization could jeopardize the County
Commissions continued support thereof .
• Prepared by
•
Thomas W. Brown
• County Administrator
and
Amended by the Monroe County Board of County Commissioners
September 15 , 1993 .
1'
Exhibit B
Activity Programs
B-1 Heart of the Keys Recreation Association, Inc.
B-2 The Florida Keys Youth Club, Inc. / Boys & Girls
Club of the Keys
B-3 Big Pine Athletic Association, Inc.
B-4 Upper Keys Youth Association, Inc.
Marathon Recreation
Center
Heart of the Keys Recreation Association, inc.
1 1997 Activities Report
Center operates daily according to scheduled activities, meetings or special programs.
School term : September thru 2nd week of June
Organized activities from 3 - 6 p.m.
Activities: Homework Hour 3:30 - 4:30 p.m. Mondaythru Thursday
Open activities - arts & crafts, board games, etc. daily
Volleyball Games - Mondays& Wednesdays 4:30- 6:00 p.m.
Basketball Games - Tuesdays& Thursdays 4:30- 6:00 p.m.
Open activities - Fridays
*Seperate Dances for elementary students and middle/high students are held once
a month from 7 - 9 p.m.
*The recreation center also coordinates and assist with the Marathon Youth Club
a seasonal football/cheerleading program. Practices are held daily from 6 - 8 p.m.
from August until mid- December. Games are played Saturdays beginning in Sept.
thru mid-December. The required ages for participation are 7 - 15 yrs.
*Recreation Center hosts a Basketball Program for the months of January thru mid-march
the basketball program is for ages 7 - 15 yrs. Practices are held daily and games played
twice weekly during the season.
Summer Activities: June thru August
Open activities daily 1:30 - 6:00 p.m.
Summer activities include organized volleyball, softball and basketball games
i Miscellaneous arts, crafts and video games.
B-1
r-
I
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. ,
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TO.
i
1
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1
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Come see the new Club Bounce
in the Boys & Girls Clubs' building
1 next to the airport (formerly known as the Teen Center)
Separate dances for elementary school age & middle school age
I _
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Yc th Club geigsl 1111 U11
• Opens daily Qus route
at 3:30 p.m. Porter Place/Safeport 4:20
(Monday thru Friday) Fort Village 4:30
George Allen 4:40
• You can ride the bus Bayview 4:45
Park. Youth Club 4:55
from Bayview
(12 & over only)
Sports Practice 5:00 p
• Come play the Porter Place/Safe Port 5:15
NEW VIDEO GAMES, (12& over only)
Fofoosball, pool and 12&Village
r ) 5:25
ping-pong tables. George Allen 5:35
(12 & over only)
Basketball and Bayview 5:40
tetherball outside. (12 & over only)
Youth Club 5:45
• Don't forget, every (12 & over only)
g Bayview 6:00
Friday night dance Fort Village 6:10
with top local DJ's. George Allen 6:20
6 p.m. - 10 p.m. Porter Place/Safeport 6:30
Youth Club 6:45
, George Allen 7:00
''i Fort Village 7:10
Porter Place/Safeport 7:30
LYvC�0 VAIN
Sports Practice P/U
- -
1I Ii l
•
•
•
,__, BPAA NEWS
, Volume 3 Issue 1 June 1997
• NEWS & COMMENTARY • SPORTS & RECREATION
PRESIDENT'Sforget let the kids have a fun
The Blue Heron Youth Center
)7 ` yy'' night out!
CORNER ,' et'*'', � k 11 4i 41A w rfl `i,,k; Ar•
ByGlenn Casselman �,`s-1 '. M M4es �`Y ' 1 a I. t`',i The Blue Heron will be open from
��F4iw t/i�'r ; i`i qt.. f.. Y•,.t S:OOAM — 7:00PM Monday
��1,,.i.a t,%, r-,,k ;� h P 1•4, r1ti through Friday and from 10:00AM
The summer months hav I +I `�� t u ;: dt t ; �;'. i'S ,
�1 ,.,'.. . t r r q� ,Jl,1 until 4:00I M on Saturday for youth
traditionally been a rather slow time r ' J � ii't.` 1.` ' 'e k��• ?a F .„ , ` ages 10-17. We are also Manning
W4 •.y �». + t ,I planning •
for the BPAA, but not so this year. r a T L .+- t +� }i) r^ = on some late hours oil Monday and
The youth center will be open every l ff . - x r� W •' , 4 ,;r Thursday until 9Ph9. Children
day complete with exciting new • ,ft ,%"� -, � t-
b _ ; 1• i': 4 under the age of 10 are welcome to
activities. This summer our kids µ-�--•� r ,,
} r r ' .,,,1--�° ► t use the Blue 1-leron facilities but
Will have a wholesome ding lice i 1 ..--' L~' •+
b y ,, I w�; • ; + N; they must be accompanied by a
place to play and learn. On ■"^"` ��R� �•} ;'" parent at all times. We have
Sundays the Blue Heron will be , 1� - f i 1 .4.4'""°
ybasketball, pick-up roller hockey, .
available for family activities like pool, ping pong, foosball,
picnics! Check out Tom Hurd's i tetherball, sand volleyball and
"Blue Heron Youth Club" article BLUE{ HERON many board games to try. For those
for more details. The first (perhaps youth wishing to increase their
annual) soccer camp starts in early YOUTH strength and endurance for sports,
August. This activity should we now have a weight bench,
provide a head start for all kids just CENTER dumbbells and weights so you can
itching for the season to begin By Thomas Hurd work out! There is a large selection
again. More details can be found in of National Geographic and Natural
Wendy VanLeuven's article titled There were teen dances and socials History magazines for reading. Our
"Soccer Camp". This issue also at the Blue Heron on March 2IS+ new computer has reference
contains a guest commentary by and May 911). Both of these events materials an encyclopedia and some
Peter Ilchuk of the United Way of were a big success. About 25 youth other useful functions.
Monroe County. The BPAA is one showed up at each and had a great
of the charities that benefit from time. They played basketball under Our summer schedule of activities
your contributions to this the lights, rollerbladed, shot pool, for the Youth Center will include
worthwhile organization. danced and generally enjoyed Arts & Crafts on Thursdays from
themselves. Our dances will be 10-12 and there will be Drama &
Have a great summer and don't taking place regularly on the second Theater on Tuesdays from 10-12.
forget to come to the membership Friday of each month from 7-
There will be soccer skills taught
meetings at the Blue Heron on the 9:30PM. Dino the DJ will be on Wednesday and Friday from 10-
second Tuesday of each month at playing the tunes and we will be 12 and weightlifting on Monday,
7:00PM. selling sodas and chips. Admission Wednesday and Friday from 9-10.
is $1.50 for BPAA members and We hope to have sonic game
$3.00 for non-members. So don't tournaments, movie and popcorn
B-3
2 BPAA NEWS
days, as well as several informative Marc McCoy, Brooks Cantler,
activities such as first aid for youth Keith Jones, Brandon Zart, and But volunteerbove all, fundraisers
aff take a lof
and bicycle repair. Watch for the of and staff time of
Owen Poole. Great Job Coaches! BPAA and other organizations. It
schedule to appear in our local Special thanks to the umpires; means that time that could be spent
papers or just stop by the Blue Larry Erskine, Al Palladino, Torn • helping our kids and others in the
Heron to check it out. Felton, Glenn Casselman, and John
community— things that the
Carter, Good Calls! Also a special volunteers and staff • of local
If you are planning a birthday party thanks to President Jim VanLeuven
to
for one of your children why not and his board members, without raise t'theesd o funds to perateell-- is spentying eve y
have the party at the Blue Heron them the year wouldn't have
Youth Center and provide a few worked. month.
hours of outdoor fun for the kids.
it go
All of our activities are available as Last, A very special thanks to well Whatorust,rainedet oesn
out?iserdWill'
ll'next
well as charcoal grills and Player Agent Vickie Eder for her month's bills be paid? Will
restrooms. Keep the mess out of extra hard work with the concession
your house and have fun doing it. stand and the players. Without her •
people gavee sending la a check? If
Just contact Tom at the Youth dedication to excellence this year United that check e through
Center for more details. wouldn't have been the success it ould ,bey, h to'tor
was. Excellent Job, Vickie! shine.
We are increasing our hours for the
summer vacation time so that our Once again congratulations to all Notpossibleyou
youth will have somewhere to go say? A dollar a
the players, coaches, and all the week contributed to United Way
and something positive to do during volunteers for a ear!
their break. Please don't forget that greatY through payroll dcdticlion on the
we can always use adult volunteers job from less than half the wage
especially if you have any talents in earners in Monroe County would
• art, crafts or sports that you would WIIY GIVE TO fully fund the 15 United Way
agencies (including BPAA) and
• like to share with the kids. Just call
`� WAY? still leave money to fund other
Tom at 872-0292. UNIT
agencies.
By Peter Ilchuk
BIGPINE It would be easy to say "Because If payroll deduction is available to
BPAA gets $500 a month, every you at work, why not sign up for a
dollar a week. You can even
LITTLE month to help operate our designate BPAA as your
programs." But then you will say, preference. And if it's not
LEAGUE "Why not simply give direct to BPAA?" And that's the most available, why not encourage your
employer to set up a program?
. By Wendy VanLeuven difficult thing
to understand: United Way. of Monroe County
Giving through United Way of makes it easy. Give them a call at
•
Big Pine Key Little League has Monroe County is better than 296-3464.
•
finally come to au end. giving "direct" to BPAA or any of
Congratulations to all the Minor the other community agencies that
League and Major League Players also receive monthlyallocation One final, important note: D
and Coaches for a great season. checks.
you donate to United Wayo llars of
Closing Ceremonies are held Monroe County go only to support
Friday, June 13, 1997. Each Child The fact is no one really gives County.local n It'sil groups in Monroe
will receive a trophy. 1S1 and 2"d "direct" to a charity. They run by a volunteer
give in board of local residents with only
Place Teams will also receive a response to a fundraiser. one staff person. It's among the
! ribbon. Thanks to all the players, Fundraisers cost money, often far most efficient charities in America.
coaches, and other volunteers who more than the 15% or less that
helped make this a great year. United Way spends to raise and
And it will mean the volunteers at
administer the money it distributes. BPAA and other local agencies can
Special thanks to the coaches; Tom
Erb, Kandi Strock, Skip Dwyer, get on with what they do best:
helping others enjoy sports and
B-3
r—
3 BPAA NEWS
recreation programs, get day care BPAA WEB
services, find shelter if they are r
abused women or children, obtain SITE
emergency services after a fire or a
disaster strikes, learn to read or
- meet the needs of our retarded HTTP:\\HOME.Sprynet.Com j BIG piNr, SPORTS, 4'n1
. citizens. Giving the United Way is \Sprynet\dicasgb
net\dicas b
best for all of us! The web site contains current . INC.
information on all BPAA events. 203.Key Deer Boulevard •
Big Pine Key, Florida 33043
KEYS CUDAS SOCCER Main 872-1199
SWIM TEAM Fax. 872-7337 Gary J.Payn
CAMP
By Glenn Casselman By Wendy VanLeuven
The Keys Cudas Swim Team vhil l
continues to practice and accept Welcome Soccer Lovers to a whole 1��} „
new swimmers. To sign up just new experience for Big Pine Key KEY COLONY BEACH REALTY, INC.
attend the practice at the Sunshine Soccer... Soccer Camp! Soccer JoAnn A. Ncuratli
Camp will be held August 4 1997 rrevye
Key Campground swimming peel. 220 Key Colony Beach., Cvneway Mee:13051280-0521
to August 8, 1997 from 6:00 p.m. P.O.Box 510095 1.800.766•5011
Practices and signups are every
Tuesday, Wednesday, and to 9:00 p.m. at John Watson Field. Key Colony reach enx:13os128B-3551
J3051.0D!IS Res:13051 872. 552
Florida
Pl
Thursday at the following times: •
This event will be sponsored by the
Tampa Bay Mutiny and The Big -- ---. •• •--_________
Ages TimePine Athletic Association. For more I YJP -21'10
information contact the Bluecron
8 and under S:UU 5:451'M Il To ni s ;4-- .
9-10 5:45 6:30PM Youth Center at 872-0292 from
9:00 a.m. to 4:00 p.m. Hope you Vinyl Siding
l l 18 6:30 7:30PM will all come and join us for this Shutters
Please arrive at least 20 minutes new and exciting experience! Aluminum Work I
early to complete the initial (305) 872-'1356j
registration. There is a $15.00 Licensed • insured
registration fee along with pool BPAA Hotline
costs that are $30.00 per month for
one child, $40.00 per month for 872-4094. TURLEY'S TAX SERVICE
two children and $45.00 a month Mobilo Service backed by:
for three or more. As always your • NadoialAmBocladm Experience
BPAA me[itbershi� ($15.00per aTarPrscddmws lntogrity
! Professionalism
year as of April 1st 1997) must be •
up to date to participate in any '
MEMBER
BPAA event.
AL 5.Box a54 JERKY TURL
Big Pine Key,FL 33043 305-872-0;
— This year we have 57 kids enjoying - --_
themselves at local competitions. i
The season will conclude at the end I.
M�+®/''/®
of July. For more information on e++►► b
this activity please contact Henry or SYNTIIETIG LUBRICANTS
Joanne Singleton at 872-2861. WILL MILLER CDR USNR RET.
3' • AMSOIL DEALER
Nova Engineering
1 107 Key Plaza II113
Q I G PINE ~ Key west,FL 33040
UNITED METHODIST CHURCH •
t305J-745-1332
•
REV. RICHARD DERRETH
Pastor
Koy Deer Blvd. Church 011ice:305-672.2470
Die Pine Key.FL 33043 - 'Homo:305.072-9307
B-3
UPPLE ►, [LEM �l0U4(�l GIOCM.411 dUD
9 V MOOD AWLS }._..
J:p�iaeii'�s �1
v isk 7 I • 1. :�
--Cy 305-852-2620 ''�
1:j 1 I 1 ...1� I
; AUTUMN AND WINTER 1997-98 )III
SUNDAY: NOON - 5PM
MONDAY: CLOSED
TUESDAY: 2.15 - 5.30 PM
WEDNESDAY: 2.15- 5.30PM
THURSDAY: 2.15- ?
FRIDAY 2.15- 9PM
SATURDAY NOON- 9PM
HOMEWORK HOUR WILL BE ONE HOUR AFTER SCHOOL , TUESDAY TI!ROUGH
FRIDAY.
4H CHILDREN DON'T FORGET YOUR SCHEDULE ON CLEANING AND FEEDING YOUR
SMALL ANIMALS.
SEPTEMBER 20TH WE WILL BE TAKING 4H MARINE SCIENCE CHILDREN TO DUCK
KEY DON'T FORGET TO GET YOUR FORMS IN.
4H JUDO TEAM OR NEW CLASS MEMBERS, NEW HOURS WILL BE ANNOUNCED FOR
YOUR CLASSES, AS THEY WILL NOW BE HELD AT THE YOUTH CENTER. DON'T
FORGET TO CHECK IN TO FIND OUT YOUR NEW SCHEDULE.
SUNDAY'S WILL BE BEACH DAY, UNLESS WEATHER PROHIBITS_ WE SPEND
BEACH DAY AT HARRY HARR I S PARK. WHEN THE WEATHER COOLS OFF WE MAY
CHANGE TO BASKETBALL FOR THE WINTER.
IMPORTANT WE NEED PARENT INVOLVEMENT!
PLEASE CALL THE YOUTH CENTER TO VOLUNTEER!
B-4
Exhibit C
History of County Funding
Exhibit C
History of County Financing
Fiscal Year
92/1993 93/1994 94/1995 95/1996 96/1997
Upper Keys Youth Association, Inc. 3,000 33,600 33,600 33,600 33,600
Florida Keys Youth Club, Inc. 30,000 30,000 30,000 30,000 30,000
Heart of the Keys Recreation Association, Inc. 14,000 18,000 18,000 18,000 18,000
Big Pine Athletic Association, Inc. 14,000 18,000 18,000 18,000 18,000
' — I ] L -' - J 1 - -I - ' --
i 1
•
Exhibit D
D-1 United Way Of Monroe County Funding
Letter
D-2 United Way of Monroe County Annual
Agency Allocations Request
•
Office: Mailing:
1019 Flagler Avenue,Key West,FL P.O.Box 1616,Key West,FL 33041-1616
The New United Way of Monroe County 305-296-3464 Fax:305-296-2117
September 23, 1997
Sandra Mathena
Office of the Clerk
Post Office Box 1980
Key West, FL 33041-1980
Dear Ms. Mathena:
Thank you for your request regarding information on United Way of
Monroe County's relationship with Upper Keys Youth Association and other
Keys youth groups funded by both United Way and Monroe County. I am
enclosing a copy of our application for annual allocations.
We expect certain key documents to be kept current and a quarterly
update form agencies are asked to sign indicate our most current
information. If more current information is available, they supply it.
Key documents that must be current include an IRS letter indicating
status as a 501 (c)(3) corporation, registration under the State Charitable
Solicitation Act, IRS 990 filing and CPA financial review (as opposed to
"audit"). In addition, the agency must have a volunteer board of directors and
provide services to Monroe County residents with the funds received from us.
In June 1996, we contact Upper Keys Youth Association regarding
various documents that were not current. In August we took action to
suspend allocations based on the fact that current documents were missing.
Specifically, their IRS determination letter, which had expired June 30,
1996, but was under a 90 day grace period, and no 990 form or financial
review for the previous year.
We were supplied with copies of signed receipts for documents mailed
to the State Secretary of Agriculture and the IRS in late September allegedly
indicating that forms had been filed with them. [We did receive a copy of the
IRS determination letter in early 1997.] We received copies of their 1994
and 1995 IRS 990 forms signed August 28, 1996. Only a CPA compilation of
financial information was provided.
United Way is a tax exempt charitable organization registered under state and federal law.(Reg.#SC-00086.TaDeh1 1154-03-onI26-56C,EINUS9-I2886301"A COPY OF THE OFFICIAL REGISTRATION AND FINANCI,
INFORMATION MAY BE OBTAINED FROM THE DIVISION OF CONSUMER SERVICES BY CAI LING TOLL FREE.WITHIN THE STATE.1.800-435-7)52 REGISTRATION DOES NOT IMPIY FNDORSF:MFNT.APPROV
Oil nrcoMMrNDArION BY)I If S1AI 1"
In February 1997, the Board reviewed allocations for 1997. We had
experienced significant drops in revenues from traditional sources (although
payroll deduction donations continued to increase). In examining the
agencies seeking funding, the Board felt that the UKYA was not providing a
significant level of service to Upper Keys youth and that other needs in the
community were greater. As a result, we made the suspension of allocations
permanent, and ceased funding UKYA as a United Way agency.
We also provide funding the the Marathon Teen Center and the Big Pine
Athletic Association. We also funded the Florida Keys Youth Club in Key West
until their merger with the Boys and Girls Clubs of the Florida Key , who are
now recipients of the allocations previously provided FKYC.
If I can assist you in any other way, please give me a call.
Sincerely,
PETER K. ILCHUK
EXECUTIVE DIRECTOR
D-1
UNITED WRY OF MONROE COUNTY
ANNUAL AGENCY ALLOCATIONS REQUEST .
CHECKLIST
Agency: Date:
1 . Tax Exempt Status Documentation
(Enclose copies with first application for funding.)
la IRS Determination Letter.
IRS Tax Exempt No.
FL Dept. of Agriculture & Consumer Services Reg. No.
FL Dept. of State nonprofit corporation Reg. No.
FL Dept. of Revenue State Tax Exempt No.
2. Names, Addresses, Phones, Affiliations of Board Members.
[Enclose]
3. Annual Financial Report reviewed by CPA.
[Enclose]
4. Copy of IRS 990.
[Enclose]
5. Statement of Service to the Community.
This statement should list those human health and welfare benefits
provided to the community including the following points: agency mission,
programs/services provided this year, target population served, number of
unduplicated individual units of service, geographic areas covered and
overall objectives and assessments.
6. Budget for upcoming year for which funds are requested.
Please submit a copy your approved budget on the forms you use and fill
out only the summary sheet enclosed based on the budget submitted.
D-2
UNITED Wily OF. MONROE COUNTY
ANNUAL 'AGENCY ALLOCATION REQUEST
FINANCIAL REPORT SUMMARY
[Please submit a copy of your board approved budget on the forms you ordinarily use and fill out the summary below
from those budget figures.]
FISCAL YEAR FROM TO _
— LAST YEAR THIS YEAR NEXT YEAR
REVENUES ACTUAL BUDGETED PROPOSED
Fees and grants from government agencies
Program service fees ----
Allocations from associated organizations
Investment income
Other revenue
Special events receipts
Non government charitable contributions
REQUESTED UNITED WAY ALLOCATION
TOTAL REVENUE
EXPENSES
Personnel (wages, benefits taxes)
Fund Raising
Operations
--- — -------
' TOTAL EXPENSE
--' REV. OVER (+) OR UNDER (-) EXP.
--" Prior year reserve funds
[If more than 10% of budget, please explain purpose of reserve funds.]
Total value of fixed assets
Total number of full time employees
Total number of part time employees
DATE PREPARED:
D-2
Exhibit E
United Way
Agency Quarterly Report Form
•
AGENCY QUARTERLY REPORT FORM for
Agency: <Field:3>
1 . We are in compliance with all IRS requirements to maintain our
503 (c)(3) status and all required state registrations regarding
nonprofit corporations and charitable groups arc current.
2. The List of our Board members on file with you as of <Field:6> is
still our current list.
[If there are changes, please enclose new list.]
3. The Annual CPA Reviewed Financial Report on file with you as of
<Field:7> is our most current report.
[If there is a more current report, please enclose.]
4. Our current financial condition is substantially as reported to you
in our annual allocations request and our receipts and
expenditures are within our . budget expectations. •
[If your financial condition has substantially changed since your allocations request was
submitted, please submit your most recent financial statement and an explanation of the
changes.]
We certify that the above statements are true and our operations are
in compliance with the contract signed by our agency as a condition
of United Way funding.
PRESIDENT OR CI-(AIRMAN OF BOARD AGENCY EXECUTIVE DIRECTOR
(DATE SIGNED)
(DATE SIGNED)
Exhibit F
Youth Organization Program Survey
F-1 The Florida Keys Youth Club, Inc./Boys & Girls Club of the
Keys
F-2 Big Pine Athletic Association, Inc.
F-3 Heart of the Keys Recreation Association, Inc.
F-4 Upper Keys Youth Association, Inc.
I
Monroe County Clerk of the Circuit Court
Youth Organization Program Survey
Organization Name -.IVt. Q n��j
t; 76 s "two C;,4�sCA.G614eKer3 -
Signature of Director
i
SegtiOn I
Total Scheduled Programs to of Children Attendance Was Determined By
Time pate Sign 1n Sheet
Beginning Ending
January,February,March 1997 Attending
Description Head Count
3 30 S:3o
/-7-97 yidep. A4M �
oo Estimation
3:to A Igoe I -9-57 ' •
.. 3 p r/E-sd c'o�.✓�
(9:Cn io:oo�.., t-3-S7 D,4..,e _3n 'sue-e-to ea.4✓7e
(,:Oo 1O:O my I-f0-S? a.4.,.r6 /zv Cs�..ti.rt74a.
34.4 sc ., f- duo;
3:'Sop s•.�o,.r t . z f-s> OP C� c ,P ,v 'i.� 3 o s�,�+A�c Q,,,✓� .
-- t F''+^4',�,m,how e ,�
r50A,. i 34,o , i-23.97 video, F„4..e , v:� 3D 1(42090 Coca ts
,0 /aocc, i• zcf S? ct 4k (00 h` C C .
g-'.-„40.,,440''./c 3O ( - �,
3:3cp�, ii 39,.., z-Y-9? V.c(eo's,� ' JCo�Ja<
> F a-rc "wee. ff-c4p Ct,()A/6
6..ctot 119:05p4 z•7-9? ire
too c-k,,ocoJ,Jf. . ,
6-��., ro•09p, e•« b.a,.,c6.-- MO iCo1I
3 S'gyp,++ Z-(34 U 1 dea`3,(',q.,r ,ntodr r 30 oc'cv../>'•
-I:3 i t3 , a-WI) ViJeJ•, C/4.•eaio»-//4(v1,'t .3 J NetoCo0
b,c /0'.09Bt 2•z8-4) 4 .& i zs Est:
+'�t , �-F 1 tJr� I Il ,' 1 ti f I
3t38p:, six ^t 3- f-c7 ✓l eo•, .ri,¢s, pool Ktovt� l 0 �e*,Cilo o.��lfi,
oy 3 (3-s) v a, P 3p N�,w C
3i3,3,,.. 67; ,., 3-� -1> Ji c5 /l 4..p I+pi Weuor �� 6 ?4OC( I
a, TTa� ,a > ✓ o h�'+ n
Seed/AI .5C-3: 3-2'�. 0,eCf 4. • �,, ,nv,,,e• D 'knee
C
Unstructured Activities Attendance Was Determined By
January.February,March IW97 a or Children
Sign In Sheet
Hours Open Date
Description Attending
Head Count
opeAlL am, - t;etimat "
i Z• 30 pis14:4, O January 97 C h�•, �``� �C .s-rs �s .
�� �,,aLK
-4319 i=J C e OeS.011 /terc,C P ,4kide
<s qs f b J p, /
2. M/b:•��,_+_February 972( M '7 r^l�s }�tAT i.✓Cl.r(r.
t hlareh U7 l�qi./l/r[41 A k z:3o/6: �, i -
F-1
j ! .
f
i Rri.e, '�'hItfic ssoc1a iori1 ,
�o, .3 ox 9
13;9 'h tie. 't<ai, 'Florida 75 30411
November 15, 1997
_I Sandra L. Mathena •
Internal Auditor
I Monroe County
500 Whitehead Street
Key West, Florida 33040
'•
Dear Ms. Mathena
�, . This letter is in response to your request for information concerning activities of the BPAA alai
the Blue Heron facility covering the months of January,February. and March of 1997. Before
� � such a question can adequately be answered some background should be understood. In mid to
Ii‘lillii late 1996,Monroe County demanded that the BPAA provide volunteers or paid stalT to open.
-I < '-g close and be responsible for the Blue Heron Youth Center during hours it was to be used by the
,i ,`. local Alcoholics Anonymous group. In other words,the County was taking a position in violation
of their own lease that would require the BPAA to provide the facility for activities that had no
':,n}:� lr. association or relevance to its stated purpose. The BPAA by charter could not perform this public
•, welfare support(and was latter supported by the County Commissioners).This conflict led to the
_ .. closing of the facility for several months while the BPAA tried to reason with Monroe County
F.
."*. Staff. Failing to come to agreement with County Staff. the BPAA approached Commissioner
11. t1 R3, London and explained the dilemma. Mr. London agreed with the BPAA position and with the
, unanimous support of the County Commission stipulated that the BPAA was correct and that
Monroe County Public Works would be responsible for any use of the.facility that was not in
111... direct interest to the youth of Big Pine. This was articulated at the December 19, 1996 County
Commissioners meeting in Marathon and is a matter of public record. It is due solely to this fact
that the facility was closed during late 1996 and early I99T. In February 1997 a new recreation
Cdirector was hired and normal operation of the facility once again commenced.
y+w
W:f.
Even though this unfortunate situation was taking place in late I996(and had impact on early
1997);the BPAA pressed forward with various youth activities outside of the Blue Heron Facility.
`,:, ,"i oe.:. These activities,as well as those pertaining to the facility starting in February.arc provided for
s, ,. 7 4. your review. I wish to assure you that the BPAA is a very active organization that brings Little
fir_;
0r�r= League,T-Ball, AYSO Soccer, Swimming. Girls Softball, Boy Scouts, Girl Scouts,Cub Scouts as
,t., well as anactive teen censer to our couinuutity. Currently the Girl Scouts are making plans to
I!-- ,r� paint the inside of the Blue Heron as a civic project at no cost to Monroe County. BPAA
,• ? ;`? 'z`+�` membership now stands at over 300 families and growing.
�., ilk ill1
11noff
Iwriwr men, Please don't hesitate to ask for any further information of documentation to attest to the above.
NtirY1111il
- ,:. • • ". .
•
: , ®e• • :4';
wi.,.w
: ,; Sincerely.
L.,.../friz,ire: 16./..,,,,, ./7)ite /(________
...
Gleam B. Cassclman
President, BPAA
F-2
Monroe County Clerk of the Circuit Court
Youth Organization Program Survey
Organization Name ) C /9 fit CFi,L /.16.So c. 7i e it
Signature of Director /✓ 4 1 f
Section I
Attendance Was Determined By
• Total Scheduled Programs #of Children Sign In Sheet
Time Date January,February,March 1997 Attending Head Count
Beginning Ending Description Estimation
-+% % ��� e 7 ( '7 jd ° / 4(c is 7ie.9 7i cam✓
iSJ 09Yso 7/1,11C/ Sacca 25 is I/�•J
//4 V/v1 f - . .,-ter 7da 7// 3,
cAf
d/Y 7tiiz i-ati
2efn kid -"mg- e vsn-r l.✓4-Or-r Dom/ /o SSG i✓ i,✓
a().y Sc-""-S
M„frN irm S
•
•
Section II
Unstructured Activities Attendance Was Determined By
January,February,March 1997 #of Children Sign In Sheet
Hours Open Date Description Attending Head Count
(stimat.
January 97
•
("/ _ 7 ?j+9 February 97 g( u f / "-J. /' S; /S
37iy• 7 `f March 97 ,.?L
"AnZ /�� /•:= /� G i r
s n- lino/i•/ I'-2
Heart of the Keys
y Recreation Association, Inc.
TIME DATE PROGRAMS # OF CHILDREN DETERMINED BY:
3:15-4:30 1\2\97- HOME WORK 9 SIGN IN
4:30-6:00 ARTS CRAFTS
VOLLEY BALL
3:00 4:00 1/3/97 HANGTIMEIMOVIE NIGHT 16 SIGN IN
1:00-10:00 1/4/97 HANG TIME B.BALL MOVIES 15 SIGN IN
3:00-4:00 1/7/97 HOME WORK 8 SIGN IN
4:00-6:00 KICK BALL
SHARE TIME
--' 3:00 5:00 1/8/97 GIRL SCOUTS
12 SIGN IN
3:15 4:00 1/9/97 HOME WORK 1-5 SIGN IN
4:00 8:00 ARTS CRAFTS
FUN GYMNASTICS
3:00 10:00 1/10/g7"FTJN'N1GBlf/1`IMQFI i .20
egTs
1:00 10:00 1/11/97 OPEN ACTIVITY/HANGTIME 21 EST.
3:00 4:00. .1/13/97 HOME WORK 10 SIGN IN
4:00 7:00 ARTKRAVTS
SHARE TLME- VOLLE -B -
3.15 5:30 GIRL SCOUTS 13 SIGN IN
MENS B.BALL 10
3:15-4:00 1/23/97 HOME WORK 15 SIGN IN
4:00-6:00 ARTS CRAFTS
FUN GYMNASTICS
1 i 3:15-4:00 1/28/97 HOME WORK 15 SIGN 1N
4:00-6:30 B.BALL/VOLLEY BALL
3:00-5:30 1/29/97 GIRL SCOUTS 12 SIGN IN
3:15-4:00 1/30/97 HOME WORK 16 . EST.
4:00-6:00 ARTS CRAFTS
KICK BALL
3:15-9:00 1/31/97 BOYS NIGHT OUT 20 . EST.
V-Z
Heart of the Keys Recreation Association, inc.
TIME DATE PROGRAMS # OF CHILDREN DETERMINED BY:
3;15.4:30 2\3\97- HOME WORK 15 SIGN IN
-- 4:30-6:00 ARTS CRAFTS
VOLLEY BALL
3:00 4:00 2/4/97 HANGTIM.E/MOVIE NIGHT 12 SIGN IN
- 1:00-10:00 2/6/97 HANG TIME B.BALL MOVIES 15 SIGN IN
3:00-4:00 2/7/97 HOME WORK 12 SIGN IN
- 4:00-6:00 KICK BALL
SHARE TIME
3:00 5:00 2/8/97 HANG TIME 12 SIGN IN
3:15 4:00 2/10/97 HOME WORK 15 SIGN IN
4:00 8:00 ARTS CRAFTS
FUN GYMNASTICS
3:00 10:00 2/11/97 FUN NIGHT /HANG TIME 20 EST.
1:00 10:00 2/12/97 OPEN ACTIVITY/HANGTIME 21 EST.
3:00 4:00 2/13/97 HOME WORK 10 SIGN IN
4:00 7:00 ARTS CRAFTS
SHARE TIME VOLLEY BALL
3:15 5:30 2/17/97 GIRL SCOUTS 13 SIGN IN
MENS B. BALL 10
3:15-4:00 2/18/97 HOME WORK 8 SIGN IN
4.00-6:00 ARTS CRAFTS 15 SIGN IN
3:15-4:00 2/20/97 HOME WORK
4.00-6:30 B.BALL/VOLLEY BALL
3:00-5:30 2/21/97 GIRL SCOUTS 12 SIGN IN
3:15-4:00 2/22/97 HANG TIME
16 EST.
3:15-6:00 2/24/97 HOME WORK 20 EST.
KICK BALL
TEE BALL
•
F-3
neart of the Keys Recreation Association, Inc.
TIME DATE PROGRAMS #OF CHILDREN DETERN1uNW n x :
3:00 4:00 2/25/97 HOME WORK 15 SIGN IN
4:00 7:00 MOVIE NITE
3:00 4:00 2/26/97 43ME WORK 14 SIGN IN
4:00 6:00 ANG TIME
6:00 8:00 MENS B. BALL 8 EST.
3:00 4:00 2/27/97 HOME WORK 15 SIGN IN
4:00 6:00 ARTS CRAFTS
VOLLEY BALL
3:00 9:00 2/28/97 HANG TIME 17 EST.
F-3
Heart of the Keys Recreation Association, Inc.
TIME DATE PROGRAMS # OF CHILDREN DETERMINED BY:
3:15-4:30 3\3\97- HOME WORK 8 SIGN IN
4:30-6:00 ARTS CRAFTS
VOLLEY BALL
3:00 4:00 3/4/97 HANGTIME./MOVIE NIGHT 12 SIGN IN
1:00-10:00 3/6/97 HANG TIME B.BALL MOVIES 15 SIGN IN
3.00-4:00 3/10/97 HOME WORK 12 SIGN IN
4:00-6:00 KICK BALL
SHARE TIME
3:00 5:00 3/8/97 HANG TIME 12 SIGN IN
3:15 4:00 3/10/97 HOME WORK 15 SIGN IN
4:00 8:00 ARTS CRAFTS
FUN GYMNASTICS
3:00 10:00 3/11/97 FUN NIGHT/HANG TIME 20 EST.
--- 1:00 10:00 3/12/97 OPEN ACTIVITY/HANGTIME 21 EST.
3:00 4:00 3/13/97 HOME WORK 10 SIGN IN
4:00 7:00 ARTS CRAFTS
SHARE TIME VOLLEY BALL
3:15 5:30 3/17/97 GIRL SCOUTS 13 SIGN IN
MENS B.BALL 10
3:15-4:00 3/18/97 HOME WORK 8 SIGN IN
4:00-6:00 ARTS CRAFTS 15 SIGN IN
3:15-4:00 3/20/97 HOME WORK
4:00-6:30 B.BALL/VOLLEY BALL
3:00-5:30 3/21/97 GIRL SCOUTS 12 SIGN IN
3:15-4:00 3/22/97 HANG TIME 16 EST.
3:15-6:00 3/24/97 HOME WORK 20 • EST.
KICK BALL
TEE BALL
F-3
Heart of the Keys Recreation Association, Inc.
TIME DATE PROGRAMS #OF CHILDREN DETERMINED BY:
3:00 4:00 3/25/97 HOME WORK 15 SIGN IN
4:00 7:00 MOVIE NITE
_ 3:00 4:00 3/26/97 HOME WORK 14 SIGN IN
4:00 6:00 HANG TIME EST.
6:00 8:00 MENS B. BALL 8
'--
3:00 4:00 3/27/97 HOME WORK 15 SIGN 1N
4:00 6:00 ARTS CRAFTS
VOLLEY BALL
:00 9:00 3228/97 HANG TIME 17 EST.
1:00 9:00 3/29/97 HANG TIME 20 EST.
•
F-3
Monroe County Clerk of the Circuit Court
Youth.Organization Program Survey
Organization Name U 14
Signature of Director
1 Section I
1 i
Total Scheduled Programs Attendance Was Determined By
#of Children
Beginning January,February,March 1097 AttendingS. nln et
Date
g Ending
Description Head C
Eshitisilori
.
.41 til. 12 g' -n v.
nlf121N� 5Gieducc
ES-F/L . 15 3• 11 /•• v Az lil �! lip-,'yH' 2 0 �,. ran;,,..
om e wo2rL JG0. 6 (,,,,, alp . gars Wot.t2 ZO- Zs sw O
l 5 -
t C(Zt}•TsI S 2.c) ( �
t !; 3v 3 SO TEEN 1ssuEs
nT 3 5-30 . Ju�O cf-- /U. „ wv..
LION . G 'au 9 at.) PS P, 2.v z 5 l -r c-�N,-,
•
Section II r r - PPRENiS SEIeV► c.E-s PR0,TeC- PA2 nOr stare0g `
Oclr>
Unstructured Activities
January,February.March Attendance Was Determined By
Hours Open Date 1997 #of Children
Description Sign In Sheet
ary
Attending tfi
ead Count`•
ostimat n4eNL�tL DCEN,NO •
ja�1a-- j
04G1,1 • 0 PSf' January97 itircc_u P
n64 cor� Kr6it.
I-'(1RAP_1,
lvt-
ru r 1�OU16t t(�0M I S - t;O
r.i 5' i February 97
f►1UJ-S GPMGS P2.-f" c7..y .
c ;r, 1�- - 11rM Pills 1 CRAPlc
March 97
r� N r AI-,.Zs
-
F-4
VII. Auditee Responses
Boys & Girls Clubs of the Keys Area, Inc. (Florida Keys Youth Club, Inc.)
Responses to:
A.(1) We have enclosed our commitment to quality summary sheet as our tool to
program performance and goal setting for next year.
A.(2) Our programs are now listed into six major activity areas and are done on a
weekly report to the office. Enclosed is a copy of our Key West unit.
B. All employees, volunteers are required to submit to a background check. We use
the Department of Juvenile Justice forms. We have provided a copy.
C. We have complied to this statue.
D. Not applicable.
E. Not applicable.
F. Not applicable.
G. Not applicable.
H. Not applicable.
I. This has been corrected.
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THE MOVEMENT
TO ACCOMPLISH OUR • are non-sectarian. TO PROVIDE A CORE
MISSION... • have an open door policy. Clubs are PROGRAM...
• open to all members at any time during Based on physical,emotional,
hours of operation.
Ile Boys&Girls Club Movement is a cultural and social needs and interests of.
nation-wide affiliation of local,autonomous • have a varied and diversified pro girls and boys, and recognizing developmen-
organizations and Boys&Girls Clubs of gram that recognizes and responds to the tat principles, Clubs offer diversified pro-
America working to help youth of all back- collective and individual needs of girls grain activities in six areas:
grounds,with special concern for those and boys. • Cultural Enrichment
from disadvantaged circumstances,develop • are guidance oriented.Clubs empha- • health and Physical Education
_- the qualities needed to become responsible size values inherent in the relationship • Social Recreation
citizens and leaders. between boys and girls and their peers, and • Citizenship and Leadership Development
girls and boys and adult leaders.They help • Personal and Educational Development
AVE PRACTICE A SET boys and girls to make appropriate and sat- • Outdoor and Environmental Education
isfying choices in their physical, educational,
OF PRINCIPLES... personal,social, emotional,vocational and
Boys &Girls Clubs: spiritual lives. BASED ON A YOUTH
• are for boys and girls. They have a DEVELOPMENT STRATEGY...
- girl and boy membership and satisfy the USING THREE BASIC Club programs and services promote and
age-old desire of boys and girls to have a enhance the development of boys and girls
"club" of their own. METHODS.., by instilling:
• have full-time professional leader- . Individual. Individual assistance is • a sense of competence—the feeling
- ship, supplemented by part-time workers purposeful contact made by a Youth there is something boys and girls can do
and volunteers. and do well.
Development Professional with a girl or boy
• require no proof of good charac- on a one-to-one basis. • a sense of usefulness—the oppor-
ter.They help and guide girls and boys who tunity to do something of value for other
• Small group.Small groups consist of
may be in danger of acquiring,or who people.
already have acquired,unacceptable habits a small number of members who meet regu-
larly with an adult leader for a specific pro-
- • a sense of belonging—a setting
and attitudes,as well as boys and girls ofwhere an individual knows he or she has a
gram activity or other purpose.The inlerac-
good character. tion between lire participants is as important place and where he or she"fits" and is
• make sure that all girls and boys a,s the interaction between the staff,worker accepted.
- can afford to belong and even the least and participants. • a sense of power or influence—a
interested will not be deterred from joining. chance to be heard and to influence dcci-
• Large group or drop-in activities.
• are for all girls and boys of all These activities provide informal and indi- lions.
races, religions and ethnic cultures. vidual involvement to help girls and boys When this strategy is fully implemented,
• are building centered. Activities are achieve a high level of social skill develop- the self-esteem of girls and boys is enhanced
carried on in the warm,friendly atmosphere ment,confidence and participation.They and an environment is created which helps
of buildings especially designed to conduct allow for freedom and mobility. them achieve their full potential.
programs.
For Office Use Only
COMMITMENT TO QUALITY Rec.: 0 U
SUMMARY SHEET Reg.: Code:
State:
CLUB INFORMAI'ION Please print or type
Organization last. Annual Unit Budget
Unit No. Full-Time Staff
Street Address or I'. O. Box No. Part-Time Staff
City Slate ZIP Telephone (
Name of Person Completing Form No. of Unit Members
PROGRAM SCORES Previous Score Current Score Projected Score
(in 12 months)
Club Climate (p.13)
Staffing and Supervision (p.16)
Daily Program (p.19)
Year-Round Program (p.22)
Cultural Enrichment (p.25)
Health and Physical Education (p.28)
Social Recreation (p.28)
Citizenship and Leadership Development (p.34)
Personal and Educational Development (p.37)
Outdoor avid Environmental Education (p.40)
TOTAL
•
QUALITY IMPROVEMENT OBJECTIVE
By we will improve our score from to representing an
(Date)
increase of percent. •
The above scores are accurate to the best of my knowledge.The Club's quality improvement objectives have my full support.
Board President
or Program Committee Chairman
name(type or print) Signature Date
Executive Director •
name(type or print) Signature
Unit Director
name(type or print) Sigmunre
COMMITMENT TO QUALITY AWARDS
'1'o receive recognition for your Commitment to Quality,send this completed form to:
Commitment to Quality
Program Services
Boys&Girls Clubs of America
1230 W. Peachtree St. NW
Atlanta, GA 30309
Sheet1
date total cultural physical social leadership education outdoor
8/27-8/29 76 18 96 102 8 25 36
9/2-9/5 83 25 105 95. 13 25 :38
9/8-9/12 155 23 135 145 20 26 41
9/15-9/19 175 26 141 141 21 • 28 • 49
9/22-9/26 222 35 145 165 • 25 25 44
_ 9/29-9/30 • 109 24 90 85 12 12 30
10/1-10/3 . , 139 22 120 102 18 17 51
10/6-10/10 236 33 135 143 • 43 33 42
10/13-10/17 214 41 58 180 45 32 70
10/20-10/24 223 52 98 105 38 32 62
r 10/27-10/31 205 69 1;69 133 35 29 45
11/3-11/7 179 25 139 139 32 29 39
11/10-11/14 182 26 116 107 30 10 r 25
11/17-1121 188 34 120 110 50 32 - 24
11/24-11/28 110 15 85 25 18 10 12
12/1-12/5 148 43 115 76 30 26 25.
12/8-12/12 171 22 122 125 38 30 33
1 ,
i
i
Page 1
Big Pine Athletic Association
Response to:
Draft Preliminary Audit Report of
Monroe County Youth Organizations
Dated November 24, 1997
The Big Pine Athletic Association (BPAA) reviewed the subject
report and truly appreciates some of the findings. .Audits like this are
. useful tools to both the County and the organizations being audited as
they-provide an external view that can (and in this case did) lead to
'better management practices.* The BPAA feels that this audit was
fairly conducted and the findings largely appropriate.
That being said, the BPAA wishes that this audit expanded its stated
purpose and studied the equity of funding that the County provides to
Youth Organizations. The BPAA feels that this is an issue that the
County needs.to investigate along with ensuring that the organizations
are adequately funded. The BPAA would have also liked the audit to
look at the feasibility of having the County Public Works Department
tun these Youth Centers. .The BPAA feels that this type of cost
analysis would truly be enlightening to our County leaders.
. The BPAA also wishes that this audit considered the Counties role as
grounds caretaker, maintenance supplier, and County facilitator. The
BPAA would welcome the opportunity to supply information to an
audit that considers these aspects. The BPAA strongly feels that the
County (in particular Public Works), our County Leaders, and the
taxpayer would benefit from a more inclusive audit. County auditors
should consider asking the Youth Organizations for inputs on the
scope of the audit in order to ensure that all concerned could benefit
from this management tool.
The BPAA respectfully makes the following observations to this
Draft Preliminary Audit and submits them for your consideration:
Section II. Organization
Page 5
"The County provides funding of$30,000 on an annual basis."
This is not true. The County provides funding of only$18,000 to the BPAA.
IV Conclusions
Page 7 Item A
"County Management does not require any service performance reports or activities
documentation to receive a budgeted appropriation. County Management should require
that the youth organizations provide specific program goals, objectives,performance
measurements and results"
The BPAA would be in favor of the above if it applied to all organizations that the
County provides monies to. This however is not true. The County provides
funding to various activities to include the Red Cross and a local Historic Society.
The County should only apply this strict stipulation if it is equally applied to all
organizations and activities across the board. It is the opinion of the BPAA that
the findings in this report do not necessitate such a major change in County
accounting practices.
Page 7 Item B
"Employee background checks and drug testing are not completed. Background checks
and drug testing should be completed and documented in accordance with the Board of
County Commissioners adopted policy guidelines."
The BPAA concurs with this requirement. This requirement would probably have
been satisfied by the majority of Youth Organizations if the"Organization,
Programs and Policy Guidelines for the Youth Organizations of Monroe County
September 1993" (see exhibit A of subject report)was disseminated to the
organizations on an annual basis along with the notification of funding. The
BPAA has conducted a background check through the Sheriff department on our
Recreation Director. The BPAA believes that the County should help facilitate
- drug testing for all Youth Organizations.
I � -
Section V. Audit Findings
A. Budget Process Lacks Adequate Documentation and
Internal Control:
1. The Agreement does not address service performance
reports
Recommendation(s):
1. County Management should require that the youth organizations provide specific
program goals, objectives, performance measurements and results.
2. The County Attorney should review the current Agreements and make'changes that
address documentation issues.
3. County Management should review the activity results with the budget requests
before funding is approved.
The BPAA believes that Youth Organizations should not be singled out within the
• County to conform to this requirement. Various other organizations and activities
receive funding from the County and are not held to this lofty level. Clearly the
results of this funding (save for one Organization)do not warrant such drastic
measures.
' I The BPAA believes that a more constructive approach that would alleviate this. •
concern would be for Monroe County Public Works Department under their Parks
and Recreation responsibilities assume control of all the funded Youth Centers.
Public Works would then be responsible for the running of these teen centers to-
include hiring, firing and organizing activities.
•
Another possible solution (and definitely less costly) that would address this
concern is for the County Commissioners to call for an audit on a periodic basis.
2. The Youth Organizations do not Keep Detailed
Statistics on Activity Participation
Recommendation(s):
• 1. The Youth Organizations should maintain statistics on participation in the programs. .
2. County Management should require that the Youth Organizations provide specific
program goals, objectives, performance measurements and results.
3. County Management should review the activity results with the budget requests
before funding is approved.
•
The BPAA maintains statistics on participation in programs.
The BPAA believes that Youth Organizations should not be singled out within the
County to conform to this requirement. Various other organizations and activities
receive funding from the County and are not held to this lofty level. Clearly the
results of this funding (save for one Organization)do not warrant such drastic
measures.
The BPAA believes thata more constructive approach that would alleviate this
concern would be for Monroe County Public Works Department under their Parks
and Recreation responsibilities assume control of all the funded Youth Centers.
Public Works would then be responsible for the running of these teen centers to
include hiring, firing and organizing,activities.
•
Another possible solution (and definitely less costly) that would address this
concern is for the County Commissioners to call for an audit on a periodic basis.
B. Employee Background Checks Lack Adequate
Documentation:
Recommendation(s):
4. Written hiring policies and procedures should be adopted and implemented by the
youth organizations.
5. Background checks and drug testing should be completed and documented in
accordance with the Board of County Commissioners adopted policy guidelines.
The BPAA concurs with this requirement. This requirement would probably have
been satisfied by the majority of Youth Organizations if the"Organization,
Programs and.Policy Guidelines for the Youth Organizations of Monroe County
September 1993" (see exhibit A of subject report)was disseminated to the
organizations on an annual basis along with the notification of funding. The
BPAA has conducted a background check through the Sheriff department on our
Recreation Director. The BPAA believes that the County should help facilitate
drug testing for all Youth Organizations.
The BPAA believes that this point would also become mute if Monroe County
Public Works ran all funded Youth Centers.
C. Key Documents Not Always Kept Current
Recommendation(s):
1. The Youth Organizations should file(he►r state registration fonns with the Florida
Department of Agriculture on a timely basis.
2. County Management should consider requiring a signed agency report fonn on a
periodic basis to certify that all required forms are current.
3. The Youth Organizations should consider contacting the Department of Agriculture to
apply for an exemption which-would reduce(he paperwork.
The BPAA concurs with this requirement. The BPAA conformed with this
stipulation upon becoming aware of the need to do so (which was well before this
audit). The County should not single out Youth Organizations in enacting any
procedures that would ensure compliance with the Florida Department of
Agriculture.
I
This requirement would become mute if Public Works ran the Youth Centers.
D. Inconsistent Documentation of Executive Director's
Salary at Upper Keys Youth Association, Inc.
Recommendation(s):
1. The Board of Directors of the UKYA should reevaluate the Executive Director's salary
based on current budget constraints.
2. The salary or hourly wage should be documented and paid on a consistent basis.
The BPAA has no comment on the finding.
E. The Agreement Between the Upper Keys Youth
Association, Inc. and the Monroe County Board of
County Commissioners was not Witnessed by Two
Upper Keys Youth Association Board Members
Recommendation(s):
1. The Board members need to sign the Agreement if the Executive Director contracts
for the Upper Keys Youth Association, Inc.
2. The County Attorney should consider including a printed or typed name for witnesses
on the Agreements.
The BPAA has no comment on the finding.
F. Insurance Coverage Not Maintained by Upper Keys
Youth Association, Inc.
Recommendation(s): -
1. Insurance coverage should be maintained at all times.
The BPAA has no comment on the finding.
G. Inadequate Invoice Documentation
Recommendation(s):
1. The Clerk's Finance Department should amend Attachment A to require appropriate
documentation to ensure that reimbursement is provided only alter receipt of
adequate documentation.
The BPAA has no comment on this finding as the discrepancies in question deal
only with the Upper Keys Youth Association, Inc.
H. Ineligible Expense Reimbursed
Recommendation(s):
'1. The Clerk's Finance Department should follow the established procedures to ensure
that reimbursement is provided only alter receipt,of allowable expenses.
The BPAA has no comment on t this finding as the discrepancies in question deal
only with the Florida Keys Youth Club, Inc.
j I�
Heart of the Keys Recreation Association, Inc.
P.O. Box 500836
Marathon, Florida 33050-0836
December 14, 1997
Sandra L. Mathena, CPA
-- Internal Auditor
Clerk of Circuit Court
3117 Overseas Highway
Marathon, Florida 33050
Re: Response to Draft Preliminary Audit Report
Dear Sandra,
Thank you for your comprehensive audit report of Monroe County Youth Organizations.
The following are the individual responses to each finding that pertains to the Heart of the
Keys Recreation Association, Inc.
V. Audit Findings:
A. Budget Process Lacks Adequate Documentation and Internal Control:
1. The Agreement does not address service performance reports:
2. The youth organizations do not keep detailed statistics on activity
participation:"
Response:
Heart of the Keys Recreation Association, Inc. has from its' inception maintained
membership records, calendar of events, and a daily sign-in log sheet. Reports of yearly
statistics had been compiled and submitted when requested. Reports have not been
requested since 1994. See Attachment HKRA#1. We have, however, maintained records
of levels of service and target population served as you can see by our documentation of
the three month youth organization program survey,Attachment F-4.
B. Employee Background Checks Lack Adequate Documentation:
Response:
Heart of the Keys Recreation Association, Inc. incorporated into our Employee's
Handbook the wording of Item#6 of the Organizations, Programs, and Policy Guidelines
for the Youth Organizations of Monroe County dated September, 1993. See Attachment
HKRA#2. All employees of the Marathon Recreation Center must comply with the hiring
stipulations. Any items missing from our current employee's personnel file will be
corrected and documented. Any new employee will held to the required hiring policies
and procedures.
Heart of the Keys Recreation Association,Inc.is a non-profit organization with a 501 (cX3)designation.
Donations are tax-deductible to the fullest extent of the law. Tax Id.#65-0394817
C. Key Documents Not Always Kept Current:
- 1. Non Compliance with Florida Statutes, Chapter 496, Solicitation of
Contributions Act
Response:
Thanks to this Internal Audit, Heart of the Keys Recreation Association, Inc. was
alerted to the fact that our registration had expired and was canceled by the Department of
Agriculture. We are in the process of re-registering and now have a "tickler file"so that
all required forms are current and renewed on a timely basis.
We as a board wholeheartedly agree with all of the recommendations made by this
internal audit.
Again,thank you Sandra for your assistance and thoroughness in reviewing all of our
- records. Please contact me if you require further response to these items or have any
questions.
Sincerely,
Rose Stayduhar,
Administrative Director and Secretary
Heart of the Keys Recreation Association, Inc.
•
Heart of the Keys Recreation Association,Inc.is a non-profit organization with a 501(c)(3)designation.
Donations are tax-deductible to the fullest extent of the law. Tax Id.#65-0394817
HEART OF THE KEYS RECREATION ASSOCIATION, INC.
1993 MARATHON TEEN CENTER REPORT
Population Demographics
130 Registered Members with Membership Cards
250 Middle Key Youths are serviced by the Teen Center
monthly including some youths from the Upper Keys
& Big Pine Key
65% African American
20% Latin
15% White
60% Male
40% Female
12 years Average Age, serving a target population of
7-20 years old
Marthon Teen Center Programs
•
Supervised Open Activities--
Indoor: pool ; ping pong ; video games ; big screen
TV; use of computer for games , homework or
posters & banners; board games & cards ,
library with magezines & books
/ Outdoors: Basketball , Soccer, Kickball , Tennis,
Volleyball , Jump Ropes , Softball (Also as
organized activities)
7. Organized Activities--
Movie Night--rented videos on the VCR shown on Big
TV
Dances--3 out of 4 weekends/month , after Marathon
High School Varsity Athletic Games ( i .e . '
Football , Basketball )
Trips--2 Bus trips to Marlin Games , 3 trips to
Upper Keys Teen Center, 1 trip to Key West
for Movie Matinee and Lunch . •
We have purchased our own used school bus
from Seabase Boy Scouts . This bus is to be
used for travel within Monroe County.
Hours--
3:00 p.m.- 9:00 p .m. Tuesday-Thursday
3:00 p.m.-12:00 a .m. Friday and Saturday
Closed Sunday and Monday
7'.
1993 MARATHON TEEN CENTER REPORT
2.
Paid Professsional Staff
1 Permanent Part-time Administrative Director
1 Permanent Full-time Program Director/Facility
Manager
2 Temporary Part-time Recreation .Assistants
Volunteer Services
Drive by service Monroe County Sheriff ' s Department ,
Zonta Club for Dances , and 5 Individuals available
to chaperone as their schedule allows.
Operational
Improvements:
Landscaping around building and lot-Staff , Public
Works & Trustees
Outside of Building Painted-Public Works & Trustees
New Roof donated by D & J Roofing
Removal of Drop Ceiling-Public Works & Trustees
Office & Bathrooms Painted--Paint purschased by
Teen Center , Staff , Public Works & Trustees
painted .
Sliding Glass Doors replaced with Plexiglass-Public
Works
New Doors & Locks--Public Works
New Office Window--Public Works
Teen Center Logo & Tee Shirts--Bill Mickey Art &
Design , Surfside Handprints & Rotary Club
New Basketball Pole-Florida Keys Electric Co-op
1993 MARATHON TEEN CENTER REPORT
3 .
Operational
Equipment--
2 new Institutional Quality Basketball Backboards
and Rims
Stero Equipment--CD Player , Cassette Recorder ,
Record Player, AM/FM Radio Amp .
VCR--donated by T . I . B. Bank
Super N.E.S. Nintendo Video & Game--T . I . B . Bank
Nintendo Video and Games , Atari and Games , and
Board Games--donated by the Goode Family
19" Used Color TV--Langner Family & 19" Black &
White TV--donated by Mrs . Betty Vale
19" New Color TV
Pool. Table Refinished and restocked--Zonta Club and
Ron & Sue Diebold .
Couches, Tables and Chairs--donated by Marathon
Community
Used Savin Copy Machine--Seabase Boy Scouts
6 Foot Folding Tables
Solar Flex Weight Bench--donated byDr . Mocchia
Fundraising/Special Events
Family Fun Day Open House & Sweat Shop Teen Dance
Latin Night--a night of latin food & music
P.J . Jam--Costume Party Dance
I
Halloween Costume Party Dance
Pro Wrestle Mania--Fundraiser at Marathon High
School and followed by a Dance at Teen
Center.
rn
�-,
MARATHON TEEN CENTER GOALS FOR 1994
1 . Raise Average Age served to 14 years old .
2 . Be open 7 days/week--52 weeks •a year .
3. Serve over 200 registered Members
4 . Increase Community Involvment--chaperones for Dances,
weekend hours , Field Trips, and program instructors
5. Monthly trips--Sporting & Cultural Events , Other Teen
Centers in Monroe County, a Summer Excursion out of
Monroe County .
6. Scheduled Programs ( i . e. rap sessions on drug , alcohol
and sexuality and sexual abuse)
7 . Weekly Homework Club with peer tutors.
8 . Institute a Teen Council to develop new programs
activities and decide any descipline problems •
9. Have 2 PERMANENT Part-time Recreation Assistants
10. Install a new light system for Teen Dances
11 . Replace stolen Stero Speakers with wall mounted units
12. Fence perimeter of the Teen Center site with 6foot
chainlink fence
13 . Secure a Large Storage Shed for storage of chairs,
tables and supplies
14 . Install Awning for outdoor patio area
15 . Marathon Teen Center Painted on Side of Building
by professional sign-painter.
16. Paint bus with Teen Center Logo
17 . Paint the inside of building and decorate with
tropical murals by youths under direction of
local artist.
18. Summer camp with schedule activities & programs
19 . Secure enough funding from Monroe County , United Way
and Middle Keys Community Service Organizations to be
able to accomplish these goals !
UPPER KEYSYOUTH a H ASSOC. Ne C.
AND 411 CLUB .,0415.fam% 40,-,
` PO BOX 1330 _� AVER NIE 1,,;.g f
� 1101 "{ FLORIDA 33070i) ,
sroG,h1. s iR'�zr§ � eK r t y.z A4r .. �� "Cti e -y
Curio na Birnie
.�
12-18-97
Answer County Audit Report.
Page 5. United Way.
Enclosed you will find our original 501 c 3 document which is pretty self
explanatory, but we seemed to have problems getting the United way to understand
that our 501 c 3 had not expired but had a continuation of 90 days.
In his 'letter it indicated that a CPA report was required;1hen" only a CPA financial
information was provided ".
The Upper Keys Youth Association Director was continually asked to give speeches
in the Upper Keys to help United Way receive payroll deductions. I was happy to
oblige because I trusted that the money would be going where promised in my
speeches. I now feel very embarrassed when asked by some of these people who
specifically expected the money to go to either KISS or UKYA
The United Way has only visited this Youth center once in 4 years. So therefore I
cannot understand where they would come to any conclusion on level of service.
Page 6.i1
Since the beginning of summer there is only volunteer workers at. the U.K.Y.A. There
is no paid employees at this time. We often work a lot more hours than scheduled
not less than. We do not have staffing problems but could always n se more
volunteers.
•
. Page 7 D.
One year our volunteer treasurer neglected to file our 990 . As soon as this was
discovered I had this corrected. The IRS understood the circumstances and did not
penalize us. We now have a volunteer CPA and should be able to keep up with proper
filing requirements.
Page 7 E.
Funding this year has been very bad. I believe that if I decide to do without pay then
•
l should nat be criticized for it. I founded this organization to try to help the local
children riot to make money. Yes I have to survive financially just ,
took on an extra job where theyunderstand the hours I have y jJ like ilh th else. !
Je to spend UJItl1 the
children s'o that I can continue to run the Youth center. the hours f'r Director were
al
wa
ys in:es
xcess of 50 hours.
Page 7 H.
Do not understand this statement as I believe our treasurer had all payro! i logged
=curately.
•
The UKYA did not receive the funding amount of $33,600.00 for 9 /97 (approx.
helf)., due ;both to shortage of money to spend by UKYA (prey-reimburshment) and
slowness of execution of county contract and reimbursements.
The Upper Keys Youth Association's full budget at this moment is from? the good will
of the local people and the volunteer Director's pocket.
/‘ ttT( 074'(-t--
- �.
,, vt 4?�� �. L4'�-C CT
•
')'f�.0I�1 a 1019 Haler Avenue,Kry VVcst.,I I 1'.l_).fl:)r I i,I t,.I:,•y VA4••.1.I I 130•I I I,;I!,
;ti New United Way of Monroe County 305-296-3464 Fax: 30 )964 I I/
September 23, 1997
Sandra Mathena
Office of the Clerk
Post Office Box 1980
Key West, FL 33041 -1 980
Dear Ms. Mathena:
Thank you for your request regarding information on United Way of
Monroe County's relationship with Upper Keys Youth Association and other
• Keys youth groups funded by both United Way and Monroe County. I am
enclosing a copy of our application for annual allocations.
We expect certain key documents to be kept current and a quarterly
update form agencies are asked to sign indicate our most current
information. If more current information is available, they supply it.
Key documents that must be current include an iRS letter indicating
status as a 501 (c)(3) corporation, registration under the State Charitable
Solicitation Act, IRS 900 filingand CPA financial review (as opposed to
"audit"). In addition, the agency must have a volunteer board of directors and
provide services to Monroe County residents with the Hands received from us.
•
In June 1996, we contact Upper Keys Youth Association regarding
various documents that were not current. In August we took action to
suspend allocations based on the fact that current docurr ie " were missing.
Specifically, their IRS determination letter, which Irad expire June 30,
1996, but was under a 90 day grace period, and no 99 _ ••orrn or financial
review for the previous year.
We were supplied with copies of signed receipts for documents mailed
to the State Secretary of Agriculture and the IRS in late September allegedly •
indicating that forms had been filed with them. [We did receive a copy of the
IRS determination letter in early 1997.] We received copies of their 1994
and 1995 IRS 990 forms -signed August 28, 1996. Only a CPA compilation of
financial information was provided.
•
wv... 'n t!nirin exempt ganir
,.r pt chap i,abb•„, a urn,npnir•r•l end„ •d II, a ,ih i,,.j�,.. n...,;JJ•, Y h)nru, L,�)n� ,11•.4 ni rn
nl��!,.' III ',•,IJ q,,,�n� r.� r I i t !lir 4n �nl l'I r.r; ,.gyp,il.,iq 711;,,,• ini
iII'Y III'(M1AINI I)I lit tti1I It l)IVI$,nrl()Ic.nr.r:11:11«(.IRVICCC m':AI I II I(;I'KI IP.I1,•1/ICI IIrI II I '.I �ll dun,41'•1I') PI,.I', nrii 11„'I'.II' ! it•I'I:I'l„'•U'.11 II;II I"'n :•/,f
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In February 1997, the Board reviewed allocations for 1997. We had
experienced significant drops in revenues from traditional sources (although
payroll deduction donations continued to increase). In examining the
-- agencies seeking funding, the Board felt that the UKYA was not providing a
significant level of service to Upper Keys youth and that other needs in the
community were greater. As a result, we made the suspension of allocations
1 permanent, and ceased funding UKYA as a United Way agency.
We also provide funding the the Marathon Teen Center and the Big Pine
Athletic Association. We also funded the Florida Keys Youth Club in Key West
until their merger with the Boys and Girls Clubs of the
FKYC Florida Key , who are
now recipients of the allocations previously provided
If I can assist you in any other way, please give me a call.
Sincerely,
C/>--1/---fxr„/_-----(..-- , .4,
. . PETER K. ILCHUK
EXECUTIVE DIRECTOR
i ;
I
i
DEPANTME�T O� TH� fH�ASURY
� INTERNAL REVENUE SERVICE
DISTRICT DIRECTOR
C - 1130
ATLANTA, GA 30301
�
1���A
OCTna�e: ""' ` '^�� Employer ldentif |cation Number: '
65-0298605
Contact Person :
SHARON BRADLEY
K[;6 mUlU ASSOCIA| JUH IAC . Contact Te\ephohe Number:
< P�TNG���UHIV[ (404) 331-0171
K[Y iARGO, F| 33037
Accounting Period Endingx
^ ( ( --( ~ June 30
Foundation Statue Ciassification: '
` ����^-�
Advavce RuIing Period keyins:
September 51 1991
Advance Ruling Period Ends:
June 301 1996
Addendum App| iesu
Yes �
`
0evr App | icaxt:
.
Based on i oformo tion yo suppliodi and assuming your
stated in yoxr f� recognition of exemption, we have .determ|ned q
` are exempt from federal income tax under section ti!e'Interha | keVt-htle
Code as an organization described in sect|on 501 (c) (3>.
`
`
Because you are a nen|y created organization , ne` a�e not nou maklhg a '
final determioation of your founJatiox status under sect|on 5O9(a.) o 6 6 e.
H'`xever` we have '|eterm i ned that you can reasonably expect to be a pub| i �
so|/ported or0aoizati(-.,o described Iu section 509(a) (2) .
`
.
AccordioI)|y` during �n advance rill ing p�r)od you x| I | be Lreated' as' ''x '
— pd` | ic |y sop! rted ^n|aniza(:ioo, and not as a privote foundaLion This advance
oy yu/ i o.} beyi u�, avV �mb m� UH:.d�ten'a��Vn
Ni�hin �o days after the end Of your advance ru< ixy per(od, YOU must `
sm.'| Lis the i ^ r ma(otion xo'ded to n
determina hether you have met the reqx\ re-
mexts of the app | icab | e soyport test during the advance ruling period . If you
estab \ \�h i III t you I a pub | ic \y supported orgao \zatiou` tie xi | | c \ assi-
[y yoo os a sect ion 5O9 (o) (1) or 509(a) (2) organization as long. as you covL iiiue
to meet the requirements of the applicable support ttst. If.you do but meet
the public support requirements during the advance rui| ig peeiod , xe }d \ i
� c | .`�,s{fy YOU os a private fouodat\on for future per (ods. A1s,f , if u� tlass \Yy
foundation, xe xi | | treat you as a private foondat|oh from
you as a private
your begixnixg date for purposes of section 507(d) and 4940. �
`
� .
Graotors and contributors may rely on our de� rm ei Dati0n that you alre, 116t�u
private foundation until 90 days after the end of y0qr advance ruling ffeMod,
If you -�end us the required information within tkt, 9O days, yrantors .and `
contr i botors may coot\ nue to rely oo the 'advance determ\nat)on unti 1 xe in ak !'.'
o fina \ determination of your foundation status. ' ` `�� �e�
~
' Letter 1045(U0/CG>
'
-'
'1
U[•I'G R I(r.YS Y Itu fl l A`.3r.:ili1:I A II r1N INC:
If we pith ) i ';Ii ., not-ico in the internal Revenue Bulletin Ici;in _stating that He
rHi l l no longer treat you as a publ illy supported organization , grantors and
contributors may uci. rely rrfl this detrermination after the date we publish the
71•.I.i Ce. In '`rid I I:l en, if vr:ril lose your status at; a pub l i c l y t,•uppor ted organi-
.7.ation, and ' (.Irant:'i" or contributor was responsible for, or was aware of , the
1• or failure to act, that resulted in your loss of su(. 11 !status, that; person
may net re. l }. on 'till "i determination from the date of the act or failure to act.
Also, if a grantor or contributor learned that we had gives notice that you
would he removed front classification as a publicly. tsupported .orgatil7atiols. 'then
f the date ire.: . r she
r, 'clay11•'t; rely on this f.It;�!.:�'•I'rnlnAtl�;:ill as
acquired such kn0111edge.
If you change your sources of support, your purposes, character, or method
of operation, please let us know so we can consider the effect of the change on
tyou amend orClliyattibltal
• your exempt status and foundationr status. If your _]a
document or by l al•rs, please send us a copy of the amended document or bylaws.
Also, let us know all changes in your name or address.
As
of January 1. , I.9O4, you are l s ab l e for social securities taxes under
the Federal .Insurance Contributions Act on amounts of $100 or more you pay to
ear-h of your employees during a calendar year. You are not liable fcrr. the, tax
imposed under the Federal Unemployment Tax Act (FUTA) .
Organizations that are not private foundations are not; subject to .the pri-- .
'Vra to foundation excise taxes under Chapter 42 of the Internal Reve nk1 Code. :
However, you are not automatically exempt from other federal excise tanesi ' If
you have any questions about excise, employment, or other federal takesi • please
let Us k1io11.
Donors may deduct contributions to you as provided in section 170 cii the .
e devises, transfers, i'i i• gifts to '.'i�11
Internal Revenue Code. Requests, legacies, -
,r ['Or y',ur use are
deductiblc, fcrFederal ,es)tt7at3 t,.atU, gifL.t; n- prxr ► a�c� /o4i; >fly.
meet the applicable prrvlsions of—s _CtIftrj IL11e tit khCr 16
•
Donors may deduct contributions to you only to the extent that their
contributions are gifts, r-cith no consideration received. Ticket purchases and
slntllar,.paymenits in conjunr.'tioi1 with fundraising events may net; necessarily
grlaI Ify' as deductible contributions, depending on the circumstance.
Revenue
Ruling 67--2411, published in Cumulative Bu l I t t i n 19A7-2, en page 104, gives
guidelines regarding when (taxpayers may deduct payments for admis.F..ir n to, or
other participation in, fundraising activities for charity,
Contributions to you are deductible by donors beginning September 5, 1791. .
You are not required to f i Ie Form 990, Return of Organization Exempt From
Income Tax, if your gross receipts each year are normally $25,000 or less. If
you receive a Form 990 package in the mail , simply attach the label provided,
chock the box in the heading to indicate that your annual gross receipts are
normally $25,000 or less, and sign the return.
•
Letter 1045(O0JC13) .
-3-
UPPER KFYS YUUU( ASSOCIATION INC
`
If you are required to file a return you must file it by the 15tk day of
1-hp fifth month after the end of your annual accounting p*riod. He charge u
Pexa | ty of 1/0 a day "hen a return is filed late` unless there is reasonable-
cause for the delay. However, the maximum penalty we charge cannot exceed
$5.000 or 5 percent of your gross receipts for the year, nhirhevor is |esn. We
may also charge this penalty if a return is not complete. 3v, please be oure
your reiorn is complete before you file
'
� '
. You are not required. to f]]e/fedkrAlqjhcoie�t3kiV6tUrot �h \est� ''. .— �'� ^r
s'/|�Jech to the tax on unrelated business income under''��it/oo 51 \ o '''-~-'`-�"�
� If you are subject to this tax , you must file an income tax return an Form
990-T, Exempt Organization Business Income Tax Return . In this letter 'e-are
/ not determining whether any of your prigent or proposed activities are
|ated trade or business as defined in section �1J of -the Code, - �`-�� '
. . ,
You need an employer identification number even if you ha've no em | 6jen;
an employer identification number was not entered on your app | \cati�A�'" ''-
�
_ will assign o number to you and advise you of it. Please use that nxm�'
all returns you file and in all correspondence with the Internal Revenue,
�� -'
Service. —
�
If we said in the heading of this letter that an addendum applies, the' '
addendum enclosed is an integral part of this letter.
' Because this letter could help us reso\ve any questions about your exempt
status and foundation status, you should keep it in your permanent ,eoo[dy,
�
If you have any questions` please contact the person whose nom a�d
e `
�-- telephone number are shown in the heading of this letter.
' /
Sincere| y yours.,
'
Pa x| Ni | | iams �
� District Director ' `
Enc |osure(s) :
Addendum
' Form 872-C `
_
_
.
- Lotter LOy(Nl/CG> , .
1ifTERNA REVENUE SERVICE CI uF
DISTRICT DIRECTOR
P . O. BOX 250B
CINCINNATI , on 45201
Employer lenLirication [1:1110)Pt :
DaLe: UEC 0 6 1905 65-029005
17053272992006
UPPER KEYS YOUTH ASSOCIATION 1NC Con Lact Person:
C/O CATRIONA E BRIN1E D . A . DOWNING
PO BOX 1330 Con Lact Telephonr.-1 Numbc!r:
TAVERNIER, FL 33070-1330 ( 513 ) 684-3957
Our Letter Dated :
October 06 , 1992
• Addendum Applies :
Ho
Dear Applicant:
This modifies our letLer of the above dnte in which yin. slated that you
would be treated as an organization that is P.01.1 0 rivnte roundnLion iiit. I I. 1.
e:rniration of your advance ruling period• .
Your exempt status under section 501 (a ) of Lhe -Anteunj Hevenne Code a-
organization described in section 501( c ) ( 3 ) is s1ill in ef1ect . Bannd on 1.1
information you submitted, we have determined that ynu nre not n privale
Foundation within the meaning of snction b09 ( a) ol Lit n Cod', hccannn y(!:] nue
organization of the type described in section 509 ( a ) ( 1 ) and 179 ( b ) ( 1 ) ) (vi '
Grantors and contributors may rely on nin dtAermination C. II Less
Internal Revenue Service publishPs notice to the contrary. However, .ir. you
lose your section 509 (a) ( 1 ) status , a (jrantor or contributw: may not r:Jy
this determination if he or she was ia pail-. responsible .lor, or uns aw:31:0
the act or failure to act, or the substantial or material changn on Lite pn-c
the organization that resulted in your loss of such stolun, or if he or sho
acquired knowledge that the Internal Pnvnnue rervice had given notice thnt •
would no longer be classifie(J. as a s(!clj (Iu 509 ( a ) ; 1 )
If we have indicated in the heading of this letter that an adden(lum
applies, the addendum enclosed is an integrol part of this Jotter .
Because this letter could help resolve any questions about your puivat
Foundation status, please keep it in your permanent 3ecords .
If you have any questions, please contact the pc.u::-,:on whose name and
telephone number are shown above .
Sincerely yours,
•
4;- ,y
•
„-•
•
, e •
Dis Lric re cl:-.(.)1:
ket.Le;. .10!,0
04.
_7.7 Mil BOARD Of COUNTY COMMISSIONERS
.„,-, '-- MAYOR Shirley freeman. District 3
OUNTY o MONROE , .. /,i Mayor Pro Iem,lacl: London. I)l'tlIL12
KEY WEST FLORIDA 33040 *'a.
•� -•••• tii . \ IIhellilla I IIII'Vey, i511'ICl I
(305)294-4641 ';'t�•••i-- R"' ,t4. � Keith Douglass. District 4
• !iliir,r: l��, , 1�.
, Mary Kay Itcich, District
County Administrator ""`'
5100 College Road
Key West , FL 33040 ;�c-•`,,,E 1,ru
r
voice: (305) 292-4441 n ;, x�'fax: (305) 295-4544
MEMORANDUM
Date: January 20, 1998
r
To: Danny L. Kolhage, Clerk of the Circuit Court
/,
From: James Roberts, County Administrator j
Subject: Preliminary Audit Report - Monroe County Youth Organizations
Per Sandra Mathena's letter dated November 24, 1997, responses to the audit findings are as
follows:
Finding(s): Section A "Budget Process Lacks Adequate Documentation and Internal
Control:"
(1). "The Agreement does not address service performance reports:"
(2). "The youth organizations do not keep detailed statistics on activity participation:"
Answer:
The adopted "Monroe County Board of County Commissioners Organization, Programs and
Policy Guidelines for the Youth Organizations of Monroe County" does not require service
performance reports or statistics. Since the Board funds a number of community service
organizations without requiring performance reports or statistics, the County Administrator
will ask for clarification from the BOCC of their intent with regards to requiring performance
reports as a part of the budget process for youth clubs and other community service
organizations.
Finding(s): Section B "Employee Background Checks Lack Adequate Documentation:"
Answer:
Future funding agreements will include the "Monroe County Board of County
Commissioners Organization, Programs and Policy Guidelines for the Youth Organizations of
Monroe County" document to ensure that the organizations are aware of .empl er,�.,.,
background checks and other requirements. �''A L., �„, Y, �,l` L..
JMi 2 0 1 13
1
Finding(s): Section C "Key Documents Not Always Kept Current"
(1). "Non Compliance with Florida Statutes, Chapter 496, Solicitation of Contributions
Act."
(2). "Upper Keys Youth Association IRS Form 990 (Return of Organization Exempt From
Income "lax) Not Filed on a Timely Basis."
Answer:
The County Administrator will ask for clarification from the BOCC of their intent with
regards to requiring youth clubs and other community service organizations to submit proof of
Federal Income tax filings and compliance with Florida Statues, Chapter 496.
Finding(s): Section D. "Inconsistent Documentation of Executive Director's Salary at tipper
Keys Youth Association Inc."
Answer:
No response required from the County Administrator. Response should come from the Upper
Keys Youth Association.
Finding(s): Section L. "The Agreement Between the tipper Keys Youth Association, Inc. and
the Monroe County Board of County Commissioners Was Not Witnessed By Two Upper
Keys Youth Association Board Members:"
•
Answer:
The County Administrator will ask the County Attorney to include witness signature spaces
on the Agreements.
Findings(s): Section F. "Insurance Coverage Not Maintained By Upper Keys Youth
Association, Inc."
Answer:
Insurance coverage is tracked,by the County Risk department and notice of the status of
coverage is routinely sent to the contract monitors. Proof of insurance is required at time of
• contract execution.
Findings(s): Section G. "Inadequate Invoice Documentation's
, Answer
No response required from the County Administrator. Response should come from Upper
Keys Youth Association, Inc.
•
Findings(s): Section 1-1. "Ineligible Expense Reimbursed"
•
Answer: L l ��No response required from the County Administrator. '" �, "sue
'JAN 2 0 1398
2
•
MEMORANDUM
TO: Sandy Mathena
Clerk's Office
FROM: James L. Roberts
County Administrator
DATE: January 26, 1998
SUBJECT: Additional comment to Preliminary Audit Report Monroe County Youth
Organizations
AAAAAAAAAAAAAAAAAAAAAAAAAAAAAA AA/VM AAAAAAAAAA/1hA/AAA A/A/1/AAAAAAMMAAAAAAAAAAAAA
The following is a replacement response to the answer previously provided to Section F.
Under the existing contract, the Upper Keys Youth Association is required to hold the County
harmless for potential problems. There is no specific requirement for the maintenance of
insurance. It is the County's understanding that presently insurance does exist to fulfill the
requirement. The Risk Management section will follow up to be sure. Any insurance in place is
appropriately identified to the County.
James L.Ro erts
JLR:dlf
MEMORANDUM
TO: Sandra Mathena, Internal Audit
Clerk's Office
FROM: James L. Roberts
County Administrator
DATE: January 22, 1998
SUBJECT: Big Pine Athletic Association Response to Draft Preliminary Audit Report of
Monroe County Youth Organizations
AAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAA
I have had an opportunity to review the responses by the Big Pine Athletic Association
(BPAA) in reference to the above identified audit. Most of the responses are appropriate or not
sufficiently troubling to discuss. However, there are some general statements that need to be
made. If you feel they are appropriate, please include these in the final audit.
What appear to be preliminary statements to the specific audit responses cover a full
page. Part of the discussion concerns "the equity of funding that the County provides to youth
organizations". The BPAA states that the County needs to investigate this and that the audit
should have looked at the feasibility of having the County Public Works Department run the
youth centers. These are basically policy issues to be determined by the elected officials of the
County. The Administration believes that it would not be appropriate for an internal audit to
recommend how much to fund any particular government activity, especially one which is
discretionary in nature. The issues of whether the Public Works Division should run the youth
centers is once again a policy issue to be determined by the elected officials. We do not believe
it is appropriate under the nature of the internal audit process to address these kinds of questions.
The BPAA also comments that there would be benefit from a more inclusive audit. You,
as the County auditors, should ask the youth organizations for inputs on the scope of the audit.
It is my understanding that the purpose of the audit is not to be a consensus building activity but
rather to look at how funds are administered and operations are conducted in conformance with
law, regulation, and policy. If the BPAA "strongly feels" that there would be benefit from such
recommendations, they should formally make those recommendations to the Administration
and/or the Board of County Commissioners.
Since the responses to the specific audit questions are obviously going to be included in
the final audit, a general comment is necessary. In a number of the responses, the BPAA
recommends that the County "Public Works" should be responsible for the running of teen
centers "to include hiring, firing, and organizing activities". The BPAA also states that other
problems would be resolved if that were the case.
1
It is the Administration's response that the County running such activities to the extent
identified in the BPAA audit response would probably produce greater overall expense and
somewhat less ability to be flexible and respond to local needs than if community based groups
undertake the responsibilities. It is the policy of the Board of County Commissioners not to
organize, fund, and run these programs totally, only to provide some financial assistance to assist
the community in making these programs available. These programs should then respond to
individual community needs.
Thank you for the opportunity to provide some comments.
James L. Roberts
JLR:dlf
•
4bp..... CD
(II
811�
qO-COUNTY.f�'
itannp 'IL. 3ottjage
BRANCH OFFICE CLERK OF THE CIRCUIT COURT BRANCH OFFICE
3117 OVERSEAS HIGHWAY MONROE COUNTY 88820 OVERSEAS HIGHWAY
MARATHON, FLORIDA 33050 500 WHITEHEAD STREET PLANTATION KEY, FLORIDA 33070
TEL. (305) 289-6027 KEY WEST, FLORIDA 33040 TEL. (305) 852-7145
TEL. (305) 292-3550
MEMORANDUM
TO: Sandra Mathena, CPA
Internal Audit
FROM: Sandra Carlile ,J
- Finance Director
RE: Responses to the Preliminary Audit Report of Monroe County Youth
Organizations
DATE: January 16, 1998
******************************************************************************
My responses to the Audit Findings in the above mentioned report are as follows:
1. Item V. Audit Findings and G. Inadequate Invoice Documentation on Page 19:
The Clerk's Finance Director is in the process of revising Attachment A which can be
attached to the Human Service Organization contracts for FY 99. These revisions will
include appropriate payroll information and adequate support so as to ensure proper
reimbursement.
2. Item V. Audit Findings and H. Ineligible Expense Reimbursed on Page 19:
The Deputy Clerk responsible for processing the Youth Organization payments has met
with the Finance Director to review allowable expenditures to ensure proper reimbursement.
Please feel free to contact me if I can be of further assistance.
1