EARLY LEARNING COALITION OF NORTHWEST FLORIDA, INC. Financial Statements and Independent Auditor's Report. June 30, 2010 and 2009

Transcription

1 EARLY LEARNING COALITION OF NORTHWEST FLORIDA, INC. Financial Statements and Independent Auditor's Report June 30, 2010 and 2009

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3 EARLY LEARNING COALITION OF NORTHWEST FLORIDA, INC. Financial Statements and Independent Auditor's Report June 30, 2010 and 2009 TABLE OF CONTENTS INDEPENDENT AUDITOR'S REPORT 1 FINANCIAL STATEMENTS Statements of Financial Position 3 Statements of Activities 4 Statements of Functional Expenses 5 Statements of Cash Flows 7 Notes to Financial Statements 8 COMPLIANCE SECTION Schedule of Expenditures of Federal Awards and State Financial Assistance 12 Notes to the Schedule of Expenditures of Federal Awards and State Financial Assistance 13 Report on Internal Control over Financial Reporting and on Compliance and Other Matters Based on an Audit of Financial Statements Performed in Accordance with Government Auditing Standards 14 Report on Compliance with Requirements Applicable to Each Major Program and State Project and on Internal Control over Compliance in Accordance with OMB Circular A-133 and Chapter , Rules of the Auditor General 16 Schedule of Findings and Questioned Costs 19 MANAGEMENT LETTER 24 Page

4 45 Eglin Pkwy. NE, Ste. 301, Fort Walton Beach, FL (850) Board of Directors Early Learning Coalition of Northwest Florida, Inc. Panama City, Florida INDEPENDENT AUDITOR'S REPORT We have audited the accompanying statements of financial position of the Early Learning Coalition of Northwest Florida, Inc. (the Coalition) as of June 30, 2010, and 2009, and the related statements of activities, functional expenses and cash flows for the years then ended. These financial statements are the responsibility of management. Our responsibility is to express an opinion on these financial statements based on our audits. We conducted our audits in accordance with auditing standards generally accepted in the United States of America and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States. Those standards require that we plan and perform the audits to obtain reasonable assurance about whether the financial statements are free of material misstatement. An audit includes consideration of internal control over financial reporting as a basis for designing audit procedures that are appropriate in the circumstances, but not for the purpose of expressing an opinion on the effectiveness of the Coalition's internal control over financial reporting. Accordingly, we express no such opinion. An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the financial statements. An audit also includes assessing the accounting principles used and significant estimates made by management, as well as evaluating the overall financial statement presentation. We believe that our audits provide a reasonable basis for our opinion. In our opinion, the financial statements referred to above present fairly, in all material respects, the financial position of the Coalition as of June 30, 2010, and 2009, and the changes in its net assets and its cash flows for the years then ended, in conformity with accounting principles generally accepted in the United States of America. In accordance with Government Auditing Standards, we have also issued a report dated March 30, 2011, on our consideration of the Coalition's internal control over financial reporting and our tests of its compliance with certain provisions of laws, regulations, contracts and grant agreements, and other matters. The purpose of that report is to describe the scope of our testing of internal control over financial reporting and compliance and the results of that testing and not to provide an opinion on the internal control over financial reporting and compliance. That report is an integral part of an audit performed in accordance with Governmental Auditing Standards and should be considered in assessing the results of our audits. 1

5 Board of Directors Early Learning Coalition of Northwest Florida, Inc. Independent Auditor's Report (Continued) Our audits were performed for the purpose of forming an opinion on the basic financial statements of the Early Learning Coalition of Northwest Florida, Inc. taken as a whole. The accompanying Schedule of Expenditures of Federal Awards and State Financial Assistance on page 12 is presented for purposes of additional analysis as required by United States Office of Management and Budget (OMB) Circular A-133, Audits of States, Local Governments, and Non-Profit Organizations and Chapter , Rules of the Auditor General, and is not a required part of the basic financial statements. Such information has been subjected to the auditing procedures applied in the audit of the basic financial statements and in our opinion, the information is fairly stated in all material respects, in relation to the basic financial statements taken as a whole. March 30,

6 STATEMENTS OF FINANCIAL POSITION June 30, 2010 and ASSETS CURRENT ASSETS Cash $ 312,060 $ 116,431 Due from the State of Florida 1,530,260 1,179,845 Other receivables 25,032 13,327 Prepaid expenses 3,140 6,300 Total current assets 1,870,492 1,315,903 PROPERTY AND EQUIPMENT, NET 141, ,403 TOTAL ASSETS $ 2,012,421 $ 1,422,306 LIABILITIES AND NET ASSETS LIABILITIES Accounts payable and accrued expenses $ 1,296,326 $ 1,041,078 Due to the State of Florida 49,810 49,810 Advance funding 463,774 36,416 Total liabilities 1,809,910 1,127,304 NET ASSETS Unrestricted 60, ,599 Invested in capital assets 141, ,403 Total net assets 202, ,002 TOTAL LIABILITIES AND NET ASSETS $ 2,012,421 $ 1,422,306 The accompanying notes are an integral part of these financial statements. 3

7 STATEMENTS OF ACTIVITIES Years Ended June 30, 2010 and PUBLIC SUPPORT AND OTHER REVENUES Public support Federal funding $ 12,466,096 $ 11,622,593 State funding 4,545,050 4,931,282 Total public support 17,011,146 16,553,875 Other revenues Interest Local match 2,256 9,361 Other support 17,330 6,176 Total other revenues 19,909 15,561 TOTAL PUBLIC SUPPORT AND OTHER REVENUES 17,031,055 16,569,436 EXPENSES Program services Direct child care 14,638,194 13,735,226 Non-direct child care 1,491,660 2,084,484 Quality initiatives 393, ,581 Total program services 16,522,968 16,106,291 Support services Management and general 599, ,297 TOTAL EXPENSES 17,122,375 16,550,588 INCREASE (DECREASE) IN NET ASSETS FROM OPERATIONS (91,320) 18,848 Loss on disposal of equipment (1,171) - CHANGE IN UNRESTRICTED NET ASSETS (92,491) 18,848 NET ASSETS - BEGINNING OF YEAR 295, ,154 NET ASSETS - END OF YEAR $ 202,511 $ 295,002 The accompanying notes are an integral part of these financial statements. 4

8 STATEMENTS OF FUNCTIONAL EXPENSES Years Ended June 30, 2010 and 2009 Support Program Services Services Direct Child Care Non-Direct Child Care Quality Initiatives Management and General 2010 Contract for service payments to subrecipients $ 14,638,194 $ - $ - $ - $ 14,638,194 Quality enhancement - 176, , ,429 Depreciation ,995 47,995 Dues - 1,001-6,498 7,499 Office supplies and other - 71, ,448 86,162 Occupancy - 137, , ,816 Supplies - 66,746 48, ,803 Postage - 10,386-1,417 11,803 Professional fees - 33,232 5,250 36,900 75,382 Outreach and awareness - 25, ,253 Salaries - 836, , ,238 1,431,197 Travel - 45,015 17,571 10,238 72,824 Bad debt expense - 88, ,018 Total expenses $ 14,638,194 $ 1,491,660 $ 393,114 $ 599,407 $ 17,122,375 The accompanying notes are an integral part of these financial statements. Continued... 5

9 STATEMENTS OF FUNCTIONAL EXPENSES Years Ended June 30, 2010 and 2009 Support Program Services Services Direct Child Care Non-Direct Child Care Quality Initiatives Management and General 2009 Contract for service payments to subrecipients $ 13,735,226 $ - $ - $ - $ 13,735,226 Contract services - 1,268,181 41,532-1,309,713 Quality enhancement , ,049 Computer software - 7, ,000 Depreciation - 14,480-14,480 28,960 Dues ,286 2,461 Office supplies and other - 12,832-2,871 15,703 Occupancy - 81,917-48, ,041 Supplies - 18, ,464 Postage - 10,651-7,614 18,265 Professional fees - 20,927-30,477 51,404 Outreach and awareness - 36, ,127 Salaries - 573, , ,699 Travel - 39,950-8,526 48,476 Total expenses $ 13,735,226 $ 2,084,484 $ 286,581 $ 444,297 $ 16,550,588 The accompanying notes are an integral part of these financial statements. 6

10 STATEMENTS OF CASH FLOWS Years Ended June 30, 2010 and CASH FLOWS FROM OPERATING ACTIVITIES Change in unrestricted net assets $ (92,491) $ 18,848 Adjustments to reconcile change in unrestricted net assets to cash flows from operating activities Depreciation 47,995 28,960 Loss on disposal of equipment 1,171 - (Increase) decrease in Due from the State of Florida (350,415) 336,773 Other receivables (11,705) - Prepaid expenses 3,160 (254) Increase (decrease) in Accounts payable and accrued expenses 255,248 (453,243) Advance funding 427,358 - Net cash flows from operating activities 280,321 (68,916) CASH FLOWS FROM INVESTING ACTIVITIES Purchase of equipment (86,192) (28,648) Proceeds from sale of equipment 1,500 - Net cash flows from investing activities (84,692) (28,648) NET CHANGE IN CASH 195,629 (97,564) CASH AT BEGINNING OF YEAR 116, ,995 CASH AT END OF YEAR $ 312,060 $ 116,431 SUPPLEMENTAL DISCLOSURES Interest paid $ - $ - Income taxes paid $ - $ - The accompanying notes are an integral part of these financial statements. 7

11 NOTES TO FINANCIAL STATEMENTS June 30, 2010 and 2009 NOTE 1 - SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES A. Organization and Purpose The Early Learning Coalition of Northwest Florida, Inc. (the Coalition) was organized as a not-for-profit corporation under the laws of the State of Florida on September 26, The Coalition maintains offices in Bay, Calhoun, Franklin, Gulf, Holmes, Jackson, and Washington Counties in the State of Florida. The Coalition is primarily funded by support from federal and state agencies contracted through the Florida Agency for Workforce Innovation. The purpose of the Coalition is to provide a coordinated delivery system of school readiness programs that will prepare children to enter the local kindergarten school systems. In addition, part of the Coalition's mission is to increase the availability, affordability and quality of child care services to children. The children who qualify for these programs are at-risk and/or from low-income families. The Coalition operates three major programs: Direct Child Care - payments to approved providers for child care. Non-Direct Child Care - directly incurred costs for support of child care services such as eligibility determination, training for providers, and resource and referral services. Quality Initiatives - payments for directly incurred costs designed to enhance experiences for children, staff, or other early childhood professionals. B. Basis of Accounting The financial statements of the Coalition have been prepared on the accrual basis of accounting and accordingly reflect all significant receivables, payables, and other liabilities. Federal, state and local government, and public grants are recorded as support when performance occurs under the terms of the grant agreement. C. Financial Statement Presentation Financial statement presentation follows the recommendations of the Financial Accounting Standards Board Accounting Standards Codification. The Coalition is required to report information regarding its financial position and activities according to three classes of net assets: unrestricted net assets, temporarily restricted net assets, and permanently restricted net assets. Net assets are classified based on donor restrictions, if any, that may or may not be met by actions of management or by the passage of time. Currently, there are no permanently restricted net assets. 8

12 NOTES TO FINANCIAL STATEMENTS June 30, 2010 and 2009 NOTE 1 - SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (CONTINUED) D. Estimates The preparation of financial statements in conformity with accounting principles generally accepted in the United States of America requires management to make estimates and assumptions that affect certain reported amounts and disclosures. Accordingly, actual results could differ from those estimates. E. Cash and Cash Equivalents For purposes of the Statements of Cash Flows, the Coalition considers all highly liquid investments available for use with an original maturity of three months or less to be cash equivalents. F. Receivables Contract receivables are considered past due if not received in accordance with contract terms. Contract receivables are stated at the amount management expects to collect at year-end. Management believes an allowance for doubtful accounts is not necessary based on terms of the service contracts. G. Property and Equipment The Coalition follows the practice of capitalizing all costs for property and equipment in excess of $1,000. If donated, fixed assets are recorded at fair market value at the date of the donation. Depreciation of property and equipment is computed using straight-line depreciation over the estimated useful lives of the assets, which is five years. Property acquired with governmental funds is considered to be owned by the Coalition while used in the program for which it was purchased, or in future authorized programs. However, its disposition as well as the ownership of any proceeds from the sale of assets is subject to applicable regulations. H. Due to the State of Florida Reimbursed contract service expenses in excess of actual contract service expenses incurred. This excess amount is payable to the State of Florida. I. Advance Funding The Coalition is authorized to receive advanced funds for projected direct and administrative expenses of the school readiness and voluntary pre-kindergarten programs. The advance payments are reconciled and adjusted to actual program attendance. 9

13 NOTES TO FINANCIAL STATEMENTS June 30, 2010 and 2009 NOTE 1 - SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (CONTINUED) J. Federal and State Awards Public support revenue from federal and state grants is recorded based upon the terms of the grantor agreement, which generally provides that revenue is earned when the allowable costs of the specific grant provisions have been incurred. The majority of public support is received on a reimbursement basis for costs already incurred. Revenue is recorded as unrestricted when received. K. Expense Allocation The costs of providing the various programs and other activities have been detailed in the Statements of Functional Expenses and summarized in a functional basis on the Statements of Activities. Expenses directly related to a program or supporting service are charged to the individual program or supporting service. Indirect expenses are allocated between non-direct child care, quality initiative program services, management and general expenses based an allocation to the program's total direct costs less federal and state funded capital asset purchases. L. Income Taxes The Coalition has been granted an exemption from income taxes under Internal Revenue Code, Section 501(c)(3) as a not-for-profit corporation. The Coalition is not aware of any uncertain tax positions that would require disclosure or accrual in accordance with generally accepted accounting principles. With few exceptions, the Coalition is no longer subject to federal, state, or local income tax examination by tax authorities for years before M.Subsequent Events The Coalition has evaluated events and transactions that occurred between June 30, 2010, and March 30, 2011, which is the date the financial statements were available to be issued, for possible recognition or disclosure in the financial statements. NOTE 2 - PROPERTY AND EQUIPMENT The following is a summary of property and equipment as of June 30, 2010 and 2009: Furniture and equipment $ 251,040 $ 173,757 Less accumulated depreciation (109,111) (67,354) Property and equipment, net $ 141,929 $ 106,403 Depreciation expense for the years ended June 30, 2010, and 2009, was $47,995 and $28,960, respectively. 10

14 NOTES TO FINANCIAL STATEMENTS June 30, 2010 and 2009 NOTE 3 - CONCENTRATIONS For the years ended June 30, 2010, and 2009, the Coalition received 100% of public support from the Florida Agency for Workforce Innovation, Office of Early Learning (the Agency). Funding received from the Agency is derived from both federal and state sources. For the years ended June 30, 2010, and 2009, funding derived from federal sources was 73% and 70%, respectively, and funding derived from the State of Florida was 27% and 30%, respectively. NOTE 4 - COMMITMENTS AND CONTINGENCIES In June 2010, the Coalition entered into a funding agreement with the Agency for the period of July 1, 2010, through June 30, The Agency awarded the Coalition $12,853,662 to be expended for school readiness programs and services as prescribed in the Coalition's School Readiness Plan and $5,052,084 to be expended for Voluntary Pre- Kindergarten (VPK) programs and services as prescribed in the Coalition's VPK Plan. The Coalition's School Readiness and Voluntary Pre-Kindergarten Plans provide for a comprehensive program of readiness services that enhance the cognitive, social, and physical development of children to achieve the performance standards and outcome measures as specified by the Agency. 11

15 COMPLIANCE SECTION

16 SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS AND STATE FINANCIAL ASSISTANCE Year Ended June 30, 2010 Federal/State Agency Pass-Through Entity Federal Program/State Project CFDA CSFA Number Contract/ Grant Number Expenditures U.S. Department of Education Indirect programs Pass-Through from Agency Workforce Innovation Temporary Assistance for Needy Families N/A $ 3,965,602 Child Care and Development Block Grant N/A 2,596,258 Child Care Mandatory and Matching Funds of the Child Care and Development Fund N/A 3,452,545 ARRA - Child Care Development Fund (CCDF) N/A 989,716 Total U.S. Department of Education 11,004,121 U.S. Department of Education Indirect programs Pass-Through from Agency Workforce Innovation ARRA - State Fiscal Stabilization Funds (SFSF) N/A 544,260 Total U.S. Department of Education 544,260 TOTAL EXPENDITURES OF FEDERAL AWARDS $ 11,548,381 Florida Agency for Workforce Innovation Direct programs Voluntary Pre-K Outreach & Awareness and Monitoring Initiative SR 353 $ 14,672 Voluntary Pre-K SR 353 4,505,977 Total Florida Agency for Workforce Innovation 4,520,649 TOTAL EXPENDITURES OF STATE FINANCIAL ASSISTANCE $ 4,520,649 The accompanying notes are an integral part of this schedule. 12

17 NOTES TO THE SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS AND STATE FINANCIAL ASSISTANCE Year Ended June 30, 2010 NOTE 1 - BASIS OF PRESENTATION The accompanying Schedule of Expenditures of Federal Awards and State Financial Assistance includes the federal and state activity of the Early Learning Coalition of Northwest Florida, Inc., and is presented on the accrual basis of accounting. The information in this schedule is presented in accordance with the requirements of OMB Circular A-133, Audits of States, Local Governments, and Non-Profit Organizations and Chapter , Rules of the Auditor General; therefore, some amounts presented in this schedule may differ from amounts presented in, or used in the preparation of, the basic financial statements. 13

18 45 Eglin Pkwy. NE, Ste. 301, Fort Walton Beach, FL (850) Board of Directors Early Learning Coalition of Northwest Florida, Inc. Panama City, Florida REPORT ON INTERNAL CONTROL OVER FINANCIAL REPORTING AND ON COMPLIANCE AND OTHER MATTERS BASED ON AN AUDIT OF FINANCIAL STATEMENTS PERFORMED IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS We have audited the financial statements of the Early Learning Coalition of Northwest Florida, Inc. (the Coalition) as of and for the year ended June 30, 2010, and have issued our report thereon dated March 30, We conducted our audit in accordance with auditing standards generally accepted in the United States of America and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States. Internal Control over Financial Reporting In planning and performing our audit we considered the Coalition's internal control over financial reporting as a basis for designing our auditing procedures for the purpose of expressing our opinion on the financial statements, but not for the purpose of expressing an opinion on the effectiveness the Coalition's internal control over financial reporting. Accordingly, we do not express an opinion on the effectiveness of the Coalition's internal control over financial reporting. A deficiency in internal control exists when the design or operation of a control does not allow management or employees, in the normal course of performing their assigned functions, to prevent, or detect and correct misstatements on a timely basis. A material weakness is a deficiency, or a combination of deficiencies, in internal control such that there is a reasonable possibility that a material misstatement of the entity s financial statements will not be prevented, or detected and corrected on a timely basis. We identified a deficiency in internal control over financial reporting, described in the accompanying Schedule of Findings and Questioned Costs as item , that we consider to be a material weakness in internal control over financial reporting. Our consideration of internal control over financial reporting was for the limited purpose described in the first paragraph of this section and was not designed to identify all deficiencies in internal control over financial reporting that might be deficiencies, significant deficiencies, or material weaknesses. 14

19 Board of Directors Early Learning Coalition of Northwest Florida, Inc. Report on Internal Control over Financial Reporting and on Compliance and Other Matters Based on an Audit of Financial Statements Performed in Accordance with Government Auditing Standards (Continued) Compliance and Other Matters As part of obtaining reasonable assurance about whether the Coalition's financial statements are free of material misstatement, we performed tests of its compliance with certain provisions of laws, regulations, contracts, and grant agreements, noncompliance with which could have a direct and material effect on the determination of financial statement amounts. However, providing an opinion on compliance with those provisions was not an objective of our audit, and accordingly, we do not express such an opinion. The results of our tests disclosed an instance of noncompliance that is required to be reported under Government Auditing Standards and which is described in the accompanying Schedule of Findings and Questioned Costs as item The Coalition's responses to the findings identified in our audit are described in the accompanying Schedule of Findings and Questioned Costs. We did not audit the Coalition's responses and, accordingly, we express no opinion on the responses. This report is intended solely for the information and use of the audit committee, management and Board of Directors, and is not intended to be, and should not be, used by anyone other than these specified parties. March 30,

20 45 Eglin Pkwy. NE, Ste. 301, Fort Walton Beach, FL (850) Board of Directors Early Learning Coalition of Northwest Florida, Inc. Panama City, Florida REPORT ON COMPLIANCE WITH REQUIREMENTS APPLICABLE TO EACH MAJOR PROGRAM AND STATE PROJECT AND ON INTERNAL CONTROL OVER COMPLIANCE IN ACCORDANCE WITH OMB CIRCULAR A-133 AND CHAPTER , RULES OF THE AUDITOR GENERAL Compliance We have audited the compliance of the Early Learning Coalition of Northwest Florida, Inc. (the Coalition) with the types of compliance requirements described in the United States Office of Management and Budget (OMB) Circular A-133, Compliance Supplement, and the requirements described in the Executive Office of the Governor's State Projects and Compliance Supplement that are applicable to each of its major federal programs and state projects and the special audit guidance provided by the Agency for Workforce Innovation (AWI) for the year ended June 30, The Coalition's major federal programs and state projects are identified in the summary of auditor's results section of the accompanying Schedule of Findings and Questioned Costs. Compliance with the requirements of laws, regulations, contracts and grants applicable to each of its major federal programs and state projects is the responsibility of the Coalition's management. Our responsibility is to express an opinion on the Coalition's compliance based on our audit. We conducted our audit of compliance in accordance with auditing standards generally accepted in the United States of America; the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States; OMB Circular A-133, Audits of States, Local Governments, and Non-Profit Organizations, and Chapter , Rules of the Auditor General. Those standards, OMB Circular A-133; and Chapter , Rules of the Auditor General, require that we plan and perform the audit to obtain reasonable assurance about whether noncompliance with the types of compliance requirements referred to above that could have a direct and material effect on a major federal program or state project occurred. An audit includes examining, on a test basis, evidence about the Coalition's compliance with those requirements and performing such other procedures as we considered necessary in the circumstances. We believe that our audit provides a reasonable basis for our opinion. Our audit does not provide a legal determination on the Coalition's compliance with those requirements. 16

21 Board of Directors Early Learning Coalition of Northwest Florida, Inc. Report on Compliance with Requirements Applicable to Each Major Program and State Project and Internal Control over Compliance in Accordance with OMB Circular A-133 Chapter , Rules of the Auditor General (Continued) Compliance (Continued) As described in item in the accompanying Schedule of Findings and Questioned Costs, the Coalition did not comply with the requirements set forth by AWI mandating a timely, monthly reconciliation of its financial records to the statewide School Readiness data and reporting system, for the year ended June 30, In our opinion, except for the noncompliance described in the preceding paragraph, the Coalition complied, in all material respects, with the requirements referred to above that could have a direct and material effect on each of its major federal and state programs, and requirements set forth by AWI for the year ended June 30, Internal Control over Compliance The management of the Coalition is responsible for establishing and maintaining effective internal control over compliance with requirements of laws, regulations, contracts, and grants applicable to federal and state projects. In planning and performing our audit, we considered the Coalition's internal control over compliance with requirements that could have a direct and material effect on a major federal program or state project in order to determine our auditing procedures for the purpose of expressing our opinion on compliance and to test and report on internal control over compliance in accordance with OMB Circular A-133 and Chapter , Rules of the Auditor General. Our consideration of internal control over compliance was for the limited purpose described in the preceding paragraph and was not designed to identify all deficiencies in internal control over compliance that might be significant deficiencies or material weaknesses and therefore, there can be no assurance that all deficiencies, significant deficiencies, or material weaknesses have been identified. However, as discussed below, we identified a certain deficiency in internal control over compliance that we consider to be a material weakness. A deficiency in internal control over compliance exists when the design or operation of a control over compliance does not allow management or employees, in the normal course of performing their assigned functions, to prevent, or detect and correct, noncompliance with a type of compliance requirement of a federal or state program on a timely basis. A material weakness in internal control over compliance is a deficiency, or combination of deficiencies, in internal control over compliance, such that there is a reasonable possibility that material noncompliance with a type of compliance requirement of a federal or state program will not be prevented, or detected and corrected, on a timely basis. We consider the deficiency in internal control over compliance described in the accompanying Schedule of Findings and Questioned Costs as item to be a material weakness. 17

22 Board of Directors Early Learning Coalition of Northwest Florida, Inc. Report on Compliance with Requirements Applicable to Each Major Program and State Project and Internal Control over Compliance in Accordance with OMB Circular A-133 Chapter , Rules of the Auditor General (Continued) Internal Control over Compliance (Continued) Our consideration of the internal control over compliance was for the limited purpose described in the first paragraph of this section and would not necessarily identify all deficiencies in internal control that might be significant deficiencies or material weaknesses. We did not identify any deficiencies in internal control over compliance that we consider to be significant deficiencies or material weaknesses, as defined above. The Coalition's responses to the findings identified in our audit are described in the accompanying Schedule of Findings and Questioned Costs. We did not audit the Coalition's responses and, accordingly, we express no opinion on the responses. This report is intended solely for the information and use of the audit committee, management, Board of Directors and federal and state awarding agencies and pass-through entities, and is not intended to be, and should not be, used by anyone other than these specified parties. March 30,

23 SCHEDULE OF FINDINGS AND QUESTIONED COSTS Year Ended June 30, 2010 I. SUMMARY OF AUDITOR'S RESULTS Financial Statements Type of auditor's report issued: Unqualified Internal control over financial reporting: Material weakness(es) identified? X Yes No Significant deficiency(ies) identified that is/are not considered to be material weakness(es)? Yes X None Reported Noncompliance material to financial statements noted? X Yes No Federal Awards and State Projects Internal control over major programs: Material weakness(es) identified? X Yes No Significant deficiency(ies) identified that is/are not considered to be material weakness(es)? Yes X Type of auditor's report issued on compliance for major programs: Qualified None Reported Any audit findings disclosed that are required to be reported in accordance with section 510(a) of Circular A-133 and Chapter , Rules of the Auditor General? X Yes No Identification of major programs: CFDA Number Name of Federal Program or Cluster U.S. Department of Health and Human Services Childcare and Development Block Grant ARRA - CCDF ARRA - SFSF CSDA Number Name of State Project Florida Agency for Workforce Innovation School Readiness Services 19 Continued...

24 SCHEDULE OF FINDINGS AND QUESTIONED COSTS Year Ended June 30, 2010 I. SUMMARY OF AUDITOR'S RESULTS (CONTINUED) Dollar threshold used to distinguish between type A and type B programs for federal awards: $300,000 Dollar threshold used to distinguish between type A and type B programs for state awards: $300,000 Auditee qualified as a federal low-risk auditee? X Yes No Auditee qualified as a state low-risk auditee? X Yes No II. FINANCIAL STATEMENT FINDINGS The results of our audit of the Coalition disclosed one finding that we considered to be a material weakness in the Coalition's internal control over financial reporting and is required to be reported under GAGAS. FINDING NUMBER FINDING RECONCILIATION OF GENERAL LEDGER TO SUBSIDIARY LEDGERS AND OTHER SUPPORTING SCHEDULES Finding: We noted that, other than for the reconciliations of the Coalition's cash/checking accounts, the general ledger balances as of and for the year ended June 30, 2010 had not been reconciled to subsidiary ledgers and other supporting schedules. Further, because of not having performed these reconciliations, the Coalition was unaware that the general ledger balances as of July 1, 2009 had not been entered into the Coalition's new accounting program upon conversion from the old accounting program in July As a result, the Coalition's June 30, 2010 financial statements were materially misstated and required a significant number of adjustments in order to correct for these material misstatements. Cause: It is believed that the cause for the material misstatements of the Coalition's financial statements was the combination of: 1.) the conversion to a new accounting program at the beginning of fiscal year 2010 and 2.) the transition of staff within the Finance Director position. The replacement Finance Director lacked the level of experience and accounting proficiencies required in order to adequately perform the role and responsibilities of that position. Recommendation: We recommend that the Coalition work diligently to identify those areas of weakness in the Finance Director position and offer instruction needed in order to increase the level of knowledge and expertise of the individual employed in that position. In addition, we recommend that the Coalition implement an accounting policy that requires all statement of financial position accounts be reconciled as part of the month-end close process. Views of responsible officials and planned corrective action: (Refer to III. "Views of responsible officials and planned corrective action" in the following) 20

25 SCHEDULE OF FINDINGS AND QUESTIONED COSTS Year Ended June 30, 2010 III. FINDINGS AND QUESTIONED COSTS FOR FEDERAL AWARDS AND STATE PROJECTS We noted one finding involving noncompliance that we considered to be a material weakness in the Coalition's internal control over major programs that is required to be reported in accordance with the U.S. Office of Management and Budget Circular A-133 and Chapter , Rules of the Auditor General. FINDING NUMBER FINDING RECONCILIATION OF FINANCIAL RECORDS TO AWI SINGLE STATEWIDE INFORMATION SYSTEM Criteria: The AWI grant agreement requires that the Coalition's financial records for child care provider payments are reconciled in the Agency's Single Statewide Information System on a monthly basis; no more than sixty days from the close of the monthly reporting period. Condition: We noted that despite the Coalition having performed the procedural aspect of the required monthly reconciliations, such reconciliations could not have been completed without having unreconciled differences between the Coalition's financial records and that of the Agency. This finding is supported by the identification of material misstatements in the Coalition's financial records of the amount due from AWI as of June 30, 2010 and the amount of state funding (public support revenues) passed through from AWI for the year ended June 30, Cause: It is believed that the cause for the material misstatements that led to noncompliance was the combination of two events: (1) the conversion to a new accounting program at the beginning of fiscal year 2010 and (2) the transition of staff within the Finance Director position. The replacement Finance Director lacked the level of experience and accounting proficiencies required in order to adequately perform the role and responsibilities of that position. Recommendation: We recommend that the Coalition work diligently to identify those areas of weakness in the Finance Director position and offer instruction needed in order to increase the level of knowledge and expertise of the individual employed in that position. In addition, we recommend that the Operations Officer, at least for the foreseeable future, take a more active role in the monthly reconciliations of Coalition financial data to that of the Agency, in order to ensure compliance with the grant agreement. Views of responsible officials and planned corrective action: 1. Ensure that Coalition financial records for child care provider payments are reconciled in the Single Statewide Information System on a monthly basis; reconciliations are no more than 60 days in arrears. A. This control was in place in FY 10; however, former Finance Director verified completion of process and not Executive Director or Designee. For FY 11 and subsequent years, the Coalition will have the following process in place: 1. A payment transmittal is generated from SSIS (EFS). 2. Multiple pivot tables are generated from the payment transmittal to be entered into Sage Accounting System. 21

26 SCHEDULE OF FINDINGS AND QUESTIONED COSTS Year Ended June 30, 2010 III. FINDINGS AND QUESTIONED COSTS FOR FEDERAL AWARDS AND STATE PROJECTS (CONTINUED) FINDING NUMBER (Continued) FINDING RECONCILIATION OF FINANCIAL RECORDS TO AWI SINGLE STATEWIDE INFORMATION SYSTEM (CONTINUED) Views of responsible officials and planned corrective action (continued): 3. Reports are generated from Sage for both slots and revenues that show what was manually input report is generated from the SSIS (EFS) that shows provider payments manually processed by grant and county. 5. A monthly board financial statement, which is comprised of a statement of revenues and expenses report and a balance sheet, is generated from Sage, which includes the provider payments. 6. Based on Items 1, 3 and 4 above, provider payments are recorded using Excel spreadsheets reconciling revenues and slots. Any discrepancies are noted to indicate items to address each month. 7. When slot figures balance, the workbooks (including invoice) and 5045 report is submitted to AWI for payment. 8. The revenues reported from the flairs system as deposited to the Coalition's account are reconciled to the Coalition's financial records to make sure the figures match. 9. Process will be verified as completed on a monthly basis between the Finance Director, Executive Director or Designee. 2. Check the Unified Wait List application at least monthly for outstanding applications for VPK and SR programs. All applications must be processed. A. Designated staff logs onto the SPE/UWL website bi-weekly using specific log-in to check for outstanding applications. (Applications are checked more often depending on increase in applications submitted at various times of the year.) B. VPK applications: Parents are called to come to the office for a face-to-face interview and to obtain a certificate of eligibility, if determined eligible. C. SR applications: Parents are called and given options: 1. Complete application over the phone 2. Schedule an appointment to complete application face-to-face 3. Have an application mailed with a list of required documents to return to the Coalition D. SPE/UWL is purged every six months per Coalition policy 3. Annual school readiness report shall be submitted by October 1 of each grant award period. A. Annual report was completed using data extracted from EFS and was submitted to AWI on September 28, 2010 via Sharepoint and followed up by on October 3,

27 SCHEDULE OF FINDINGS AND QUESTIONED COSTS Year Ended June 30, 2010 III. FINDINGS AND QUESTIONED COSTS FOR FEDERAL AWARDS AND STATE PROJECTS (CONTINUED) FINDING NUMBER (Continued) FINDING RECONCILIATION OF FINANCIAL RECORDS TO AWI SINGLE STATEWIDE INFORMATION SYSTEM (CONTINUED) Views of responsible officials and planned corrective action (continued): 4. The Coalition shall ensure that not less than 70% of the Coalition s total expenditures, including working poor match, of SR funds awarded under the grant agreement meet the child care needs of specified families. A. The Coalition Board approves the annual budget and set the earmarks percentages per the AWI grant agreement minimums and maximums. B. Upon submission of the invoice to AWI, a monthly report is generated and submitted to the Executive Director indicating the percentages. 5. The Coalition shall ensure that 100% of all payments for services are made to eligible providers through a certificate of authorization/approved child care application. A. When parents/children are determined eligible for SR, a copy of the eligibility and enrollment form and terms and conditions form are given to the parent and a second copy of each is given to the parent to give to the provider information them of the parent/child's eligibility and authorization for payment (includes number of hours per week, parent copayment to collect, and beginning and ending dates authorized for services). B. VPK: The original VPK COE is given to the parent to give to the provider to inform them of the parent/child's eligibility. The provider completes section 2 of the COE that shows the date the child started, class assigned to, and signatures of the parent and provider. The provider returns the COE to the Coalition for the Coalition staff to enroll the child in EFS. Payment is made based on what is in EFS. IV. SUMMARY OF SCHEDULE OF PRIOR YEAR AUDIT FINDINGS The prior year single audit disclosed no findings in the Schedule of Findings and Questioned Costs and no uncorrected or unresolved findings exist for the prior audit's Summary of Audit Findings. 23

28 MANAGEMENT LETTER

29 45 Eglin Pkwy. NE, Ste. 301, Fort Walton Beach, FL (850) Board of Directors Early Learning Coalition of Northwest Florida, Inc. Panama City, Florida MANAGEMENT LETTER We have audited the basic financial statements of the Early Learning Coalition of Northwest Florida, Inc. (the Coalition), as of and for the fiscal year ended June 30, 2010, and have issued our report thereon dated March 30, We conducted our audit in accordance with auditing standards generally accepted in the United States of America; the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States; and OMB Circular A-133, Audits of States, Local Governments, and Non-Profit Organizations and Chapter , Rules of the Auditor General. We have issued our Report on Internal Control over Financial Reporting and on Compliance and Other Matters Based on an Audit of Financial Statements Performed in Accordance with Government Auditing Standards, Report on Compliance with Requirements Applicable to Each Major Program and State Project and on Internal Control over Compliance in Accordance with OMB Circular A-133 and Chapter , Rules of the Auditor General, and Schedule of Findings and Questioned Costs. Disclosures in those reports and schedule, which are dated March 30, 2011, should be considered in conjunction with this management letter. Additionally, our audit was conducted in accordance with the Rules of the Auditor General, Chapter , which require disclosure in the management letter of violations of provisions of contracts or grant agreements or abuse that have an effect on the financial statements that is less than material but more than inconsequential. In addition, for matters that are inconsequential, consideration of both quantitative and qualitative factors, the following may be reported based on professional judgment: (1) violations of laws, rules, regulations, and contractual provisions that have occurred, or are likely to have occurred; (2) improper or illegal expenditures; (3) improper or inadequate accounting procedures (e.g., the omission of required disclosures from the financial statements); (4) failures to properly record financial transactions; and (5) other inaccuracies, shortages, defalcations, and instances of fraud discovered by, or that come to the attention of, the auditor. Our audit did not disclose any of the above matters required to be disclosed by Rules of the Auditor General under this section. This management letter is intended solely for the information of the Early Learning Coalition of Northwest Florida, Inc. and management, grantor agencies, and the State of Florida Office of the Auditor General and is not intended to be, and should not be, used by anyone other than these specified parties. 24

30 Board of Directors Early Learning Coalition of Northwest Florida, Inc. Management Letter (Continued) We greatly appreciate the assistance and cooperation extended to us during our audit. March 30,