YMCA of Southern Arizona

Finding Number 2023-001 Internal Controls and Compliance over Procurement and Suspension and Debarment, United States Department of Housing and Urban Development, Economic Development Initiative, Community Project Funding Grants, ALN 14.251, January 1, 2023 through December 31, 2023 (Material Weakness).

Statement of Condition:

The Organization did not have a procurement policy in compliance with Uniform Guidance standards.

Questioned Costs:

None.

Criteria:

The Organization must have a procurement policy in compliance with Uniform Guidance standards to ensure compliance with Procurement and Suspension and Debarment compliance requirements.

Cause:

The Organization did not develop and implement a procurement policy in compliance with Uniform Guidance standards.

Effect:

The Organization is not in compliance with Uniform Guidance standards.

Recommendation:

We recommend the Organization create and implement a procurement policy in compliance with Uniform Guidance standards.

Management Response:

Management agrees with the finding. An adequate procurement policy is being developed.

Finding Number 2023-002 Internal Controls and Compliance over Procurement and Suspension and Debarment, United States Department of Housing and Urban Development, Economic Development Initiative, Community Project Funding Grants, ALN 14.251, January 1, 2023 through December 31, 2023 (Significant Deficiency).

Statement of Condition:

The Organization was not in compliance with its procurement of pool renovations funded by the program.

Questioned Costs:

None.

Criteria:

The Organization did not follow Uniform Guidance for formal procurement methods associated with the pool renovations. A qualifications-based procurement method was used, in which price was not a consideration.

Cause:

The Organization did not have a procurement policy in compliance with Uniform Guidance standards.

Effect:

The Organization is not in compliance with Uniform Guidance standards.

Recommendation:

We recommend the Organization create and implement a procurement policy in compliance with Uniform Guidance standards that will ensure compliance with Uniform Guidance formal procurement methods.

Management Response:

Management agrees with the finding. An adequate procurement policy is being developed in order to comply with Uniform Guidance formal procurement methods.

Finding Number 2023-003 Internal Controls and Compliance over Procurement and Suspension and Debarment, United States Department of Housing and Urban Development, Economic Development Initiative, Community Project Funding Grants, ALN 14.251, January 1, 2023 through December 31, 2023 (Significant Deficiency).

Statement of Condition:

The Organization was not in compliance with its procurement of three minibuses funded by the program.

Questioned Costs:

None.

Criteria:

The Organization did not follow Uniform Guidance for the small purchase procurement method associated with the purchase of three minibuses. Competitive quotes were not documented by the Organization. The difficulties encountered post COVID in finding more than one quote due to the industry wide shortages of available minibuses to purchase was not properly documented by the Organization.

Cause:

The Organization did not have a procurement policy in compliance with Uniform Guidance standards.

Effect:

The Organization is not in compliance with Uniform Guidance standards.

Recommendation:

We recommend the Organization create and implement a procurement policy in compliance with Uniform Guidance standards that will ensure compliance with Uniform Guidance formal procurement methods.

Management Response:

Management agrees with the finding. An adequate procurement policy is being developed in order to comply with Uniform Guidance formal procurement methods.

Finding Number 2023-004 Internal Controls and Compliance Reporting, United States Department of Housing and Urban Development, Economic Development Initiative, Community Project Funding Grants, ALN 14.251, January 1, 2023 through December 31, 2023 (Material Weakness).

Statement of Condition:

The Organization did not submit all reports required by the program.

Questioned Costs:

None.

Criteria:

The Organization did not submit performance reports, with attached financial information, as required by the program.

Cause:

The Organization did not have adequate controls in place ensuring the reports were prepared, reviewed, and submitted timely.

Effect:

With the required reports not being submitted, the Organization is not in compliance with the reporting standards set by the program.

Recommendation:

We recommend the Organization create and implement controls to ensure the required reports are prepared, reviewed, and submitted timely.

Management Response:

Management agrees with the finding. Controls are being implemented over the reporting process, and the late reports will be submitted.

Finding Number 2023-005 Internal Controls, United States Department of Housing and Urban Development, Economic Development Initiative, Community Project Funding Grants, ALN 14.251, January 1, 2023 through December 31, 2023 (Material Weakness).

Statement of Condition:

The Organization does not have a control requiring internal review with signature approval of the Schedule of Expenditures of Federal Awards before submitting to external auditors.

Questioned Costs:

None.

Criteria:

There is no internal review with signature approval of the Schedule of Expenditures of Federal Awards at the Organization before submitting to external auditors.

Cause:

The Organization did not have adequate controls in place ensuring the Schedule of Expenditures of Federal Awards internally with signature approval to ensure accuracy before submitting to external auditors.

Effect:

Amounts on the Schedule of Expenditures of Federal Awards could be incorrect, or federal expenditures could be missing from the schedule.

Recommendation:

We recommend the Organization create and implement controls to ensure the Schedule of Expenditures of Federal Awards is reviewed internally with signature approval before submitting to external auditors.

Management Response:

Management agrees with the finding. Controls are being implemented for an internal review with signature approval of the Schedule of Expenditures of Federal Awards before submitting to external auditors.