HomeMy WebLinkAbout1997/1996 North Fork Housing Alliance NORTH FORK HOUSING ALLIANCE INC.
FINANCIAL STATEMENTS
SUPPLEMENTARY INFORMATION
AND
OBSERVATIONS AND RECOMMENDATIONS
For the Years Ended December 31, 1997 and 1996
with
REPORT OF CERTIFIED PUBLIC ACCOUNTANTS
' ' Deans • Archer
NORTH FORK HOUSING ALLIANCE, INC.
YEAR ENDED DECEMBER 31, 1997
TABLE OF CONTENTS
PART I- REPORT ON FINANCIAL STATEMENTS PAGE(sl
- Independent Auditors' Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-6
Statements of Financial Position . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
- Statements of Activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
- Statements of Cash Flows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
- Notes to Financial Statements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10-19
PART II - SUPPLEMENTARY INFORMATION
- Schedule of Functional Expenses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
- Schedule of Program Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
J - Schedule of Supporting Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
`J - Schedule of DHCR Revenues and Expenditures
' Compared to Budget and Questioned Costs for
the Year Ended December 31, 1997
' . (Rural Preservation Program) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
' Deans • Archer
NORTH FORK HOUSING ALLIANCE, INC.
YEAR ENDED DECEMBER 31, 1997
TABLE OF CONTENTS
PAGE(s)
iPART III - INTERNAL CONTROL STRUCTURE AND COMPLIANCE
INFORMATION IN ACCORDANCE WITH GOVERNMENT AUDITING
STANDARDS
- Independent Auditors's Report on Compliance and on
Internal Control Structure Based on An audit of
Financial Statements Performed in Accordance
With "Government Auditing Standards" . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26-27
- Findings and Recommendations - On
Internal Control over Financial Reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28-29
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Deans Archer
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NORTH FORK HOUSING ALLIANCE, INC.
FOR THE YEAR ENDED DECEMBER 31, 1997
(with comparative totals for 1996)
PART I
REPORT ON FINANCIAL STATEMENT4
'J
Deans • Archer
' Deans • Archer
' CERTIFIED PUBLIC ACCOUNTANTS
265 East Merrick Road
Valley Stream, New York 11580
(516) 872-6922/FAX: (516) 872-6925
INDEPENDENT AUDITORS' REPORT
The Board of Directors
North Fork Housing Alliance, Inc.
Greenport, New York
We have audited the statements of financial position of the North Fork Housing Alliance, Inc., as
of December 31, 1997 and 1996 and the related statements of activities and cash flows for the
years then ended. These financial statements are the responsibility of North Fork Housing
Alliance, Inc.'s., management. Our responsibility is to express an opinion on these financial
statements based on our audits.
We conducted our audits in accordance with generally accepted auditing standards, 1995 Audit
Manual for Selected Division of Housing and Community Renewal Programs, and 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 examining, on test basis,
evidence supporting the amounts and disclosures in the financial statements. An audit also
'J 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 North Fork Housing Alliance, Inc., as of December 31, 1997 and
1996, and the changes in its net assets and its cash flows for the years then ended in conformity
with generally accepted accounting principles.
' In accordance with Government Auditing Standards, we have also issued our report dated May 26,
1998 on our consideration of North Fork Housing Alliance, Inc's., internal control structure over
' financial reporting and on our test of its compliance with certain provisions of laws, regulations,
contracts and grants.
Our audits were made for the purpose of forming an opinion on the financial statements taken as
a whole. The supplemental schedules listed in the table of contents is presented for the purpose
of additional analysis and are not a required part of the financial statements of North Fork Housing
Alliance, Inc. Such information has been subjected to the auditing procedures applied in the audits
of the financial statements and, in our opinion, is fairly stated in all material respects in relation
to the financial statements taken as a whole.
• X"G"
Valley Stream, New York
May 26, 1998
'J
Deans Archer
NORTH FORK HOUSING ALLIANCE, INC.
1 STATEMENTS OF FINANCIAL POSITION
December 31, 1997 and 1996
1 Total Total
.227 1996ASSETS 1
Current assets:
Cash $402,220 $ 467,757
i Grants receivable 30,871 94,080
Tenants' rent receivable 8,531 6,050
Prepaid expenses 1,358 1,360
Other receivable 32,778 28,214
Other assets 66.901 8.831
Total current assets 542,659 606,292
Fund reserves - restricted (Note 4) 121,317 111,338
Tenants' security deposits 11,117 8,377
Property and equipment (Notes 2 and 5) 2,968,520 3,150,514
Deposits - 7.577
Total assets $�
LIABILITIES AND NET ASSETS
Current liabilities:
Accounts payable and accrued expenses $100,278 $ 83,856
Due to funding source (Note 6) 493,979 495,936
Long-tern debt, current portion(Note 7) 40,929 41,445
Deferred revenue 436 5,157
Other liabilities 152.966 140.246
Total current liabilities 788,588 766,640
Security deposits 15,518 9,786
Other long-term liabilities (Note 8) 50,000 50,000
Long-term debt (Note 7) 1.599.677 1.618.355
Total liabilities 2,453,783 2,444,781
Contingencies (Note 9) - -
' Net assets
Unrestricted 1,164,416 1,429,317
' Temporarily restricted 25,412 10,000
Permanently restricted - -
Total net assets 1,189.827 1,439,317
Total liabilities and net assets 4 1 $3.884.098
' The accompanying notes are an integral part of these financial statements 7
Deans • Archer
NORTH FORK HOUSING ALLIANCE, INC.
STATEMENTS OF ACTIVITIES
For the years ended December 31, 1997
' (With Comparative Totals for 1996)
Temporarily Permanently Total Total
Unrestricted Restricted Restricted 1997 1996
Support and revenue:
Support:
Department of Housing and
Community Renewal $ 181,492 $ = $ _ $ 181,492 $ 550,490
County of Suffolk(Rehabilitation) 53,513 53,513 150,173
Town of Southold Block Grant 70,882 25,412 - 96,294 133,623
Section 8 rent subsidies (HUD) 2,111,373 _ - 2,111,373 2,204,744
FMHA interest reduction subsidy 54,063 54,063 54,249
Revenue:
' Rental income 338,210 - - 338,210 271,688
Interest income 1,120 1,120 863
Washing machine income 2,630 - - 2,630 3,510
Other income 26,119 - - 26,119 26,805
Donation 200 - - 200 -
Realized loss on sale of
fixed asset1( 2.247) - (12.247) -
2,827,355 25,412 - 2,852,767 3,396,145
Net assets released from
restriction(Note 2) 10.000 (10.000) - -
Total public support
and revenue 2,837,355 15,412 - 2,852,767 3,396,145
Expenses:
Program services:
General Fund 7,714 - - 7,714 -
' Reserve Fund 57,650 - - 57,650 110,699
Section 8 Certification Program 768,616 768,616 804,835
Section 8 Voucher Program 1,111,829 - - 1,111,829 1,130,264
Lakeside Garden Apartments 155.419 - = 155,419 157.060
Total program services 2,101,228 2,101,228 2,202,858
Support services:
Management and general:
General Fund 340,768 340,768 360,130
Reserve Fund 300,845 - - 300,845 189,821
DHCR Fund 65,000 _ - 65,000 65,000
Section 8 Certification Program 52,171 52,171 4,842
Section 8 Voucher Program 4,534 - - 4,534 4,348
' Lakeside Garden Apartments 28.499 - - 28.499 28.499
Total support services 791,817 791,817 652,640
' Total expenses 2,893,045 - - 2,893,045 2,855,498
Change in Net Assets (55,690) 15,412 - (40,278) 540,647
' Net Assets, Beginning of
Year as, Restated 1,429,317 10,000 1,439,317 1,140,915
' Prior Period Adjustment(Note 12) (209.211) - - (209.211) (242.245)
Net Assets, End of Year SlILL416 $1 412 $-z.- $1.189.828 $1.439.317
' Deans • Archer
The accompanying notes are an integral part of these financial statements g
NORTH FORK HOUSING ALLIANCE, INC.
STATEMENTS OF CASH FLOWS
December 31, 1996 and 1995
Cash flow from operating activities: IM 199-6
Increase (decrease) in net assets $(40,278) $540,647
Depreciation 303,912 270,744
Prior period adjustment (209,211) (242,245)
Realized loss on sale of fixed assets 12,247
Decrease (increase) in receivables 56,164 (3,026)
Decrease (increase) in prepaid expenses 2 (702)
Increase in other assets (58,070) (8,831)
Increase (decrease) in due to funding source (1,957) 375,868
' (Decrease) increase in accounts payable and accrued expenses 16,422 (6,798)
Decrease in deferred revenue (4,721)
Decrease (increase) in deposits/escrow 590 (27,445)
' Increase in other liabilities 12,720 14.899
Net cash flow from operating activities 87.820 913.111
Cash flow from investing activities:
Purchase of buildings and building improvement (239,769) (714,998)
Proceed from the sale of fixed assets 114,304 -
Purchase of equipment and furniture and fixtures — ( 8,702) (9,996)
Net cash flow from investing activities (134.167) (724.9L41
Cash flow from financing activities:
Long-term debt 134,350 237,000
' Payment of principal (153.540) (31,740)
Net cash flow from financing activities ( 19.190) 205,260
' Net increase (decrease) in cash (65,537) 393,378
' Cash, beginning of year 467,757 74,379
Cash, end of year $ 402.220 $—LE..757
Supplemental disclosure of cash flow information
' Interest $ 163.458 $152.500
' The accompanying notes are an integral part of these financial statements 9
Deans • Archer
' NORTH FORK HOUSING ALLIANCE, INC.
NOTES TO FINANCIAL STATEMENTS
' For the years ended December 31, 1997 and 1996
NOTE 1. ORGANIZATION AND PURPOSE
' North Fork HousingAlliance the Organization") is a corporation formed
Inc.,, ( g ) rP
under the Not For Profit Corporation Law of the State of New York on October
28, 1982. The purpose of the Organization is to provide decent, affordable housing
to low income families and individuals in the Greenport area of New York State.
NOTE 2. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
(a) Method of Accounting
The financial statements of the Organization have been prepared utilizing
the accrual basis of accounting.
(b) Basis of Presentation
' Financial statements presentation follow the recommendation of
eme is prese tatio o the
Financial Accounting Standards Board in its Statement of Financial
Accounting Standards ("SFAS") No.116 "Accounting for Contributions
Received and Contributions Made" and No.117, "Financial Statements of
Not-For-Profit Organizations". Under SFAS No.116 and 117, the
Organization 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.
(c) Promises To Give
' The Organization reports contributions as restricted support if they are
received with donors' stipulations that limit the use of the donated assets.
When a donor restriction expires, that is, when the stipulated time
' restriction ends or purpose restriction is accomplished, temporarily
restricted net assets are reclassified to unrestricted net assets and reported
in the statement of activities as net assets released from restrictions.
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' Deans • Archer
NORTH FORK HOUSING ALLIANCE, INC.
NOTES TO FINANCIAL STATEMENTS
' For the years ended December 31, 1997 and 1996
NOTE 2. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (Continued)
(d) Support and Revenues
Ther i
O gamzat on derives a mayor portion of its support and revenues from
the Department of Housing and Urban Development, New York State
Division of Housing and Community Renewal, the Town of Southold, the
County of Suffolk and rental property. Support is derived from program
' amounts received as reimbursements of certain expenditures as stipulated
under contract agreements. Revenue is derived from a per diem rate as
determined by the governmental agencies for the programs. Support and
' revenues are recognized on the accrual basis of accounting.
' (e) Proper and Equipment
Buildings, equipment, furniture, fixtures and leasehold improvements are
recorded at cost. Land contributed to the Organization has not been
recorded on the books. Selected buildings are being depreciated over the
estimated useful lives using the straight-line method.
(f) Income Taxes
The Organization qualified as a tax exempt organization under Section
501(c)(3) of the Internal Revenue Code and, therefore, has no provision for
' Federal income taxes.
(g) Functional Expenses
' The costs ofrovidin the various p g az ous programs and other activities of the
' Organization have been summarized on a functional basis in the schedule
of functional expenses, which includes all expenses incurred for the year.
Accordingly, certain costs have been allocated among the programs and
' supporting services benefitted. Such allocations are determined by
management in accordance with grant provisions and/or other equitable
bases.
' 11
' Deans • Archer
NORTH FORK HOUSING ALLIANCE, INC.
NOTES TO FINANCIAL STATEMENTS
For the years ended December 31, 1997 and 1996
NOTE 2. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (Continued)
(h) Basis of Combination
Total accounts are presented on a combined basis whereby all significant
interfund accounts and transactions have been eliminated.
(i) Cash and Cash Enuivalents
For purposes of the statements of cash flows, the Organization considers all
unrestricted highly liquid investments with an initial maturity of three
months or less to be cash equivalents. There were no cash equivalents at
December 31, 1997.
(j) Comparative Data
The financial information for the year ended December 31, 1996, presented
for comparative purposes, is not intended to be a complete financial
statement presentation.
(k) Use of Estimates
t The preparation of financial statements in conformity with generally
accepted accounting principles requires management to make estimates and
assumptions that affect the reported amounts of assets and liabilities at the
date of the financial statements, and the reported amounts of revenues and
expenses during the reporting period. Actual results could differ from
those estimates.
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' Deans • Archer
' NORTH FORK HOUSING ALLIANCE INC.
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NOTES TO FINANCIAL STATEMENTS
' For the years ended December 31, 1997 and 1996
tNOTE 3. RURAL RENTAL ASSISTANCE PROGRAM
' Through Lakeside Garden Apartments, the Organization has entered into a rural
rental assistance contract with the Department of Housing and Community Renewal
("DHCR") whereby qualified tenants are subsidized for rent and utility expenses.
' The term of the original contract was five years through 1997 up to a maximum of
$514,600. In 1997, this contract was amended to allow for an increase in funding
of $74,00 through January 1999. There are no funds due from DHCR as of
' December 31, 1997.
' NOTE 4. FUNDED RESERVES - RESTRICTED
Lakeside Garden Apartments is required to place monthly deposits into a reserve
' for replacements and a tax insurance escrow account. These accounts are restricted
and cannot be used without prior written authorization from Farmers Home
' Administration ("FMHA"). In addition amount includes accruals under the Family
Self Sufficiency Program associated with Section 8 HUD.
' NOTE 5. PROPERTY AND EQUIPMENT
' As of December 31, buildings, equipment, furniture, fixture and leasehold
improvements consisted of the following:
' As
Restated
1997 1996
Buildings $ 658360 $
' 2 $2,649,663
64 9,66
Buildings Improvements 853,275 750,272
Equipment 26,976 17,816
Furniture and Fixtures 4.565 3.507
' 3,543,176 3,421,258
Less: accumulated depreciation (574.656 (270.744)
$2,968,520 $ 15 514
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' Deans Archer
tNORTH FORK HOUSING ALLIANCE, INC.
NOTES TO FINANCIAL STATEMENTS
For the years ended December 31, 1997 and 1996
' NOTE 6. DUE TO HUD
As of December 31, 1997 and 1996, the amounts due the Department of Housing
' and Urban Development for the Certificate Program was $197,476 and $248,239,
respectively. For the Voucher Program, the amounts due was $296,503 and
$247,697, respectively.
NOTE 7. LONG-TERM DEBT
Long-term debt is comprised of the following:
' 10.625% mortgage payable to FMHA due in
monthly installments beginning June 1, 1987
of$5,614 including interest through May,
2035 collateralized by 3 buildings at
Lakeside Gardens. Monthly payments are
' reduced by a FMHA interest reduction
subsidy of$4,243 per month. $622,340
10.625% mortgage payable to FMHA due in
monthly installments beginning June 1, 1987
' of$372 including interest through May, 2035
collateralized by 3 buildings at Lakeside
Gardens. Monthly payments are reduced by
' a FMHA interest reduction subsidy of$281
per month. 41,272
9.5% mortgage payable to a Bank, due in
monthly installments beginning August 1,
1993 of$786 including interest through
' July, 2017 collateralized by a building
located at 421 Front Street, Greenport,
' New York. 83,806
' 14
' Deans • Archer
' NORTH FORK HOUSING ALLIANCE, INC.
NOTES TO FINANCIAL STATEMENTS
' For the years ended December 31, 1997 and 1996
' NOTE 7. LONG-TERM DEBT (Continued)
7.5% mortgage payable to a Bank, due in
' monthly installments beginning January 1,
1993 of$1,191 including interest through
December, 2006 collateralized by a building
' located at 428 4th Street, Greenport,
New York. 93,117
' 8.25% mortgage payable to a Bank, due in
monthly installments beginning September 1,
' 1989 of$678 including interest through July,
2017 collateralized by a building at 413 3rd
Street, Greenport, New York. 79,139
8.5% mortgage payable to a Bank, due in
monthly installments beginning July 1, 1995
' of$486 including interest through June, 2013
collateralized by a building located at 712
Wiggins St., Greenport, New York. 50,045
' 6% mortgage payable to aBank due in monthly
y
' installments beginning April 1, 1995 of$675
including interest through April, 2008
collateralized by a building located at 169
Bridgehampton Tpke., Bridgehampton, New York. 63,370
6.25% mortgage payable to a Bank, due in
' monthly installments beginning June 1, 1995
of$1,097 including interest through May 1,
2008 collateralized by a building located at
' 116 South St., Greenport, New York. 102,746
6% mortgage payable to a Bank, due in monthly
installments beginning August 1, 1995 of$559
including interest through July 1, 2008
collateralized by a building located at 211
Center St., Greenport, New York. 49,990
' 15
Deans • Archer
NORTH FORK HOUSING ALLIANCE, INC.
NOTES TO FINANCIAL STATEMENTS
' For the years ended December 31, 1997 and 1996
NOTE 7. LONG-TERM DEBT (Continued)
6% mortgage payable to a Bank, due in monthly
' installments beginning August 1, 1995 of$854
including interest through August 1, 2008
collateralized by a building located at 211
' Carpenter St., Greenport, New York. 76,839
' 6% mortgage payable to a Bank, due in monthly
installments beginning January 1, 1995 of$517
including interest through December, 2013
' collateralized by a building located on 45 Walnut
St., Mattituck, New York. 64,984
9.5% mortgage payable to a Bank, due in
monthly installments beginning July 1, 1997
of$1,380 including interest through June 1, 2027
' collateralized by a building located on
634-632 Second Street, Greenport, New York. 133,946
' 9.5% mortgage payable to a Bank, due in
monthly installments beginning September
' 16, 1996 of$1,170 including interest
through August, 2011 collateralized by a
building located on 523 Main St., Greenport,
' New York. 107,195
9.625% mortgage payable to a Bank, due in
' monthly installments beginning September 9,
1996 of$789 including interest through
August, 2011 collateralized by a building
' located at 502 Wiggins St., Greenport,
New York. 71,817
1,640,606
Less: current portion 40.929
' Long-term debt $1.599x.677
' 16
Deans • Archer
' NORTH FORK HOUSING ALLIANCE, INC.
NOTES TO FINANCIAL STATEMENTS
' For the years ended December 31, 1997 and 1996
NOTE 7. LONG-TERM DEBT (Continued)
Following are maturities of long-term debt for each of the next five years and the
years thereafter:
Years Ending December 31,
' 1999 $44,819
' 2000 48,906
2001 53,396
2002 57,823
' 2003 63,636
Thereafter 1,331,097
$1 9 677
NOTE 8. OTHER LONG-TERM LIABILITIES
In August 1996 the Organization assumed liability associated with property
purchased. This liability is due to the Town of Southold and County of Suffolk
' Community Development Division only in the event of a sale, transfer, or further
encumbrance of the premises.
NOTE 9. COMMITMENTS AND CONTINGENCIES
' Reimbursable Expenses and Overhead
' Reimbursement of expenses and overhead applicable to various programs
conducted for and on behalf of government and other agencies are subject to
adjustments, if any, based upon the results of audits by the agencies. Management
' is of the opinion that such audits would not have a material effect on the
accompanying financial statements.
' 17
' Deans • Archer
NORTH FORK HOUSING ALLIANCE, INC.
NOTES TO FINANCIAL STATEMENTS
' For the years ended December 31, 1997 and 1996
NOTE 9. COMMITMENTS AND CONTINGENCIES(Continued)
Lease Commitment
The Organization rents office space from theViVillage of Greenport under a lease
that expires in 1999. Rent expense for the year ended December 31, 1997 was
' $10,200.
The aggregate rental commitment at December 31, 1997 under the noncancellable
leases for real estate is as follows:
1998 $10,200
1999 10,200
Note and Mortgage Agreements
Under the terms of certain note and mortgage agreements between the Organization
' and various Federal, State and Local finding sources, lien covenants are
enforceable for specified periods.
' NOTE 10. MATCHING REQUIREMENT
Q MENT
Under the terms of the DHCR Rural Preservation Program Contract, the
Organization is required to match one-third of the DHCR grant, $65,000 for the
' year ended December 31, 1997, with funds to be used for neighborhood and rural
preservation activities. The Organization met this requirement for the year ended
December 31, 1997.
NOTE 11. CERTAIN CONCENTRATIONS AND CREDIT RISK
' The Organization receives a substantial amount of its support from Federal, State
and Local governments. A significant reduction in the level of support, if this was
to occur, may have an effect on the Organization's programs and activities.
' 18
' Deans Archer
' NORTH FORK HOUSING ALLIANCE, INC.
NOTES TO FINANCIAL STATEMENTS
' For the years ended December 31, 1997 and 1996
NOTE 12. PRIOR PERIOD ADJUSTMENT
The $209,211 and $242,245 in 1997 and 1996 represents adjustments for
' depreciation associated with property owned by the Organization that was not
recognized in prior periods.
' NOTE 13. SUBSEQUENT EVENTS
' In February 1997, the Organization closed out two of its Section 8 Housing
Assistance Payments Contracts with HUD for the year ending December 31, 1995.
The close-outs resulted in a overdue payment to HUD for $88,761 for one contract
and an amount due to the Organization of$66,353 for the other.
' 19
Deans Archer
NORTH FORK HOUSING ALLIANCE, INC.
1
FOR THE YEAR ENDED DECEMBER 31, 1997
(with comparative totals for 1996)
PART II
SUPPLEMENTARY INFORMATION
Deans • Archer
_ M%RnM HOW ALPWE,IP.m ! _
SCHEDULE OF FUNCTIONAL EXPENSES
For the year ended December 31,1997
(With Comparative Totals for 1996)
Section 8 Section 8 Lakeside
DHCR Certificate Voucher Garden General Reserve Total Total
Fund Program Proaram Aortments mound Fund 199 c1996
EXPENSES
Personnel services:
Salaries $53,311 $ - $ $19,855 $178,200 $ - $251,366 $ 300,620
Fringe benefits 9.139 1.516 33.928 44.583 58.314
Total personnel services 62,450 - - 21,371 212,128 295,949 358,934
Other than personnel services:
Housing assistance payments - 768,616 1,111,829 - - 1,880,445 1,935,099
Management fee - - - - _ _ -
Administrative fee - 122,960 105,430 - 1,368 - 229,758 266,078
Advertising - - - 485 3,020 - 3,505 1,598
Telephone - - - 669 5,431 - 6,100 4,836
Postage - - - - 4,567 64 4,631 5,275
Public relations and training - - - 1,733 2,062 176 3,971 8,136
Travel - - - - 3,314 414 3,728 4,324
Miscellaneous administrative - 450 450 - - - 900 900
Repairs and maintenance - - - 7,279 5,803 28,830 41,912 29,311
Service contracts and equipment leases - - - 8,618 22,812 2,354 33,784 25,964
Supplies - - - 108 10,317 1,813 12,238 11,994
Utilities - - - 11,448 6,541 37,381 55,370 42,831
Real estate taxes - - - 27,103 - 35,426 62,529 43,652
Office rent - - - - 10,200 - 10,200 10,090
Insurance 1,850 - - 6,463 (1,850) 19,916 26,379 37,839
Interest expense - - - 70,351 - 93,107 163,458 152,500
Audit 700 4,000 4,000 334 4,600 - 13,634 12,141
Legal - 2,758 - - 3,000 1,928 7,686 7,476
Consultants - - - 27,147 1,852 28,999 15,706
Permits and licenses - - - - - 1,147 1,147 -
Publication dues - - - - 1,743 - 1,743 -
Office expense - - - - 5,828 - 5,828 -
Computer costs - - - - 7,611 - 7,611 -
Placement fees - - - - 4,035 - 4,035 -
Day care grant - - - 6,000 6,000 -
Rehabilitation cost - - - - _
5,482
Apprenticeship program - - - - 1,714 1,714 -
Homeless prevention - - - - - - - 1,420
Home project - - - - - 13,062 13,062 53,782
S.T.Home Investment program - - - - - 44,588 44,588 10,015
Downpayment Assistance Program - - - - _ _ - 40,000
Depreciation - - - 28,499 - 67,127 96,220 28,499
Bad debt expense - - - - - 7,000 7,000 -
Miscellaneous 71 84 (5431 1.090 1.716 2.418 6.009
Total other than personnel services 2,550 898,855 1,221,793 162,547 136,354 358,494 2,780,593 2,760,957
Eliminating entry (78.068) (105.430) - - - (183.498) (264.393)
Total expenses $LUAM $183.918 $348"482 $ S $2.893.044 $2.855.498
Ste accountants'report on supplementary information 21
NORTH FORK HOUSING ALLIANCE,INC.
SCHEDULE OF PROGRAM SERVICES
For the year ended December 31, 1997
(With Comparative Totals for 1996)
Section 8 Section 8 Lakeside
DHCR Certificate Voucher Garden General Reserve Total Total
Fund Program Program A2artments Fund Fund 1997 1996
EXPENSES
Personnel services:
Salaries $ $ $ $19,855 $ - $ - $19,855 $ 18,542
Fringe benefits = 1.516 1.516 1.431
Total personnel services 21,371 - 21,371 19,973
Other than personnel services
Housing assistance payments 768,616 1,111,829 - 1,880,445 1,935,099
Management fee - _ _
Administrative fee _
Advertising 485 485 _
Telephone 669 - 669 734
Postage - _ - _
Public relations and training - 1,733 - 1,733
Travel
Miscellaneous administrative
Repairs and maintenance - 7,279 - 7,279 9,747
Service contracts and equipment leases - - - 8,618 - 8,618 9,336
Supplies - - - 108 - 108 167
Utilities - - 11,448 11,448 10,815
Real estate taxes - - - 27,103 - 27,103 25,944
Office rent
Insurance - - 6,463 - - 6,463 6,097
Interest expense - - - 70,351 - - 70,351 70,662
Audit - - - 334 - 334 866
Legal - - - - - - - 1,856
Consultants - - _
Permits and license - - _
Publication dues - - _ _
Office expenses - - _ _ _
Computer costs - - _ _
Fuel and gas - - _ _ _
Day care grant - - - - 6,000 6,000 -
Rehabilitation cost - - _
Apprenticeship program - - - 1,714 - 1,714 5,482
Homeless prevention - - _ _ -
1,420
Home project - - - 13,062 13,062 53,782
S.T.Home Investment program - - - - - 44,588 44,588 10,015
Downpayment Assistance program - - _ _ _ _
Depreciation - - _ - _ - _
Bad debt expense - - _ _ - _
Miscellaneous - (543) - 40,000(543) �k4
Total other than personnel services 768,616 1,111,829 134,048 7,714 57,650 2,079,857 2,182,886
Eliminating entry - _
Total expenses $_ $768.616 $1.111.829 $155.419 $7.714 $57.650 $2.101.228 $2.202.858
See accountants'report on supplementary information 22
NORTH FORK HOUSING ALLIANCE,INC.
SCHEDULE OF SUPPORT SERVICES
For the year ended December 31, 1997
(With Comparative Totals for 1996)
Section 8 Section 8 Lakeside
DHCR Certificate Voucher Garden General Reserve Total Total
Fuc Program ProgramMartmen Fund Fund 1947 1496
EXPENSES
Personnel services:
Salaries $53,311 $ - $ $ - $178,200 $ $231,511 $282,078
Fringe benefits 9.139 33.928 43.067 56.883
Total personnel services 62,450 212,128 274,578 338,961
Other than personnel services
Housing assistance payments - - _ -
Management fee - - _ _
Administrative fee - 122,960 105,430 1,368 229,758 266,078
Advertising - - - 3,020 3,020 1,598
Telephone - 5,431 5,431 4,102
Postage - 4,567 64 4,631 5,275
Public relations and training - - 2,062 176 2,238 8,136
Travel - - - - 3,314 414 3,728 4,324
Miscellaneous administrative - 450 450 - - 900 900
Repairs and maintenance - - - 5,803 28,830 34,633 19,564
Service contracts and equipment leases - - 22,812 2,354 25,166 16,628
Supplies - - 10,317 1,813 12,130 11,827
Utilities - 6,541 37,381 43,922 32,016
Real estate taxes - - 35,426 35,426 17,708
Office rent - - 10,200 - 10,200 10,090
Insurance 1,850 (1,850) 19,916 19,916 31,742
Interest expense - - - - - 93,107 93,107 81,838
Audit 700 4,000 4,000 4,600 - 13,300 11,275
Legal - 2,758 - 3,000 1,928 7,686 5,620
Consultants - 27,147 1,852 28,999 15,706
Permits and license - 1,147 1,147 -
Publication and dues 1,743 - 1,743
Office expenses 5,828 5,828
Computer costs - 7,611 7,611
Placement fees 4,035 4,035
Day care grant - _
Rehabilitation cost
Apprenticeship program -
Homeless prevention
Home project
S.T. Home investment program
Downpayment Assistance program - - - _
Depreciation 28,499 67,721 96,220 -
Bad debt expense - - - - 7,000 7,000 28,499
Miscellaneous - 71 84 - 1.090 1.716 2.961 5.145
Total other than personnel services 2,550 130,239 109,964 28,499 128,640 300,845 700,736 578,071
Eliminating entry (78,068) (105.430) - - - (183.498) (264.393)
Total expenses $65.000 $52.171 $ 4.534 $28.499 $340.768 $300.845 $791"817 2 63
See accountants'report on supplementary information 23
' NORTH FORK HOUSING ALLIANCE, INC.
RURAL PRESERVATION PROGRAM
' SCHEDULE OF DHCR REVENUES AND EXPENSES
COMPARED TO BUDGET AND QUESTIONED COSTS
For the year ended December 31, 1997
' Contract Number: C-606059
Contract Period: January 1, 1997 to December 31, 1997
' Actual Latest Over/
Revenues & Approved (Under) Questioned
Expenses Budget Budget Costs
' REVENUE
DHCR Grant $65.000 $65.000 $
Total Revenue $65.000 $65.000
' EXPENSES
Staff Salaries:
Executive Director 25,336 25,336 -
' Executive Assistant/
Program Manager 12,075 12,075 -
Housing Counselor 7,500 7,500 =
Administrative Assistant 8,400 8,400
' Fringe Benefits 9,139 9,139 - -
Regulated OTPS:
' Insurance 1,850 1,850 - -
Professional Services:
Audit for FYE 12/31/96 700 700 - -
' Total Regulated OTPS 2.550 2550 -
' Total Expenses $65.000 $65.000
' See accountants'report on supplementary information
' 24
' Deans • Archer
NORTH FORK HOUSING ALLIANCE, INC.
FOR THE YEAR ENDED DECEMBER 31, 1997
' PART III
' INTERNAL CONTROL STRUCTURE
' AND COMPLUNC:E STRi T(''Ti TRF
IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARD
1
' Deans Archer
i
1 Deans � Archer
CERTIFIED PUBLIC ACCOUNTANTS
' 265 East Merrick Road
Valley Stream, New York 11580
(516) 872-6922/FAX: (516) 872-6925
INDEPENDENT AUDITORS' REPORT ON COMPLIANCE AND ON INTERNAL
' CONTROL OVER FINANCIAL REPORTING BASED ON AN AUDIT OF
FINANCIAL STATEMENTS PERFORMED IN ACCORDANCE WITH
' "GOVERNMENT AUDITING STANDARDS"
' The Board of Directors
North Fork Housing Alliance, Inc.
' Greenport, New York
We have audited the financial statements of North Fork Housing Alliance, Inc., as of and for the
' year ended December 31, 1997, and have issued our report thereon dated May 26, 1998. We
conducted our audit in accordance with generally accepted auditing standards 1995 Audit Manual
for Selected Division of Housing and Community Renewal Programs, and the standards applicable
' to financial audits contained in Government Auditing Standards, issued by the Comptroller General
of the United States.
Compliance
' As part of obtaining reasonable assurance about whether North Fork Housing Alliance, Inc's.,
financial statements are free of material misstatement, we performed tests of its compliance with
' certain provisions of laws, regulations, contracts, and grants, 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 our audit, and
' accordingly, we do not express such an opinion. The results of our tests disclosed no instances of
noncompliance that are required to be reported under Government Auditing Standards.
' Internal Control Over Financial Reporting
In planning and performing our audit, we considered North Fork Housing Alliance, Inc's.,
internal control over financial reporting in order to determine our auditing procedures for the
purpose of expressing our opinion on the financial statements and not to provide assurance on the
' internal control over financial reporting. However, we noted certain matters involving the internal
control over financial reporting and its operation that we consider to be reportable conditions.
Reportable conditions involve matters coming to our attention relating to significant deficiencies
' in the design or operation of the internal control over financial reporting that, in our judgment,
could adversely affect North Fork Housing Alliance, Inc's., ability to record, process, summarize,
and report financial data consistent with the assertions of management in the financial statements.
' Reportable conditions are described in the accompanying schedule of findings and questioned costs
as item 97-1.
' A material weakness is a condition in which the design or operation of one or more of the internal
control components does not reduce to a relatively low level the risk that misstatements in amounts
' that would be material in relation to the financial statements being audited may occur and not be
detected within a timely period by employees in the normal course of performing their assigned
functions. Our consideration of the internal control over financial reporting would not necessarily
' disclose all matters in the internal control that might be reportable conditions and, accordingly,
would not necessarily disclose all reportable conditions that are also considered to be material
weaknesses. However of the reportable conditions described above, we consider item 96-1 to be
' a material weakness. We also noted other matters involving the internal control over financial
reporting, which we have reported to management of North Fork Housing Alliance, Inc., in a
separate letter dated May 26, 1998.
This report is intended for the information of the North Fork Housing Alliance Inc's., Board of
Directors and management, and the Department of Housing and Urban Development. However,
this report is a matter of public record and its distribution is not limited.
' Valley Stream, New York
May 26, 1998
' Deans Archer
NORTH FORK HOUSING ALLIANCE, INC.
' FINDINGS AND RECONMONDATIONS - ON INTERNAL
CONTROL OVER FINANCIAL REPORTING
FOR THE YEAR ENDED DECEMBER 31, 1997
CURRENT YEAR FINDINGS:
' Condition 97-1
' Test of Controls - Payroll:
' We selected thirty-five (35) employees for testing and noted that on one (1) occasion a new hire's
application form was not approved by the Executive Director.
' Recommendation
We recommend that the required forms for new employees be properly approved.
Management Response
' Management concurs with the recommendation.
' PRIOR YEAR FINDINGS:
Condition 96-1
' General Ledger:
(i) During the audit we noted that journal entries were made that:
' (a) Were not adequately supported, and
(b) Were not authorized prior to recording.
' (ii) It was noted during our audit that the general ledger was not properly maintained:
' (a) The general ledgers are not being updated in a timely manner.
(b) The general ledgers are being maintained on a cash basis.
' (c) No analysis is being done on significant accounts.
' 28
' Deans • Archer
' NORTH FORK HOUSING ALLIANCE, INC.
' FINDINGS AND RECOMMENDATIONS - ON INTERNAL
CONTROL OVER FINANCIAL REPORTING
FOR THE YEAR ENDED DECEMBER 31, 1997
Recommendation
' (i) We recommend that management examine the controls inlace over updating the
P P g
general ledger system. All entries must be adequately documented, authorized,
' reviewed and maintained.
' (ii) We recommend that an accounting policy and procedures manual be developed
which sets forth the responsibilities for each level of staff along with written
procedures and instructions for each transactions cycles. The manual will ensure
' that similar transactions are treated consistently, that the accounting principles used
are proper and that records are produced in the form desired by management. One
of the most important elements that the manual should contain is a review process
' so that transactions are entered correctly and consistently in the general ledgers.
We also recommend that the check writing function be integrated with the general ledger system
' so that duplication of effort is reduced. Laser printed checks can be generated from information
input to the system and the same information can then be posted to the general ledger. In addition,
an edit listing of the information inputted can be obtained and reviewed for propriety and proper
' account coding before posting.
Follow-up
This finding was substantially the same in the current year.
' 29
Deans • Archer