REPORT DIGEST

 

ILLINOIS ARTS COUNCIL

 

COMPLIANCE

EXAMINATION

For the Two Years Ended:

June 30, 2007

 

Summary of Findings:

 

Total this audit                  4

Total last audit                  3

Repeated from last audit   0

 

Release Date:

February 14, 2008

 

State of Illinois

Office of the Auditor General

WILLIAM G. HOLLAND

AUDITOR GENERAL

 

To obtain a copy of the Report contact:

Office of the Auditor General

Attn:  Records Manager

Iles Park Plaza

740 E. Ash Street

Springfield, IL 62703

(217) 782-6046 or TTY (888) 261-2887

 

 

This Report Digest and Full Report     
are also available on

the worldwide web at

www.auditor.illinois.gov

 

 

 

 

 

 

 

SYNOPSIS

 

 

 

 

·        The Illinois Arts Council did not draft or adopt formal agency rules.

 

·        The Arts Council did not perform grant compliance audits during fiscal year 2007 and some grantees did not submit final reports within 30 days of the end of the grant program.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

{Expenditures and Activity Measures are summarized on the reverse page.}

 

ILLINOIS ARTS COUNCIL

COMPLIANCE EXAMINATION

For The Two Years Ended June 30, 2007

 

 

EXPENDITURE STATISTICS

FY 2007

FY 2006

FY 2005

Total Expenditures (All Funds)...........................

 

$20,381,863

$20,105,472

$19,591,515

           OPERATIONS TOTAL.......................................

                % of Total Expenditures.................................

 

                Personal Services...............................................

                % of Operations Expenditures.............................

                 Average No. of Employees...............................

$1,898,278

9.3%

 

$1,240,371

65.4%

20

$1,776,234

8.8%

 

$1,161,580

65.4%

19

$1,679,532

8.6%

 

$1,090,997

65.0%

20

               

                Other Payroll Costs (FICA, Retirement)..............

                % of Operations Expenditures.............................

               

 

$230,131

12.1%

 

$182,772

10.3%

 

$257,172

15.3%

 

 

                Contractual Services...........................................

                % of Operations Expenditures.............................

 

$205,319

10.8%

 

$247,784

13.9%

 

$189,521

11.3%

               

                All Other Items..............................................

                % of Operations Expenditures........................                                                                                     

 

$222,457

11.7%

 

$184,098

10.4%

 

$141,842

8.4%

         

          GRANTS TOTAL...............................................

                % of Total Expenditures................................

 

$18,483,585

90.7%

 

$18,329,238

91.2%

 

 

$17,911,983

91.4%

Cost of Property and Equipment...........................

$218,836

$187,041

$182,855

 

SELECTED ACTIVITY MEASURES

FY 2007

FY 2006

FY 2005

     Federal Grant Receipts..........................................

$760,400

$805,000

$679,800

     Grant Applications Received.................................

2,653

2,309

2,533

 

EXECUTIVE DIRECTOR

     During Audit Period:    Mr. Terry Scrogum

     Currently:                    Mr. Terry Scrogum

 

 

 

 

 

 

 

 

 

 

The Arts Council did not draft or adopt formal agency rules

 

 

 

 

 

 

 


The Illinois Arts Council will seek the guidance of the appropriate entities in addressing this finding

 

 

 

 

 


Grant compliance audits were not performed during FY 2007

 

 

 

 

1,659 grants were awarded in FY 2007 totaling  $18,123,413

 

 

 

 

 

 

 

FINDINGS, CONCLUSIONS, AND RECOMMENDATIONS

 

FAILURE TO ADOPT FORMAL AGENCY RULES

 

        The Illinois Arts Council did not draft or adopt formal agency rules.

 

The Illinois Administrative Procedure Act (5 ILCS 100/5 et seq.) states that each agency shall maintain and file organizational rules, including a current description of the agency’s organization, current procedures for information requests, and a current description of the agency’s rulemaking procedures.   (Finding 1, page 10)

 

        We recommended the Agency draft organizational rules, then contact the Joint Committee on Administrative Rules (JCAR) for assistance with the formal adoption process.

 

 

Agency Officials accepted the finding and recommendation and stated they will seek the guidance of the appropriate entities in addressing this finding.

 

 

LACK OF GRANT COMPLIANCE AUDITS / FAILURE OF GRANTEES TO SUBMIT FINAL REPORTS

 

Grant compliance audits were not performed by the Illinois Arts Council during fiscal year 2007.  Additionally, recipients of grant funds did not submit final grant reports to the Agency within 30 days of the end of the grant program.

 

The fiscal and grant departments did not perform grant compliance audits during fiscal year 2007.  Total grants awarded were $18,123,413 (1,659) in fiscal year 2007. We  noted that for 13 of 80 tested (16%) final grant reports were not submitted to the Agency.  These 13 grants were paid from State funds and totaled $36,720.  We also noted 8 of 80 (10%) final grant reports were submitted between one and 289 days late.  These eight grants were paid from State funds and totaled $46,070.

 

Agency officials stated that grant audits were performed during fiscal year 2006; however, fiscal year 2007 grant audits were not performed because of staff shortages in their fiscal office.  (Finding 3, page 12)

 

We recommended the Agency resume performing grant compliance audits on a timely basis and develop additional policies and procedures to ensure recipients submit final grant reports.

 

Agency Officials stated they will perform fiscal year 2007 grant audits in compliance with their policies and procedures.  Also, they will strengthen procedures to ensure that grant compliance audits are performed on a timely basis. Further the Agency stated they have initiated steps during the fall of 2007 to strengthen enforcement of grantees’ submission of final reports.

 

 

OTHER FINDING

 

The remaining findings dealt with expired terms for Council members and nominations of board members to the Illinois Summer School for the Arts.  We will review progress toward implementation of all recommendations during the next compliance examination.

 

 

 

__________________________________

           WILLIAM G. HOLLAND, Auditor General

 

WGH:KMC:drh

 

SPECIAL ASSISTANT AUDITORS

 

        Our special assistant auditors on this audit were De Raimo Hillger & Ripp.