Clerk's Audit Shows Critical Improvements to be Made in Social Services

The Monroe County Clerk of the Court and Comptroller released an audit evaluating the management of grants administered by Monroe County Social Services. The audit, covering the fiscal years 2022 to 2024, identified serious issues related to compliance, operational structure, and record-keeping that are being addressed immediately by Assistant County Administrator Tina Boan and the new Director of Community Services Cathy Crane, who assumed management of these operations in mid-June.

According to the clerk's office, deficiencies in oversight and outdated practices may have led to a potential budget shortfall exceeding $2 million. The financial irregularities identified do not indicate employee theft. Rather, they indicate deficiencies in financial recordkeeping, including improper bookkeeping, unreimbursed expenditures, misclassification of expenses, and other accounting errors that accumulated over multiple years.

"We take the findings of the audit very seriously and are fully committed to long-term change to make sure the department is remediated," said Boan. "The county is committed to ensuring the responsible stewardship of public funds and is implementing corrective measures to strengthen internal controls, improve operational efficiency, and ensure full compliance with grant requirements."

The department, under new leadership, has acknowledged the audit findings and is taking comprehensive steps to improve operations, including:

• Establishing defined workflows and implementing new policies and procedures
• Adding staff training and cross-training
• Implementing a centralized intake and case tracking system
• Transitioning from paper-based to digital records, including timekeeping and applications
• Improving budgetary tracking and grant reconciliation processes
• Enhancing communication with granting agencies and internal departments

The county will engage an outside firm to facilitate the forensic reconciliation of associated grant cost centers and will conduct a year-by-year review to identify expenditures that were not properly budgeted. Additional training and policy updates are underway to ensure alignment with county administrative requirements and federal and state grant compliance standards.

"The clerk's office and county administration will continue to collaborate to address the issues raised in the audit and ensure sustained accountability and improved service delivery for Monroe County residents," said Boan.

The audit will be discussed by the Board of County Commissioners, likely at the Aug. 20 regularly scheduled meeting in Key West.