Load It Away, LLC Roll-off Fee Revenues Audit (Period 6-1-17 to 6-30-19)7-11-19MfAMIBEACH INTERNAL AUDIT REPORT
City of Miami Beach, 1700 Convention Center Dr ive, Miami Beach , Florida 33 13 9 , www.miamibeachfl .gov
Office of Internal Audit
Tel : 305-673-7020
TO:
VIA:
FROM :
DATE :
AUDIT :
PERIOD :
Jimmy L. Morales, City Manager
Mark D. Coolidge, Interim lnterna A
Carmin Dufour, Tax Auditor
July 11,2019
Load It Away, LLC Roll-off Fee Revenues Audit
June 1, 2017 to June 30, 2019
This report is the result of a scheduled audit of the roll-off fees charged, collected and remitted by
Load It Away, LLC. In addition, the auditee 's compliance with selected provisions in the City Code
concerning obtaining their annual business tax receipts, filing required reports, etc. were also
reviewed.
INTRODUCTION
A roll-off is defined as a container with a minimum capacity of ten (10) cubic yards designed to be
transported by a motorized vehicle. They are typically used for the purpose of removing construction
debris, which include rock, metal and other materials used in connection with a construction project
or for the removal of large quantities of trash and bulky waste .
Although it is a dynamic number, fifteen companies currently possess business tax receipts
authorizing them to operate roll-offs with in the City's boundaries. They are required to abide by the
terms outlined in the City Code which includes the remittance of 18% roll-off fees of the contractor's
total applicable Miami Beach gross receipts with any fees deemed not paid subject to penalties of
10% per month up to a maximum of 50% plus interest of 1% per month . The term gross receipts
can be defined as the entire amount of fees collected by the contractor (whether wholly or partially
collected) for solid waste collection and disposal within the City and including, without limitation, but
excluding any taxes, and gross receipts from servicing roll-off and portable containers .
Monthly reports are to be submitted to the City's Finance Department by the end of the subsequent
month of the gross receipts generated during the previous month within the City. For example,
October 2018's report was due by November 30, 2018; November 2018 's report was due by
December 31, 2018 and so on. In addition, the roll-off contractor is to deliver to the City's Finance
Department a statement of annual gross receipts generated from accounts within the City for the
preceding fiscal year, certified by an independent certified public accountant.
One of these authorized roll-off companies is Load It Away, LLC which has been operating in the
City of Miam i Beach since June 2013. The following table summarizes the audited gross receipts
received from their Miami Beach roll-off transactions and the corresponding amount of fees paid
during the stated twenty-five month audit period :
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Internal Audit Report
Load It Away, LLC Roll-off Fee Revenues Audit
July11,2019
2017 2018
June-December January-December
Audited Receipts $102,213.36 $41,331.55
Roll-Off Fees Due (18%) $18,398.40 $7,439.68
BACKGROUND
2019 TOTAL January-June
$28,368.00 $171 ,912.91
$5,106.24 $30,944.32
Previously, the Office of Internal Audit conducted an audit of Load It Away, LLC for the period of April
1, 2014 to May 31, 2017. Our audit report dated August 23, 2017 found that gross receipts in the
amount of $70,706.19 were not reported which resulted in the contractor subsequently remitting
$17,399.21 in roll-off fees (including penalties and interest) to the City.
OVERALL OPINION
Testing confirmed that Load It Away, LLC has complied with the tested provisions of the City Code
during the audit period which includes charging, collecting and remitting of roll-off fees during the
audit period. Despite these positive results, the following shortcoming was noted during testing that
is need of corrective action:
• Load It Away, LLC did not timely submit their list of accounts in accordance with City Code
Section 90-278(3); however, this document was provided during the audit.
PURPOSE
The purpose of this audit is to determine whether tested roll-off contractor billings and filings were
correct; whether tested remittances were correctly calculated, received timely and accurately
recorded by the City, and whether the contractor was compliant with designated sections of the City
Code and related Ordinances.
SCOPE
1 . Confirm that Load It Away, LLC maintained sufficient books and records to verify that their
billings were correct; their gross receipts were correctly calculated and supported the monthly
fees submitted to the City.
2. Confirm that the roll-off contractor is timely submitting the monthly reports of gross receipts
along with their corresponding full remittances to the City.
3. Confirm that the roll-off contractor timely obtained their required annual business tax receipts
during the audit period.
4. Confirm that the roll-off contractor has complied with City Code Section 90-278's reporting
requirements during the audit period.
5. Confirm that the roll-off contractor has obtained the required insurance in adherence with City
Code Section 90-196 during the audit period.
6. Confirm that tested monthly roll-off fee returns were accurately recorded in the City's
Financial System.
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Internal Audit Report
Load It Away, LLC Roll-off Fee Revenues Audit
July 11, 2019
FINDINGS, RECOMMENDATIONS AND MANAGEMENT RESPONSES
1. Finding -Load It Away, LLC did Not Timely Provide their Required List of Accounts in
Adherence with City Code Section 90-278(3)
City Code Section 90-278(3) states "The licensed roll-off waste contractor shall provide the
city manager and the sanitation director with a current list of the names and addresses of
each account, upon initial application and upon application for renewal of its business license,
the frequency of service, the permit number and capacity of each roll-off container or
construction dumpster as per account and the address serviced by each roll-off container or
construction dumpster." Testing found that Load It Away, LLC did not provide the City
Manager and/or the Sanitation Director with a current list of names and addresses of each
account, upon the initial application and upon application for renewal of its business license,
the frequency of service, the permit number and capacity of each roll-off container or
construction dumpster. Upon request by the Office of Internal Audit, this list of accounts was
promptly provided whereby the information obtained was used to mail confirmation letters to
help verify the amount of reported gross receipts. The corresponding analysis did not find
any material differences for any completed and returned confirmation letters.
Recommendation (s)
Load It Away, LLC should comply with City Code Section 90-278 (3)'s terms by submitting
their lists of accounts timely to the City Manager and the Sanitation Director.
EXIT CONFERENCE
This audit report was e-mailed to Load It Away, LLC's management whereby they agreed to the
contents herein.
F:\OBPI\$AUD\INTERNAL AUDIT FILES\DOC18-19\REPORTS-FINAL\Load It Away Audit Report 07-11-19.docx
cc: Eric Carpenter, Assistant City Manager
Darrell Caldwell, Sanitation Department Director
John Woodruff, Chief Financial Officer
Alessi Gaetano Jr., Controller, Load It Away, LLC
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