City of New York v. Shalala

34 F.3d 1161, 1994 WL 498469
CourtCourt of Appeals for the Second Circuit
DecidedSeptember 13, 1994
DocketNo. 861, Docket 93-6069
StatusPublished
Cited by30 cases

This text of 34 F.3d 1161 (City of New York v. Shalala) is published on Counsel Stack Legal Research, covering Court of Appeals for the Second Circuit primary law. Counsel Stack provides free access to over 12 million legal documents including statutes, case law, regulations, and constitutions.

Bluebook
City of New York v. Shalala, 34 F.3d 1161, 1994 WL 498469 (2d Cir. 1994).

Opinion

WALKER, Circuit Judge:

Defendants Donna E. Shalala (the “Secretary”) and the United States Department of Health and Human Services (“HHS”) appeal from a judgment of the United States District Court for the Southern District of New York (Robert W. Sweet, Judge), granting summary judgment to plaintiff the City of New York in a suit challenging HHS’s decision to disallow approximately $3 million in [1165]*1165Head Start funds formerly allocated to the City and to assess $1.7 million in interest. We reverse in part, vacate in part, and remand.

BACKGROUND

This action stems from grants issued under the federally funded Head Start program by the Office of Human Development Services (“OHDS”), an agency of HHS, to the City of New York, specifically its Human Resources Administration Agency for Child Development (collectively “the City”). The Head Start program is aimed at delivering “comprehensive health, educational, nutritional, social, and other services to economically disadvantaged children and their families.” 42 U.S.C. § 9831(a). As a “grantee” of the program, the City provides funds to “subgrantees” or “delegate agencies,” which are non-profit entities that actually run Head Start programs. See 42 U.S.C. § 9837; 45 C.F.R. §§ 74.3, 1301.2. The City dispenses funds to sixty or more delegate agencies each year.

The City receives an annual grant from OHDS at the start of each program year. Program years run from February 1 of one year to January 31 of the next year. Relevant to this appeal are program years running from 1976 to 1991. OHDS assigns the letter K to the program year ending on January 31, 1977; L, M, N, and 0 denote the next four years. P and 16 are used interchangeably to denote the year ending January 31, 1982. The following years are designated solely by number, beginning with 17. After receiving its yearly grant, the City makes monthly disbursements to delegate agencies based on its review of those agencies’ expense projections and reports of prior expenditures.

The City is responsible for ensuring that Head Start funds allocated to it are expended and accounted for in a manner consistent with the program’s objectives. At the completion of each program year, the City submits audit reports to OHDS pertaining to the City’s receipt and disbursement of Head Start funds. OHDS reviews these audits to determine whether they include any disallow-able expenditures. In order to be allowable, costs must be necessary and reasonable for the proper and efficient administration of the grant program. If OHDS determines that an audit is proper in all respects, it sends the City a letter stating that the audit is closed. If OHDS concludes that the City received funds in excess of the amount to which it is finally determined to be entitled, the City must return the disallowed funds to OHDS. If dissatisfied with such a finding by OHDS, the City can appeal OHDS’s decision to the Department of Health and Human Services Departmental Appeals Board (“DAB”). See 42 U.S.C. § 1316(d); 45 C.F.R. Part 16, App. A, § C (delegating Secretary’s authority to reconsider disallowances of grant funds to the DAB).

This case centers on disallowances that OHDS made with regard to the City’s audits for program year (“PY”) 16 and PY 19, which ended in 1982 and 1985 respectively. For PY 16, OHDS disallowed an “accounts receivable” balance which had existed for a substantial period of time on the books of the City. The “accounts receivable” balance represented that amount of federal cash drawn down by the City from its grant allowance and advanced to various agencies in excess of allowable Head Start costs incurred by the delegate agencies. It increased from one program year to the next as the City accumulated the delegate agencies’ old debts and added on new ones. For PY 19, OHDS again disallowed the City’s accounts receivable balance and, in addition, disallowed an “accounts payable” balance. The “accounts payable” balance represented federal cash that was drawn down by the City to pay delegate agencies but never actually disbursed to these agencies to cover their reported expenditures. Like the accounts receivable, this balance also increased over time as the City accumulated new obligations to pay delegate agencies without satisfying its old ones.

The accounts receivable balance appeared in the City’s audit reports at least as early as PY K and continued to appear in the audits for PY L and PY M. The audits for these three years were closed in August 1982. By letter dated October 19, 1982, OHDS asked for information on the status of the accounts receivable and accounts payable noted in the audit report for PY N. This precipitated extensive correspondence between OHDS [1166]*1166and the City regarding the latter’s efforts to liquidate the accounts. In a February 13, 1984 letter, OHDS informed the City that the PY N audit would be closed “contingent on liquidation of outstanding account receivables” due from delegate agencies; the PY N audit was subsequently closed in May 1984. The audit report for PY 0 again revealed outstanding accounts receivable, which again led to correspondence between OHDS and the City regarding the City’s collection efforts. In closing the PY 0 audit on August 1, 1984, OHDS stated that the accounts receivable remained unresolved and would be reviewed as part of the audit for PY P (16).

On August 21, 1984, OHDS advised the City that it was disallowing $620,622 in accounts receivable from PY 16. The City appealed to the DAB. The DAB affirmed the disallowance on the basis that the accounts receivable “represent federal grant funds that have not been demonstrated to have been used for allowable program expenditures by the delegate agencies and ... may no longer even be collectible from the delegate agencies.” New York City Human Resources Admin., DAB Decision No. 720, Docket No. 84-206 (Jan. 30, 1986). HHS nevertheless agreed to suspend enforcement of this decision pending the outcome of proceedings, by then underway, regarding PY 19.

The City’s audit reports for PY 17 and PY 18 continued to indicate that there were outstanding accounts receivable due from delegate agencies and also showed accumulated accounts payable. OHDS and the City corresponded in detail about the status of these accounts, with OHDS repeatedly requesting documentation from the City evidencing that it had liquidated both accounts. The audits for PY 17 and PY 18 were respectively closed in August and June 1986.

At the close of the PY 19 audit review, on September 16, 1987, OHDS informed the City that it was disallowing $901,639 in accounts receivable and $1,541,362 in accounts payable. The accounts receivable figure represented the total amount due from delegate agencies for PY K through PY 17 ($1,522,-261) reduced by the amount previously disallowed from PY 16 ($620,622). The accounts payable figure reflected obligations owed by the City to delegate agencies from PY K through PY 18. The City appealed these disallowances to the DAB, which affirmed them in full. New York City Human Resources Admin., DAB Decision No. 1199, Docket No. 87-184 (Oct. 4, 1990).

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Bluebook (online)
34 F.3d 1161, 1994 WL 498469, Counsel Stack Legal Research, https://law.counselstack.com/opinion/city-of-new-york-v-shalala-ca2-1994.