SBC Medical Group Holdings Inc
For the period ended Dec 31, 2024. Filed Mar 28, 2025.
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FY2024 · Filed Mar 28, 2025
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Item 9A. Controls and Procedures
| Item 9A. | Controls and Procedures. |
|---|
Evaluation of Disclosure Controls and Procedures
Our management, with the participation of our Chief Executive Officer and Chief Financial Officer, evaluated the effectiveness of our disclosure controls and procedures (as defined in Exchange Act Rules 13a-15(e) and 15d-15(e)) as of the end of the period covered by this Annual Report. Based on this evaluation, management concluded that our disclosure controls and procedures were not effective as of December 31, 2024 to provide reasonable assurance that information required to be disclosed in periodic SEC filings is recorded, processed, summarized and reported within the time periods specified in the SEC’s rules and forms, and that such information is accumulated and communicated to our management, including our Chief Executive Officer and Chief Financial Officer, as appropriate, to allow timely decisions regarding required disclosure. Specifically, as previously disclosed, as of the fiscal year ended December 31, 2023, and as described below, we identified material weaknesses in our internal control over financial reporting.
Despite the identified material weaknesses, we believe that our consolidated financial statements and other information contained in this Annual Report fairly present, in all material respects, our financial condition, and results of operations for the periods presented.
We remain committed to ongoing improvements in our disclosure controls and internal control over financial reporting, as outlined in the remediation plan below.
Material Weaknesses
A material weakness is defined as a deficiency, or a combination of deficiencies, in internal control over financial reporting, such that there is a reasonable possibility that a material misstatement of our financial statements will not be prevented or detected on a timely basis.
In connection with the discovery of the misappropriations of funds as described in more details under “Part II, Item 7. Management’s Discussion and Analysis of Financial Condition and Results of Operations—Misappropriations of Funds”, we have identified material weaknesses as of December 31, 2023, which remain un-remediated as of December 31, 2024, in our internal control over financial reporting resulting from our failure to maintain an effective control environment, risk assessment processes and monitoring activities.
Our system of internal control failed to detect the misappropriations of funds due to the following material weaknesses of the Company:
1.Control Environment. We did not maintain an effective control environment that fully emphasized the establishment of adherence to effective internal control over financial reporting throughout our management. We did not give sufficient consideration to the risk of senior management override of internal control. We had not ensured that certain personnel were adequately trained to properly execute critical internal control.
2.Control Activities. We did not effectively implement or maintain control activities, such as ensuring a sufficient functioning of the mechanism of reconciliation of invoices to contracts and multi-level approvals of contracts, invoices and payments. We did not maintain sufficient segregation of duties with respect to certain activities and did not maintain adequate monitoring and oversight for those activities.
3.Risk Assessment. We did not have an effective risk assessment process and the related documentation.
4.Information and Communication. We did not adequately communicate to all employees of the organization information regarding the importance of internal control over financial reporting and employees’ duties and responsibilities, including segregation of duties.
5.Monitoring Activities. We did not maintain effective monitoring controls related to the evaluation and testing of our internal control over financial reporting.
In addition, the Company completed its business combination in September 2024. Prior to the business combination, the Company operated as a private corporation with limited accounting personnel and supervisory resources necessary to support its accounting processes and address its internal control over financial reporting requirements. As a result, the existing internal control are no longer sufficient to meet the post-business combination financial reporting demands, and the Company is actively updating these controls. The design and implementation of internal control over financial reporting in a post-business combination environment has required, and will continue to require, significant time and resources from management and other personnel.
During the process of assessing the Company’s internal controls, management has summarized the material weaknesses in our internal control over financial reporting as follows:
| ● | Lack of sufficient controls implemented to ensure all the related party transactions are identified, approved and reported in compliance with the established related party policy. |
| ● | Lack of sufficient financial reporting and accounting personnel to formalize, design, implement and operate key controls over financial reporting process in order to report financial information in accordance with U.S. GAAP and SEC reporting requirements. |
| ● | Lack of well-established procedures to ensure all the services provided by subcontractors or vendors are reviewed and verified before the approval of payments. |
| ● | Lack of well-established procedures to prevent and detect fraudulent transactions or override of control activities, specifically failure to maintain sufficient segregation of duties with respect to certain activities of its former manager of general affairs and legal department of one of its subsidiaries and failure to maintain adequate monitoring and oversight of the work performed by this former manager. |
Remediation Plan
With respect to the material weaknesses identified in connection with the misappropriations of funds, management has implemented, or is in the process of implementing, the following changes to our internal control systems and procedures:
| ● | We established a related party policy in September 2024 to identify, approve, and report related party transactions; and implemented the corresponding procedures since November 2024. |
| ● | We will clarify the organization structure and employee positions promoting (i) segregation of duties, (ii) monitoring and oversight, (iii) reconciliation of invoices to contracts and (iv) multi-level approvals of contracts, invoices and payments. |
| ● | We will communicate to all employees of the organization information regarding the importance of internal control and employees’ duties and responsibilities, including segregation of duties. |
| ● | We have updated our delegation of authority over banking activities and are establishing a new treasury function. This improvement enhances the segregation of duties related to the general manager role, thereby strengthening the safeguarding of cash. |
| ● | We are progressing with a project, led by our Head of Internal Control and Internal Audit Office, to design, implement, and document internal controls to address risks related to financial reporting. This year, our activities are focused on “laying the foundation to complete our response to key financial reporting risks by the end of 2025,” and we are making progress as planned. |
Furthermore, management is fully committed to addressing the control deficiencies that contributed to the material weaknesses in a post-business combination environment. The steps we have already taken in 2024, and those we plan to take in 2025, are as follows:
| ● | We added accounting and finance personnel to strengthen our team. This has allowed us to enhance segregation of duties in the preparation and review of financial reporting, while improving oversight, structure, and reporting lines. |
| ● | We have improved the financial reporting process of our group, including consolidated subsidiaries. As a result, the monitoring function over the application of U.S. GAAP, including financial statement disclosures, has been enhanced, allowing for more accurate and timely reporting than before. |
| ● | To support the execution of the aforementioned project for designing, implementing, and documenting internal controls, we have engaged external consultants with expertise in SOX (The Sarbanes-Oxley Act of 2002)compliance. As a result, we expect to complete our response to key financial reporting risks by the end of 2025. |
We plan to confirm at the end of the fiscal year (end of 2025) that internal controls are operating effectively as a result of the implementation of the above remediation plans. In particular, we plan to focus on verifying the remediation status of the identified material weaknesses.
Thereafter, under the direction of our Audit Committee, management will continue to strengthen corporate governance and aim to establish a system in which internal controls operate effectively throughout the year. During this process, we may adjust our remediation plans or take additional measures to address control deficiencies as necessary. We believe that these continuous efforts will remediate the deficiencies in internal controls, including the identified material weaknesses, and significantly improve our internal control over financial reporting.
Management’s Report on Internal Control over Financial Reporting
As discussed elsewhere in this Annual Report, we completed the Business Combination on September 17, 2024. Prior to the Business Combination, Pono was a special purpose acquisition company formed for the purpose of effecting a merger, capital stock exchange, asset acquisition, stock purchase, reorganization or similar business combination with one or more businesses. As a result, previously existing internal controls are no longer applicable or comprehensive enough as of the assessment dateas the operations prior to the Business Combination were insignificant compared to those post-Business Combination. The design of internal controls over financial reporting for the Company post-Business Combination has required and will continue to require significant time and resources from management and other personnel. As a result, management was unable, without incurring unreasonable effort or expense to conduct an assessment of our internal control over financial reporting as of December 31, 2024. Accordingly, we are excluding management’s report on internal control over financial reporting pursuant to Section 215.02 of the SEC Division of Corporation Finance’s Regulation S-K Compliance & Disclosure Interpretations.
Inherent Limitation on the Effectiveness of Internal Control
The effectiveness of any system of internal control over financial reporting is subject to inherent limitations. These include the exercise of judgment in designing, implementing, and operating controls, as well as the inherent inability to completely eliminate the risk of misconduct or error. Accordingly, while we aim to establish robust controls, any system, no matter how well designed and operated, can provide only reasonable assurance of achieving the desired control objectives.
Additionally, the design of our disclosure controls and procedures is impacted by resource constraints and the necessity for management to balance the benefits of potential controls against their associated costs. Moreover, projections of effectiveness into future periods are subject to risks that controls may become inadequate over time due to evolving conditions or diminished compliance. We will continue to monitor and enhance our internal control as necessary or appropriate, but we cannot provide assurance that these improvements will fully eliminate all risks of material misstatement.
Changes in Internal Control over Financial Reporting
Other than the remediation efforts described above, there have been no material changes in our internal control over financial reporting during the three months ended December 31, 2024, that have materially affected, or are reasonably likely to materially affect, our internal control over financial reporting.
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