Audit report, Fitzgerald-Ben Hill County Library, Fitzgerald, Georgia, year ended June 30, 1998

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AUDIT REPORT

FITZGERALD-BEN HILL COUNTY LffiRARY

FITZGERALD, GEORGIA

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YEAR ENDED JUNE 30, 1998

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STATE OF GEORGIA DEPARTMENT OF AUDITS AND ACCOUNTS
254 WASHINGTON STREET
ATLANTA, GEORGIA 30334-8400

FITZGERALD-BEN HILL COUNTY LIBRARY - TABLE OF CONTENTS -

SECTION I

FINANCIAL

INDEPENDENT AUDITOR'S COMBINED REPORT ON GENERAL PURPOSE FINANCIAL STATEMENTS AND SUPPLEMENTARY INFORMATION

EXHIBITS

GENERAL PURPOSE FINANCIAL STATEMENTS

COMBINED STATEMENTS - OVERVIEW

A

COMBINED BALANCE SHEET

ALL FUND TYPES AND ACCOUNT GROUP

2

B

COMBINED STATEMENT OF REVENUES, EXPENDITURES AND

CHANGES IN FUND BALANCES

ALL GOVERNMENTAL FUND TYPES

4

C

COMBINED STATEMENT OF REVENUES, EXPENDITURES AND

CHANGES IN FUND BALANCES - BUDGET AND ACTIJAL

GENERAL AND SPECIAL REVENUE FUNDS

5

D

STATEMENT OF REVENUES, EXPENSES AND

CHANGES IN FUND BALANCES

FIDUCIARY FUND TYPE - NONEXPENDABLE TRUST FUND

6

E

STATEMENT OF CASH FLOWS

FIDUCIARY FUND TYPE - NONEXPENDABLE TRUST FUND

7

F NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

8

SCHEDULES

1 SCHEDULE OF REQUIRED SUPPLEMENTARY INFORMATION

16

SCHEDULE OF REVENUE

2

STATE

17

3

FEDERAL

18

4

LOCAL

19

5 SCHEDULE OF SALARIES AND TRAVEL

20

SECTIONll FINDINGS AND QUESTIONED COSTS SCHEDULE OF FINDINGS AND QUESTIONED COSTS

SECTION I FINANCIAL

RUSSELL W. HINTON
STATE AUDITOR
(404) 656-2174

DEPARTMENT OF AUDITS AND ACCOUNTS
254 Washington Street, S.w., Suite 214 Atlanta, Georgia 30334-8400
August 3, 1999

Honorable Roy E. Barnes, Governor Members ofthe General Assembly Members ofthe State Board of Technical and Adult Education
and Director and Members of the Fitzgerald-Ben Hill County Library Board
INDEPENDENT AUDITOR'S COMBINED REPORT ON GENERAL PURPOSE
FINANCIAL STATEMENTS AND SupPLEMENTARY INFORMATION
Ladies and Gentlemen:
We have audited the accompanying general purpose financial statements ofthe Fitzgerald-Ben Hill County Library, as of and for the year ended June 30, 1998, as listed in the table of contents. These general purpose financial statements are the responsibility of the Fitzgerald-Ben Hill County Library's management. Our responsibility is to express an opinion on these general purpose financial statements based on our audit.
We conducted our audit in accordance with generally accepted auditing standards. Those standards require that we plan and perform the audit to obtain reasonable assurance about whether the general purpose financial statements are free of material misstatement. An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the financial statements. An audit also includes assessing the accounting principles used and significant estimates made by management, as well as evaluating the overall financial statement presentation. We believe that our audit provides a reasonable basis for our opinion.
hi our opinion, the general purpose financial statements referred to above present fairly, in all material respects, the financial position ofthe Fitzgerald-Ben Hill County Library as ofJune 30, 1998, and the results ofits operations and the cash flows ofits nonexpendable trust fund for the year then ended, in conformity with generally accepted accounting principles.
The year 2000 supplementary information on Schedule "1" is not a required part of the basic financial statements but is supplementary information required by the Governmental Accounting Standards Board. We have applied certain limited procedures, which consisted principally of inquiries ofmanagement regarding the methods ofmeasurement and presentation of the supplementary information. However we did not audit the information and do not express an opinion on it. In addition, we do not provide assurance that Fitzgerald-

98ARL-40

Ben Hill County Library is or will become year 2000 compliant, that the Library's year 2000 remediation efforts will be successful in whole or in part, or that parties with which Fitzgerald-Ben Hill County Library does business are or will become year 2000 compliant.
Our audit was perfonned for the purpose of fonning an opinion on the general purpose financial statements of the Fitzgerald-Ben Hill County Library taken as a whole. The accompanying financial schedules (Schedules 2 through 5), as listed in the table ofcontents, are presented for purposes of additional analysis and are not a required part of the general purpose financial statements. Such infonnation has been subjected to the auditing procedures applied in the audit ofthe general purpose financial statements and in our opinion, is fairly presented in all material respects in relation to the general purpose financial statements taken as a whole.
A copy of this report has been filed as a pennanent record in the office of the State Auditor and made available to the press ofthe State, as provided for by Official Code of Georgia Annotated Section 50-6-24.
Respectfully submitted,

RWH:jb 98ARL-40

Russell W. Hinton State Auditor

FITZGERALD-BEN HILL COUNTY LIBRARY

FITZGERALD-BEN HILL COUNTY LIBRARY COMBINED BALANCE SHEET
ALL FUND TYPES AND ACCOUNT GROUP JUNE 30, 1998

ASSETS
Cash and Cash Equivalents
Investments
Accounts Receivable
General Fixed Assets Equipment Inexhaustible Collection and Books

GOVERNMENTAL FUND TYPES

SPECIAL

GENERAL

REVENUE

FUND

FUND

$

7,946,29 $

0.00

Total Assets

$

7,946.29 $=====0=.0:=0

LIABILITIES AND FUND EQUITY
LIABILITIES
Accounts Payable
FUND EQUITY
Investment in General Fixed Assets Fund Balances
Reserved For Continuation of Federal Program For Endowment Corpus
Unreserved Designated for Object of Trust Undesignated
Total Fund Equity

$

3,088.58

.$

4,857.71 $

0.00

$

4,857.71 $

0.00

Total Liabilities and Fund Equity

$

7,946.29 $=====0=.0=0

The notes to the general purpose financial statements are an integral part of this statement. -2-

EXHIBIT nAn

FIDUCIARY FUND TYPE
TRUST FUND

$

12,720.75

50,000.00

ACCOUNT GROUP
GENERAL FIXED
ASSETS

TOTALS (Memorandum Only) JUNE 30,1998 JUNE 30,1997

$

20,667.04 $

24,986.21

50,000.00

50,000.00

578.00

$

191,613.00

0.00

191,613.00 0.00

180,543.00 0.00

$

62,720.75 $

191,613.00 $ 262,280.04 $ 256,107.21

$

3,088.58 $ _ _-=23=3~.6~5

$

191,613.00 $ 191,613.00 $ 180,543.00

$

50,000.00

50,000.00

3,666.05 50,000.00

12,720.75 0.00

12,720.75 4,857.71

10,721.90 10,942.61

$

62,720.75 $

191,613.00 $ 259,191.46 $ 255,873.56

$

62,720.75 $

191,613.00 $ 262,280.04 $ 256,107.21

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FITZGERALD-BEN HILL COUNTY LIBRARY

EXHIBIT "B"

COMBINED STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES

ALL GOVERNMENTAL FUND TYPES

YEAR ENDED JUNE 30, 1998

REVENUES
State Funds Federal Funds Local Funds Other Funds
Total Revenues
EXPENDITURES
Current Program Services Technical Services Circulation Administration Maintenance and Operations
Total Expenditures
Excess of Revenues over (under) Expenditures
FUND BALANCE JULY 1

GENERAL FUND

SPECIAL REVENUE
FUND

TOTALS (Memorandum Only)
YEAR ENDED JUNE 30,1998 JUNE 30,1997

$ 131,350.26 $
151,970.48 13,887.60
$ 297,208.34 $

$ 3,563.68

131,350.26 $ 3,563.68
151,970.48 13,887.60

3,563.68 $ 300,772.02 $

120,276.74 8,000.00
143,660.16 12,657.06
284,593.96

$ 81,620.11 16,152.07 90,379.82 93,064.97 $ 22,076.27
$ 303,293.24 $
$ -6,084.90 $
10,942.61

$ 7,229.73

81,620.11 $ 16,152.07 90,379.82 100,294.70 22,076.27

7,229.73 $ 310,522.97 $

-3,666.05 $

-9,750.95 $

3,666.05

14,608.66

78,935.90 12,636.69 83,691.53 85,546.35 15,061.26
275,871.73
8,722.23
5,886.43

FUND BALANCE JUNE 30

$

4,857.71 $

0.00 $

4,857.71 $ ==1=4=,6..0.=8.:=6:.6

The notes to the general purpose financial statements are an integral part of this statement. -4-

FITZGERALD-BEN HILL COUNTY LIBRARY

EXHIBIT "C"

COMBINED STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES

BUDGET AND ACTUAL

GENERAL AND SPECIAL REVENUE FUNDS

YEAR ENDED JUNE 30. 1998

REVENUES
State Funds Federal Funds Local Funds Other Funds
Total Revenues
EXPENDITURES
Current Program Services Technical Services Circulation Administration Maintenance and Operations
Total Expenditures
Excess of Revenues over (under) Expenditures
FUND BALANCE JULY 1, 1997
. Adjustments

GENERAL FUND

BUDGET

ACTUAL

$ 147,104.72 $ 131,350.26

151,205.40

151,970.48 13,887.60

$ 298,310,12 $ 297,208.34

$ 88,022.33 $ 11,425.79 113,403.45 85,794.79 12,500.00

81,620.11 16,152.07 90,379.82 93,064.97 22,076.27

$ 311,146.36 $ 303,293.24

$ -12,836.24 $ -6,084.90

10,364.61

10,942.61

312.88

SPECIAL REVENUE FUND

BUDGET

ACTUAL

$

0.00

$ 3,563.68

$

0.00 $ 3,563.68

$

0.00

$ 7,229.73

$

0.00 $ 7,229.73

$

0.00 $ -3,666.05

3,666.05

3,666.05

FUND BALANCE JUNE 30.1998

$ -2,158.75 $ 4,857.71

$ 3,666.05 $ ======0;,;,.0=0

The notes to the general purpose financial statements are an integral part of this statement. -5-

FITZGERALD-BEN HILL COUNTY LIBRARY

EXHIBIT "D"

STATEMENT OF REVENUES, EXPENSES AND CHANGES IN FUND BALANCES

FIDUCIARY FUND TYPE - NONEXPENDABLE TRUST FUND

YEAR ENDED JUNE 30, 1998

OPERATING REVENUES None Recorded
OPERATING EXPENSES Current Support Services General Administration Operating Income (Loss)
NONOPERATING REVENUES Interest Earned Total Income
FUND BALANCE JULY 1

ENDOWMENT FUND
FITZGERALDBEN HILL COUNTY
LIBRARY FUND

TOTALS (Memorandum Only)
YEAR ENDED JUNE 30, 1998 JUNE 30,1997

$

0,00 $

0.00 $

0,00

$

850.00 $

850.00 $

0,00

$

-850,00 $

-850,00 $

0,00

2,848,85

2,848,85

2,988,32

$

1,998,85 $

1,998,85 $

2,988,32

60,721,90

60,721,90

57,733.58

FUND BALANCE JUNE 30

$

62,720,75 $

62,720,75 $ ====6=0=,7=2=1=.9=0

The notes to the general purpose financial statements are an integral part of this statement. -6-

FITZGERALD-BEN HILL COUNTY LIBRARY STATEMENT OF CASH FLOWS
FIDUCIARY FUND TYPE - NONEXPENDABLE TRUST FUND YEAR ENDED JUNE 30, 1998

EXHIBIT"E"

Cash Flows from Operating Activities: Cash Paid for Special Library Programs
Cash Flows from Investing Activities: Interest Received on Investments
Net Increase in Cash
Cash and Cash Equivalents - JUly 1

ENDOWMENT FUND
FITZGERALDBEN HILL COUNTY
LIBRARY FUND

TOTALS (Memorandum Only)
YEAR ENDED JUNE 30,1998 JUNE 30,1997

$

-850.00 $

-850.00 $

0.00

$

2,848.85 $

2,848.85 $

2,988,32

$

1,998.85 $

1,998.85 $

2,988.32

10,721.90

10,721.90

7,733.58

Cash and Cash Equivalents - June 30

$

12,720.75 $

12,720.75 $ ==1=0,=72=:1=.9=0

The notes to the general purpose financial statements are an integral part of this statement. -7-

FITZGERALD-BEN HILL COUNTY LmRARY

EXHIBIT "F"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30. 1998

Note 1: SUMMARy OF SIGNIFICANT ACCOUNTING POLICIES
REPORTING ENTITY
The Fitzgerald-Ben Hill County Library (Library) operates pursuant to Official Code of Georgia Annotated Sections 20-5-40 through 20-5-59 to provide public library services with costs shared by participating local governmental agencies and grants from the State of Georgia. The financial statements of the Library have been prepared.in conformity with generally accepted accounting principles as applied to governmental units and unless otherwise disclosed in these notes, the financial statements present all fund types and account groups of the Library.
The Library Board consists of seven members; three members appointed by Ben Hill County Board of Commissioners and four members appointed by the Fitzgerald City Council. The Library Board is without authority to determine the amount of its funding, except by submission of budget requests to local governmental units from which the Library receives support and to the State of Georgia for State and Federal funding. Membership in the Library and participation in library services is at the discretion of each participating governmental agency. The Library Board has the power to designate management, the power to retain unreserved fund balances of local and other funds for continued operations and is the lowest level of oversight responsibility for the Library's operations.
While the Fitzgerald City Council appoints a majority ofthe Fitzgerald-Ben Hill County Library's Board, the City Council is neither able to impose its will upon the Library nor is there a financial benefit/burden relationship between the two boards as defined by the Governmental Accounting Standards Board. The Fitzgerald-Ben Hill County Library is therefore considered to be a related organization of the City of Fitzgerald, Georgia.
FUND ACCOUNTING
The Library uses funds and an account group to report on its financial position and the results of its operations. Fund accounting is designed to demonstrate legal compliance and to aid financial management by segregating transactions related to certain governmental functions or activities.
A fund is a separate accounting entity with a self-balancing set of accounts. An account group is a financial reporting device designed to provide accountability for certain assets and liabilities that are not recorded in the funds because they do not directly affect expendable available financial resources.
The general purpose financial statements account for all State, Federal, Local and Other funds under control ofthe Library, in compliance with generally accepted accounting principles applicable to governmental units, unless otherwise disclosed in these notes. Funds and the account group presented in this report are as follows:
GOVERNMENTAL FUND TYPES - used to account for all or most of the Library's general activities. Governmental Fund Types include:

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FITZGERALD-BEN HILL COUNTY LIBRARY

EXHIBIT "F"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30, 1998

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
GENERAL FUND - the fund used to account for all financial resources of the Library except those required to be accounted for in another fund. These transactions relate to resources obtained and used for services provided by a Library.
SPECIAL REVENUE FUND - the fund used to account for the proceeds of specific revenue sources that are legally restricted to expenditures for specified purposes. The primary type of special revenue fund consists of proceeds received from State and Federal sources to accomplish specific objectives and are required to be accounted for separately.
FIDUCIARY FUND TYPE - the trust fund used to account for assets held by a government unit in a trustee capacity or as an agent for individuals, private organizations, other government units and/or other funds. This fund includes:
NONEXPENDABLETRUSTFUND Fitzgerald-Ben Hill County Library Fund - the fund used to account for an endowment of which the corpus is to be invested and preserved intact with the resultant income to be used to provide various needs of the Library.
ACCOUNT GROUP
GENERAL FIXED ASSETS ACCOUNT GROUP - used to account for all general fixed assets acquired by the Library which includes land, buildings, equipment and inexhaustible collections.and books. The land and building used in library operations are owned jointly by the City ofFitzgerald and the County of Ben Hill.
BASIS OF ACCOUNTING
The accounting and financial reporting treatment applied to a fund is determined by its measurement focus. All governmental funds are accounted for using a current financial resources measurement focus. With this measurement focus, only current assets and current liabilities are generally included on the balance sheet. Operating statements of these funds present increases (i.e;, revenues and other financing sources) and decreases (i.e., expenditures and other financing uses) in net current assets. Their reported fund balance is considered a measure of available spendable resources.
Liabilities which are expected to be financed from available spendable resources are reported as liabilities in the governmental funds.
Nonexpendable trust funds are accounted for on a flow of economic resources measurement focus. With this measurement focus, all assets and liabilities associated with the operation of these funds are included on the balance sheet. Operating statements present increases (e.g., revenues) and decreases (e.g., expenses) in net total assets.
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FITZGERALD-BEN HILL COUNTy LIBRARY

EXHIBIT "F"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30. 1998

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
Governmental funds are accounted for using the modified accrual basis of accounting under which:
Revenues are recognized when susceptible to accrual (i.e., when they become both measurable and available). "Measurable" means the amount ofthe transaction can be determined and "available" means collectible within the current period or soon enough thereafter to be used to pay liabilities ofthe current period. Those revenues considered susceptible to accrual are intergovernmental grants and investment income.
Expenditures are generally recognized when the related fund liability is incurred.
The accrual basis of accounting, as required by generally accepted accounting principles, is utilized by the nonexpendable trust funds. Under the accrual basis of accounting, revenues are recorded when earned and expenses are recorded at the time liabilities are incurred.
BUDGET
The Fitzgerald-Ben Hill County Library's budget is a complete financial plan for the Library's fiscal year and is based upon estimates of expenditures together with probable funding sources. There is no statutory prohibition regarding overexpenditure of the budget at any level. The budget for all governmental funds is prepared by fund, function and object. The legal level ofbudget control was established by the Library at the aggregate level. The budget for governmental funds was prepared in accordance with generally accepted accounting principles.
The budget process begins when the Library's administration prepares a tentative aggregated budget for the Board's approval. After approval ofthis tentative budget by the Board, copies are sent to all local funding agencies. After funding approval is received from all local funding agencies, the Board makes revisions as necessary and adopts the budget. The budget is then submitted to the Department of Technical and Adult Education as a part ofthe Library's annual application for State aid. The Board may increase or decrease the budget at any time during the year. All unexpended budget authority lapses at fiscal year end.
CASH AND CASH EQUIVALENTS
COMPOSITION OF DEPOSITS Cash and cash equivalents consist of deposits in authorized financial institutions. Georgia Laws authorize the Library to deposit its funds in one or more solvent banks, insured Federal savings and loan associations, or insured State chartered building and loan associations.
INVESTMENTS
COMPOSITION OF INVESTMENTS Investments made by the Library in nonparticipating interest-earning contracts (such as certificates ofdeposit) and repurchase agreements are reported at cost. Participating interest-earning contracts and money market investments with a maturity at purchase of one year or less are reported at amortized cost. Participating
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FITZGERALD-BEN HILL COUNTy LIBRARY

EXHIBIT "F"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30. 1998

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
interest-earning contracts and money market investments with a maturity at purchase greater than one year are reported at fair value. The Official Code of Georgia Annotated Section 36-83-4 authorizes the Library to invest its funds. In selecting among options for investment or among institutional bids for deposits, the highest rate ofreturn shall be the objective, given equivalent conditions of safety and liquidity. Funds may be invested in the following:
(1) Obligations issued by the State of Georgia or by other states,
(2) Obligations issued by the United States government,
(3) Obligations fully insured or guaranteed by the United States government or a United States government agency,
(4) Obligations of any corporation of the United States government,
(5) Prime banker's acceptances,
(6) The Local Government Investment Pool administered by the State of Georgia, Office of Treasury and Fiscal Services,
(7) Repurchase agreements, and
(8) Obligations of other political subdivisions ofthe State of Georgia.
GENERAL FIXED ASSETS
General fixed assets purchased, including capital outlay costs, are recorded as expenditures in the various funds at the time ofpurchase. All purchased general fixed assets are valued at cost where historical records are available and at estimated historical cost where no historical records exist. Donated general fixed assets are recorded at fair market value as of the date donated. Disposals are deleted at recorded cost. No depreciation has been provided on General Fixed Assets. The cost of nonnal maintenance and repairs that do not add to the value <?f the assets or materially extend the useful lives of the assets is not capitalized. Infrastructure assets are not capitalized by the Library. The values of inexhaustible collections and books at the Library are not readily detenninable, therefore, the Library has not capitalized them.
COMPENSATED ABSENCES
Compensated absences represent obligations of the Library relating to employees' rights to receive compensation for future absences based upon services already rendered. This obligation relates only to vesting accumulating leave in which payment is probable and can be reasonably estimated. No liability has been recorded in the individual funds for the current portion of this obligation as this amount is deemed immaterial to the general purpose financial statements.
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FITZGERALD-BEN HILL COUNTY LffiRARY

EXHIBIT "F"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 3D. 1998

Note 1: SUMMARy OF SIGNIFICANT ACCOUNTING POLICIES
Additionally, the dollar value of accumulated compensated absences at June 30, which will be payable from future resources has not been recorded in the General Long-Term Debt Account Group as this liability is also deemed to be immaterial to the fair presentation ofthese financial statements.
INTERFUND TRANSACTION
The Library has the following type ofinterfund transactions:
Reimbursements of expenditures/expenses initially made from a fund that are properly applicable to another fund are recorded as expenditures/expenses in the reimbursing fund and as reductions of expenditures/expenses in the fund that is reimbursed.
MEMORANDUM ONLY - TOTAL COLUMNS
Total columns on the general purpose financial statements are captioned "Memorandum Only" to indicate that they are presented only to facilitate financial analysis. Data in these columns do not present financial position, results ofoperations or cash flows in conformity with generally accepted accounting principles, nor is such data comparable to a consolidation. Interfund eliminations have not been made in the aggregation ofthis data. Certain reclassifications have been made to the comparative data to confonn to the current year classifications.
Note 2: DEPOSITS
COLLATERALIZATION OF DEPOSITS Official Code of Georgia Annotated (OCGA) Section 45-8-12 provides that there shall not be on deposit at any time in any depository for a time longer than ten days a sum of money which has not been secured by
surety bond, by guarantee of insurance, or by collateral. The aggregate of the face value of such surety bond
and the market value ofsecurities pledged shall be equal to not less than 11 percent ofthe public funds being secured after the deduction ofthe amount of deposit insurance. OCGA Section 45-8-11 provides an officer holding public funds may, in his discretion, waive the requirement for security in the case of operating funds placed in demand deposit checking accounts.
Acceptable security for deposits consists of anyone of or any combination of the following:
(l) Surety bond signed by a surety company duly qualified and authorized to transact business within the State of Georgia,
(2) Insurance on accounts provided by the Federal Deposit Insurance Corporation,
(3) Bonds, bills, notes, certificates ofindebtedness or other direct obligations of the United States or of the State of Georgia,
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FITZGERALD-BEN HILL COUNTY LIBRARY

EXHIBIT "F"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30. 1998

Note 2: DEPOSITS

(4) Bonds, bills, notes, certificates of indebtedness or other obligations of the counties or municipalities of the State of Georgia,

(5) Bonds ofany public authority created by the laws ofthe State of Georgia, providing that the statute that created the authority authorized the use of the bonds for this purpose,

(6) Industrial revenue bonds and bonds ofdevelopment authorities created by the laws of the State of Georgia, and

(7) Bonds, bills, notes, certificates of indebtedness, or other obligations of a subsidiary corporation of the United States government, which are fully guaranteed by the United States government both as to principal and interest and debt obligations issued by the Federal Land Bank, the Federal Home Loan Bank, the Federal Intermediate Credit Bank, the Central Bank for Cooperatives, the Farm Credit Banks, the Federal Home Loan Mortgage Association, and the Federal National Mortgage Association.

CATEGORIZATION OF DEPOSITS At June 30, 1998, the bank balances were $102,322.83. The bank balances were entirely covered by Federal depository insurance.

Note 3: GENERAL FIXED ASSETS

A summary of changes in the General Fixed Assets Account Group during the fiscal year are as follows:

Equipment

Balance July 1, 1997

$ 180,543.00

Additions

11.070.00

Balance June 30, 1998

$ 191.613.00

Note 4: RISK MANAGEMENT

The Library is exposed to various risks ofloss related to torts; theft of, damage to, and destruction of assets; errors or omissions; job related illness or injuries to employees; natural disaster; and unemployment compensation.

The Library has obtained commercial insurance for risk ofloss associated with torts and assets. The Library has neither significantly reduced coverage for these risks nor incurred losses (settlements) which exceeded the Library's insurance coverage in any of the past three years.

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FITZGERALD-BEN HILL COUNTY LIBRARY

EXHIBIT "F"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30. 1998

Note 4: RISK MANAGEMENT

The Library has elected to self-insure for all losses related to natural disaster. In addition, the Library has elected to self-insure for errors or omissions, which includes, among other risks, risks for sexual harassment and discrimination. The Library has not experienced any losses related to these risks in the past three years.

The Library is self-insured with regard to unemployment compensation claims. The Library accounts for claims within the same fund that the employee's salary and benefits were paid. Claims are accounted for with expenditure and liability being reported when it is probable that a loss has occurred, and the amount ofthat loss can be reasonably estimated. The Library has not experienced any unemployment compensation claims during the past two years.

The Library participates through the City ofFitzgerald in the Georgia Interlocal Risk Management Agency,

a public entity risk pool organized on JanUary 1, 1991 to develop, implement, and administer a program of

workers' compensation self-insurance for its member organizations. The Library pays an annual premium

to the City ofFitzgerald for its general insurance coverage.

.

The Library has purchased surety bonds to provide additional insurance coverage as follows:

Position Covered

Amount

Director Bookkeeper

$ 1,750.00 $ 1,750.00

Note 5: CONTINGENT LIABILITIES

Amounts received or receivable principally from the Federal government are subject to audit and review by grantor agencies. This could result in requests for reimbursement to the grantor agency for any expenditures which are disallowed under grant terms. The Library believes that such disallowances, if any, will be immaterial to its overall financial position.

Note 6: RETIREMENT PLANS

TEACHERS RETIREMENT SYSTEM OF GEORGIA (TRS)

TRS PLAN DESCRIPTION Substantially all librarians and clerical personnel employed by regional and county libraries are covered by the Teachers Retirement System of Georgia (TRS), which is a cost-sharing multiple employer defined benefit pension plan. TRS provides service retirement, disability retirement and survivors benefits for its members in accordance with State statute. The Teachers Retirement System of Georgia issues a separate stand alone financial audit report and a copy can be obtained from the Georgia Department of Audits and Accounts.

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FITZGERALD-BEN HILL COUNTY LffiRARY

EXHIBIT "F"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30. 1998

Note 6: RETIREMENT PLANS

TRS CONTRIBUTIONS REQUIRED AND MADE Employees ofthe Library who are covered by TRS are required by State statute to contribute 5% oftheir gross earnings to TRS. The Library makes monthly employer contributions to TRS at rates adopted by the TRS Board of Trustees in accordance with State statute and as advised by their independent actuary. The required employer contribution rate is 11.81% and employer contributions for the current fiscal year and the preceding two fiscal years are as follows:

Fiscal Year

Percentage Contributed

Required Contribution

1998 1997 1996

100% 100% 100%

$ 16,738.84 $ 17,196.46 $ 16,650.16

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FITZGERALD-BEN HILL COUNTY LffiRARY

SCHEDULE "1"

SCHEDULE OF REQUIRED SUPPLEMENTARY INFORMATION

YEAR 2000 DISCLOSURES

YEAR ENDED JUNE 30. 1998

At June 30, 1998, the Fitzgerald-Ben Hill County Library had no outstanding contractual commitments for the pwpose ofmaking computer systems and other electronic equipment year 2000 compliant. The year 2000 issue is the result ofshortcomings in many electronic data processing systems and other equipment that make operations beyond year 1999 troublesome. The year 2000 issue is of primary concern for the Library's financial accounting system. The following stages have been identified as necessary to implement a year 2000 compliant systems.
Awareness Stage - Encompasses establishing a budget and project plan for dealing with the year 2000 Issue.
Assessment Stage - The actual process ofidentifying all of its systems and individual components of the systems to check for compliance.
Remediation Stage - When changes are made to systems and equipment.
Validation/Testing Stage - The process of ensuring that the changes made to systems and equipment will produce a year 2000 compliant system.
It will be necessary for the Library to progress through all four of these stages for each computer and/or electronic system, not already year 2000 compliant, in order to assure that these systems will not be adversely affected. As ofJune 30, 1998, the financial accounting system was determined to be at the Awareness Stage.
The Library's financial accounting software (GENESIS) and hardware (Wang VS) is 0W!1ed by the State (Georgia Department ofEducation). These systems have been determined to be critical to the Library's ability to successfully conduct operations. As ofJune 30, 1998, the State had not contracted for the remediation of either the Wang VS operating system or the GENESIS accounting software. In the subsequent period, the Georgia Department of Education remediated the Wang VS operating system and the updated operating system was installed at all GENESIS sites as ofDecember 9, 1998. The Georgia Department of Education has remediated the GENESIS software and conducted tests at nine pilot sites. The remediated GENESIS software has been provided to all libraries currently utilizing the GENESIS accounting software.

See notes to the general purpose financial statements. - 16-

FITZGERALD-BEN HILL COUNTY LIBRARY SCHEDULE OF STATE REVENUE YEAR ENDED JUNE 30.1998
AGENCY/FUNDING
GRANTS Technical and Adult Education, Georgia Department of Public Libraries Salaries .Travel Library Materials Regular Governor's Reading Incentive Program Maintenance and Operations

SCHEDULE "2"

GOVERNMENTAL FUND TYPE GENERAL FUND

$

87,909.26

2,795.00

10,020.00 20,606.00 10,020.00

$

131,350.26

See notes to the general purpose financial statements. -17 -

FITZGERALD-BEN HILL COUNTY LIBRARY SCHEDULE OF FEDERAL REVENUE YEAR ENDED JUNE 30, 1998
AGENCY/FUNDING GRANT Education, U. S. Department of Through Georgia Department of Technical and Adult Education Library Services and Construction Act Title I - Public Library Services

SCHEDULE "3"
GOVERNMENTAL FUND TYPE SPECIAL REVENUE FUND

$

..._3,.56..3.,;,;,6.8...

See notes to the general purpose financial statements,

-18 -

FITZGERALD-BEN HILL COUNTY LIBRARY SCHEDULE OF LOCAL REVENUE YEAR ENDED JUNE 30.1998
LOCAL SOURCES City Government Fitzgerald County Government Board of Commissioners Ben Hill

SCHEDULE "4"

GOVERNMENTAL FUND TYPE
GENERAL FUND

$

75,986.48

75,984.00

$

151,970.48

See notes to the general purpose financial statements. - 19-

FITZGERALD-BEN HILL COUNTY LIBRARY SCHEDULE OF SALARIES AND TRAVEL YEAR ENDED JUNE 30.1998

SCHEDULE "5"

NAME
Achord, Bacon, Bailey, Chasteen, Davis, Herndon, Hostetler, Hunter, Hunter, Lee, McKinley, Mooar, Rakestraw, Sawyer, Smith, Thomas, Thompson, Walker,

Judith Bernice Julia E. Ginny Jane Camille B. Linda Sue Linda J. MargaretG. Richard T. WilliamD. Patricia G. Karen C. Lakesha Marcie Mary Ruth Amanda R. Bobbie Jean

TITLE CATEGORY
Children's Clerk Publice Service Librarian Director Outreach Clerk Circulation Clerk Technical Services Bookkeeper Circulation Clerk Circulation Clerk Circulation Clerk Circulation Clerk Public Service Librarian Circulation Clerk Student Intern Student Intern Circulation Clerk Circulation Clerk Custodian

SALARIES

TRAVEL

$

2,330.38

9,363.30 $

52,192.04

1,005.75

123.60

8,333.09

15,300.64

5,421.46

13,577.02

963.23

3,935.56

16,416.60

13,706.56

329.60

494.40

5,319.95

16.63

13,295.27

177.17 2,125.38
78.80

Totals per Report

$

162,125.08 $===2i:!:,3:=8=1=.3=5

See notes to the general purpose financial statements. - 20-

SECTION II FINDINGS AND QUESTIONED COSTS

FITZGERALD-BEN HILL COUNTY LIBRARY
SCHEDULE OF FINDINGS AND QUESTIONED COSTS YEAR ENDED JUNE 30. 1998
PRIORYEAR
EMPLOYEE COMPENSATION Accounting Deficiencies Finding Resolved Finding Control Number: 6092-94-01
The audit report for the year ended June 30, 1997, called attention to deficiencies noted relative to the documentation of employee compensation of the Fitzgerald-Ben Hill County Library. For the year under review, the Library Board ensured the compensation paid to the Library Director was properly documented. In addition, the Library Board implemented procedures to ensure all payroll tax withholdings were documented and sick and personal leave records were maintained in accordance with Library policy.
PRIOR YEAR/CURRENT YEAR
CASH AND CASH EQUNALENTS Inadequate Separation ofDuties Finding Control Number: 6092-93-01
The audit report for the year ended June 30, 1997, stated that the Library did not provide for adequate separation of employee duties in the performance of accounting functions and related procedures. For the year under review, the following deficiencies were again noted concerning separation of employee duties relative to cash and cash equivalents:
(1) Cash receipts and check writing functions were not separated from maintenance of the General Ledger.
(2) The purchasing function was not separated from the check writing function.
(3) Bank reconciliations were not reviewed and approved by an individual independent of cash operations.
These deficiencies were the result ofmanagement's decision to limit the number ofadministrative staffmade responsible for accounting functions. Management should periodically review this decision to determine if employee duties can be reassigned to achieve a higher degree of internal control with existing staff.