Brooks County Board of Education, Quitman, Georgia, report on audit of the financial statements for the fiscal year ended June 30, 2001

\.

i

BROOKS COUNTY BOARD OF EDUCATION

- TABLE OF CONTENTS -

SECTION I

FINANCIAL

INDEPENDENT AUDITOR'S COMBINED REPORT ON GENERAL-PURPOSE FINANCIAL STATEMENTS AND SUPPLEMENTARY INFORMATION SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS

EXHIBITS

GENERAL-PURPOSE FINANCIAL STATEMENTS

COMBINEDSTATEMENTS-OVERVffiW

A

COMBINED BALANCE SHEET

ALL FUND TYPES

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 ACTUAL

(NON-GAAP BASIS)

GENERAL AND SPECIAL REVENUE FUNDS

7

D

COMBINED STATEMENT OF REVENUES, EXPENSES AND

CHANGES IN FUND BALANCES

FIDUCIARY FUND TYPE - NONEXPENDABLE TRUST FUNDS

8

E

COMBINED STATEMENT OF CASH FLOWS

FIDUCIARY FUND TYPE - NONEXPENDABLE TRUST FUNDS

9

F NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

11

ADDmONAL FINANCIAL INFORMATION

COMBINING AND INDIVIDUAL FUND STATEMENTS

SPECIAL REVENUE FUND

G

COMBINING BALANCE SHEET

22

H

COMBINING STATEMENT OF REVENUES, EXPENDITURES

AND CHANGES IN FUND BALANCES

24

FIDUCIARY FUND TYPES

I

COMBINING BALANCE SHEET

26

J

STATEMENT OF CHANGES IN ASSETS AND LIABILITIES

AGENCY FUND

28

SCHEDULES

1 SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS

29

2 SCHEDULE OF STATE REVENUE

31

BROOKS COUNTY BOARD OF EDUCATION -TABLEOFCONTENTS-

SECTION I

FINANCIAL

ADDmONAL FINANCIAL INFORMATION

SCHEDULES

3 SCHEDULE OF APPROVED LOCAL OPTION SALES TAX PROJECTS

33

ALLOTMENTS AND EXPENDTIURES

GENERAL FUND - QUALITY BASIC EDUCATION PROGRAMS (QBE)

4

BY PROGRAM

34

5

BY SITE

35

SECTIONll
COMPLIANCE AND INTERNAL CONfROL REPORTS
REPORT ON COMPLIANCE AND ON INTERNAL CONTROL OVER FINANCIAL REPORTING BASED ON AN AUDIT OF FINANCIAL STATEMENTS PERFORMED IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS
REPORT ON COMPLIANCE WITH REQUIREMENTS APPLICABLE TO EACH MAJOR PROGRAM AND ON INTERNAL CONTROL OVER COMPLIANCE IN ACCORDANCE WITH OMB CIRCULAR A-B3

SECTION ill AUDITEE'S RESPONSE TO PRIOR YEAR FINDINGS AND QUESTIONED COSTS SUMMARY SCHEDULE OF PRIOR YEAR FINDINGS AND QUESTIONED COSTS

SECTION IV 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 Sireet. S.W. Suite 214 Atlanta. Georgia 30334-8400
April 12,2002

Honorable Roy E. Barnes, Governor Members of the General Assembly Members of the State Board of Education
and Superintendent and Members of the Brooks County Board of Education
INDEPENDENT AUDITOR'S COMBINED REPORT ON GENERAL-PURPOSE FINANCIAL STATEMENTS AND SUPPLEMENTARY INFORMATIONSCHEDULE OF EXPENDITURES OF FEDERAL AWARDS
Ladies and Gentlemen:
We have audited the accompanying general-purpose financial statements of the Brooks County Board of Education, as of and for the year ended June 30, 2001, as listed in the table of contents. These general-purpose financial statements are the responsibility of the Brooks County Board of Education'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 auditing standards generally accepted in the United States ofAmerica and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General ofthe United States. Those standards require that we plan and perform the audit to obtain reasonable assurance about whether the fmancial statements are free ofmaterial 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.
As described in the notes to the general-purpose financial statements, the Board of Education's financial statements have been prepared using certain accounting practices and policies which, in our opinion, vary in some respects from generally accepted accounting principles. These variances are described as follows:

2001ARL-13

* The general-purpose financial statements of the Board of Education did not contain a
General Fixed Assets Account Group to account for property and equipment owned by the Board of Education which should be included to conform to generally accepted accounting principles.
* School activity accounts maintained at the individual schools are not included in the
general-purpose financial statements. To conform to generally accepted accounting principles, these accounts should be included in the general-purpose financial statements.
* The Board of Education did not recognize as expenditures, in the year ended
June 30, 2001, a portion of salaries and the corresponding employer's cost of related benefits earned for contractual services completed prior to June 30, 2001. Also funds received, subsequent to June 30, 2001, from the Georgia Department of Education for the State's share of these unrecorded salaries and related benefits were not recorded as revenue in the year under review. Conversely, the similar expenditures and related revenues for contractual services completed prior to June 30, 2000, were improperly recorded in the year ended June 30, 2001. To conform to generally accepted accounting principles, revenues should be recorded when available and measurable and expenditures should be recorded when incurred, rather than when funds are received or disbursed.
The aggregate effects on the general-purpose financial statements of these variances or omissions have not been determined, but are believed to be material.
In our opinion, except for the effects on the general-purpose financial statements of the matters referred to in the preceding paragraph, the general-purpose financial statements referred to above present fairly, in all material respects, the financial position of the Brooks County Board of Education as of June 30, 2001, and the results of its operations and the cash flows of its nonexpendable trust funds for the year then ended, in conformity with accounting principles generally accepted in the United States of America.
In accordance with Government Auditing Standards, we have also issued our report dated April 12, 2002, on our consideration ofthe Brooks County Board ofEducation's internal control over financial reporting and our tests of its compliance with certain provisions oflaws, regulations, contracts and grants. That report is an integral part of an audit performed in accordance with Government Auditing Standards and should be read in conjunction with this report in considering the results of our audit.
Our audit was performed for the purpose of forming an opinion on the general-purpose financial statements of the Brooks County Board of Education taken as a whole. The accompanying combining and individual fund statements (Exhibits G through J) and the financial schedules (Schedules 1 through 5), which includes the Schedule ofExpenditures ofFederal Awards as required by U. S. Office of Management and Budget Circular A-133, Audits ofStates, Local Governments, and Non-Profit Organizations, are presented for purposes of additional analysis and are not a
200lARL-13

required part ofthe general-purpose financial statements. Such infonnation has been subjected to the auditing procedures applied in the audit of the general-purpose financial statements and in our opinion, except for the effects of the matters referred to in the third paragraph, such infonnation is fairly stated, in all material respects, in relation to the general-purpose financial statements taken as a whole.
A copy ofthis report has been filed as a pennanent record in the office ofthe State Auditor and made available to the press ofthe State, as provided for by Official Code ofGeorgia Annotated Section 506-24.
Respectfully submitted,
~~*sel.l.W..HinQton Q..~ State Auditor
RWH:gp 200lARL-13

BROOKS COUNTY BOARD OF EDUCAnON

ASSETS Cash and Cash Equivalents Investments Accounts Receivable Inventories
Food Donated Commodities Purchased Food
Total Assets

BROOKS COUNTY BOARD OF EDUCATION COMBINED BALANCE SHEET ALL FUND TYPES JUNE 30, 2001

GOVERNMENTAL FUND

SPECIAL

GENERAL

REVENUE

FUND

FUND

$ 1,468,203,54 $ 439,798,22

107,875.43

277,238,69

20,407,33 6,401,87

$ 1,576,078.97 $ ===74:;;3:.84:==6,=11=

Total Liabilities and Fund Equity

$ 1.576,078.97 $ ===74:;;3...,,84:==6,=11=

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

EXHIBIT "A"

TYPES CAPITAL
PROJECTS FUND

FIDUCIARY FUND TYPES TRUST AND AGENCY FUNDS

TOTALS

(Memorandum Only)

JUNE 30, 2001

JUNE 30, 2000

$

270,918.70

$ 2,178,920.46 $ 2,055,777.75

$

121,682.86

121,682.86

157,474.27

147,907.46

43,596.71

576,618.29

581,317.54

20,407.33 6,401.87

2,651.03 5,949.61

$

418,826.16 $

165,279.57 $ 2,904,030.81 $ 2,803,170.20

$

$

867.40

99,204.00

34,193.37 12,424.38

$

146,689.15 $

41,414.33 $ 2,182.38
43,596.71 $

41,414.33 278,280.51 $ 239,361.34 458,279.00
9,578.96 34,193.37 12,424.38
9,444.59
1,082,976.48 $

362,414.42 200,959.64
45,440.84
608,814.90

$

19,344.60 $

82,112.60

13,882.27

$

92,472.63

92,472.63

100,000.00

2,050.96

63,671.57

$

272,137.01

20,407.33 6,401.87
272,137.01

2,651.03 5,949.61 209,820.64

0.00

-4,058.36 33,268.59

-4,058.36 1,412,298.29

1,716,267.58

$

272,137.01 $

121,682.86 $ 1,821,054.33 $ 2,194,355.30

$

418,826.16 $

165,279.57 $ 2,904,030.81 $ 2,803,170.20

-3.

BROOKS COUNTY BOARD OF EDUCATION COMBINED STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES
ALL GOVERNMENTAL FUND TYPES YEAR ENDED JUNE 30, 2001

FUND BALANCE JUNE 30

$ 1,079,256.62 $==3...4=::7=,9..7."",7.=84=

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

-4-

EXHIBIT "BOO

CAPITAL PROJECTS
FUND

TOTALS

(Memorandum Only)

YEAR ENDED

JUNE 30, 2001

JUNE 30, 2000

$ 12,037,933.28 $ 10,985,000.32

2,632,164.28

2,344,751.48

$

888,929.31

4,126,005.33

3,503,386.70

4,829.91

379,004.02

342,484.40

$

893,759.22 $ 19,175,106.91 $ 17,175,622.90

$ 10,964,169.92 $ 10,110,337.47

$

831,442.85

589,229.53 712,336.68 405,633.57 576,099.73 1,080,579.64 186,922.50 1,114,373.93 914,033.24
88,393.17 30,164.31 1,473,995.93 1,394,892.88

576,486.93 578,638.96 387,088.89 401,827.56 1,108,827.99 170,772.15 1,018,937.07 704,097.18 136,780.86 104,214.56 1,361,996.47 226,935.62

$

831,442.85 $ 19,530,825.03 $ 16,886,941.71

$

62,316.37 $ -355,718.12 $

288,681.19

$

12,722.11 $

15,974.90

-12,722.11

-15,974.90

$

0.00 $

0.00

$

62,316.37 $ -355,718.12 $

288,681.19

209,820.64

2,036,881.03

1,760,117.80

17,756.30 452.26

-13,103.94 1,185.98

$

272,137.01 $ 1,699,371.47 $ 2,036,881.03

-5-

BROOKS COUNTY BOARD OF EDUCATION COMBINED STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES
BUDGET AND ACTUAL INON-GAAP BASIS) GENERAL AND SPECIAL REVENUE FUNDS
YEAR ENDED JUNE 30, 2001

EXHIBIT"C"

GENERAL FUND

ACTUAL

(BUDGET

BUDGET

BASIS)

REVENUES

State Funds Federal Funds Taxes Other Funds

$ 11,342,121.07 $ 11,637,118.56

3,369,049.79 100,783.00

3.237,076.02 173,979.64

Total Revenues EXPENDITURES

$ 14,811,953.86 $ 15,048,174.22

Current Instruction Support Services Pupil Services Improvement of Instructional Services Educational Media Services General Administration School Administration Business Administration Maintenance and Operation of Plant Student Transportation Services Central Support Services Other Support Services Food Services Operation
Capital Outlay

$ 9.823.204.16 $ 9,677,822.46

398,823.79 441,449.96 365,733.75 362.055.08 1,127,322.49 197.236.55 989,874.36 857.901.00
93,500.00 24.538.25
1,000.00 112,000.00

415,293.33 447,764.05 364.439.82 428,867.03 1.080.579.64 186,922.50 1,114.373.93 912,763.65
88,393.17
265.07 563.450.03

Total Expenditures

$ 14,794,639.39 $ 15,280,934.68

Excess of Revenues over (under) Expenditures

$

17,314.47 $ -232,760.46

OTHER FINANCING SOURCES (USES)

Other Sources Other Uses

$

-12.722.11

Total Other Financing Sources (Uses)

$

-12,722.11

Excess of Revenues and Other Financing Sources

over (under) Expenditures and Other Financing

Uses

$

17,314.47 $ -245.482.57

FUND BALANCE JULY 1, 2000

1.262.257.58

1,324,739.19

Adjustments Food Inventory - Net Change in Period
Donated Commodities Purchased Foods

584.41

FUND BALANCE JUNE 30, 2001

$ 1,280,156.46 . $ 1,079,256.62

SPECIAL REVENUE FUND

ACTUAL

(BUDGET

BUDGET

BASIS)

$ 409,570.19 $ 400,814.72

2,670.363.74

2,632,164.28

234,000.00

200,194.47

$ 3,313,933.93 $ 3,233,173.47

$ 1,221,957.48 $ 1,286,347.46

114,784.74 291,548.05 41,000.00 118,669.00

173,936.20 264,572.63
41.193.75 147,232.70

200.00 200.00
93.896.00 1.417,850.00

1.269.59
30,164.31 1,473.730.86

$ 3,300,105.27 $ 3.418,447.50 $ 13,828.66 $ -185,274.03

$ 12,722.11 $ 12,722.11

$ 13,828.66 $ -172.551.92

567,96122

502,321.20

1.497.04

17,756.30 452.26

$ 583,286.92 $ 347,977.84

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

BROOKS COUNTY BOARD OF EDUCATION COMBINED STATEMENTOF REVENUES, EXPENSES AND CHANGES IN FUND BALANCES
FIDUCIARY FUND TYPE - NONEXPENDABLE TRUST FUNDS YEAR ENDED JUNE 30; 200<1

EXHIBIT"D"

OPERATING REVENUES
None Recorded
OPERATING EXPENSES
Current Support Services Business Administration
Operating Income (Loss)
NONOPERATING REVENUES (EXPENSES)
Bank Service Charges Dividends Earned NetlncreaselDecrease in Fair Value of Investments
Net Income
FUND BALANCE JULY 1

ENDOWMENT FUNDS

MACK AND

J. HAROLD

CLYDE HUGHES

SAXON

WATSON

MEMORIAL

MEMORIAL

SCHOLARSHIP

FUND

FUND

TOTALS (Memorandum Only)
YEAR ENDED JUNE 30, 2001 JUNE 30, 2000

$

0.00 $

MO $

0.00 $

MO

$

8,336.88 $

$

-8,336.88 $

0.00 $ 0.00 $

8,336.88 $ -8,336.88 $

6,709.12 -6,709.12

-1,265.75 451.22
-7,527.37

-37.50 12,508.19 -31,583.32

-1,30325 12,959.41 -39,110.69

9,589.74

$

-16,678.78 $

-19,112.63 $

-35,791.41 $

2,880.62

55,093.05

102,381.22

157.474.27

154,593.65

FUND BALANCE JUNE 30

$

38,414.27 $

83,268.59 $ 121,682.86 $ 157,474.27

The notes to the general-purpose financial statements are an integral part of this statement. -8-

BROOKS COUNTY BOARD OF EDUCATION COMBINED STATEMENT OF CASH FLOWS FIDUCIARY FUND TYPE - NONEXPENDABLE TRUST FUNDS
YEAR ENDED JUNE 30, 2001

EXHIBIT "E"

Cash Flows from Operating Activities: Cash Paid for Scholarships
Cash Flows from Investing Activities: Dividends Received on Investments Purchase of Investments Cash Paid for Bank Service Charges
Net Cash Provided by Investment Activities
Net Increase (Decrease) in Cash
Cash and Cash Equivalents - July 1

ENDOWMENT FUNDS

MACK AND

J. HAROLD

CLYDE HUGHES

SAXON

WATSON

MEMORIAL

MEMORIAL

SCHOLARSHIP

FUND

FUND.

TOTALS (Memorandum Only)
YEAR ENDED JUNE 3D, 2001 JUNE 3D, 2000

$

-8,336,88 $

0,00 $

-8,336,88 $

-5,344,00

$

451,22 $

12,508.19 $

12,959,41 $

14,143,16

9,151,41

-12,470.69

-3,319,28

-57,406,08

-1,265,75

-37,50

-1,303,25

-1,365,12

$

8,336,88 $

0,00 $

8,336,88 $

-44,628,04

$

0,00 $

0,00 $

0,00 $

-49,972,04

$

0,00 $

0,00 $

0.00 $

49,972,04

Cash and Cash EqUivalents - June 30

$

0,00 $

0,00 $

0,00 $ =====0.=00=

The notes to the general-purpose financial statements are an integral part of this statement. -9-

BROOKS COUNTY BOARD OF EDUCATION

EXHIBIT "F"

NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30. 2001

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
REPORTING ENTITY
The Brooks County Board ofEducation (School District) was established under the laws ofthe State of Georgia and operates under the guidance of a school board elected by the voters and a Superintendent appointed by the Board. The School District is organized as a separate legal entity and has the power to levy taxes and issue bonds. Its budget is not subject to approval by any other entity. Accordingly, the School District is a primary government and consists of all the organizations that compose its legal entity.
FUND ACCOUNTING
The School District uses funds 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.
General Fixed Assets are recorded as expenditures in the various funds at the time of purchase. A General Fixed Assets Account Group is not presently maintained by the School District. To conform to generally accepted accounting principles, a General Fixed Assets Account Group should be maintained for reporting the cost of assets acquired by governmental fund types.
Although "school activity accounts" are maintained at the individual schools, neither the assets, liabilities and fund equity, nor the revenues, expenditures and changes in fund balances of these accounts are reflected in these financial statements. To conform to generally accepted accounting principles, these accounts should be recorded in the general-purpose financial statements.
The general-purpose financial statements account for all State, Federal, Taxes and Other funds under control of the School District, in compliance with generally accepted accounting principles applicable to governmental units, unless otherwise disclosed in these notes. Funds presented in this report are as follows:
GOVERNMENTAL FUND TYPES - are used to account for all or most of a School District's educational activities. Governmental Fund Types include:
GENERAL FUND - the fund used to account for all financial resources of the School District except those required to be accounted for in another fund. These transactions relate to resources obtained and used for services provided by a board of education.
SPECIAL REVENUE FUND - the fund used to account for the proceeds of specific revenue sources (other than for major capital projects) that are legally restricted to expenditures for specified purposes. These funds are received primarily from the Georgia Department of Education and from the Federal government to accomplish specific educational objectives.
- 11 -

BROOKS COUNTY BOARD OF EDUCATION

EXHffiIT "F"

NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30, 2001

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
CAPITAL PROJECTS FUND - the fund used to account for financial resources to be used for the acquisition or construction of major capital facilities.
FIDUCIARY FUND TYPES - the funds 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. These funds include:
NONEXPENDABLETRUSTFUNDS
Mack and Clyde Hughes Watson Memorial Fund - the fund used to account for an endowment
ofwhich the corpus is to be invested and preserved intact with the resultant income to be used to provide scholarships to graduating Brooks County High School seniors in the top five percent of their class.
J. Harold Saxon Memorial Scholarship 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 scholarships to graduating Brooks County High School seniors completing a college preparatory course of study with credits in chemistry, physics, mathematics, English and four years of one foreign language or two years each oftwo different foreign languages.
AGENCY FUNDS - the funds used to account for assets held in a fiduciary capacity for other funds, governments, or individuals.
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 generally are included on the balance sheet. Operating statements ofthese 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.
All 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 ofthese funds are included on the balance sheet. Operating statements present increases (e.g., revenues) and decreases (e.g., expenses) in net total assets.
Agency funds are purely custodial in nature and do not involve measurement ofresults ofoperations.
Governmental funds are accounted for using the modified accrual basis ofaccoUnting under which:
- 12 -

.' > ,

BROOKS COUNTY BOARD OF EDUCAnON

EXHffiIT "F"

NOTES TO TIIE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30. 2001

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
Revenues are recognized when susceptible to accrual (i.e., when they become both measurable and available). "Measurable" means the amount of the transaction can be determined and "available" means collectible within the current period or soon enough thereafter to be used to pay liabilities of the current period. The School District considers receivables collected within sixty days after yearend to be available and therefore susceptible to accrual. Nonexchange transactions, in which the School District gives (or receives) value without directly receiving (or giving) equal value in exchange, include property taxes, local option sales taxes, intergovernmental grants and donations. Revenue for property taxes is recognized in the fiscal year for which the taxes are levied. Revenue from sales taxes is recognized in the fiscal year the resources are received or susceptible to accrual. Revenue from grants and donations is recognized in the fiscal year in which all eligibility requirements have been satisfied.
Expenditures are generally recognized when the related fund liability is incurred.
A departure from the above defmitions is the accounting treatment afforded the final two payments on General Fund teachers' and bus drivers' contracts, and the resources available from the Georgia Department of Education for the State's share of these contracts. During fiscal year 2001, a substantial number ofpersonnel ofthe School District were employedfor a one hundred and ninety day period beginning in August 2000 and ending in early June 2001. Personnel contracts for this employment period specify that compensation be paid in twelve equal monthly payments beginning in September 2000 and ending in August 2001. State grants to fund the State's share of these contracts were disbursed from the Georgia Department of Education to the School District in the same twelve months. As of June 30, 2001, compensation under these employment contracts had been earned, but two of the twelve monthly payments, due for July and August 2001, had not been made. Payments for these two months were made and recorded as expenditures by the School District subsequent to June 30,2001. Also, the State's portion ofthe compensation paid in July and August 2001 was received and recorded as revenue in the fiscal year subsequent to June 30,2001. Conversely, the similar expenditures and related revenues for contractual services completed prior to June 30, 2000, were recorded in the year ended June 30, 2001. Generally accepted accounting principles require that revenues be recorded when available and measurable and that expenditures be recorded when incurred, rather than when funds are received or disbursed.
BUDGET
The Brooks County Board ofEducation's budget is a complete financial plan for the School District's fiscal year and is based upon estimates of expenditures together with probable funding sources. There is no statutory prohibition regarding overexpenditure ofthe budget at any level. The budget for all governmental funds is prepared by fund, function and object. The legal level of budget control was established by the Board at the function level. The budget for governmental funds was prepared on a basis other than generally accepted accounting principles.

- 13-

BROOKS COUNTY BOARD OF EDUCAnON

EXHIBIT "F"

NOTES TO TIlE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30, 2001

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
The budget process begins when the School District's administration prepares a tentative budget for the Board's approval. After approval ofthis tentative budget by the Board, such budget is advertised at least once in a newspaper of general circulation in the locality. At the next regular meeting ofthe Board after advertisement, the Board receives comments on the tentative budget, makes revisions as necessary and adopts a final school budget. This final budget is then submitted, in accordance with provisions of the Quality Basic Education Act, OCGA Section 20-2-167(c), to the Georgia Department of Education. 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 ofcash on hand, demand deposits and short-term investments with original maturities of three months or less from the date of acquisition in authorized [mancial institutions. Georgia Laws OCGA 45-8-14 authorize the School District to deposit its funds in one or more solvent banks or insured Federal savings and loan associations.
INVESTMENTS
COMPOSITION OF INVESTMENTS Investments made by the School District 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 ofone year or less are reported at amortized cost. Both participating interest-earning contracts and money market investments with a maturity at purchase greater than one year and equity investments are reported at fair value. The Official Code of Georgia Annotated Section 36-83-4 authorizes the School District to invest its funds. In selecting among options for investment or among institutional bids for deposits, the highest rate of return shall be the objective, given equivalent conditions of safety and liquidity. Funds may be invested in the following:
(l) 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,
- 14-

..
BROOKS COUNTY BOARD OF EDUCAnON NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS
JUNE 30. 200i

EXHIBIT "F"

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES

(7) Repurchase agreements, and

(8) Obligations of other political subdivisions of the State of Georgia. .

RECEIVABLES

Receivables consist of grant reimbursements due on Federal, State or other grants for expenditures made but not reimbursed and other receivables disclosed from information available. Receivables are recorded when either the asset or revenue recognition criteria has been met. Receivables recorded on the general-purpose financial statements do not include any amounts which would necessitate the need for an allowance for uncollectible receivables.

PROPERTY TAXES

The Brooks County Board of Commissioners fixed the property tax levy for the 2000 tax year (calendar year) on December 15,2000 (levy date). Taxes were due on February 15,2001 (lien date). Taxes collected within the current fiscal year or within 60 days after year-end are reported as revenue in fiscal year 2001. The Brooks County Tax Commissioner bills and collects the property taxes for the School District, withholds 2.5% oftaxes collected as a fee for tax collection and remits the balance of taxes collected to the School District. Property tax revenues during the fiscal year ended June 30, 2001 for maintenance and operations amounted to $3,160,313.66.

The tax millage rate levied for the 2000 tax year (calendar year) for the Brooks County Board of Education was as follows (a mill equals $1 per thousand dollars of assessed value):

School Operations

13.41 mills

SALES TAXES

Special Purpose Local Option Sales Tax is to be used for capital outlay for educational purposes. Special Purpose Local Option Sales Tax revenue during the fiscal year amounted to $888,929.31 and was recorded in the Capital Projects Fund. The State will terminate collection of this tax once an additional $2,901,250.05 has been collected or on March 31, 2005, whichever occurs first.

INVENTORIES

FOOD INVENTORIES Inventories of donated food commodities used in the preparation of meals are reported on the Combined Balance Sheet at their Federally assigned value. Purchased foods inventories are reported on the Combined Balance Sheet at cost (first-in, first-out). Donated food commodities are recorded as revenues and expenditures at the time commodity items are received. Purchased foods inventories

- 15 -

BROOKS COUNTY BOARD OF EDUCAnON

EXHffiIT "F"

NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30, 2001

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES

are recorded as expenditures at the time ofpurchase. The inventories reported on the balance sheet for donated food commodities and for purchased foods are equally offset by reservations of fund balance which indicates that these amounts do not constitute "available spendable resources" even though they are a component of net current assets.

INTERFUND TRANSACTIONS

The School District has the following types of interfund 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.

Operating transfers are recorded for all interfund transactions other than reimbursements.

MEMORANDUM ONLY - TOTAL COLUMNS

Total columns on the general-purpose fmancial 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. Neither are such data comparable to a consolidation. Interfund eliminations have not been made in the aggregation of this data.

DEFICIT FUND BALANCES

Funds reporting a deficit fund balance position at June 30, 2001, are as follows:

Fund Type/Fund Name

Deficit Balance

Fiduciary Fund Type Nonexpendable Trust Fund Mack and Clyde Hughes Watson Memorial Fund

$ 4,058.36

No additional expenditures will be made until the investment income is sufficient to fully fund the deficit.

. Note 2: DEPOSITS AND INVESTMENTS

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 ofinsurance, or by collateral. The aggregate ofthe face

- 16-

BROOKS COUNTY BOARD OF EDUCAnON

EXHIBIT "F"

NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30, 2001

Note 2: DEPOSITS AND INVESTMENTS
value of such surety bond and the market value of securities pledged shall be equal to not less than 110 percent ofthe public funds being secured after the deduction ofthe amount ofdeposit insurance. If a depository elects the pooled method (OCGA 45-8-13.1) the aggregate ofthe market value ofthe securities pledged to secure a pool ofpublic funds shall be not less than 110 percent ofthe daily pool balance. OCGA Section 45-8-11 (b) provides an officer holding public funds may, in his discretion, waive the requirement for security in the case ofoperating funds placed in demand deposit checking accounts.
Acceptable security for deposits consists of anyone of or any combination of the following:
(1) 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 of indebtedness or other direct obligations of the United States or of the State of Georgia,
(4) Bonds, bills, notes, certificates of indebtedness or other obligations of the counties or municipalities of the State of Georgia,
(5) Bonds of any 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 of development 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 or debt obligations issued by the Federal Land Bank, the Federal Home Loan Bank, the Federal Intennediate 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, 2001, the bank balances were $4,682,263.15. The amounts ofthe total bank balances are classified into three categories of credit risk:
Category 1 - Cash that is insured (e.g., Federal depository insurance) or collateralized with securities held by the School District or by the School District's agent in the School District's name.
Category 2 - Cash collateralized with securities held by the pledging financial institution's trust department or agent in the School District's name.
- 17 -

BROOKS COUNTY BOARD OF EDUCAnON

EXHIDIT "F"

NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30, 2001

Note 2: DEPOSITS AND INVESTMENTS

Category 3 - Uncollateralized deposits. (This includes any bank balance that is collateralized with securities held by the pledging financial institution, or by its trust department or agent but not in the School District's name.) .

The School District's deposits are classified by risk category at June 30,2001, as follows:

Risk Category

Bank Balance

1

$ 307,727.22

2

2,484,743.36

3

1,889,792.57

Total

$ 4,682.263.15

CATEGORIZATION OF INVESTMENTS At June 30, 2001, the fair value of the School District's total investments was $113,967.35 and this entire amount consisted ofcommon stock which was insured or registered, or securities held by the School District or the School District's agent in the School District's name.

Note 3: NON-MONETARY TRANSACTIONS

The School District receives food commodities from the United States Department of Agriculture (USDA) for school breakfast and lunch programs. These commodities are recorded at their Federally assigned value. See Note 1 - Inventories

Note 4: RISK MANAGEMENT

The School District is exposed to various risks of loss related to torts; theft of, damage to, and destruction ofassets; errors or omissions; job related illness or injuries to employees; natural disaster and unemployment compensation.

The School District has obtained commercial insurance for risk ofloss associated with torts, assets, errors or omissions and job related illness or injuries to employees. The School District has neither significantly reduced coverage for these risks nor incurred losses (settlements) which exceeded the School District's insurance coverage in any of the past three years.

The School District has elected to self-insure for all losses related to natural disaster. The School District has not experienced any losses related to this risk in the past three years.

The School District is self-insured with regard to unemployment compensation claims. The School District accounts for claims within the General Fund with expenditure and liability being reported when it is probable that a loss has occurred, and the amount ofthat loss can be reasonably estimated.

- 18 -

BROOKS COUNTY BOARD OF EDUCAnON

EXHffiIT "F"

NOTES TO mE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30, 2001

Note 4: RISK MANAGEMENT

Changes in the unemployment compensation claims liability during the last two fiscal years are as follows:

Beginning of Year Liability

Claims and Changes in Estimates

Claims Paid

End of Year Liability

2000

$

0.00 $ 1,986.00 $ 1,986.00 $

0.00

2001

$

0.00 $ 7,244.00 $ 7,244.00 $

0.00

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

Position Covered

Amount

Superintendent Each Principal

$ 100,000.00 $ 14,200.00

Note 5: SHORT-TERM DEBT

The School District obtains temporary loans in advance of sales tax collections, depositing the proceeds in its General Fund and Capital Projects Fund. This short-term debt was to provide cash for the purchase ofequipment until sales tax collections are received by the School District. Article IX, Section V, Paragraph V ofthe Constitution ofthe State of Georgia limits the aggregate amount of short-term debt to 75 percent ofthe total gross income from taxes collected in the preceding year and requires all short-term debt to be repaid no later than December 31 ofthe calendar year in which the debt was incurred.

Temporary Loans

Beginning Balance

Additions

Payments

Ending Balance

$==dO~.O~O $ 458.279.00 $====!Q~.O~O $ 458.279.00

Note 6: ON-BEHALF PAYMENTS

The School District has recognized revenues and expenditures in the amount of $238,039.93 for health insurance and retirement contributions paid on the School District's behalfby the following State Agencies.

Georgia Department of Education Paid to the Georgia Department of Community Health For Health Insurance ofNon-Certified Personnel In the amount of$175,484.17

- 19-

BROOKS COUNTY BOARD OF EDUCATION

EXHIBIT "F"

NOTES TO TIlE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30, 2001

Note 6: ON-BEHALF PAYMENTS

Paid to the Teachers Retirement System of Georgia For Teachers Retirement System (TRS) Employer's Cost In the amount of$16,436.76

Office of Treasury and Fiscal Services Paid to the Public School Employees Retirement System For Public School Employees Retirement (PSERS) Employer's Cost In the amount of$46,119.00

Note 7: SIGNIFICANT COMMITMENTS

The following is an analysis ofsignificant outstanding construction or renovation contracts executed by the School District as of June 30, 2001:

Project

Unearned Executed Contracts

Brooks County Football Stadium Renovations

$ 441.105.68

The amount described in this note is not reflected in the general-purpose financial statements.

Note 8: 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 School District believes that such disallowances, if any, will be immaterial to its overall financial position.

The School District is a defendant in various legal proceedings pertaining to matters incidental to the performance ofroutine School District operations. The ultimate disposition ofthese proceedings is not presently determinable, but is not believed to be material to the general-purpose financial statements.

Note 9: RETIREMENT PLANS

TEACHERS RETIREMENT SYSTEM OF GEORGIA (TRS)

TRS PLAN DESCRIPTION Substantially all teachers, administrative and clerical personnel employed by local school districts 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

- 20-

BROOKS COUNTY BOARD OF EDUCAnON

EXHffiIT "F"

NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30, 2001

Note 9: RETIREMENT PLANS

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.

TRS CONTRIBUTIONS REQUIRED AND MADE Employees ofthe School District who are covered by TRS are required by State statute to contribute 5% of their gross earnings to TRS. The School District 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 11.29% and employer contributions for the current fiscal year and the preceding two fiscal years are as follows:

Fiscal Year

Percentage Contributed

Required Contribution

2001 2000 1999

100% 100% 100%

$ 1,099,537.37 $ 1,059,150.53 $ 1,050,878.46

- 21 -

I
I

I

BROOKS COUNTY BOARD OF EDUCATION

I

COMBINING BALANCE SHEET

I

SPECIAL REVENUE FUND

I

JUNE 30, 2001

I

\

I

I

I

ASSETS

I

I

Cash and Cash Equivalents

I

Accounts Receivable

I,

I

Inventories

Food

I

Donated Commodities

Purchased Food

SCHOOL FOOD
SERVICES .FUND

LOTTERY PROGRAMS

$

360,410.82 $

40,637.53

35,596.23

5,027.02

20,407.33 6,401.87

Total Assets

$

422,816.25 $===4=:5.!:,6;,;;:,6.4....=:55=

LIABILITIES AND FUND EQUITY
LIABILITIES
Cash Overdraft Accounts Payable Salaries Payable Expired Grant Balances Payable Deferred Revenue
Total Liabilities
FUND EqUITY
Fund Balances Reserved For Continuation of Federal Programs For Inventories Food Donated Commodities Purchased Food Unreserved Undesignated
Total Fund Equity

$

14,479.03 $

12,823.08

60,359.38

30,378.22

2,463.25

$

74,838.41 $

45,664.55

$

20,407.33

6,401.87

321 ,168.64 $

$

347,977.84 $

0.00 0.00

Total Liabilities and Fund Equity
See notes to the general-purpose financial statements. - 22-

$

422,816.25 $ ===4=:5=,6;,;;:,6.4....=:55=

EXHIBIT"G"

FEDERAL PROGRAMS

TOTALS

JUNE 30, 2001

JUNE 30, 2000

$

38,749,87 $

439,798,22 $

642,656,77

236,615.44

277,238.69

295,272.32

20,407,33 6,401.87

2,651.03 5,949,61

$

275,365.31 $

743,846.11 $==9...4.=6"",,5=2;;:9',;,,;73=

$

9,226.47 .

$

111,528.12 $

138,830,23

189,181,58

147,482.74

238,220.34

200,359,64

6,909,86

9,373,11

45,440,84

9,444.59

9,444.59

$

275,365.31 $

395,868.27 $

444,208,53

$

13,882.27

$

20,407.33

6,401.87

2,651,03 5,949.61

$

0.00

321,168.64

479,838.29

$

0,00 $

347,977.84 $

502,321.20

$

275,365.31 $

743,846,11 $ ==9=4=6==,5=29:=':.;73=

- 23-

BROOKS COUNTY BOARD OF EDUCATION COMBINING STATEMENT OF REVENUES. EXPENDITURES AND CHANGES IN FUND BALANCES
SPECIAL REVENUE FUND YEAR ENDED JUNE 30. 2001

REVENUES
State Funds Federal Funds Other Funds
Total Revenues
EXPENDITURES
Current Instruction Support Services Pupil Services Improvement of Instructional Services Educational Media Services General Administration Maintenance and Operation of Plant Student Transportation Services Other Support Services Food Services Operation
Total Expenditures
Excess of Revenues over (under) Expenditures
OTHER FINANCING SOURCES
Operating Transfers In
Excess of Revenues and Other Financing Sources over (under) Expenditures
FUND BALANCE JULY 1
Food Inventory - Net Change in Period Donated Commodities Purchased Food
FUND BALANCE JUNE 30

SCHOOL FOOD
SERVICES FUND

LOTIERY PROGRAMS

$

89,078.00 $

1,025,788.74

200,194.47

$ 1,315,061.21 $

311,736.72 311,736.72

$

267,297.78

43,628.05

$ 1,473,730.86

$ 1,473,730.86 $

$

-158,669.65 $

810.89
311,736.72 0.00

$

-158,669.65 $

488,438.93

17,756.30 452.26

0.00 0.00

$

347,977.84 $====0=.:=00=

See notes to the general-purpose financial statements. - 24-

EXHIBIT"H"

FEDERAL PROGRAMS

TOTALS

YEAR ENDED

JUNE 30, 2001

JUNE 30, 2000

$

400,814.72 $

476,070.08

$ 1,606,375.54

2,632,164.28

2,344,751.48

200,194.47

209,166.54

$ 1,606,375.54 $ 3,233,173.47 $ 3,029,988.10

$ 1,019,049.68 $ 1,286,347.46 $ 1,316,889.43

130,308.15 264,572.63
41,193.75 147,232.70
1,269.59 29,353.42

173,936.20 264,572.63
41,193.75 147,232.70
1,269.59 30,164.31 1,473,730.86

90,798.33 152,795.09 22,740.06 135,853.24
880.74 1,932.74 66,654.78 1,361,142.26

$ 1,632,979.92 $ 3,418,447.50 $ 3,149,686.67

$

-26,604.38 $ -185,274.03 $ -119,698.57

12,722.11

12,722.11

15,974.90

$

-13,882.27 $ -172,551.92 $ -103,723.67

13,882.27

502,321.20

617,962.83

17,756.30 452.26

-13,103.94 1,185.98

$

0.00 $

347,977.84 $ =====5=0=2=,3=:2.1...=20=

- 25-

BROOKS COUNTY BOARD OF EDUCATION COMBINING BALANCE SHEET FIDUCIARY FUND TYPES JUNE 3D, 2001

ASSETS Investments Accounts Receivable

NONEXPENDABLE TRUST FUNDS

ENDOWMENT FUNDS

MACK AND

J. HAROLD

CLYDE HUGHES

SAXON

WATSON

MEMORIAL

MEMORIAL

SCHOLARSHIP

FUND

FUND

$

38,414.27 $

83,268.59

Total Assets

$

38,414.27 $===8=:3:5:,2=::68=:.5...9=

LIABILITIES AND FUND EQUITY
LIABILITIES
Cash Overdraft Accounts Payable
Total Liabilities
FUND EQUITY
Fund Balances Reserved For Endowment Corpus Unreserved Deficit Undesignated
Total Fund Equity
Total Liabilities and Fund Equity

$

42,472.63 $

50,000.00

~,058.36
0.00

33,268.59

$

38,414.27 $ _ _-::8:;.;:;3=,2=6=8.=59;:;...

$

38,414.27 $ ===;:8=:3,2..6.=8,=59=.

See notes to the general-purpose financial statements. - 26-

EXHIBIT "I"

AGENCY FUND

TOTALS

JUNE 30, 2001

JUNE 30, 2000

$

121,682.86 $

157,474.27

$ _ _-,4~3~,5.::.;96~.7,-,1;...

43,596.71

$

43,596.71 $

165,279.57 $==1=:5:=7=,4=74,;,;.;;;:27=

$

41,414.33 $

41,414.33

2,182.38

2,182.38

$

43,596.71 $ _ _.....:4~3L:,5:::.96::..::..71.:.-

$

92,472.63 $

100,000.00

-4,058.36 33,268.59

57,474.27

$

121,682.86 $ _ _1:.::5:.:..7>..:..4.:..74;:,.:;.2::.:7~

$

43,596.71 $

165,279.57 $ ==1=5:=7=.4=74=.2=:7=

- 27-

BROOKS COUNTY BOARD OF EDUCATION STATEMENT OF CHANGES IN ASSETS AND LIABILITIES
FIDUCIARY FUND TYPE - AGENCY FUND
YEAR ENDED JUNE 3D, 2001

EXHIBIT !OJ"

LIABILITIES Accounts Payable Funds Held for Others

$======0,.0..0.... $ 158,214,12 $ 156,031.74 $===2=,1=82:;;.=38...

$

0.00 $ 2,182.38

_ _ _=0.=00,- 156,031.74 $

$ 156,031.74

2,182.38 0.00

$===-=-,;,;0',;;;00... $ 158,214.12 $ 156,031,74 $ ===2=,1=82:;;,=38...

See notes to the general-purpose financial statements.

- 28-

BROOKS COUNTY BOARD OF EDUCATION SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS
YEAR ENDED JUNE 30, 2001

SCHEDULE "1"

FUNDING AGENCY PROGRAM/GRANT

CFDA NUMBER

PASSTHROUGH
ENTITY ID
NUMBER

FEDERAL REVENUE IN PERIOD

EXPENDITURES IN PERIOD

Agriculture, U, S. Department of Child Nutrition Cluster Pass-Through From Georgia Department of Education Food and Nutrition Program Food Services School Breakfast Program National School Lunch Program

.. 10.553 10.555

N/A $ 294,976.36

(2)

N/A

670,788.45 $ 1,413,706.93 (3)

Total Child Nutrition Cluster

$ 965,764.81 $ 1,413,706.93

Other Programs

Pass-Through From Georgia Department of Education

Food and Nutrition Program

Food Services

Food Distribution Program (1)

10.550

N/A

Fresh Produce Program (1 )

10.550

NlA

48,396.93 11,627.00

48,396.93 11,627.00

Total U. S. Department of Agriculture

$ 1,025,788.74 $ 1,473,730.86

Education,U.S.Departmentof Special Education Cluster Pass-Through From Georgia Department of Education Individuals with Disabilities Education Ad. Part B - Special Education Flow Through Preschool Capacity Building Improvement

84.027 84.173 84.173

NlA $ 198,716.61 $

N/A

19,838.46

N/A

4,820.00

199,801.59 (3) 19,838.46 5,049.98 (3)

Total Special Education Cluster

$ 223,375.07 $

224,690.03

Other Programs

Pass-Through From Berrien County Board of Education

d/b/a Southem Pine Migrant Education Agency

Elementary and Secondary Education Ad.

Title I Migrant Education

84.011

N/A

Pass-Through From Georgia Deparl:nent of Education

Elementary and Secondary Education Ad.

Title I Accountability Grants Grants to Local Educational Agencies

84.348

N/A

84.010

NlA

Title II Eisenhower Professional Development

84.281

NlA

Title III

Technology Literacy Challenge Fund Grants

84.318

NlA

Title VI Innovative Education Program Strategies Class Size Reduction

84.298

NlA

84.340

NlA

Goals 2000

State and Local Education Systemic Improvement

Grants

84.276

N/A

28.341.19
23,946.15 857,026.80
5,790.23 102,455.91
35.284.62 121,787.00
138,142.01

28,508.68 (3)
23,946.15 857.228.85 (3)
19.672.50 102,455.91
35.284.62 131,331.39 (3)
138,431.14 (3)

- 29-

BROOKS COUNTY BOARD OF EDUCATION SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS
YEAR ENDED JUNE 30. 2001

SCHEDULE "1"

FUNDING AGENCY PROGRAM/GRANT
Education, U. S. Department of Other Programs Pass-Through From Georgia Department of Education Safe and Drug-Free Schools and Communities Vocational Education - Basic Grants to States High School Program Basic Grant
Total U. S. Department of Education

CFDA NUMBER

PASS THROUGH
ENTITY 10
NUMBER

FEDERAL REVENUE IN PERIOD

EXPENDITURES IN PERIOD

84.186 84.048

N/A $ 16,130.06 $

16,130.06

NlA

54,096.50

55,300.59 (3)

$ 1,606,375.54 $ 1,632,979.92

Total Federal Financial Assistance

$ 2,632,164.28 $ 3,106,710.78

N/A = Not Available

Notes to the Schedule of Expenditures of Federal Awards

(1) The amounts shown for the Food Distribution and Fresh Produce Program represents the Federally assigned value of nonmonetary assistance for donated commodities received and/or consumed by the system during the current fiscal year.
(2) Expenditures for the School Breakfast Program were not maintained separately and are included in the 2001 National School Lunch Program.
(3) Expenditures for this program include State, and/or Other Funds. Expenditures are not maintained by fund source.

Major Programs are identified by an asterisk (*) in front of the CFDA number.

The School Distrid did not provide Federal Assistance to any Subrecipient.

The accompanying schedule of expenditures of Federal awards indudes the Federal grant adivity of the Brooks County Board of Education and is presented on the modified accrual basis of accounting which is the basis of accounting used in the presentation of the general-purpose financial statements.

See notes to the general-purpose financial statements.

- 30-

BROOKS COUNlY BOARD OF EDUCATION SCHEDULE OF STATE REVENUE YEAR ENDED JUNE 30, 2001

SCHEDULE "2"

AGENCY/FUNDING
GRANTS Education, Georgia Department of Quality Basic Education Direct Instructional Cost Kindergarten Program Kindergarten Program - Early Intervention Program Primary Grades (1-3) Program Primary Grades - Early Intervention (1-3) Program Upper Elementary Grades (4-5) Program Middle School (6-8) Program High School General Education (9-12) Program Vocational Laboratory (9-12) Program Students with Disabilities Category I Category II Category III Category IV Gifted Student - Category VI Remedial Education Program Altemative Education Program Media center Program Staff and Professional Development Indirect Cost Categorical Grants Pupil Transportation Regular Bus Replacement Nursing Services Principal Supplements Vocational Supervisors Migrant Education Mid-term Adjustment Hold-Harmless Education Equalization Funding Grant Food Services Vocational Education Other State Programs At-Risk Summer School Program Health Insurance Innovative Programs Mentoring Program Mentor Teachers Preschool Handicapped Program Remedial Summer School Special Instructional Assistance Teachers' Retirement Lottery Programs Computers in the Classroom
Office of School Readiness Pre-Kindergarten Program
Office of Treasury and Fiscal Services Public School Employees Retirement
CONTRACTS Education, Georgia Department of Georgia's Reading Challenge Reading First Program

GOVERNMENTAL FUND TYPES

SPECIAL

GENERAL

REVENUE

FUND

FUND

TOTAL

$

339,895.00

315,150.00

1,465,071.00

464,504.00

834,582.00

1,459,525.00

1,014,534.00

528,391.00

11,902.00 270,236.00 431,243.00
41,257.00 48,172.00 201,570.00 106,959.00 243,827.00 65,763.00 1,568,568.00

$

339,895.00

315,150.00

1,465,071.00

464,504.00

834,582.00

1,459,525.00

1,014,534.00

528,391.00

11,902.00 270,236.00 431,243.00
41,257.00 48,172.00 201,570.00 106,959.00 243,827.00 65,763.00 1,568,568.00

368,539.00 112,783.00 69,074.00
10,968.00 19,588.00
3,077.00 211,420.00 , 959,975.00
$ 85,963.36
6,774.15 175,484.17
-918.98 7,500.00 1,141.00 37,495.68 1,192.00 -1,073.58 16,436.76

89,078.00 ' 51,027.02

368,539.00 112,783.00 69,074.00
10,968.00 19,588.00
3,077.00 211,420.00 959,975.00
89,078.00 85,963.36
6,774.15 175,484.17
-918.98 7,500.00 1,141.00 37,495.68 1,192.00 -1,073.58 16,436.76
51,027.02

260,709.70

260,709.70

46,119.00

46,119.00

43,531.00 50,901.00

43,531.00 50,901.00

See notes to the general-purpose financial statements.

$ 11 ,637,118.56 $

400,814.72 $ 12,037,933.28

31

----

BROOKS COUNTY BOARD OF EDUCATION SCHEDULE OF APPROVED LOCAL OPTION SALES TAX PROJECTS
YEAR ENDED JUNE 30, 2001

SCHEDULE "3"

PROJECT

ORIGINAL ESTIMATED
COST (1)

CURRENT ESTIMATED COSTS (2)

AMOUNT EXPENDED IN CURRENT
YEAR (3)

AMOUNT EXPENDED
IN PRIOR YEARS

PROJECT STATUS

The acquisition, construction and equipping of capital outlay projects at North Brooks Elementary, Brooks Middle School, Quitman Elementary School and Brooks County High School, including the Brooks County High School football stadium

$ 4,000,000.00 $ 4,000,000.00 $ 1,190,517.85 $

0.00 Ongoing

(1) The School Districfs original cost estimate as specified in the resolution calling for the imposition of the Local Option Sales Tax.
(2) The School District's current estimate of total cost for the project. Includes all cost from project inception to completion.
(3) The voters of Brooks County approved the imposition of a 1% sales tax to fund the above project. Amounts expended for this project may include sales tax proceeds, state, local property taxes and/or other funds over the life of the project.

See notes to the general-purpose financial statements.

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BROOKS COUNTY BOARD OF EDUCATION GENERAL FUND - QUALITY BASIC EDUCATION PROGRAM (QBE)
ALLOTMENTS AND EXPENDITURES - BY PROGRAM YEAR ENDED JUNE 30, 2001

SCHEDULE "4"

DESCRIPTION
Direct Instructional Programs Kindergarten Program Kindergarten Program-Early Intervention Program Primary Grades (1-3) Program Primary Grades-Early Intervention (1-3) Program Upper Elementary Grades (4-5) Program Middle Grades (6-8) Program Middle School (6-8) Program High School General Education (9-12) Program Vocational Laboratory (9-12) Program Students with Disabilities Category II Category III Category IV Gifted Student Category VI Remedial Education Program Alternative Education Program
TOTAL DIRECT INSTRUCTIONAL PROGRAMS
Media Center Program Staff and Professional Development

ALLOTMENTS FROM GEORGIA DEPARTMENT OF EDUCATION (1)

ELIGIBLE QBE PROGRAM COSTS

SALARIES

OPERATIONS

TOTAL

$

378.137,00 $ 474.818.41 $ 18,626,52 $ 493.444,93

350.608,00

315,265.67

5.214.44

320,480,11

1.629.908,00 1.582.137,52

48.325.02

1,630,462.54

516,766.00

487,137.28

16,397.91

503.535,19

928.482,00

823,791,27

33.626.99

857,418.26

226.79

-7.74

219.05

1.623.739,00 1,514,100.95

83.572.41

1,597.673.36

1,128,681.00 1,152,435.32

77.121.84

1.229.557.16

587.841.00

683,103,86

37.544.49

720.648.35

839.543,00

325,791.59

602.87

326.394,46

464,322,71

2,556,75

466,879.46

19.046.91

19,046.91

53.591,00

60,718.16

2.084.55

62.802.71

224,249.00

237.351.62

962,13

238.313.75

118.993.00

141.829.86

65.943,67

207,773.53

$

8.380,538.00 $ 8.282.077.92 $ 392.571.85 $ 8,674,649.77

271,260.00 73,162.00

282,616.47 31.830.01

50,419,68 45.256.26

333.036.15 77,086,27

TOTALQBEFORMULAFUNDS

$

8.724.960.00 $ 8,596,524,40 $ 488,247,79 $ 9.084,772,19

(1) Comprised of State Funds plus Local Five Mil: Share,

See notes to the general-purpose financial statements.

- 34-

BROOKS COUNTY BOARD OF EDUCATION GENERAL FUND - qUALITY BASIC EDUCATION PROGRAM (qBE)
ALLOTMENTS AND EXPENDITURES BY SITE YEAR ENDED JUNE 30, 2001

SCHEDULE "5"

Quitman Elementary School Brooks County Middle School North Brooks Elementary School Brooks County High School Central Office (Alternative Education Program)
TOTAL
(1) Comprised of State Funds plus Local Five Mill Share.

ALLOTMENTS FROM GEORGIA DEPARTMENT OF EDUCATION (1)

ELIGIBLE QBE PROGRAM COSTS

$

3,086,025.00 $

3,093,548.50

1,837,867.00

2,095,666,92

1,291,882,00

1,276,700.09

2,045,771,00

2,118,860,06

118,993.00

89,874.20

$

8,380,538,00 $ =~8,6:,;,.74.,;"l,,6~4~9~7,.;.,7

See notes to the general-purpose financial statements. - 35-

SECTIONll COMPLIANCE AND INTERNAL CONTROL REPORTS

RUSSELL \\'. HINTON
STATE AUDITOR (404) 6562174

DEPARTMENT OF AUDITS AND ACCOUNTS
254 Washington Street. S.w.. Suite 214 Athmta. Georgia 30334-R400
April 12,2002

Honorable Roy E. Barnes, Governor Members of the General Assembly Members of the State Board of Education
and Superintendent and Members of the Brooks County Board of Education
REPORT ON COMPLIANCE AND ON INTERNAL CONTROL OVER FINANCIAL REPORTING BASED ON AN AUDIT OF FINANCIAL STATEMENTS PERFORMED IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS
Ladies and Gentlemen:
We have audited the financial statements ofBrooks County Board ofEducation as ofand for the year ended June 30, 2001, and have issued our report thereon dated April 12,2002. This report was qualified for various departures from generally accepted accounting principles, as identified in the auditor's report on the general-purpose financial statements. We conducted our audit in accordance with auditing standards generally accepted in the United States of America and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States.
Compliance
As part of obtaining reasonable assurance about whether Brooks County Board of Education's financial statements are free of material misstatement, we performed tests of its compliance with certain provisions oflaws, regulations, contracts and grants, noncompliance with which could have a direct and material effect on the determination offmancial statement amounts. However, providing an opinion on compliance with those provisions was not an objective ofour audit, and accordingly, we do not express such an opinion. The results ofour tests disclosed no instances ofnoncompliance that are required to be reported under Government Auditing Standards.
Internal Control Over Financial Reporting
In planning and performing our audit, we considered Brooks County Board of Education's internal control over financial reporting in order to determine our auditing procedures for the purpose of expressing our opinion on the financial statements and not to provide assurance on the internal
2001YB-40

control over financial reporting. However, we noted certain matters involving the internal control over financial reporting and its operation that we consider to be reportable conditions. Reportable conditions involve matters coming to our attention relating to significant deficiencies in the design or operation ofthe internal control over financial reporting that, in ourjudgment, could adversely affect Brooks County Board ofEducation's ability to record, process, summarize and report financial data consistent with assertions of management in the financial statements. Reportable conditions are described in the accompanying Schedule ofFindings and Questioned Costs as items FS-6141-0 1-01 and FS-6141-01-02.
A material weakness is a condition in which the design or operation of one or more ofthe internal control components does not reduce to a relatively low level the risk that misstatements in amounts that would be material it) relation to the financial statements being audited may occur and not be detected within a timely period by employees in the normal course of performing their assigned functions. Our consideration ofthe internal control over financial reporting would not necessarily disclose all matters in the internal control that might be reportable conditions and, accordingly, would not necessarily disclose all reportable conditions that are also considered to be material weaknesses. However, ofthe reportable conditions described above, we consideritemFS-6141-0102 to be a material weakness.
This report is intended solely for the information and use of the finance committee, management, members of the Brooks County Board of Education, Federal awarding agencies and pass-through entities and is not intended to be and should not be used by anyone other than these specified parties.
Respectfully submitted,
~ ttJ.<i:J~
Russell W. Hinton State Auditor
RWH:gp 2001YB-40

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

DEPARTMENT OF AUDITS AND ACCOUNTS
254 Washington Sireet, S.w., Suite 214 Atlanta, Georgia 30334-R400
April 12, 2002

Honorable Roy E. Barnes, Governor Members of the General Assembly Members of the State Board of Education
and Superintendent and Members ofthe Brooks County Board of Education
REPORT ON COMPLIANCE WITH REQUIREMENTS APPLICABLE TO EACH MAJOR PROGRAM AND ON INTERNAL CONTROL OVER COMPLIANCE IN ACCORDANCE WITH OMB CIRCULAR A-133
Ladies and Gentlemen:
Compliance
We have audited the compliance ofBrooks County Board ofEducation with the types ofcompliance requirements described in the U.S. Office of Management and Budget (OMB) Circular A-i33 Compliance Supplement that are applicable to each ofits major Federal programs for the year ended June 30, 2001. Brooks County Board of Education's major Federal programs are identified in the Summary of Auditor's Results Section ofthe accompanying Schedule ofFindings and Questioned Costs. Compliance with the requirements of laws, regulations, contracts and grants applicable to each of its major Federal programs is the responsibility of Brooks County Board of Education's management. Our responsibility is to express an opinion on Brooks County Board of Education's compliance based on our audit.
We conducted our audit ofcompliance in accordance with auditing standards generally accepted in the United States ofAmerica; the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General ofthe United States; and OMB Circular A133, Audits of States, Local Governments, and Non-Profit Organizations. Those standards and OMB Circular A-133 require that we plan and perform the audit to obtain reasonable assurance about whether noncompliance with the types ofcompliance requirements referred to above that could have a direct and material effect on a major Federal program occurred. An audit includes examining, on a test basis, evidence about the Brooks County Board of Education's compliance with those requirements and performing such other procedures as we considered necessary in the circumstances. We believe that our audit provides a reasonable basis for our opinion. Our audit does not provide a legal determination on Brooks County Board of Education's compliance with those requirements.
2001SA-1O

In our opinion, the Brooks County Board of Education complied, in all material respects, with the requirements referred to above that are applicable to each of its major Federal programs for the year ended June 30, 2001.
Internal Control Over Compliance
The management of Brooks County Board of Education is responsible for establishing and maintaining effective internal control over compliance with requirements of laws, regulations, contracts and grants applicable to Federal programs. In planning and performing our audit, we considered Brooks CountyBoard ofEducation's internal control over compliance with requirements that could have a direct and material effect on a major Federal program in order to determine our auditing procedures for the purpose ofexpressing our opinion on compliance and to test and report on internal control over compliance in accordance with OMB Circular A-B3.
Our consideration ofthe internal control over compliance would not necessarily disclose all matters in the internal control that might be material weaknesses. A material weakness is a condition in which the design or operation ofone or more ofthe internal control components does not reduce to a relatively low level of risk that noncompliance with applicable requirements of laws, regulations, contracts and grants that would be material in relation to a major Federal program being audited may occur and not be detected within a timely period by employees in the normal course ofperforming their assigned functions. We noted no matters involving the internal control over compliance and its operation that we c,?nsider to be material weaknesses.
This report is intended solely for the information and use of the finance committee, management, members of the Brooks County Board of Education, Federal awarding agencies and pass-through entities and is not intended to be and should not be used by anyone other than these specified parties.
Respectfully submitted,

RWH:gp 2001SA-IO

Russell W. Hinton State Auditor

SECTION ill AUDITEE'S RESPONSE TO PRIOR YEAR FINDINGS AND QUESTIONED COSTS

BROOKS COUNTY BOARD OF EDUCATION AUDITEE'S RESPONSE
SUMMARY SCHEDULE OF PRIOR YEAR FINDINGS AND OUESTIONED COSTS YEAR ENDED JUNE 30, 2001

PRIOR YEAR FINANCIAL STATEMENT FINDINGS AND QUESTIONED COSTS

FINDING CONTROL NUMBER AND STATUS

FS-6141-98-01 FS-6141-99-01 FS-6141-99-02 FS-6141-00-01 FS-6141-00-02 FS-6141-00-03

Previously Reported Corrective Action Implemented Unresolved - See Corrective ActionlResponses Further Action Not Warranted Previously Reported Corrective Action Implemented Unresolved - See Corrective ActionlResponses Unresolved - See Corrective ActionlResponses

CORRECTIVE ACTIONIRESPONSES

EXPENDITURESILIABILITIESIDISBURSEMENTS Failure to Meet Expenditure Requirements Amount: $2,050.96 Finding Control Number: FS-6141-99-01

The Georgia Department ofEducation will make an adjustment in the local five mill share in subsequent fiscal year to correct this underexpenditure.

GENERAL LEDGER Failure to Maintain Adequate Accounting Procedures for the Journal Entry Process. Finding Control Number: FS-6141-00-02

As of July 2001, adequate procedures and documentation are in place.

GENERAL FIXED ASSETS Failure to Maintain General Fixed Assets Account Group Finding Control Number: FS-6141-00-03

The Brooks County Board of Education is still working on the General Fixed Assets Account and hopes to be able to book these assets in fiscal year 2002 or fiscal year 2003.

SECTION IV FINDINGS AND QUESTIONED COSTS

BROOKS COUNTY BOARD OF EDUCATION SCHEDULE OF FINDINGS AND QUESTIONED COSTS
YEAR ENDED JUNE 30, 2001

I SUMMARY OF AUDITOR'S RESULTS

1. Type of Report Issued on the Financial Statements The auditor's opinion on the Brooks County Board ofEducation's financial statements was qualified for various departures from generally accepted accounting principles.

2. Reportable Conditions in Internal Control Disclosed by the Audit ofthe Financial Statements The audit report for the Brooks County Board of Education disclosed financial statement reportable conditions related to the following control categories.

General Ledger

General Fixed Assets

Of the reportable conditions described above, General Fixed Assets is considered to be a material weakness.

3. Noncompliance Material to the Financial Statements The audit ofthe Brooks County Board ofEducation disclosed no instances ofnoncompliance that were deemed to be material to the financial statements.

4. Reportable Conditions in Internal Control Over Major Programs The audit report for the Brooks County Board ofEducation did not disclose any reportable conditions in internal control over major programs.

5. Type of Report Issued on Compliance for Major Programs The auditor's opinion on the Brooks County Board ofEducation's report on compliance with requirements applicable to major programs was unqualified.

6. Audit Findings Required to be Reported by Section .510(a) ofOMB Circular A-133 The Brooks County Board ofEducation's audit did not disclose audit findings required to be reported by section .51O(a) ofOMB Circular A-133.

7. Major Programs Federal awards audited as major programs are as follows: 10.553 Food and Nutrition Program - Food Services - School Breakfast Program 10.555 Food and Nutrition Program - Food Services - National School Lunch Program

8. Type "A" Program Dollar Threshold The dollar threshold for type "A" programs was $300,000.00.

9. Low Risk Auditee The Brooks County Board of Education qualified as a low risk auditee based on a waiver granted by the U. S. Department of Education.

-1 -

BROOKS COUNTY BOARD OF EDUCATION SCHEDULE OF FINDINGS AND QUESTIONED COSTS
YEAR ENDED JUNE 30, 2001
IT FINANCIAL STATEMENT FINDINGS AND QUESTIONED COSTS
GENERAL LEDGER Inadequate Accounting Procedures for Journal Entries Reportable Condition Repeated From Prior Year Finding Control Number: FS-6l4l-0l-0l
Accounting procedures for the School Food Services Fund ofthe Brooks County Board ofEducation were insufficient to provide adequate internal controls over the general ledger. Journal entries were made without proper supporting documentation, description or evidence of supervisory review or approval.
This deficiency occurred because of management's failure to ensure journal entries made to the general ledger contained supporting documentation, description and proper authorization. The School District should establish appropriate procedures to ensure that detailed records supporting the general ledger are complete, accurate and reliable.
GENERAL FIXED ASSETS Failure to Maintain General Fixed Assets Account Group Reportable Condition - Material Weakness Repeated From Prior Year Finding Control Number: FS-6l4l-01-02
The Brooks County Board of Education did not maintain a system-wide General Fixed Assets Account Group within the formal accounting records as required by generally accepted accounting principles. This condition results in the general-purpose financial statement ofthe School District being incomplete and not in accordance with generally accepted accounting principles. Appropriate action should be taken by the School District to establish accounting controls and procedures to provide for maintenance ofa General Fixed Assets Account Group. These subsidiary records should include an inventory of land, buildings and equipment owned by the School District and should include, but may not be limited to, date acquired, acquisition cost, estimated replacement cost, location and description. Detailed records should be maintained ofall additions and deletions to the General Fixed Assets Account Group.
ill FEDERAL AWARD FINDINGS AND QUESTIONED COSTS
No matters were reported.
-2-