CALHOUN COUNTY BOARD OF EDUCATION MORGAN, GEORGIA REPORT ON AUDIT OF THE FINANCIAL STATEMENTS FOR THE FISCAL YEAR ENDED JUNE 30, 2006 STATE OF GEORGIA DEPARTMENT OF AUDITS AND ACCOUNTS Russell W. Hinton State Auditor CALHOUN COUNTY BOARD OF EDUCATION - TABLE OF CONTENTS - SECTION I FINANCIAL INDEPENDENT AUDITOR'S COMBINED REPORT ON BASIC FINANCIAL STATEMENTS AND SUPPLEMENTARY INFORMATION - SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS EXHIBITS BASIC FINANCIAL STATEMENTS DISTRICT-WIDE FINANCIAL STATEMENTS A STATEMENT OF NET ASSETS 1 B STATEMENT OF ACTIVITIES 2 FUND FINANCIAL STATEMENTS C BALANCE SHEET GOVERNMENTAL FUNDS 4 D RECONCILIATION OF THE GOVERNMENTAL FUNDS BALANCE SHEET TO THE STATEMENT OF NET ASSETS 5 E STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES GOVERNMENTAL FUNDS 6 F RECONCILIATION OF THE GOVERNMENTAL FUNDS STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES TO THE STATEMENT OF ACTIVITIES 7 G STATEMENT OF FIDUCIARY NET ASSETS FIDUCIARY FUNDS 8 H NOTES TO THE BASIC FINANCIAL STATEMENTS 9 SCHEDULES REQUIRED SUPPLEMENTARY INFORMATION 1 SCHEDULE OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES - BUDGET AND ACTUAL GENERAL FUND 23 SUPPLEMENTARY INFORMATION 2 SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS 24 3 SCHEDULE OF STATE REVENUE 25 CALHOUN COUNTY BOARD OF EDUCATION - TABLE OF CONTENTS - SECTION I FINANCIAL SCHEDULES SUPPLEMENTARY INFORMATION 4 SCHEDULE OF APPROVED LOCAL OPTION SALES TAX PROJECTS 26 5 ALLOTMENTS AND EXPENDITURES GENERAL FUND - QUALITY BASIC EDUCATION PROGRAMS (QBE) BY PROGRAM 27 SECTION II COMPLIANCE AND INTERNAL CONTROL REPORTS REPORT ON INTERNAL CONTROL OVER FINANCIAL REPORTING AND ON COMPLIANCE AND OTHER MATTERS 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 0MB CIRCULAR A-133 SECTION III 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 CALHOUN COUNTY BOARD OF EDUCATION - TABLE OF CONTENTS - SECTIONV MANAGEMENT'S RESPONSES SCHEDULE OF MANAGEMENT'S RESPONSES SECTION I FINANCIAL Russell W. Hinton STATE AUDITOR (404) 656-2174 DEPARTMENT OF AUDITS AND ACCOUNTS 270 Washington Street, S.W., Suite 1-156 Atlanta, Georgia 30334-8400 May 29, 2007 Honorable Sonny Perdue, Governor Members ofthe General Assembly Members ofthe State Board of Education and Superintendent and Members ofthe Calhoun County Board of Education INDEPENDENT AUDITOR'S COMBINED REPORT ON BASIC FINANCIAL STATEMENTS AND SUPPLEMENTARY INFORMATION - SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS Ladies and Gentlemen: We have audited the accompanying financial statements ofthe governmental activities, each major fund, and the aggregate remaining fund information (Exhibits A through H) ofthe Calhoun County Board of Education, as of and for the year ended June 30, 2006, which collectively comprise the Board's basic financial statements as listed in the table of contents. These financial statements are the responsibility ofthe Calhoun County Board ofEducation's management. Our responsibility is to express opinions on these 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 financial 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 opinions. In our opinion, the financial statements referred to above present fairly, in all material respects, the respective financial position of the governmental activities, each major fund, and the aggregate remaining fund information ofthe Calhoun County Board ofEducation, as ofJune 30, 2006, and the respective changes in financial position thereof for the year then ended in conformity with accounting principles generally accepted in the United States of America. 2006ARL-11 The Calhoun County Board ofEducation has not presented Management's Discussion and Analysis that accounting principles generally accepted in the United States has determined is necessary to supplement, although not to be part of, the basic financial statements. In accordance with Government Auditing Standards, we have also issued our report dated May 29, 2007, on our consideration of the Calhoun County Board of Education's internal control over financial reporting and our tests of its compliance with certain provisions of laws, regulations, contracts and grant agreements and other matters. The purpose ofthat report is to describe the scope of our testing of internal control over financial reporting and compliance and the results of that testing, and not to provide 1111 opinion on the internal control over financial reporting or on compliance. That report is an integral part of an audit performed in accordance with Government Auditing Standards and should be considered in assessing the results of our audit. The Schedule of Revenues, Expenditures and Changes in Fund Balances - Budget and Actual, as presented on page 23, is not a required part of the basic financial statements but is supplementary information required by the accounting principles generally accepted in the United States of America. We have applied certain limited procedures, which consisted principally of inquiries of management regarding the methods ofmeasurement and presentation ofthe required supplementary information. However, we did not audit the information and express no opinion on it. Our audit was conducted for the purpose of forming opinions on the financial statements that collectively comprise the Calhoun County Board of Education's basic financial statements. The accompanying supplementary information which consist of Schedules 2 through 5, which includes the Schedule of Expenditures of Federal 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 required part of the basic financial statements. Such information has been subjected to the auditing procedures applied in the audit of the basic financial statements, and in our opinion, is fairly stated, in all material respects, in relation to the basic financial statements taken as a whole. A copy of this report has been filed as a permanent record in the office of the State Auditor and made available to the press of the State, as provided for by Official Code of Georgia Annotated section 50-6-24. Respectfully submitted, RWH:as 2006ARL-11 Lu.~ ell W. Hinton, CPA, CGFM Sta e Auditor CALHOUN COUNTY BOARD OF EDUCATION CALHOUN COUNTY BOARD OF EDUCATION STATEMENT OF NET ASSETS JUNE 30, 2006 ASSETS Cash and Cash Equivalents Investments Accounts Receivable, Net Taxes State Government Federal Government Inventories Capital Assets Land Land Improvements Buildings Equipment Less: Accumulated Depreciation Total Assets LIABILITIES Accounts Payable Salaries Payable Long-Term Liabilities Due Within One Year Due in More Than One Year Total Liabilities NET ASSETS Invested in Capital Assets, Net of Related Debt Restricted for Bus Replacement Continuation of Federal Programs Debt Service Capital Projects Unrestricted Total Net Assets Total Liabilities and Net Assets EXHIBIT"A" GOVERNMENTAL ACTIVITIES $ 1,433,431 468,144 239,252 406,570 208,532 7,405 1,483,279 561,344 5,860,072 1,252,619 -5,060,416 $ ===6=,8=6=0,=2=32= $ 88,761 672,808 256,058 913 193 $ 1,930,820 $ 3,655,378 4,954 53,169 226,526 249,953 739432 $ 4,929,412 $ ======6=,8=6=0=,2=32= The notes to the basic financial statements are an integral part of this statement. - 1- CALHOUN COUNTY BOARD OF EDUCATION STATEMENT OF ACTIVITIES FOR THE YEAR ENDED JUNE 30, 2006 GOVERNMENTAL ACTIVITIES 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 Operations of Non-Instructional Services Food Services Interest on Short-Term and Long-Term Debt Total Governmental Activities General Revenues Taxes Property Taxes For Maintenance and Operations Sales Taxes Special Purpose Local Option Sales Tax For Debt Services For Capital Projects Intangible Recording Tax Real Estate Grants and Contributions not Restricted to Specific Programs Investment Earnings Miscellaneous Total General Revenues Change in Net Assets Net Assets - Beginning of Year Net Assets - End of Year EXPENSES CHARGES FOR SERVICES $ 3,939,203 327,563 135,053 181,191 413,887 592,693 71,605 610,733 533,365 424,237 $ 36 007 $ 7,265,537 $ 17,175 17175 The notes to the basic financial statements are an integral part of this statement. -2- EXHIBIT"B" PROGRAM REVENUES OPERATING CAPITAL GRANTS AND GRANTS AND CONTRIBUTIONS CONTRIBUTIONS NET (EXPENSES) REVENUES AND CHANGES IN NET ASSETS $ 2,983,595 188,604 133,317 64,979 362,131 339,335 182,954 166,204 $ 379,246 $ 4,800,365 $ $ 27,744 27744 $ -955,608 -138,959 -1,736 -116,212 -51,756 -253,358 -71,605 -427,779 -339,417 -27,816 -36 007 -2,420,253 $ 1,760,644 134,476 296,433 18,298 24,783 377,362 36,421 120 809 $ 2,769,226 $ 348,973 4 580439 $ ===4="'9=2=9=4=12= -3- CALHOUN COUNTY BOARD OF EDUCATION BALANCE SHEET GOVERNMENTAL FUNDS JUNE 30, 2006 EXHIBIT"C" ASSETS Cash and Cash Equivalents Investments Accounts Receivable, Net Taxes State Government Federal Government Inventories GENERAL FUND DISTRICTWIDE CAPITAL PROJECTS FUND DEBT SERVICE FUND TOTAL $ 1,103,141 $ 19,179 406,570 208,532 7405 295,681 $ 468,144 80,998 34,609 $ 1,433,431 468,144 100,177 406,570 208,532 7405 Total Assets $ 1,744,827 $ 844,823 $ 34,609 $ ===2..,,6..,2.4.,.,..25=9= LIABILITIES AND FUND BALANCES LIABILITIES Accounts Payable $ Salaries Payable Total Liabilities $ FUND BALANCES Reserved for: Bus Replacement $ Continuation of Federal Programs Debt Service Inventories Capital Projects Unreserved Undesignated Reported in: General Fund Total Fund Balances $ 88,761 672,808 761,569 4,954 45,764 $ 7,405 925,135 983,258 $ 191,917 $ 652,906 844,823 $ $ $ $ 34,609 34,609 $ 88,761 672,808 761 569 4,954 45,764 226,526 7,405 652,906 925,135 1,862,690 Total Liabilities and Fund Balances $ 1,744,827 $ 844,823 $ s 34,609 =====2...0..2..4...,..2,..59== The notes to the basic financial statements are an integral part of this statement. -4- CALHOUN COUNTY BOARD OF EDUCATION RECONCILIATION OF THE GOVERNMENTAL FUNDS BALANCE SHEET TO THE STATEMENT OF NET ASSETS JUNE 30, 2006 EXHIBIT"D" Total Fund Balances - Governmental Funds (Exhibit "C") Amounts reported for Governmental Activities in the Statement of Net Assets are different because: Capital Assets used in Governmental Activities are not financial resources and therefore are not reported in the funds. These assets consist of: Land Land Improvements Buildings Equipment Accumulated Depreciation Total Capital Assets Some of the School District's property tax revenues will be collected after year-end but are not available soon enough to pay for the current period's expenditures. Long-Term Liabilities, including Bonds Payable, are not due and payable in the current period and therefore are not reported as liabilities in the funds. Long-Term Liabilities at year-end consist of: Bonds Payable Capital Leases Total Long-Term Liabilities Net Assets of Governmental Activities (Exhibit "A") $ 1,862,690 $ 1,483,279 561,344 5,860,072 1,252,619 -5,060,416 4,096,898 139,075 $ -890,000 -279,251 -1,169,251 $ ====4'=92=9=,4=1=-2 The notes to the basic financial statements are an integral part of this statement. -5- CALHOUN COUNTY BOARD OF EDUCATION STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES GOVERNMENTAL FUNDS YEAR ENDED JUNE 30, 2006 EXHIBIT"E" REVENUES Property Taxes Sales Taxes State Funds Federal Funds Charges for Services Investment Earnings Miscellaneous Total Revenues EXPENDITURES 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 Food Services Operation Capital Outlay Debt Services Principal Interest Total Expenditures Excess of Revenues over (under) Expenditures OTHER FINANCING SOURCES Capital Leases Net Change in Fund Balances Fund Balances - Beginning Fund Balances - Ending GENERAL FUND DISTRICTWIDE CAPITAL PROJECTS FUND DEBT SERVICE FUND TOTAL $ 1,784,891 43,081 $ 3,892,244 1,313,227 17,175 16,652 120,809 $ 7,188,079 $ 296,433 $ 19,769 316,202 $ $ 134,476 134,476 $ 1,784,891 473,990 3,892,244 1,313,227 17,175 36,421 120,809 7,638,757 $ 3,688,226 327,563 135,053 167,847 413,887 590,892 71,605 669,378 384,574 $ 388,736 44,065 11 531 $ 6,893,357 $ $ 294,722 $ 60,234 306,084 $ 366,318 $ -50, 116 $ $ 110,000 24,476 134,476 $ 0 $ 3,688,226 327,563 135,053 167,847 413,887 590,892 71,605 669,378 444,808 388,736 306,084 154,065 36,007 7,394,151 244,606 232,337 232,337 $ 527,059 $ -50,116 $ 0 $ 476,943 456,199 894,939 34,609 1,385,747 $ 983,258 $ 844,823 $ 34,609 $-====1,.8..6.=2-,6=90... The notes to the basic financial statements are an integral part of this statement. -6- CALHOUN COUNTY BOARD OF EDUCATION RECONCILIATION OF THE GOVERNMENTAL FUNDS STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES TO THE STATEMENT OF ACTIVITIES JUNE 30, 2006 EXHIBIT"P' Total Net Change in Fund Balances - Governmental Funds (Exhibit "E") Amounts reported for Governmental Activities in the Statement of Activities are different because: Capital Outlays are reported as expenditures in Governmental Funds. However, in the Statement of Activities, the cost of Capital Assets is allocated over their estimated useful lives as depreciation expense. In the current period, these amounts are: Capital OuUay Depreciation Expense Excess of Capital Outlay over Depreciation Expense Because some property taxes will not be collected for several months after the School District's fiscal year ends, they are not considered "available" revenues. Some of the Capital Assets acquired this year were financed with capital leases. In Governmental Funds, a capital lease arrangement is considered a source of financing, but in the Statement of Net Assets, the lease obligation is reported as a Long-Term Liability. Repayment of Long-Term Debt is reported as an expenditure in Governmental Funds, but the repayment reduces Long-Term Liabilities in the Statement of Net Assets. In the current year, these amounts consist of: Bond Principal Retirements Capital Lease Payments Total Long-Term Debt Repayments Change in Net Assets of Governmental Activities (Exhibit "B") $ 476,943 $ 170,281 -195,732 -25,451 -24,247 -232,337 $ 110,000 44,065 154,065 $-=====-==34==8..,,9=7=3 The notes to the basic financial statements are an integral part of this statement. -7- CALHOUN COUNTY BOARD OF EDUCATION STATEMENT OF FIDUCIARY NET ASSETS FIDUCIARY FUNDS JUNE 30, 2006 ASSETS Accounts Receivable, Net Other LIABILITIES Cash Overdraft Funds Held for Others Total Liabilities EXHIBIT"G" AGENCY FUNDS $ ===12='=56=3= $ 9,900 2,663 $ ===12='=56=3= The notes to the basic financial statements are an integral part of this statement. -8- CALHOUN COUNTY BOARD OF EDUCATION NOTES TO THE BASIC FINANCIAL STATEMENTS JUNE 30, 2006 EXHIBIT"H" Note 1: DESCRIPTION OF SCHOOL DISTRICT AND REPORTING ENTITY REPORTING ENTITY The Calhoun County Board of Education (School District) was established under the laws of the State of Georgia and operates under the guidance of a school board elected by the voters and a Superintendent appointed by the Board. The Board 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. Note 2: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES BASIS OF PRESENTATION The School District's basic financial statements are collectively comprised of the District-wide financial statements, fund financial statements and notes to the basic financial statements of the Calhoun County Board of Education. District-wide Statements: The Statement ofNet Assets and the Statement ofActivities display information about the financial activities ofthe overall School District, except for fiduciary activities. Eliminations have been made to minimize the double counting of internal activities. Governmental activities generally are financed through taxes, intergovernmental revenues, and other nonexchange transactions. The Statement ofActivities presents a comparison between direct expenses and program revenues for each function of the School District's governmental activities. Direct expenses are those that are specifically associated with a program or function and, therefore, are clearly identifiable to a particular function. Indirect expenses (expenses of the School District related to the administration and support ofthe School District's programs, such as office and maintenance personnel and accounting) are not allocated to programs. Program revenues include (a) charges paid by the recipients ofgoods or services offered by the programs and (b) grants and contributions that are restricted to meeting the operational or capital requirements of a particular program. Revenues that are not classified as program revenues, including all taxes, are presented as general revenues. Fund Financial Statements: The fund financial statements provide information about the School District's funds, including fiduciary funds. Eliminations have been made to minimize the double counting ofinternal activities. Separate statements for each category (governmental and fiduciary) are presented. The emphasis of fund financial statements is on major governmental funds, each displayed in a separate column. -9- CALHOUN COUNTY BOARD OF EDUCATION NOTES TO THE BASIC FINANCIAL STATEMENTS JUNE 30, 2006 EXHIBIT"H" Note 2: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES The School District reports the following major governmental funds: General Fund is the School District's primary operating fund. It accounts for all financial resources ofthe School District, except those resources required to be accounted for in another fund. District-wide Capital Projects Fund accounts for financial resources including Special Purpose Local Option Sales Tax (SPLOST) and Bond Proceeds to be used for the acquisition, construction or renovation of major capital facilities. Debt Service Fund accounts for taxes (sales) legally restricted for the payment ofgeneral longterm principal, interest and paying agent's fees. The School District reports the following fiduciary fund type: Agency funds account for assets held by the School District as an agent for various funds, governments or individuals. BASIS OF ACCOUNTING The basis ofaccounting determines when transactions are reported on the financial statements. The District-wide governmental and fiduciary fund financial statements are reported using the economic resources measurement focus and the accrual basis of accounting. Revenues are recorded when earned and expenses are recorded at the time liabilities are incurred, regardless ofwhen the related cash flows take place. Nonexchange transactions, in which the School District gives (or receives) value without directly receiving (or giving) equal value in exchange, include property taxes, sales taxes and grants. On an accrual basis, revenue from property taxes is recognized in the fiscal year for which the taxes are levied. Revenue from sales taxes is recognized in the fiscal year in which the underlying transaction (sale) takes place. Revenue from grants and donations is recognized in the fiscal year in which all eligibility requirements have been satisfied. 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. Governmental funds are reported using the current financial resources measurement focus and the modified accrual basis ofaccounting. Under this method, revenues are recognized when measurable and available. The School District considers all revenues reported in the governmental funds to be available if they are collected within sixty days after year-end. Property taxes, sales taxes and interest are considered to be susceptible to accrual. Expenditures are recorded when the related fund - 10- CALHOUN COUNTY BOARD OF EDUCATION NOTES TO THE BASIC FINANCIAL STATEMENTS JUNE 30, 2006 EXHIBIT"H" Note 2: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES liability is incurred, except for principal and interest on general long-term debt, which are recognized as expenditures to the extent they have matured. Capital asset acquisitions are reported as expenditures in governmental funds. Proceeds ofgeneral long-term liabilities and acquisitions under capital leases are reported as other financing sources. The School District funds certain programs by a combination ofspecific cost-reimbursement grants, categorical grants, and general revenues. Thus, when program costs are incurred, there are both restricted and unrestricted net assets available to finance the program. It is the School District's policy to first apply grant resources to such programs, followed by cost-reimbursement grants, then general revenues. 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 financial 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 are reported at fair value. The Official Code ofGeorgia 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 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, - 11 - CALHOUN COUNTY BOARD OF EDUCATION NOTES TO THE BASIC FINANCIAL STATEMENTS JUNE 30, 2006 EXHIBIT"H" Note 2: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (6) The Local Government Investment Pool administered by the State ofGeorgia, Office of Treasury and Fiscal Services, (7) Repurchase agreements, and (8) Obligations of other political subdivisions of the State of Georgia. The School District does not have a formal policy regarding investment policies that address credit risks, custodial credit risks, concentration ofcredit risks, interest rate risks or foreign currency risks. RECEIVABLES Receivables consist of amounts due from property and sales taxes, 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 basic financial statements do not include any amounts which would necessitate the need for an allowance for uncollectible receivables. PROPERTY TAXES The Calhoun County Board of Commissioners fixed the property tax levy for the 2005 tax digest year (calendar year) on October 5, 2005 (levy date). Taxes were due on December 20, 2005 (lien date). Taxes collected within the current fiscal year or within 60 days after year-end on the 2005 tax digest are reported as revenue in the governmental funds for fiscal year 2006. The Calhoun County Tax Commissioner bills and collects the property taxes for the School District, withholds 2.5% of taxes collected as a fee for tax collection and remits the balance of taxes collected to the School District. Property tax revenues, at the fund reporting level, during the fiscal year ended June 30, 2006, for maintenance and operations amounted to $1,784,891. The tax millage rate levied for the 2005 tax year (calendar year) for the Calhoun County Board of Education was as follows (a mill equals $1 per thousand dollars of assessed value): School Operations 18.95 mills SALES TAXES Special Purpose Local Option Sales Tax, at the fund reporting level, during the year amounted to $430,909 and is to be used for capital outlay for educational purposes or debt service. This sales tax was authorized by local referendum and the sales tax must be re-authorized at least every five years. - 12 - CALHOUN COUNTY BOARD OF EDUCATION NOTES TO THE BASIC FINANCIAL STATEMENTS JUNE 30, 2006 EXHIBIT"H" Note 2: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES INVENTORIES FOOD INVENTORIES On the basic financial statements, inventories ofdonated food commodities used in the preparation ofmeals are reported at their Federally assigned value and purchased foods inventories are reported at cost (first-in, first-out). The School District uses the consumption method to account for inventories whereby donated food commodities are recorded as an asset and as revenue when received, and expenses/expenditures are recorded as the inventory items are used. Purchased foods are recorded as an asset when purchased and expenses/expenditures are recorded as the inventory items are used. CAPITAL ASSETS Capital assets purchased, including capital outlay costs, are recorded as expenditures in the fund financial statements at the time of purchase (including ancillary charges). On the District-wide financial statements, all purchased capital assets are valued at cost where historical records are available and at estimated historical cost based on appraisals or deflated current replacement cost where no historical records exist. Donated capital assets are recorded at estimated fair market value on the date donated. Disposals are deleted at depreciated recorded cost. The cost of normal maintenance and repairs that do not add to the value ofassets or materially extend the useful lives of the assets is not capitalized. Depreciation is computed using the straight-line method. The School District does not capitalize book collections or works of art. Capitalization thresholds and estimated useful lives of capital assets reported in the District-wide statements are as follows: Capitalization Policy Estimated Useful Life Land Land Improvements Buildings and Improvements Equipment All NIA $ 10,000 15 to 30 years $ 10,000 15 to 40 years $ 10,000 10 to 30 years Depreciation is used to allocate the actual or estimated historical cost of all capital assets over estimated useful lives. GENERAL OBLIGATION BONDS The School District issues general obligation bonds to provide funds for the acquisition and construction of major capital facilities. Bond issuance costs are recognized in the financial statements during the fiscal year bonds are issued. General obligation bonds are direct obligations and pledge the full faith and credit of the government. The outstanding amount of these bonds is recorded in the Statement ofNet Assets. - 13 - CALHOUN COUNTY BOARD OF EDUCATION NOTES TO THE BASIC FINANCIAL STATEMENTS JUNE 30, 2006 EXHIBIT"H" Note 3: 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 of insurance, or by collateral. The aggregate ofthe face 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. Ifa 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. Acceptable security for deposits consists of any one 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 ofthe State of Georgia, (5) Bonds of any public authority created by the laws of the 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 ofthe 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 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, 2006, the bank balances were $1,922,263. The amounts of the total bank balances are classified into four categories of custodial credit risk: - 14 - CALHOUN COUNTY BOARD OF EDUCATION NOTES TO THE BASIC FINANCIAL STATEMENTS JUNE 30, 2006 EXHIBIT"H" Note 3: DEPOSITS AND INVESTMENTS Category 1 - Cash that is insured (e.g., Federal Deposit 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. Category 3 - Cash collateralized with securities held by the pledging financial institution, or by its trust department or agent but not in the School District's name. Category 4 - Uncollateralized. The School District's deposits are classified by custodial credit risk category at June 30, 2006, as follows: Custodial Credit Risk Category Bank Balance 1 $ 106,110 2 1,816,153 3 0 4 0 Total $ 1,922,263 CATEGORIZATION OF INVESTMENTS Custodial Credit Risk Custodial credit risk for investments is the risk that, in the event of a failure ofthe counterparty to a transaction, the School District will not be able to recover the value of the investment or collateral securities that are in the possession ofan outside party. The School District does not have a formal policy for managing custodial credit risk. At June 30, 2006, the fair value of the School District's total investments was $468,144 and this entire amount consists of U.S. Treasury Money Market Mutual Funds (open-end mutual funds) which are not required to be classified by categories of custodial credit risk. Interest Rate Risk Interest rate risk is the risk that changes in interest rates of debt investment will adversely affect the fair value ofan investment. The School District does not have a formal policy for managing interest rate risk. At June 30, 2006, the School District's investment consisted of U. S. Treasury Money Market Mutual Fund which had an investment maturity ofless than one year. - 15 - CALHOUN COUNTY BOARD OF EDUCATION NOTES TO THE BASIC FINANCIAL STATEMENTS JUNE 30, 2006 EXHIBIT "H" Note 3: DEPOSITS AND INVESTMENTS Credit Quality Risk Credit quality risk is the risk that an issuer or other counterparty to an investment will not fulfill its obligations. The School District does not have a formal policy for managing credit quality risk. The U. S. Treasury Money Market Mutual Fund has a credit quality rating ofAAA by Moody's and Standard and Poor's. Note 4: 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 2 - Inventories Note 5: CAPITAL ASSETS The following is a summary of changes in the Capital Assets during the fiscal year: Balances July 1. 2005 Increases Balances Decreases June 30. 2006 Governmental Activities Capital Assets, Not Being Depreciated: Land Construction in Progress $ 1,483,279 7 931 $ 83.116 $ $ 1,483,279 91 047 0 Total Capital Assets Not Being Depreciated $ 1,491.210 $ 83,116 $ 91 047 $ 1,483,279 Capital Assets Being Depreciated Buildings Equipment Land Improvements $ 5,769,025 $ 1,176,514 550,284 91,047 $ 76,105 11,060 0 $ 5,860,072 1,252,619 561,344 Less Accumulated Depreciation for: Buildings Equipment Land Improvements 3,526,747 849,908 488,029 133,257 57,813 4.662 3,660,004 907,721 492.691 Total Capital Assets, Being Depreciated, Net $ 2,631.139 $ -17.520 $ 0 $ 2,613,619 Governmental Activity Capital Assets - Net $ 4,122,342 $ 65,596 $ 21,042 $ 4,026,828 - 16 - CALHOUN COUNTY BOARD OF EDUCATION NOTES TO THE BASIC FINANCIAL STATEMENTS JUNE 30, 2006 EXHIBIT"H" Note 5: CAPITAL ASSETS Capital assets being acquired under capital leases as of June 30, 2006, are as follows: Governmental Funds Equipment Less: Accumulated Depreciation $ 118,800 29,700 Current year depreciation expense by function is as follows: Instruction Support Services Educational Media Services $ School Administration Maintenance and Operation ofPlant Student Transportation Services Food Services $ 6,667 900 794 44,244 125,391 52,605 17,736 $.====!.lO!E=,!95!=1:.7!:!!53,!!!,2 Note 6: RESTRICTED ASSETS Special Purpose Local Option Sales Tax (SPLOST) and general obligation bond proceeds are reported as restricted assets in the Statement ofNet Assets because their use is limited by applicable bond covenants or statutory provisions. Restricted assets at June 30, 2006, were as follows: District-wide Capital Projects Bond SPLOST Proceeds Debt Service Funds Restricted Cash and Cash Equivalents: Debt Services Capital Acquisitions Restricted Investments: Capital Acquisitions $ 191,917 $ $ 168,826 $ 468,144 34,609 - 17 - CALHOUN COUNTY BOARD OF EDUCATION NOTES TO THE BASIC FINANCIAL STATEMENTS JUNE 30, 2006 EXHIBIT"H" Note 7: RISK MANAGEMENT The School District is exposed to various risks of loss related to torts; theft of, damage to, and destruction of assets; errors or omissions; job related illness or injuries to employees; acts of God and unemployment compensation. The School District has obtained commercial insurance for risk ofloss associated with torts, assets and errors or omissions. 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 acts of God. 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. A premium is charged when needed by the General Fund to each user program on the basis ofthe percentage of that fund's payroll to total payroll in order to cover estimated claims budgeted by management based on known claims and prior experience. The School District accounts for claims with expenses/expenditures and liability being reported when it is probable that a loss has occurred, and the amount of that loss can be reasonably estimated. Changes in the unemployment compensation claims liability during the last two fiscal years are as follows: 2005 2006 Beginning of Year Liability Claims and Changes in Estimates Claims Paid End of Year Liability $ 0 $ 22626 $ 22626 $ 0 $ 0 $ 22058 $ 22058 $ 0 The School District participates in the Georgia Education Workers' Compensation Trust, a public entity risk pool organized on December 1, 1991, to develop, implement and administer a program of workers' compensation self-insurance for its member organizations. The School District pays an annual premium to the Trust for its general insurance coverage. Additional insurance coverage is provided through an agreement by the Trust with the Midwest Employers Casualty Company to provide coverage for potential losses sustained by the Trust in excess of $500,000 loss per occurrence, up to $2,000,000. The School District has purchased surety bonds to provide additional insurance coverage as follows: Position Covered Amount Superintendent Each Principal $ 50,000 $ 10,000 - 18 - CALHOUN COUNTY BOARD OF EDUCATION NOTES TO THE BASIC FINANCIAL STATEMENTS JUNE 30, 2006 EXHIBIT"H" Note8: SHORT-TERMDEBT The School District obtains temporary loans in advance of property tax collections, depositing the proceeds in its General Fund. This short-term debt is to provide cash for operations until property tax collections are received by the School District. Article IX, Section V, Paragraph V of the Constitution ofthe State ofGeorgia limits the aggregate amount ofshort-term debt to 75 percent of the total gross income from taxes collected in the preceding year and requires all short-term debt to be repaid no later than December 31 of the calendar year in which the debt was incurred. Short-term debt activity for the fiscal year is as follows: Beginning Balance Issued Redeemed Ending Balance Temporary Loans $===0 $ 300,000 $ 300,000 $===0 Note 9: LONG-TERM DEBT CAPITAL LEASES The Calhoun County Board of Education has entered into various lease agreements as lessee for school buses and an energy management system. These lease agreements qualify as capital leases for accounting purposes and, therefore, have been recorded at the present value of the future minimum lease payments as of the date of their inception. GENERAL OBLIGATION DEBT OUTSTANDING General Obligation Bonds currently outstanding are as follows: Purpose Interest Rate Amount General Government - Series 2004 2.59% $.===:=!!!,s~20Y=,o~o=l!:o The changes in Long-Term Debt during the fiscal year ended June 30, 2006, were as follows: - 19 - CALHOUN COUNTY BOARD OF EDUCATION NOTES TO THE BASIC FINANCIAL STATEMENTS JUNE 30, 2006 EXHIBIT"H" Note 9: LONG-TERM DEBT Governmental Funds General Capital Obligation Leases Bonds Total Balance July 1, 2005 $ 90,979 $ 1,000,000 $ 1,090,979 Additions Capital Leases 232,337 232,337 Deductions Debt Retired 44,065 110,000 154,065 Balance June 30, 2006 $ 279.251 $ 890.000 $ 1,169.251 Portion of Long-Term Debt Due within One Year $ 41,058 $ 215,000 $ 256,058 At June 30, 2006, payments due by fiscal year which includes principal and interest for these items are as follows: Fiscal Year Ended June 30 Capital Leases Principal Interest 2007 2008 2009 2010 2011 2012 - 2016 2017 - 2021 $ 41,058 $ 14,539 42,969 12,628 11,953 10,629 12,604 9,978 13,290 9,292 78,123 34,787 79,254 11,074 Total Principal and Interest $ 279,251 $ 102.927 Fiscal Year Ended June 30 General Obligation Debt Principal Interest 2007 2008 2009 2010 $ 215,000 $ 220,000 225,000 230,000 20,267 14,633 8,871 2,979 Total Principal and Interest $ 890.000 $ 46,750 -20- CALHOUN COUNTY BOARD OF EDUCATION NOTES TO THE BASIC FINANCIAL STATEMENTS JUNE 30, 2006 EXHIBIT"H" Note 10: SIGNIFICANT 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 costs 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 basic financial statements. Note 11: RETIREMENT PLANS TEACHERS RETIREMENT SYSTEM OF GEORGIA (TRS) TRS PLAN DESCRIPTION Substantially all teachers, administrative and clerical personnel employed by local school systems are covered by the Teachers Retirement System ofGeorgia (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. 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 9.24% and employer contributions for the current fiscal year and the preceding two fiscal years are as follows: Fiscal Year Percentage Contributed Required Contribution 2006 2005 2004 100% 100% 100% $ 306,142 $ 290,585 $ 307,577 - 21 - (This page left intentionally blank) CALHOUN COUNTY BOARD OF EDUCATION GENERAL FUND SCHEDULE OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES BUDGET AND ACTUAL YEAR ENDED JUNE 30, 2006 SCHEDULE "1" REVENUES Property Taxes Sales Taxes State Funds Federal Funds Charges for Services Investment Earnings Miscellaneous Total Revenues EXPENDITURES 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 Other Support Services Food Services Operation Debt Service Total Expenditures Excess of Revenues over (under) Expenditures OTHER FINANCING SOURCES Other Sources Net Change in Fund Balances Fund Balances - Beginning NONAPPROPRIATED BUDGETS ORIGINAL (1} FINAL (1} ACTUAL AMOUNTS $ 1,775,949 $ 1,775,949 $ 1,784,891 30,000 30,000 43,081 3,798,679 3,798,779 3,892,244 1,148,317 1,229,263 1,313,227 16,430 16,430 17,175 7,500 7,500 16,652 18076 20,076 120,809 $ 6,794,951 $ 6,877,997 $ 7,188,079 $ 4,060,679 $ 4,037,057 $ 3,688,226 283,621 87,016 139,037 387,031 525,686 52,529 495,360 444,472 6,200 401,030 303,781 151,656 168,951 418,087 535,513 94,027 518,429 460,396 6,200 401,530 327,563 135,053 167,847 413,887 590,892 71,605 669,378 384,574 388,736 55,596 $ 6,882,661 $ 7,095,627 $ 6,893,357 $ -87,710 $ -217,630 $ 294,722 10 000 11 093 232,337 $ -77,710 $ -206,537 $ 527,059 495187 495187 456,199 Fund Balances - Ending $ 417 477 $ 288,650 $====98.,.3_,2=58= Notes to the Schedule of Revenues. Expenditures and Changes in Fund Balances Budget and Actual (1) Original and Final Budget amounts do not include budgeted revenues or expenditures of the various principal accounts. The accompanying schedule of revenues, expenditures and changes in fund balances budget and actual is presented on the modified accrual basis of accounting which is the basis of accounting used in the presentation of the fund financial statements. See notes to the basic financial statements. - 23- CALHOUN COUNTY BOARD OF EDUCATION SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS YEAR ENDED JUNE 30, 2006 SCHEDULE "2" FUNDING AGENCY PROGRAM/GRANT Agriculture, U. S. Department of Child Nutrition Cluster Pass-Through From Georgia Department of Education Food Services School Breakfast Program National School Lunch Program Total Child Nutrition Cluster Other Programs Pass-Through From Georgia Department of Education Food Donation (1) Total U. S. Department of Agriculture Education, U. S. Department of Special Education Cluster Pass-Through From Georgia Department of Education Special Education Grants to States Preschool Grants Total Special Education Cluster Other Programs Pass-Through From Georgia Department of Education Enhancing Education Through Technology Program Improving Teacher Quality State Grants Rural Education State Grants for Innovative Programs Title I Grants to Local Educational Agencies Vocational Education - Basic Grants to States Total U. S. Department of Education Labor, U. S. Department of Pass-Through From Georgia Department of Labor Workforce Investment Act Youth Activities CFDA NUMBER PASSTHROUGH ENTITY ID NUMBER EXPENDITURES IN PERIOD .* 10.553 10.555 N/A N/A $ $ (2) 352,679 352,679 10.550 N/A $ 18 916 371 595 84.027 84.173 N/A $ N/A $ 143,206 11 582 154,788 84.318 84.367 84.358 84.298 * 84.010 84.048 N/A N/A NIA N/A NIA N/A $ 10,325 96,976 31,986 4,282 458,433 20,292 777 082 17.259 N/A $ 38807 Total Federal Financial Assistance $=--==1.,.1..,.87,..4..,84,., NIA = Not Available Notes to the Schedule of Expenditures of Federal Awards (1) The amount shown for the Food Donation Program represents the Federally assigned value of nonmonetary assistance for donated commodities received and/or consumed by the School District during the current fiscal year. (2) Expenditures for the funds earned on the School Breakfast Program ($101,502) were not maintained separately and are included in the 2006 National School Lunch Program. Major Programs are identified by an asterisk (*) in front of the CFDA number. The School District did not provide Federal Assistance to any Subrecipient. The accompanying schedule of expenditures of Federal awards includes the Federal grant activity of the Calhoun 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 fund financial statements. See notes to the basic financial statements. -24- CALHOUN COUNTY BOARD OF EDUCATION SCHEDULE OF STATE REVENUE YEAR ENDED JUNE 30, 2006 AGENCY/FUNDING GRANTS Bright From the Start: Georgia Department of Early Care and Leaming Pre-Kindergarten Program 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 Upper Elementary Grades - Early Intervention (4-5) Program Middle Grades (6-8) Program High School General Education (9-12) Program Vocational Laboratory (9-12) Program Students with Disabilities Category I Category II Category Ill Category IV CategoryV Gifted Student - Category VI Remedial Education Program Media Center Program 20 Days Additional Instruction Staff and Professional Development Indirect Cost Central Administration School Administration . Facility Maintenance and Operations Categorical Grants Pupil Transportation Regular Bus Replacement Sparsity Sparsity - Alternative Nursing Services Principal Supplements Vocational Supervisors Mid-term Adjustment Hold-Harmless Education Equalization Funding Grant Food Services Vocational Education Austerity Reduction Other State Programs Alternative Program K-8 Statewide Reading and Mathematics Programs Preschool Handicapped Program Virtual Schools State Grant Human Resources, Georgia Department of Peer Mentoring Grant See notes to the basic financial statements. -25- SCHEDULE "3" GOVERNMENTAL FUND TYPE GENERAL FUND $ 92,886 110,147 133,202 410,191 198,691 251,737 24,434 339,931 247,784 156,664 19,475 166,366 126,448 34,101 28,495 22,057 16,542 64,871 20,703 12,602 262,212 192,169 174,604 158,171 27,744 208,546 12,000 31,428 2,328 4,546 136,536 240,826 20,592 12,213 -186,149 26,853 19,029 35,763 100 35406 s_ _ _ _3,:.;.89;;2.:,2;.;.4.4. . CALHOUN COUNTY BOARD OF EDUCATION SCHEDULE OF APPROVED LOCAL OPTION SALES TAX PROJECTS YEAR ENDED JUNE 30, 2006 SCHEDULE "4" PROJECT ORIGINAL ESTIMATED COST {1} CURRENT ESTIMATED COSTS {2} AMOUNT EXPENDED IN CURRENT YEAR '3} AMOUNT EXPENDED IN PRIOR YEARS {3} PROJECT STATUS The funding of the payment of principal and interest on the Calhoun County School District General Obligation Bonds, Series 1999, coming due on October 1, 2004 in an amount up to $100,000; rehabilitating, adding to, repairing, renovating, extending and improving Calhoun County Elementary School and Calhoun County Middle/High School, and related facilities useful or desirable in connection therewith, including without limitation, roof replacements and repairs, mechanical system repairs and replacements, wiring and infrastructure modifications, renovations and improvements to physical education and athletic facilities, additional parking and paving, and security systems; acquiring any necessary property therefor, both real and personal, and acquiring any necessary or desirable rights in connection therewith; renovations and repairs to the School District's bus shop; the acquisition and installation of technology additions and improvements; the acquisition of school buses; and purchasing school furnishings, equipment and fixtures; and paying costs incident to accomplishing the foregoing. $ 2,0001000 $ 2,0001000 $ 390?94 $ 387,873 Ongoing (1) The School District's 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 Calhoun County approved the imposition of a 1% sales tax to fund the above project and retire associated debt. 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 basic financial statements. - 26- CALHOUN COUNTY BOARD OF EDUCATION GENERAL FUND - QUALITY BASIC EDUCATION PROGRAM (QBE) ALLOTMENTS AND EXPENDITURES BY PROGRAM YE.AR ENDED JUNE 30, 2006 SCHEDULE "5" DESCRIPTION ALLOTMENTS FROM GEORGIA DEPARTMENT OF EDUCATION (1) (2) ELIGIBLE QBE PROGRAM COSTS SALARIES OPERATIONS TOTAL 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 Upper Elementary Grades-Early Intervention (4-5) Program Middle Grades (6-8) Program High School General Education (9-12) Program Vocational Laboratory (9-12) Program Students with Disabilities Category I Category II Category Ill Category IV CategoryV Gifted Student - Category VI Remedial Education Program Alternative Education Program 128,383 $ 153,532 471,929 230,026 288,236 27,974 390,500 286,228 185,157 440,849 24,516 19,532 31422 127,060 $ 136,002 430,881 236,098 247,960 154,924 323,711 391,133 170,646 20,554 303,566 108,622 52,571 6,846 42,073 21,966 10 117 2,737 $ 13,364 3,422 26,066 17,869 18,943 558 129,797 136,002 444,245 236,098 251,382 154,924 349,777 409,002 189,589 20,554 303,566 109,180 52,571 6,646 42,073 21,966 10 117 TOTAL DIRECT INSTRUCTIONAL PROGRAMS $ 2,678,284 $ 2,784,530 $ 82,959 $ 2,867,489 Media Center Program Staff and Professional Development 74,870 14604 126,028 1 566 22,120 13 291 148,148 14857 TOTAL QBE FORMULA FUNDS $ 2.912,124 $ 1181370 $ ===--31.,o3_0_,4=94= (1) Comprised of State Funds plus Local Five Mill Share. (2) Allotments do not include the impact of the State budget austerity reduction. See notes to the basic financial statements. - 27- SECTION II COMPLIANCE AND INTERNAL CONTROL REPORTS Russell W. Hinton STATE AUDITOR (404) 656-2174 DEPARTMENT OF AUDITS AND ACCOUNTS 270 Washington Street, S.W., Suite 1-156 Atlanta, Georgia 30334-8400 May 29, 2007 Honorable Sonny Perdue, Governor Members of the General Assembly Members of the State Board of Education and Superintendent and Members of the Calhoun County Board of Education REPORT ON INTERNAL CONTROL OVER FINANCIAL REPORTING AND ON COMPLIANCE AND OTHER MATTERS BASED ON AN AUDIT OF FINANCIAL STATEMENTS PERFORMED IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS Ladies and Gentlemen: We have audited the financial statements of the governmental activities, each major fund, and the aggregate remaining fund information ofCalhoun County Board ofEducation as ofand for the year ended June 30, 2006, which collectively comprise Calhoun County Board of Education's basic financial statements and have issued our report thereon dated May 29, 2007. 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 of the United States. Internal Control Over Financial Reporting In planning and performing our audit, we considered Calhoun County Board ofEducation's internal control over financial reporting in order to determine our auditing procedures for the purpose of expressing our opinions on the financial statements and not to provide an opinion on the internal 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 of the internal control over financial reporting that, in our judgment, could adversely affect Calhoun County Board of Education'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-6191-06-01, FS-6191-06-02 and FS-6191-06-03. 2006YB-40 A material weakness is a reportable condition in which the design or operation ofone or more ofthe internal control components does not reduce to a relatively low level the risk that misstatements caused by error or fraud in amounts that would be material in 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 of the 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, of the reportable conditions described above, we consider item FS-6191-06-01 to be a material weakness. Compliance and Other Matters As part of obtaining reasonable assurance about whether Calhoun 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 grant agreements, noncompliance with which could have a direct and material effect on the determination of financial statement amounts. However, providing an opinion on compliance with those provisions was not an objective of our audit, and accordingly, we do not express such an opinion. The results of our tests disclosed no instances of noncompliance or other matters that are required to be reported under Government Auditing Standards. This report is intended solely for the information and use of the management and members of the Calhoun County Board of Education and is not intended to be and should not be used by anyone other than these specified parties. Respectfully submitted, ~-A-:\~ Rus 11 W. Hinton, CPA, CGFM State Auditor RWH:as 2006YB-40 Russell W. Hinton STATE AUDITOR (404) 668-2174 DEPARTMENT OF AUDITS AND ACCOUNTS 270 Washington Street, S.W., Suite 1-156 Atlanta, Georgia 30334-8400 May 29, 2007 Honorable Sonny Perdue, Governor Members ofthe General Assembly Members ofthe State Board of Education and Superintendent and Members ofthe Calhoun County Board of Education REPORT ON COMPLIANCE WITH REQUIREMENTS APPLICABLE TO EACH MAJOR PROGRAM AND ON INTERNAL CONTROL OVER COMPLIANCE IN ACCORDANCE WITH 0MB CIRCULAR A-133 Ladies and Gentlemen: Compliance We have audited the compliance of Calhoun County Board of Education with the types of compliance requirements described in the U.S. Office ofManagement and Budget (0MB) Circular A-133 Compliance Supplement that are applicable to each ofits major Federal programs for the year ended June 30, 2006. Calhoun County Board ofEducation's major Federal programs are identified in the Summary of Auditor's Results Section of the accompanying Schedule of Findings 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 Calhoun County Board of Education's management. Our responsibility is to express an opinion on Calhoun 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 0MB Circular A133, Audits of States, Local Governments, and Non-Profit Organizations. Those standards and 0MB Circular A-133 require that we plan and perform the audit to obtain reasonable assurance about whether noncompliance with the types of compliance requirements referred to above that could have a direct and material effect on a major Federal program occurred. An audit includes 2006SA-30 examining, on a test basis, evidence about the Calhoun 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 Calhoun County Board of Education's compliance with those requirements. In our opinion, the Calhoun County Board of Education complied, in all material respects, with the requirements referred to above that are applicable to each ofits major Federal programs for the year ended June 30, 2006. Internal Control Over Compliance The management of Calhoun 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 Calhoun County Board of Education'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 0MB Circular A-133. We noted certain matters involving the internal control over compliance 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 compliance that, in our judgment, could adversely affect the Calhoun County Board of Education's ability to administer a major Federal program in accordance with applicable requirements oflaws, regulations, contracts and grants. Reportable conditions are described in the accompanying Schedule ofFindings and Questioned Costs as items FA-6191-06-01 and FA-6191-06-02. A material weakness is a reportable condition in which the design or operation ofone or more ofthe internal control components does not reduce to a relatively low level ofrisk that noncompliance with the applicable requirements of laws, regulations, contracts and grants caused by error or fraud 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 of performing their assigned functions. Our consideration ofthe internal control over compliance 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, we believe none of the reportable conditions described above are material weaknesses. 2006SA-30 This report is intended solely for the information and use of the management, members of the Calhoun County Board ofEducation, 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 submi~. RWH:as 2006SA-30 Rus 11 W. Hinton, CPA, CGFM State Auditor SECTION III AUDITEE'S RESPONSE TO PRIOR YEAR FINDINGS AND QUESTIONED COSTS CALHOUN COUNTY BOARD OF EDUCATION AUDITEE'S RESPONSE SUMMARY SCHEDULE OF PRIOR YEAR FINDINGS AND QUESTIONED COSTS YEAR ENDED JUNE 30, 2006 PRIOR YEAR FINANCIAL STATEMENT FINDINGS AND QUESTIONED COSTS FINDING CONTROL NUMBER AND STATUS FS-6191-03-03 FS-6191-04-01 FS-6191-04-02 FS-6191-04-03 FS-6191-04-04 FS-6191-05-01 FS-6191-05-02 FS-6191-05-03 Unresolved - See Corrective Action/Responses Further Action Not Warranted Further Action Not Warranted Unresolved - See Corrective Action/Responses Previously Reported Corrective Action Implemented Unresolved - See Corrective Action/Responses Partially Resolved - See Corrective Action/Responses Previously Reported Corrective Action Implemented CORRECTIVE ACTION/RESPONSES PROCUREMENT Failure to Maintain Documentation of Legal Compliance Finding Control Number: FS-6191-03-03 Calhoun County Board of Education has not entered into any new multi-year leases for office equipment. Previous lease agreements have not been amended. EXPENDITURES/LIABILITIES/DISBURSEMENTS EMPLOYEE COMPENSATION Inadequate Internal Control Procedures Finding Control Number: FS-6191-04-03 A review of employer costs for health insurance indicates that all certificated employees' costs were calculated and prescribed by Georgia Department of Education policy. CASH AND CASH EQUIVALENTS EXPENDITURES/LIABILITIES/DISBURSEMENTS EMPLOYEE COMPENSATION GENERAL LEDGER ACCOUNTING CONTROLS (OVERALL) Inadequate Accounting Procedures Finding Control Number: FS-6191-05-01 The Board will continue to strengthen procedures to ensure adequate accounting controls are put in place to ensure the accurate payment ofcompensation to employees, to ensure expenditures are properly documented, to ensure proper documentation ofjournal entries and to ensure that access to areas ofthe accounting system is restricted to only those who have an area of responsibility in the particular segment ofthe system accessed. - 1- CALHOUN COUNTY BOARD OF EDUCATION AUDITEE'S RESPONSE SUMMARY SCHEDULE OF PRIOR YEAR FINDINGS AND QUESTIONED COSTS YEAR ENDED JUNE 30, 2006 PRIOR YEAR FINANCIAL STATEMENT FINDINGS AND QUESTIONED COS,TS CORRECTIVE ACTION/RESPONSES CASH AND CASH EQUIVALENTS REVENUES/RECEIVABLES/RECEIPTS EXPENDITURES/LIABILITIES/DISBURSEMENTS Inadequate Accounting Procedures Finding Control Number: FS-6191-05-02 The Board will continue to provide training to the principals' staff to ensure adequate accounting controls are put in place to provide for separation ofduties, documentation of all accounting procedures and that compensation to employees is paid in accordance with established procedures. PRIOR YEAR FEDERAL AWARD FINDINGS AND QUESTIONED COSTS FINDING CONTROL NUMBER AND STATUS FA-6191-03-03 FA-6191-03-05 FA-6191-04-01 FA-6191-04-03 FA-6191-05-01 FA-6191-05-02 FA-6191-05-03 Previously Reported Corrective Action Implemented Previously Reported Corrective Action Implemented Previously Reported Corrective Action Implemented Partially Resolved - See Corrective Action/Responses Unresolved - See Corrective Action/Responses Previously Reported Corrective Action Implemented Partially Resolved - See Corrective Action/Responses CORRECTIVE ACTION/RESPONSES REPORTING Failure to File Accurate and Timely Completion Report Finding Control Number: FA-6191-04-03 The Finance Director will verify that any completion reports are accurate. Reports that are filed before closure of fiscal year will be reviewed and reopened upon closure ifthe data has changed. This process will begin in July 2006. -2 - CALHOUN COUNTY BOARD OF EDUCATION AUDITEE'S RESPONSE SUMMARY SCHEDULE OF PRIOR YEAR FINDINGS AND QUESTIONED COSTS YEAR ENDED JUNE 30, 2006 PRIOR YEAR FEDERAL AWARD FINDINGS AND QUESTIONED COSTS CORRECTIVE ACTION/RESPONSES MATCHING, LEVEL OF EFFORT AND EARMARKING Failure to Meet Maintenance of Effort Requirements Finding Control Number: FA-6191-05-01 The Finance Director will monitor general fund expenditures during year to ensure that the system maintains the ninety percent expenditure rate required under Title I. This monitoring will begin in July 2006. REPORTING Failure to File Accurate and Timely Completion Report Finding Control Number: FA-6191-05-03 The Finance Director will verify that any completion reports are accurate. Reports that are filed before closure of fiscal year will be reviewed and reopened upon closure if the data has changed. This process will begin in July 2006. -3 - SECTION IV FINDINGS AND QUESTIONED COSTS CALHOUN COUNTY BOARD OF EDUCATION SCHEDULE OF FINDINGS AND QUESTIONED COSTS YEAR ENDED JUNE 30, 2006 I SUMMARY OF AUDITOR'S RESULTS 1. Type of Report Issued on the Financial Statements The auditor's opinion on the Calhoun County Board ofEducation's financial statements was unqualified. 2. Reportable Conditions in Internal Control Disclosed by the Audit of the Financial Statements The audit report for the Calhoun County Board of Education disclosed financial statement reportable conditions related to the following control categories. Cash and Cash Equivalents Inventories Revenues/Receivables/Receipts Accounting Controls (Overall) Expenditures/Liabilities/Disbursements Employee Compensation General Ledger All ofthe reportable conditions described above are considered to be material weaknesses. 3. Noncompliance Material to the Financial Statements The audit of the Calhoun County Board of Education disclosed no instances of noncompliance that were deemed to be material to the financial statements. 4. Reportable Conditions in Internal Control Over Major Programs The audit report for the Calhoun County Board ofEducation disclosed reportable conditions in internal control over major programs for the following compliance requirements. Eligibility Special Tests and Provisions None ofthe reportable conditions described above are considered to be material weaknesses. 5. Type of Report Issued on Compliance for Major Programs The auditor's opinion on the Calhoun County Board of Education'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 Calhoun County Board of Education's audit disclosed audit findings required to be reported by section .510(a) ofOMB Circular A-133. These audit findings are included in section IV of this report. 7. Major Programs Federal awards audited as major programs are as follows: 10.553 Food Services - School Breakfast Program 10.555 Food Services - National School Lunch Program 84.010 Title I Grants to Local Educational Agencies - 1- CALHOUN COUNTY BOARD OF EDUCATION SCHEDULE OF FINDINGS AND QUESTIONED COSTS YEAR ENDED JUNE 30, 2006 I SUMMARY OF AUDITOR'S RESULTS 8. Type "A" Program Dollar Threshold The dollar threshold for type "A" programs was $300,000. 9. Low Risk Auditee The Calhoun County Board ofEducation did not qualify as a low risk auditee as defined by Section .530 of 0MB Circular A-133. II FINANCIAL STATEMENT FINDINGS AND QUESTIONED COSTS CASH AND CASH EQUIVALENTS INVENTORIES REVENUES/RECEIVABLES/RECEIPTS EXPENDITURES/LIABILITIES/DISBURSEMENTS EMPLOYEE COMPENSATION GENERAL LEDGER ACCOUNTING CONTROLS (OVERALL) Inadequate Accounting Procedures Reportable Condition - Material Weakness Finding Control Number: FS-6191-06-01 Condition: This is a repeat finding (FS-6191-05-01, FS-6191-04-01 and FS-6191-03-01) from the years ended June 30, 2005, 2004, and 2003, respectively. The accounting procedures of the School District were insufficient to provide adequate internal controls over numerous control categories. Criteria: The School District's management is responsible for designing and maintaining internal controls that provide reasonable assurance that transactions are processed according to established procedures. Such internal controls would limit any one individual's access to both physical assets and the related accounting records. Questioned Cost: NIA Information: Cash and Cash Equivalents The School District's School Food Service account did not reconcile to the general ledger by $37,230. An audit adjustment in the amount of $36,735 was proposed and made which left an unidentified variance of $495. -2 - CALHOUN COUNTY BOARD OF EDUCATION SCHEDULE OF FINDINGS AND QUESTIONED COSTS YEAR ENDED JUNE 30, 2006 II FINANCIAL STATEMENT FINDINGS AND QUESTIONED COSTS CASH AND CASH EQUIVALENTS INVENTORIES REVENUES/RECEIVABLES/RECEIPTS EXPENDITURES/LIABILITIES/DISBURSEMENTS EMPLOYEE COMPENSATION GENERAL LEDGER ACCOUNTING CONTROLS (OVERALL) Inadequate Accounting Procedures Reportable Condition - Material Weakness Finding Control Number: FS-6191-06-01 The School District failed to investigate reconciling items on the operating account's bank reconciliations in a timely manner. Several items on the operating account's bank reconciliation carried forward for numerous years. The School District's bank reconciliations did not include evidence of approval by someone other than the person performing the bank reconciliation function. Inventories The School District failed to record the USDA and Purchased Food Inventories on the accounting records. An audit adjustment was necessary to record the prior year inventory balance on the books. Revenues/Receivables/Receipts The School District did not have procedures in place to ensure that all revenues were accurately posted to the accounting records. School Food Service revenues were overstated by $36,735. An audit adjustment was necessary to reconcile School Food Service revenues to the amounts reported by the Georgia Department of Education. Expenditures/Liabilities/Disbursements The School District did not have procedures in place to ensure all expenditures were adequately documented, properly coded, checked for accuracy, or properly approved before disbursement offunds. Our tests of operating expenditures revealed instances where funds were disbursed without proper coding, approval or proper documentation to support the expenditure. -3- CALHOUN COUNTY BOARD OF EDUCATION SCHEDULE OF FINDINGS AND QUESTIONED COSTS YEAR ENDED JUNE 30, 2006 II FINANCIAL STATEMENT FINDINGS AND QUESTIONED COSTS CASH AND CASH EQUIVALENTS INVENTORIES REVENUES/RECEIVABLES/RECEIPTS EXPENDITURES/LIABILITIES/DISBURSEMENTS EMPLOYEE COMPENSATION GENERAL LEDGER ACCOUNTING CONTROLS (OVERALL) Inadequate Accounting Procedures Reportable Condition - Material Weakness Finding Control Number: FS-6191-06-01 Employee Compensation The School District did not have adequate procedures in place to ensure that employee compensation expenditures were approved before disbursement of funds. Our tests of 26 employees' compensation records revealed that six employees were overpaid by a total of $2,077 due to errors in salary calculations, hours worked on the timesheets, and advancing leave. The School District underpaid one employee a total of $8,777 due to failing to pay a retirement payout. The School District also failed to properly calculate two employees' leave balances. In addition, the School District could not provide supporting documentation for extra pay provided to one employee in the amount of $970. There was no independent review of the leave records of the Payroll Clerk and School Food Service Bookkeeper to determine that their leave records were accurate and properly maintained. General Ledger The School District did not have adequate procedures in place to ensure that journal entries were properly documented and approved before posting to the general ledger. Our tests of twenty journal entries posted to the general ledger revealed four that did not have adequate supporting documentation and one that was not approved. Accounting Controls (Overall) Access controls in the Financial System do not prevent users from accessing accounting functions that are outside of their area of responsibility. -4 - CALHOUN COUNTY BOARD OF EDUCATION SCHEDULE OF FINDINGS AND QUESTIONED COSTS YEAR ENDED JUNE 30, 2006 II FINANCIAL STATEMENT FINDINGS AND QUESTIONED COSTS CASH AND CASH EQUIVALENTS INVENTORIES REVENUES/RECEIVABLES/RECEIPTS EXPENDITURES/LIABILITIES/DISBURSEMENTS EMPLOYEE COMPENSATION GENERAL LEDGER ACCOUNTING CONTROLS (OVERALL) Inadequate Accounting Procedures Reportable Condition - Material Weakness Finding Control Number: FS-6191-06-01 Cause: These deficiencies were a result of management's failure to implement adequate controls to ensure that: bank statements are properly reconciled and reviewed; inventories are properly recorded; revenues are properly recorded; expenditures are properly documented, processed, and approved before disbursement of funds; all amounts paid to system employees are adequately documented and properly approved; approved sick leave records are properly adjusted and reviewed; journal entries are adequately documented and approved before posting to the general ledger and access to financial system information is limited. Effect: Errors and/or irregularities may not be detected in a timely manner. Recommendation: The School District should establish and implement appropriate procedures to strengthen internal controls over: reconciliation of bank statements to the general ledger, recording inventories, recording revenues, processing expenditures, processing employee compensation, maintaining approved leave records, and posting journal entries to the general ledger. Additionally, management should ensure that the access controls in the accounting information system complement the system ofinternal control by limiting an employee's access to only the accounting functions necessary for the performance of that employee's duties. The School District should seek reimbursement for the salary overpayments for deposit to the School's District's General Fund and should make payment for the underpayment to the appropriate employee. -5- CALHOUN COUNTY BOARD OF EDUCATION SCHEDULE OF FINDINGS AND QUESTIONED COSTS YEAR ENDED JUNE 30, 2006 II FINANCIAL STATEMENT FINDINGS AND QUESTIONED COSTS CASH AND CASH EQUIVALENTS REVENUES/RECEIVABLES/RECEIPTS EXPENDITURES/LIABILITIES/DISBURSEMENTS Inadequate Accounting Procedures over School Activity Accounts Reportable Condition Finding Control Number: FS-6191-06-02 Condition: This is a repeat finding (FS-6191-05-02 and FS-6191-04-02) from the years ended June 30, 2005, and 2004, respectively. The accounting procedures of the School District were insufficient to provide adequate internal controls over the school activity accounts. Criteria: The School District's management is responsible for designing and maintaining internal controls that provide reasonable assurance that transactions are processed according to established procedures. Questioned Cost: NIA Information: Cash and Cash Equivalents The bank reconciliation function was not separated from the record keeping and voucher payment function. An undocumented journal entry was made to cash in the amount of $722. The bank reconciliations did not include evidence of approval by someone other than the person performing the bank reconciliation. Revenues/Receivables/Receipts Deposit preparation was not separated from the record keeping and cash custody functions. The only documentation noted for receipts were copies of receipts from the receipt books which were not maintained, therefore, the tracing of deposits in the receipt book to deposits made to the school activity account's bank account was not possible. Expenditures/Liabilities/Disbursements The check writing function was not separated from the record keeping or processing of signed checks. -6 - CALHOUN COUNTY BOARD OF EDUCATION SCHEDULE OF FINDINGS AND QUESTIONED COSTS YEAR ENDED JUNE 30, 2006 II FINANCIAL STATEMENT FINDINGS AND QUESTIONED COSTS CASH AND CASH EQUIVALENTS REVENUES/RECEIVABLES/RECEIPTS EXPENDITURES/LIABILITIES/DISBURSEMENTS Inadequate Accounting Procedures over School Activity Accounts Reportable Condition Finding Control Number: FS-6191-06-02 Documentation was not found for eight offifteen expenditures tested. There was no information found for two offifteen expenditures tested. Additionally, the voucher packages did not contain the account to which the expenditure should be charged. Cause: The School District has not assigned responsibilities to achieve appropriate separation of duties nor utilized management oversight of the incompatible activities to properly safeguard assets. These deficiencies were also a result of management's failure to ensure that internal controls were established, implemented and functioning at the school level. Effect: Errors/irregularities may not be detected in a timely manner. Recommendation: The School District should implement procedures to ensure that the key accounting functions of custody, record keeping and authorization are separated and/or utilize management oversight of these incompatible activities. Management should also revise and monitor controls to provide reasonable assurance that transactions are processed according to established procedures. GENERAL LEDGER Failure to Report the Financial Statements in a Timely Manner Reportable Condition Finding Control Number: FS-6191-06-03 Condition: The School District failed to submit the DE046 financial report to the Georgia Department of Education in a timely manner. Criteria: Chapter 1Introduction to LUA Accounting ofthe Financial Management for Georgia Local Units of Administration indicates that "accounting records must provide meaningful, reliable, accurate and timely information to the many persons and groups with legitimate interests in the financial affairs of an LUA." Questioned Cost: NIA -7- CALHOUN COUNTY BOARD OF EDUCATION SCHEDULE OF FINDINGS AND QUESTIONED COSTS YEAR ENDED JUNE 30, 2006 II FINANCIAL STATEMENT FINDINGS AND QUESTIONED COSTS GENERAL LEDGER Failure to Report the Financial Statements in a Timely Manner Reportable Condition Finding Control Number: FS-6191-06-03 Information: The School District's DE046 financial report was submitted to the Georgia Department of Education on October 10, 2006. Cause: Management failed to comply with the due date of September 30, 2006, as established by the Georgia Department of Education. Effect: The failure ofthe School District to prepare and submit the financial report in a timely manner prohibits legitimate users of the report from being able to have timely access to the financial information provided. Recommendation: The School District should implement controls to ensure that Georgia Department of Education's policies and procedures are followed and implement procedures to ensure that the DE046 financial report is submitted in a timely manner. III FEDERAL AWARD FINDINGS AND QUESTIONED COSTS ELIGIBILITY Failure to Complete Application Process Reportable Condition U.S. Department ofAgriculture Through Georgia Department of Education School Breakfast Program (CFDA 10.553) National School Lunch Program (CFDA 10.555) Finding Control Number: FA-6191-06-01 Condition: The School District did not have adequate procedures in place to ensure that applications were on file for all students participating in the School Breakfast Program (CFDA 10.553) and the National School Lunch Program (CFDA 10.555). Criteria: The School District participates in Provision II of the Special Assistance Provision for the breakfast and lunch programs. Fiscal year 2005-2006 was a base year for the School District, and applications were required to be taken for all students in attendance. Per 7 CFR 245.6 a child's family must submit an application to the LEA in order for the child to qualify for free or reducedprice meals under the School Breakfast and National School Lunch Program. The application must be approved and maintained on file. - 8- CALHOUN COUNTY BOARD OF EDUCATION SCHEDULE OF FINDINGS AND QUESTIONED COSTS YEAR ENDED JUNE 30, 2006 III FEDERAL AWARD FINDINGS AND QUESTIONED COSTS ELIGIBILITY Failure to Complete Application Process Reportable Condition U. S. Department of Agriculture Through Georgia Department of Education School Breakfast Program (CFDA 10.553) National School Lunch Program (CFDA 10.555) Finding Control Number: FA-6191-06-01 An LEA may determine eligibility of a student based on information concerning the child's household participation in the Food Stamp and/or AFDC programs. This process ofdirectly certifying a student can replace the application process. Questioned Cost: NIA Information: The School District did not have adequate procedures in place to ensure that applications were on file as required. Applications were not found for six out ofthirty students selected. In addition, Direct Certification information was not available for four out of thirty students selected. Cause: The School District did not have adequate procedures in place to ensure that the application process was complete for all students in attendance. Effect: Failure to properly complete the application process can result m noncompliance with the requirements ofthe Federal grant. Recommendation: Procedures should be implemented to ensure that applications are approved and maintained on file for all students in attendance and that Direct Certification information is accessible by School District personnel. The Georgia Department of Education should evaluate the School District's compliance with program requirements and determine ifa reclaim offunds is appropriate. -9- CALHOUN COUNTY BOARD OF EDUCATION SCHEDULE OF FINDINGS AND QUESTIONED COSTS YEAR ENDED JUNE 30, 2006 III FEDERAL AWARD FINDINGS AND QUESTIONED COSTS SPECIAL TESTS AND PROVISIONS Deficiencies Over the Verification Process Reportable Condition U. S. Department of Agriculture Through Georgia Department of Education School Breakfast Program (CFDA 10.553) National School Lunch Program (CFDA 10.555) Finding Control Number: FA-6191-06-02 Condition: A review of the School District's verification process of free and reducedprice meal applications for the Child Nutrition Cluster (CFDA 10.553 and 10.555) revealed the School District failed to terminate benefits as required. Criteria: The U. S. Department ofAgriculture's Eligibility Guidance for School meals Manual FNS-274 Part 7 and 7 CFR 245.6a state, "should the household fail to cooperate with verification efforts, the school or School Food Authority shall reduce or terminate benefits, as applicable." Questioned Cost: NIA Information: The School District selected eleven households for verification purposes. Nine of eleven households did not respond to the School District's verification efforts. The School District did not terminate benefits for five of the nine households that failed to cooperate with verification efforts. Cause: Management failed to implement appropriate procedures to ensure compliance with Federal guidelines regarding the verification process offree and reduced-price meal applications. Effect: Failure to ensure the verification process is complete can result in material noncompliance with the requirements of the Federal grant. Recommendation: Procedures should be implemented to ensure that verification of free and reduced-price meal applications is performed in accordance with Federal guidelines. The Georgia Department ofEducation should evaluate the School District's compliance with program requirements and determine ifa reclaim of funds is appropriate. - 10 - SECTIONV MANAGEMENT'S RESPONSES CALHOUN COUNTY BOARD OF EDUCATION SCHEDULE OF MANAGEMENT'S RESPONSES YEAR ENDED JUNE 30, 2006 Finding Control Number: FS-6191-06-01 We concur with the finding. The Board will strengthen procedures to ensure proper coding, documentation, and approval of all expenditures, including employee compensation, before disbursing funds. The Board will strengthen procedures to ensure adequate documentation and approval ofall entries to General Ledger. The Board will strengthen procedures to ensure adequate checks and balances are in place to ensure the integrity of all receiving, recording, dispersing, and reconciling activities. The size of central office staff requires that all staff perform multiple roles in accounting system. The ability of our software system to differentiate these positions to prevent access to functions outside their responsibilities is limited. The Board will continue to work with Georgia Department of Education to resolve this problem. New procedures will begin in July 2007. Finding Control Number: FS-6191-06-02 We concur with the finding. The Board will institute additional training and monitoring procedures for school level personnel to ensure adequate internal controls are established for School Activity Accounts. Central Office personnel will provide monthly assistance and oversight to school level personnel. The Schools are being provided with a common software accounting program to facilitate training and monitoring activities to be provided. New software will be purchased in July 2007, and training and monitoring will begin at that time. Finding Control Number: FS-6191-06-03 We concur with the finding. The Board will institute procedures to ensure that Financial Statements are transmitted to Georgia Department of Education in a timely manner. Finding Control Number: FA-6191-06-01 We concur with the finding. The Board shall implement procedures to ensure that applications are approved and maintained on file for all students in attendance and that School District Certification information is accessible by all School District personnel. New procedures will be disseminated in July 2007. - 1- CALHOUN COUNTY BOARD OF EDUCATION SCHEDULE OF MANAGEMENT'S RESPONSES YEAR ENDED JUNE 30, 2006 Finding Control Number: FA-6191-06-02 We concur with the finding. The Board shall implement procedures to ensure that verification of free and reduced-price meal applications is performed in accordance with Federal guidelines. Procedures will put in place beginning July 2007. Contact Person: Harvey Causey, Financial Director Phone: (229) 849-2765 Fax Number: (229) 849-2113 E-mail Address: HarveyCausey@calhoun.kl2.ga.us -2-