Audit report, Candler County Board of Education, Metter, Georgia, year ended June 30, 1999

AUDIT REPORT CANDLER COUNTY BOARD OF EDUCATION
METTER, GEORGIA YEAR ENDED JUNE 30, 1999

CANDI ER 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

COMBINED STATEMENTS- OVERVIEW

A

COMBINED BALANCE SHEET

ALL FUND TYPES AND ACCOUNT GROUP

B

COMBINED STATEMENT OF REVENUES, EXPENDITURES AND

CHANGES IN FUND BALANCES

ALL GOVERNMENTAL FUND TYPES

C

COMBINED STATEMENT OF REVENUES, EXPENDITURES AND

CHANGES IN FUND BALANCES - BUDGET AND ACTUAL

(NON-GAAP BASIS)

GENERAL AND SPECIAL REVENUE FUNDS

D NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

ADDITIONAL FINANCIAL INFORMATION

COMBINING STATEMENTS

SPECIAL REVENUE FUND

E

COMBINING BALANCE SHEET

F

COMBINING STATEMENT OF REVENUES, EXPENDITURES

AND CHANGES IN FUND BALANCES

SCHEDULES

1 SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS

2 SCHEDULE OF STATE REVENUE

3 SCHEDULE OF APPROVED LOCAL OPTION SALES TAX PROJECTS

4 SCHEDULE OF EXPENDITURES

LOTTERY PROGRAMS

ANALYSIS OF MINIMUM EXPENDITURE REQUIREMENTS

GENERAL FUND - QUALITY BASIC EDUCATION PROGRAMS

5

OVERALL

6

BYPROGRAM

~
2 4 7 8
18 20 22 24 25 26 27 28

CANDLER COUNTY BOARD OF EDUCATION - TABLE OF CONTENTS -
SECTION II COMPLIANCE AND INTERNAL CONTROL 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 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
SECTIONN FINDINGS AND QUESTIONED COSTS SCHEDULE OF FINDINGS AND QUESTIONED COSTS

SECTION! FINANCIAL

RussELL \\'. H1NT01,; STATE AUDITOR (404} 656-2174

DEPARTMENT OF AUDITS AND ACCOUNTS
254 \Vashington Strccl. S.W., Suite 214 Atlanta, Georgia 30334-841111
May 26, 2000

Honorable Roy E. Barnes, Governor Members of the General Assembly Members of the State Board of Education
and Superintendent and Members of the Candler County Board of Education
INDEPENDENT AUDITOR'S COMBINED REPORT ON GENERAL PURPOSE FINANCIAL STATEMENTS AND SUPPLEMENTARY INFORMATION SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS
Ladies and Gentlemen:
We have audited the accompanying general purpose financial statements of the Candler County Board of Education, as of and for the year ended June 30, 1999, as listed in the table of contents. These general purpose financial statements are the responsibility of the Candler 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 generally accepted auditing standards and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States. Those standards require that we plan and perform the audit to obtain reasonable assurance about whether the financial statements are free of material misstatement. An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the financial statements. An audit also includes assessing the accounting principles used and significant estimates made by management, as well as evaluating the overall financial statement presentation. We believe that our audit provides a reasonable basis for our opinion.
As described in the notes to the general purpose financial statements, the Board'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:
* The general purpose financial statements of the Board did not contain a General Fixed Assets
Account Group to account for property and equipment owned by the Board which should be included to conform to generally accepted accounting principles.

99ARL-13

* 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 did not recognize as expenditures, in the year ended June 30, 1999, a portion of salaries
and the corresponding employer's cost of related benefits earned for contractual services completed prior to June 30, 1999. Also funds received, subsequent to June 30, 1999, 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, 1998, were improperly recorded in the year ended June 30, 1999. 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 Candler County Board of Education as of June 30, 1999, and the results of its operations for the year then ended, in conformity with generally accepted accounting principles.
In accordance with Government Auditing Standards, we have also issued our report dated May 26, 2000, on our consideration of the Candler County Board of Education's internal control over financial reporting and our tests of its compliance with certain provisions of laws, regulations, contracts and grants.
Our audit was performed for the purpose of forming an opinion on the general purpose financial statements of the Candler County Board of Education taken as a whole. The accompanying combining statements (Exhibits E and F) and the financial schedules (Schedules 1 through 6), 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 general purpose financial statements. Such information 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 information is fairly presented in all material respects in relation to the general purpose financial statements taken as a whole.
99ARL-13

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.

Re tfi II bmitted,

RWH:gp 99ARL-13

w.~
R ssell W. Hmton
State Auditor

CANDLER COUNTY BOARD OF EDUCATION

CANDLER COUNTY BOARD OF EDUCATION COMBINED BALANCE SHEET
ALL FUND TYPES AND ACCOUNT GROUP JUNE 30 1999

ASSETS
Cash and Cash Equivalents
Accounts Receivable
Inventories Food Donated Commodities Purchased Food
Amount Available in Debt Service Fund
Amount to be Provided in Future Years For Payment of: Bond Debi Capital Lease Agreements

GENERAL FUND
711,029.90
100,758.46

GOVERNMENTAL FUND TYPES

SPECIAL

CAPITAL

REVENUE

PROJECTS

FUND

FUND

335,099.10

4,275,444.49

115,066.83

12,239.25 1,714.83

Total Assets

811 788.36 $

464 120.01 $ 4 275 444.49

LIABILITIES AND FUND EQUITY
LIABILITIES
Accounts Payable Salaries Payable Expired Grant Balances Payable Deferred Revenue Contracts Payable
Retainages Payable Capital Lease Agreements General Obligation Bonds Payable
Total Liabilities
FUND EQUITY
Fund Balances Reserved For Bus Replacement Funds For Continuation of Federal Programs For Debt Service For Expired Grant Balances/Questioned Costs For Inventories Food Donated Commodities Purchased Food For Purposes of Bond Issue Unreserved Un designated
Total Fund Equity

38,134.14 $

51,966.88 120,449.22
10,981.51

226,590.55 67,865.19

38134.14 $

183 397.61 $

294 455.74

8,040.61
765 613.61 773 654.22

33,506.78

12,239.25 1,714.83 $
233 261.54
280 722.40 $

3,980,988.75 0.00
3 980 988.75

Total Liabilities and Fund Equity

811 788.36

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

464 120.01 $ 4 275 444.49

EXHIBIT"A"

DEBT SERVICE
FUND
984,765.24
158,822.75

ACCOUNT GROUP
GENERAL LONG-TERM
DEBT

TOTALS

{Memorandum Onl:t:l

JUNE 30 1999

JUNE30 1998

6,306,338.73

5,945,492.19

374,648.04

480,844.79

1,143,587.99

12,239.25 1,714.83
1,143,587.99

6,890.47 2,463.72
396,970.09

3,756,412.01 118556.14

3,756,412.01 118 556.14

4,503,029.91 199 319.27

1 143 587.99 $ 5 018 556.14 $ 11713496.99 $ 11 535 010.44

118,556.14 4 900 000.00
5 018 556.14

90,101.02 120,449.22
10,981.51
226,590.55 67,865.19 118,556.14 4 900 000.00
5 534 543.63

104,328.32 114,937.83
6,261.34 25,000.00
199,319.27 4 900 000.00
5 349 846.76

1,143,587.99
0.00 1143 587.99

$ 33,506.78 1,143,587.99
8,040.61

2,823.37 149,092.90 396,970.09
8,115.24

12,239.25 1,714.83 3,980,988.75
998 875.15
6178 953.36 $

6,890.47 2,463.72 4,796,850.40
821 957.49
6185163.68

1 143 587.99 $ 5018556.14 $ 11713496.99 $ 11 535 010.44 -3-

CANDLER COUNTY BOARD OF EDUCATION COMBINED STATEMENT OF REVENUES EXPENDITURES AND CHANGES IN FUND BALANCES
ALL GOVERNMENTAL FUND TYPES YEAR ENDED JUNE 30 1999

REVENUES
State Funds Federal Funds Taxes Other Funds
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 Community Services Operations
Capital Outlay Debt Service
Principal Interest Paying Agent Fees
Total Expenditures
Excess of Revenues over (under) Expenditures
OTHER FINANCING SOURCES {USES)
Accrued Interest on Bonds Sold Proceeds from General Obligation Bonds
Par Value Discount on Bonds Sold Capital Leases Operating Transfers In Operating Transfers Out
Total Other Financing Sources (Uses)
Excess of Revenues and Other Financing Sources over (under) Expenditures and Other Financing Uses
FUND BALANCE JULY 1
Food Inventory - Net Change in Period Donated Commodities Purchased Food

GENERAL FUND

SPECIAL REVENUE
FUND

$ 7,336,594.50 $

488,602.45

1,365,569.79

1,635,935.06

118 969.04

227 547.66

9 091 498.60 $

2 081 719.90

5,933,577.15
250,981.83 274,147.63 170,483.87 285,691.06 665,962.16 110,073.73 705,115.60 375,407.86
39,676.20
1,253.72 15,075.00
80,763.13 13,152.83

1,108,906.15
83,066.86 43,043.04
1,393.64 4,797.00
40.00 11,072.89 2,002.19 40,139.96 898,961.46

$ 8 921 361.77 $ 2193 423.19

170136.83

111 703.29

$ -6 614.85
6 614.85 $

6,614.85 6 614.85

$

163,521.98 $

-105,088.44

610,132.24

381,210.95

5,348.78 -748.89

FUND BALANCE JUNE 30

$

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

773 654.22 $

280 722.40

EXHIBIT"B"

CAPITAL PROJECTS
FUND

DEBT SERVICE
FUND

TOTALS

{Memorandum Only} YEAR ENDED

JUNE 30, 1999

JUNE 30, 1998

$ 252,720.09

$
1,007,592.67 28 804.40

7,825,196.95 $ 1,365,569.79 2,643,527.73
628041.19

7,104,468.89 1,454,237.26 1,892,272.80
473 002.99

$

252 720.09 $ 1036397.07 $ 12,462,335.66 $ 10 923 981.94

$ 1,068,581.74

$

$ 1068581.74 $

$

-815,861.65 $

$
289,779.17 289 779.17 $ 746 617.90 $

7,042,483.30 $
334,048.69 317,190.67 170,483.87 287,084.70 670,759.16 110,113.73 716,188.49 377,410.05
79,816.16 898,961.46
1,253.72 1,083,656.74
80,763.13 302,932.00
12 473145.87 $
-10810.21 $

6,471,161.77
308,171.39 299,121.77 157,441.75 240,965.22 599,935.37 255,262.81 610,323.32 355,222.47
42,470.12 847,356.68
1,299.87 231,360.14
87,656.98 14,526.88
500.00
10,522,776.54
401 205.40

$

-815,861.65 $

4,796,850.40

$

22,159.58

4,900,000.00

-3,615.00

168,938.88

$

6,614.85

25,283.51

-6 614.85

-25,283.51

$

0.00 $ 5 087,483.46

746,617.90 $ 396,970.09

-10,810.21 $ 6,185,163.68

5,488,688.86 695,473.24

5,348.78 -748.89

943.24 58.34

$ 3,980,988.75 $ 1 143 587.99 $ 6,178,953.36 $ 6, 185,163.68 -5-

CANDLER 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 1999

EXHIBIT"C"

REVENUES
State Funds Federal Funds Taxes Other Funds
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 Community Services Operations
Capital Outlay Debt Service
Total Expenditures
Excess of Revenues over (under) Expenditures
OTHER FINANCING SOURCES /USES)
Other Sources Other Uses
Total Other Financing Sources (Uses)
Excess of Revenues and Other Financing Sources over (under) Expenditures and Other Financing Uses
FUND BALANCE JULY 1 1998
Adjustments Food Inventory - Net Change in Period
Donated Commodities Purchased Food

GENERAL FUND

ACTUAL

(BUDGET

BUDGET

BASIS)

$ 6,696,229.00 $ 7,336,594.50
1,500,000.00 1,635,935.06 118,969.04
$ 8,196,229.00 $ 9,091,498.60

$ 5,493,152.00 $ 5,933,577.15

221,159.00 227,170.00 136,834.00 294,390.00 575,490.00
85,000.00 574,500.00 347,500.00
15,900.00

250,981.83 274,147.63 170,483.87 285,691.06 665,962.16 110,073.73 705,115.60 375,407.86
39,676.20

130,000.00

1,253.72 15,075.00 93,915.96

$ 8,101,095.00 $ 8,921,361.77

95,134.00 $ 170,136.83

$ -6,614.85 -6,614.85
$ 95,134.00 $ 163,521.98 536,033.13 610,132.24 4,488.68

FUND BALANCE JUNE 30 1999

$ 635,655.81 $ 773,654.22

SPECIAL REVENUE FUND

ACTUAL

(BUDGET

BUDGET

BASIS)

51,138.00 $ 488,602.45 903,806.03 1,365,569.79
184,462.87 227,547.66
$1,139,406.90 $2,081,719.90

326,328.00 $1,108,906.15

9.00 5,590.00

83,066.86 43,043.04

2,200.00
20,400.00 780,287.60

1,393.64 4,797.00
40.00 11,072.89 2,002.19 40,139.96 898,961.46

$ 1,134,814.60 $ 2,193,423.19 4,592.30 $ -111,703.29

8,438.70 $ 6,614.85

8,438.70 $ 6,614.85

13,031.00 $ -105,088.44

417,340.71

381,210.95

-7,637.20

5,348.78 -748.89

$ 422,734.51 $ 280,722.40

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

CANDLER COUNTY BOARD OF EDUCATION

EXHIBIT "D"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

TTJNE 30 1999

Note 1: ST TMMARY OF SIGNIFICANT ACCOT JNTING POLICIES
REPORTING ENTITY
The Candler County Board of Education (Board) 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 Board is a primary government and consists of all the organizations that compose its legal entity.
FUND ACCOUNTING
The Board uses funds and an account group to report on its financial position and the results of its operations. Fund accounting is designed to demonstrate legal compliance and to aid financial management by segregating transactions related to certain governmental functions or activities. A fund is a separate accounting entity with a self-balancing set of accounts. An account group is a financial reporting device designed to provide accountability for certain assets and liabilities that are not recorded in the funds because they do not directly affect expendable available financial resources.
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 Board. 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 Board, in compliance with generally accepted accounting principles applicable to governmental units, unless otherwise disclosed in these notes. Funds and the account group presented in this report are as follows:
GOVERNMENTAL FUND TYPES - are used to account for all or most of a Board's educational activities. Governmental Fund Types include:
GENERAL FUND - the fund used to account for all financial resources of the Board 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 ofspecific 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.
-8-

CANDLER cm JNTY BOARD OF EDlJCATION

EXHIBIT "D"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30 1999

Note I: 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.
DEBT SERVICE FUND - the fund used to account for the accumulation ofresources for, and the payment of, general long-term principal, interest and paying agent fees.
ACCOUNT GROUP
GENERAL LONG-TERM DEBT ACCOUNT GROUP - A financial reporting device used to account for general obligation debt outstanding and capital lease obligations.
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 of these funds present increases (i.e., revenues and other financing sources) and decreases (i.e., expenditures and other financing uses) in net current assets. Their reported fund balance is considered a measure of available spendable resources.
Liabilities which are expected to be financed from available spendable resources are reported as liabilities in the governmental funds. Other liabilities, which are not expected to be financed from available spendable resources, are reported in the General Long-Term Debt Account Group.
Governmental funds are accounted for using the modified accrual basis of accounting under which:
Revenues are recognized when susceptible to accrual (i.e., when they become both measurable and available). "Measurable" means the amount ofthe transaction can be determined and "available" means collectible within the current period or soon enough thereafter to be used to pay liabilities ofthe current period. Those revenues considered susceptible to accrual are property taxes, local option sales taxes, intergovernmental grants and investment income.
Expenditures are generally recognized when the related fund liability is incurred.
A departure from the above definitions 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 1999, a substantial number of personnel of the Board were employed for a one hundred and ninety day period beginning in late August 1998 and ending in early June 1999. Personnel contracts for this employment period specify that compensation be paid in twelve equal monthly payments beginning in September 1998 and ending in August 1999. State grants to fund the State's share of these contracts were disbursed from the Georgia Department of Education to the Board in the same twelve months. As of June 30, 1999, compensation under these employment
-9-

CANDLER COUNTY BOARD OF EDI JCATION

EXHIBIT "D"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30 1999

Note I: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
contracts had been earned, but two of the twelve monthly payments, due for July and August 1999, had not been made. Payments for these two months were made and recorded as expenditures by the Board subsequent to June 30, 1999. Also, the State's portion of the compensation paid in July and August 1999 was received and recorded as revenue in the fiscal year subsequent to June 30, 1999. Conversely, the similar expenditures and related revenues for contractual services completed prior to June 30, 1998, were recorded in the year ended June 30, 1999. 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 Candler County Board of Education's budget is a complete financial plan for the Board's fiscal year and is based upon estimates of expenditures together with probable funding sources. There is no statutory prohibition regarding overexpenditure of the budget at any level. The budget for all governmental funds is prepared by fund, function and object. The legal level of budget control was established by the Board at the aggregate level. The budget for these governmental funds was prepared on a basis other than generally accepted accounting principles.
The budget process begins when the Board's administration prepares a tentative budget for the Board's approval. After approval of this 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, 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 of deposits in authorized financial institutions. Georgia Laws authorize the Board to deposit its funds in one or more solvent banks, insured Federal savings and Joan associations, or insured State chartered building and loan associations.
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.

- 10-

CANDLER COUNTY BOARD OF EDl JCATTON

EXHIBIT "D"

NOTES TO THE GENERAL P1 JRPOSE FINANCIAL STATEMENTS

JUNE 30 1999

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIFS

PROPERTY TAXES

The Candler County Board of Commissioners fixed the property tax levy for the 1998 tax year (calendar year) on September 17, 1998 (levy date). Taxes were due on December 20, 1998. The lien date for property taxes was January I, 1998. Taxes collected within the current fiscal year or within 60 days after year-end are reported as revenue in fiscal year 1999. The Candler County Tax Commissioner bills and collects the property taxes for the Board of Education, withholds 1% of taxes collected as a fee for tax collection and remits the balance of taxes collected to the Board.

The tax millage rate levied for the 1998 tax year (calendar year) for the Candler County Board of Education was as follows (a mill equals $1 per thousand dollars of assessed value):

School Operations

11.50 mills

SALES TAXES

Special Purpose Local Option Sales Tax is to be used for capital outlay for educational purposes and debt service. Special Purpose Local Option Sales Tax revenue during the fiscal year amounted to $1,007,592.67 and was recorded in the Debt Service Fund. The State will terminate collection of this tax once an additional $4,919,015.81 has been collected or on December 31, 2002, 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 (weighted average). Donated food commodities are recorded as revenues and expenditures at the time commodity items are received. Purchased foods inventories are recorded as expenditures at the time of purchase. 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.

GENERAL OBLIGATION BONDS

The Board issues general obligation bonds to provide funds for the acquisition and construction of major capital facilities. Bond premiums and discounts, as well as issuance costs, are recognized in the financial statements during the 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 General Long-Term Debt Account Group.

- 11 -

CANDI ,ER CO\ JNTY BOARD OF ED! JCATTON

EXHIBIT "D"

NOTES TO THE GENERAI PI JRPOSE FINANCIAL STATEMENTS

TTJNE 30 1999

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
INTERFUND TRANSACTIONS
The Board has the following types of interfund transactions:
Reimbursements of expenditures initially made from a fund that are properly applicable to another fund, are recorded as expenditures in the reimbursing fund and as reductions of expenditures 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 financial statements are captioned "Memorandum Only'' to indicate that they are presented only to facilitate financial analysis. Data in these columns do not present financial position or results ofoperations 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.
Note 2: DEPOSITS
COLLATERALIZATION OF DEPOSITS Official Code ofGeorgia 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 of the face value of such surety bond and the market value of securities pledged shall be equal to not less than 110 percent of the public funds being secured after the deduction ofthe amount ofdeposit insurance. OCGA Section 45-8-11 (b) provides an officer holding public funds may, in his discretion, waive the requirement for security in the case of operating funds placed in demand deposit checking accounts.
Acceptable security for deposits consists of 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 ofindebtedness 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,

- 12 -

CANDLER COUNTY BOARD OF EDUCATION

EXHIBIT "D"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30 1999

Note 2: DEPOSITS

(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 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 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, 1999, the bank balances were $7,228,256.56. The amounts of the 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 Board or by the Board's agent in the Board's name.
Category 2 - Cash collateralized with securities held by the pledging financial institution's .trust department or agent in the Board's name.
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 Board's name.)

The Board's deposits are classified by risk category at June 30, 1999, as follows:

Risk Category
1 2 3
Total

Bank Balance
$ 1,212,091.42 6,016,165.14 O00
$ 7.228 256.56

Note 3: NON-MONETARY TRANSACTIONS
The Board 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

- 13 -

CANDLER COT JNTY BOARD OF EDUCATION

EXHIBIT "D"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30 1999

Note 4: RISK MANAGEMENT

The Board 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; natural disaster and unemployment compensation.

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

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

The Board is self-insured with regard to unemployment compensation claims. The Board 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 of that loss can be reasonably estimated.

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

1998 1999

Beginning of Year Liability

Claims and Changes in Estimates

$

Q00 $

0.QQ $

$

0.0Q $

4 200.QQ $

Claims Paid

End of Year Liability

0.00 $

Q.00

4 2Q0.QQ $

0.QQ

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

Position Covered

A!ru!Yn1

Superintendent Curriculum Director Principals Bookkeeper

$ 50,000.00 $ 5,000.00 $ 3,000.00- $ 5,000.00 $ 2,000.00

Note 5: GENERAL LONG-TERM DEBT

CAPITAL LEASES The Candler County Board of Education has entered into various lease agreements as lessee for buses, equipment and portable classrooms. 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
oftheir inception.

- 14-

CANDLER COUNTY BOARD OF EDUCATION

EXHIBIT "D"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30 1999

Note 5: GENERAL LONG-TERM DEBT

GENERAL OBLIGATION DEBT OUTSTANDING General Obligation Bonds currently outstanding are as follows:

Purpose General Goverrunent - Series 1997

Interest Rates 4.05% - 4.25%

Amount
,1; 4 900,000.00

The changes in General Long-Term Debt during the fiscal year ended June 30, 1999, were as follows:

Capital Leases

General Obligation
Bonds

Total

Balance July I, 1998

$ 199,319.27 $ 4,900,000.00 $5,099,319.27

Deductions Debt Retired
Balance June 30, 1999

80 763.13

80723,13

$ I 18 556.14 $ 4 900 000.00 $ 5 018 556.14

At June 30, 1999, payments due by fiscal year which includes principal and interest for these items are as follows:

Fiscal Year Ended June 30
2000 2001 2002 2003
Total Principal and Interest

Capital Leases

General Obligation
Bonds

Total Debt

$ 60,902.56 $ 1,204,550.00 $ 1,265,452.56

40,067.86 1,164,050.00 1,204,117.86

30,255.46 1,522,550.00 1,552,805.46

l 563 750.00

I 563 750 00

$ 131,225.88 $ 5 454 900.00 $ 5 586 125.88

Deduct: hnputed Interest

12 669.74

Net Present Value ofFuture Minimum Lease Payments

$ 118 556.14

- 15 -

CANDLER COUNTY BOARD OF EDUCATION

EXHIBIT "D"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30 1999

Note 6: ON-BEHALF PAYMENTS

The Board has recognized revenues and expenditures in the amount of$158,971.30 for health insurance and retirement contributions paid on the Board's behalf by the following State Agencies.

Georgia Department of Education Paid to the State Merit System of Personnel Administration For Health Insurance of Non-Certified Personnel In the amount of$ 134,653.45

Paid to the Teachers Retirement System of Georgia For Teachers Retirement System (TRS) Employer's Cost In the amount of$4,502.85

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$19,815.00
Note 7: SIGNIFICANT COMMITMENTS

The following is an analysis of significant outstanding construction or renovation contracts executed by the Board as of June 30, 1999:

Project

Unearned Executed Contracts

New Metter High School

$ 6 842 236.31

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 Board believes that such disallowances, if any, will be immaterial to its overall financial position.

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

- 16 -

CANDLER COUNTY BOARD OF EDUCATION

EXHIBIT "D"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30 1999

Note 9: 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 of Georgia (TRS), which is a cost-sharing multiple employer defined benefit pension plan. TRS provides service retirement, disability retirement and survivors benefits for its members in accordance with State statute. The Teachers Retirement System of Georgia issues a separate stand alone financial audit report and a copy can be obtained from the Georgia Department of Audits and Accounts.

TRS CONTRIBUTIONS REQUIRED AND MADE Employees of the Board who are covered by TRS are required by State statute to contribute 5% of their gross earnings to TRS. The Board 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 11.95% and employer contributions for the current fiscal year and the preceding two fiscal years are as follows:

Fiscal Year

Percentage Contributed

Required Contribution

1999 1998 1997

100% 100% 100%

$ 704,664.58 $ 636,251.76 $ 583,015.11

- 17 -

CANDLER COUNTY BOARD OF EDUCATION COMBINING BALANCE SHEET SPECIAL REVENUE FUND JUNE 30 1999

ASSETS
Cash and Cash Equivalents
Accounts Receivable
Inventories Food Donated Commodities Purchased Food
Total Assets
LIABILITIES AND FUND EQUITY
LIABILITIES
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
Total Liabilities and Fund Equity

SCHOOL FOOD
SERVICES FUND

LOTTERY PROGRAMS

$

275,940.61 $

50,516.35

12,239.25 1,714.83

$

s_ _ 2a9,B94.69

;;.;so.,,,s=1=s=.3=5

$

19,741.79 $

12,005.57

22,937.28

38,510.78

$

42,679.07 $ _ _..,:5:,::0'-",5'-'1"-6.:.::3=-5

$

12,239.25

1,714.83

233,261.54 $

0.00

$ 247,215.62 $

0.00

$ 289,894.69 $

50,516.35

See notes to the general purpose financial statements.

-18-

EXHIBIT"E"

FEDERAL PROGRAMS

OTHER PROGRAMS

TOTALS JUNE 30, 1999 JUNE 30, 1998

$

8,642.14 $

0.00 $ 335,099.10 $ 328,031.32

115,066.83

115,066.83

239,993.44

12,239.25 1,714.83

6,890.47 2,463.72

$

123,708.97 $

0.00 $

464,120.01 $

577,378.95

$

20,219.52

59,001.16

10,981.51

$

90,202.19

$

51,966.88 $

50,031.74

120,449.22

114,937.83

10,981.51

6,198.43

25,000.00

$

183,397.61 $

196,168.00

$

33,506.78

0.00 $

$

33,506.78 $

$

123,708.97 $

$

33,506.78 $ 149,092.90

0.00 0.00 $

12,239.25 1,714.83
233,261.54
280,722.40 $

6,890.47 2,463.72
222,763.86
381,210.95

0.00 $ 464,120.01 $ 577,378.95

-19-

CANDLER COUNTY BOARD OF EDUCATION COMBINING STATEMENT OF REVENUES EXPENDITURES AND CHANGES IN FUND BALANCES
SPECIAL REVENUE FUND YEAR ENDED JUNE 30, 1999

REVENUES
State Funds Federal Funds Other Funds
Total Revenues
EXPENDITURES
Current Instruction Support Services Pupil Services Improvement of Instructional Services General Administration School Administration Business 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

LOTTERY PROGRAMS

$

51,138.00 $

386,627.45

621,498.38

227,547.66

$

900,184.04 $

386,627.45

$

316,924.70

44,467.97 6,235.25

1,199.00 40.00
10,340.48

$

889,686.36

8,351.45

$

889,686.36 $

387,558.85

$

10.497.68 $

-931.40

$

10,497.68 $

232,118.05

5,348.78 -748.89

931.40
0.00 0.00

$

247,215.62 $

0.00

See notes to the general purpose financial statements.

-20-

EXHIBIT"F"

FEDERAL PROGRAMS

OTHER PROGRAMS

TOTALS YEAR ENDED JUNE 30, 1999 JUNE 30, 1998

$

25,837.00 $

744,071.41

$

769,908.41 $

25,000.00 $

488,602.45 $ 1,365,569.79
227,547.66

414,603.50 1,454,237.26
196,054.47

25,000.00 $ 2,081,719.90 $ 2,064,895.23

$

791,675.51 $

38,598.89 36,807.79
1,393.64 3,598.00

2,002.19 12,502.65
923.65

$

887,502.32 $

$ -117,593.91 $

305.94 $
732.41 27,637.31 28,675.66 $ -3,675.66 $

1,108,906.15 $
83,066.86 43,043.04
1,393.64 4,797.00
40.00 11,072.89 2,002.19 40,139.96 898,961.46
2,193,423.19 $
-111,703.29 $

955,774.67
68,873.49 50,231.94
6,105.99
35.00 9,701.02 1,850.01 11,939.10 847,266.54
1,951,777.76
113,117.47

2,007.79
$ -115,586.12 $ 149,092.90

3,675.66

6,614.85

25,283.51

0.00 $ 0.00

-105,088.44 $ 381,210.95

138,400.98 241,808.39

5,348.78 -748.89

943.24 58.34

$

33,506.78 $

0.00 $

280,722.40 $

381,210.95

-21-

CANDI ER COUNTY BOARD OF EDlJr.ATION SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS
YEAR ENDED JUNE 30 1999

SCHEDULE "1"

FUNDING AGENCY PROGRAM/GRANT
Agriculture, U.S. Department of Child Nutrition Cluster PassThrough From Georgia Department of Education Food and Nutrition Program Food Services School Breakfast Program 1999 Grant National School Lunch Program 1999 Grant
Tntal Child Nutrition Cluster
Other Programs Pass-Through From Georgia Department of Education Food and Nutrition Program Food Distribution Program (1) Pass-Through From Office of School Readiness Food and Nutrition Program Child and Adult Care Food Program 1999 Contract
Total U. s. Department of Agriculture
Education. U. S. Department of Special Education Cluster Pass-Through From Georgja Department of Education Individuals with Disabilities Education Act Part B - Special Education Capacity Building Improvement Grant 1999 Grant Flow Through 1998 Grant 1999 Grant Preschool 1998 Grant 1999 Grant
Total Special Education Cluster
Other Programs Pass-Through From First District Regional Educational Service Agency d/b/a Live Oak Migrant Education Agency Elementary and Secondary Education Act Title I Migrant Education 1998Summer 1999 Grant Pass-Through From Georgia Department of Education Elementary and Secondary Education Act Title I Grants to Local Educational Agencies 1998 Summer 1999 Grant

CFDA ~

PASSTHROUGH
ENTITY ID
~

FEDERAL REVENUE IN PERIOD

EXPENDITURES IN PERIOD

10.553

NIA

10.555

NIA

10.550

NIA

10.558

NIA

133,934.34 390,088.00 524,022.34

(2) 842,497.55 842,497.55

47,188.81
50,287.23 621 498.38

47,188.81
{2) 889 686.36

84.173
84.027 84.027
84.173 84.173

NIA

$

NIA NIA

NIA NIA

1,846.04 $
1,239.00 108,042.78
-16.10 17 640.00
128,751.72

1,846.04
1,239.00 108,042.78
-16.10 17,640.00
128,751.72

84.011

NIA

84.011

NIA

84.010

NIA

84.010

NIA

-22-

66,404.47

290.57 62,250.93

-2,225.68 373,880.23

11,379.32 373,880.23

CANDLER COUNTY BOARD OF EDUCATION SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS
YEAR ENDED JUNE 30 1999

SCHEDULE "1"

FUNDING AGENCY PROGRAM/GRANT
Education, U. S. Department of Other Programs Pass-Through From Georgia Department of Education Elementary and Secondary Education Act Title II Eisenhower Professional Development 1998 Grant 1999 Grant Title Ill Technology Literacy Challenge Fund Grants 1999 Grant Title VI Innovative Education Program Strategies 1999 Grant Goals 2000 State and local Education Systemic Improvement Grants 1998 Grant 1999 Grant Vocational Education - Basic Grants to States High School Program Basic Grant 1999 Grant
Total U. S. Department of Education

CFDA NUMBER

PASSTHROUGH
ENTITY ID
NUMBER

FEDERAL REVENUE IN PERIOD

EXPENDITURES IN PERIOD

84.281

NIA

84.281

NIA

84,318

N/A

84.298

NIA

84.276

N/A

84.048

NIA

150,00 18,500.00
74,995.00
12,390.67

150.00 7,869.95
67,687.55
12,390.67

50,000.00

135,197,33 38,584.26

21 225.00 744,071.41

23,232,79 (3) 861,665.32

Total Federal Financial Assistance N/A = Nol Available

$ 1,365,569.79 $

Notes to the Schedule gf Expenditures of Federal Awards

(1) The amounts shown for the Food Distribution 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 Child and Adult Care Food Program and the School Breakfast Program were not maintained separately and are induded in the 1999 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 Board did not provide Federal Assistance to any Subrecipienl

The accompanying schedule of expenditures of Federal awards includes the Federal grant activity of the Candler 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,

1 751,351.68

See notes to the general purpose financial statements.

-23-

CANDLER COUNTY BOARD OF EDUCATION SCHEDULE OF STATE REVENUE YEAR ENDED JUNE 30 1999

SCHEDULE "2"

AGENCY/FUNDING
GRANTS Education, Georgia Department of Quality Basic Education General and Career Education Programs Special Education Programs Remedial Education Program Media Center Programs Staff Development Programs Indirect Cost Pupil Transportation Regular 8 us Replacement Middle School lncenti -~ Program Sparsity Special Instructional Assistance In-School Suspension Mid-term Adjustment Migrant Education Counselors Grades 4 and 5 Technology Specialist Local Five Mill.Share Educational Equalization Funding Grant Food Services Vocational Education Other State Programs Alternative Program Apprenticeship Program At-Risk Summer School Program Health Insurance Mentor Teacher Program Preschool Handicapped Program Remedial Summer School Program Student Record Grant Teachers' Retirement Tuition for the Multi-Handicapped Lottery Programs Assistive Technology 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 Communities in Schools of Georgia Reading First Program
Human Resources, Georgia Department of Family Connection
See notes to the general purpose financial statements.

GOVERNMENTAL FUND TYPES

SPECIAL

GENERAL

REVENUE

FUND

FUND

TOTAL

3,853,196.00 562,038.00 138,792.00 166,234.00 44,505.00
1,052,314.00
205,062.00 64,042.00
151,046.00 81,403.00
255,547.00 87,445.00
267,580.00 8,439.00
18,198.00 28,842.00 -572,054.00 512,197.00
$ 66,448.00
59,150.00 2,000.00 9,029.56
134,653.45 4,374.00
21,907.00 3,044.63 1,305.00 4,502.85
60,539.01

51,138.00
5,548.53 34,572.00

346,506.92

19,815.00

3,853,196.00 562,038.00 138,792.00 166,234.00 44,505.00
1,052,314.00
205,062.00 64,042.00
151,046.00 81,403.00 255,547.00 87,445.00 267,580.00
8,439.00 18,198.00 28,842.00 -572,054.00 512,197.00 51,138.00 66,448.00
59,150.00 2,000.00 9,029.56
134,653.45 4,374.00
21,907.00 3.044.63 1,305.00 4,502.85
60,539.01
5,548.53 34,572.00
346,506.92
19,815.00

25,000.00

25,837.00 25,000.00

25,000.00 25,837.00
25,000.00

$ 7,336,594.50 $

488,602.45 $ 7,825, 196.95

-24-

CANDLER COUNTY BOARD OF EDUCATION SCHEDULE OF APPROVED LOCAL OPTION SALES TAX PROJECTS
YEAR ENDED JUNE 30 1999

SCHEDULE "3"

PROJECT
For the Purpose of Acquiring, Constructing, and Equipping a New Metter High School

ORIGINAL ESTIMATED
COST(1)

CURRENT ESTIMATED
COST (2)

AMOUNT EXPENDED IN CURRENT YEAR (3)

AMOUNT EXPENDED
IN PRIOR YEARS

$ 6,300,000.00 $ 8,130,700.66 $ 1,358,360.91 $ 242,427.00

(1) The Board's original cost estimate as specified in the resolution calling for the imposition of the Local Option Sales Tax.
(2) The Board's current estimate of total cost for this project. Includes all cost from project inception to completion.
(3) The voters of Candler 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 general purpose financial statements.

-25-

CANDLER COUNTY BOARD OF EDUCATION SCHEDULE OF EXPENDITURES LOTTERY PROGRAMS YEAR ENDED JUNE 30 1999

SCHEDULE "4"

EXPENDITURES
Current Instruction Support Services Pupil Services Improvement of Instructional Services School Administration Business Administration Maintenance and Operation of Plant Food Services Operation

ASSISTIVE TECHNOLOGY

COMPUTERS INTHE
CLASSROOM

PRE-KINDERGARTEN PROGRAM

TOTAL

$

5,548.53 $

34,304.40 $

1,199.00

277,071.77 $ 316,924.70

44,467.97 6,235.25
40.00 10,340.48
8,351.45

44,467.97 6,235.25 1,199.00 40.00
10,340.48 8,351.45

Total Expenditures

5,548.53 $

35,503.40 $ ---...a3.4.6:.,,s_o_5..9...,2 $ 387,sss.as

RECAP:
Salaries and Benefits Pre-Kindergarten Program
Other Expenditures Assistive Technology Computers in the Classroom Pre-Kindergarten Program

$

320,917.57

5,548.53 35,503.40 25,589.35

$

387,558.85

See notes to the general purpose financial statements.

-26-

CANDLER COUNTY BOARD OF EDUCATION ANALYSIS OF MINIMUM EXPENDITURE REQUIREMENTS - OVERALL
GENERAL FUND - QUALITY BASIC EDUCATION PROGRAMS YEAR ENDED JUNE 30. 1999

SCHEDULE "5"

Minimum Expenditure Requirements (Total Allotment) Expenditures on Combined Program Basis
Salaries Operations Expenditures per Audit
Amount of Underexpenditure for Total Allotment

FOURTEEN WEIGHTED AND MEDIA CENTER
PROGRAMS

100% TEST FOR OPERATIONS PORTION OF FOURTEEN WEIGHTED PROGRAMS

$

4.939,049.00 $

157,796.00

$

5,021,765.29

244,968.58 $

$

5,266,733.87

209,572.04

$

0.00 $

0.00

See notes to the general purpose financial statements. - 27 -

CANDLER COUNTY BOARD OF EDUCATION ANALYSIS OF MINIMUM EXPENDITURE REQUIREMENTS - BY PROGRAM
GENERAL FUND QUALITY BASIC EDUCATION PROGRAMS YEAR ENDED JUNE 30 1999

GENERAL AND CAREER EDUCATION PROGRAMS Kindergarten (*) Grades 1 - 3 (*) Sub-Total - K-3 Grades 4- 5 (") Grades6-8 (") Grades 9 12 (') High School Laboratories (*) Vocational Education Laboratories ('0 ) Total General and Career Education Programs
SPECIAL EDUCATION PROGRAMS Regular Programs
Gategory II rl
Category Ill(') Category IV (')
Sub-Total - Regular Category VI (Gifted)(')
Total Special Education Programs REMEDIAL EDUCATION PROGRAM(')
Total Fourteen Weighted Programs MEDIA CENTER PROGRAMS
Salaries Operations
Total Media Center Programs
Total Fourteen Weighted and Media Center Programs

ALLOTMENTS FROM GEORGIA DEPARTMENT QF

REQUIRED

ORIGINAL __lL

ORIGINAL

MID-TERM

$

365,810.00

1,197,620.00

1,563,430.00 90

542,919.00 90

892,151.00 90

443,489.00 90

190,099.00 90

221,108.00 90

3,853,196.00

329,229.00 $ 1,077,858.00 1,407,087.00 $
488,627.10 802,935.90 399,140.10 171,089.10 198,997.20 3,467,876.40 $

74,919.00 19,961.00 94,880.00
5,098.00 44,017.00 -34,900.00 18,389.00 83,419.00 210,903.00

$

535,953.00

482,357.70 $

12,049.00

535,953.00 90 $

482,357.70

26,085.00 90

23,476.50

$

562,038.00

$

505,834.20 $

$

138,792.00 90 $

124,912.80 $

$ 4,554,026.00

4,098,623.40 $

12,049.00 -6,900.00 5,149.00 -4,700.00 211,352.00

$

132,672.00 90 $

119,404.80 $

33,562.00 100

33,562.00

$

166,234.00

152,966.80 $

5,603.00 1,834.00
7,437.00

$ 4,720,260.00

4,251,590.20 $

218,789.00

STAFF DEVELOPMENT PROGRAMS Cost of Instruction Professional Development
Total Staff Development Programs (*) Identifies Fourteen Weighted Programs. See notes to the general purpose financial statements.

14,049.00 30,456.00

14,049.00 $ 30,456.00

888.00 0.00

44,505.00 100 $

44,505.00 $ _ _..,,;B;,;;8;;;8,;;;00;.

- 28 -

SCHEDULE "6"

EDUCATION TOTAL
REQUIRED

ACTUAL EXPENDITURES

SALARIES

OPERATIONS

TOTAL

AMOUNT OF UNDEREXPENDITURE
FOR REQUIRED ALLOTMENT

404,148.00

484,899.60

3,692.46

488,592.06

1,097,819.00

1,069,745.23

24,996.53

1,094,741.76

1,501,967.00

1,554,644.83

28,688.99

1,583,333.82

0.00

493,725.10

554,922.34

4,921.63

559,843.97

0.00

846,952.90

901,028.16

26,609.34

927,637.50

0.00

364,240.10

657,746.96

116,526.91

774,273.87

0.00

189,478.10

218,292.60

869.10

219,161.70

0.00

282,416.20

289,289.89

20,116.87

309,406.76

0.00

3,678,779.40

4,175,924.78

197,732.84

4,373,657.62

494,406.70

132,179.00 377,151.81
50,223.69

4,526.04 4,197.72 1,732.78

136,705.04 381,349.53
51,956.47

494,406.70

559,554.50

10,456.54

570,011.04

0.00

16,576.50

26,689.25

1,009.29

27,698.54

0.00

510,983.20

586,243.75

11,465.83

597,709.58

120,212.80

127,309.17

373.37

127,682.54

0.00

4,309,975.40

4,889,477.70

209,572.04

5,099,049.74

125,007.80

132,287.59

132,287.59

0.00

35,396.00

35,396.54

35,396.54

0.00

160,403.80

132,287.59 $

35,396.54 $

167,684.13

4,470,379.20 $ 5,021,765.29 $

244,968.58 $ 5,286,733.87 $

0.00

14,937.00 30,456.00
45,393.00

29,657.90 15,987.80

29,657.90 15,987.80

45,645.70 $

45,645.70 S_ _ _ _ _=;;;D;;;;,00

29

SECTION II COMPLIANCE AND INTERNAL CONTROL REPORTS

RussELL W. H1NTON
STATE AUDITOR
(404) 6562174

DEPARTMENT OF AUDITS AND ACCOUNTS
254 \Vashington Street, S.W.. Suite 214 Atlanla. Georgia 30334-8400
May26,2000

Honorable Roy E. Barnes, Governor Members of the General Assembly Members of the State Board of Education
and Superintendent and Members of the Candler 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 of Candler County Board of Education as of and for the year ended June 30, 1999, and have issued our report thereon dated May 26, 2000. 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 generally accepted auditing standards 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 Candler County Board of Education's financial statements are free ofmaterial misstatement, we performed tests of its compliance with certain provisions of laws, regulations, contracts and grants, 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 that are required to be reported under Government Auditing Standards.
Internal Control Over Financial Reporting
In planning and performing our audit, we considered Candler 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 control over financial reporting. However, we noted certain matters involving the internal control over financial reporting and its
99YB-40

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 judgement, could adversely affect Candler 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 of Findings and Questioned Costs as items FS-6211-99-01, FS-6211-99-02 and FS-6211-99-03.
A material weakness is a condition in which the design or operation of one or more of the internal control components does not reduce to a relatively low level the risk that misstatements 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 noted above, items FS6211-99-02 and FS-6211-99-03 are also considered to be material weaknesses.
This report is intended solely for the information and use of management, members of the Candler 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.
1;:lli;b~~

RWH:gp 99YB-40

ssel

nton

State Auditor

w. RUSSELL

HINTON

STATE AUD/TOA

(404) 656-2174

DEPARTMENT OF AUDITS AND ACCOUNTS
254 \V..ishington Street, S.\V., Suite 214 Atlanta. Georgia 3()334-8400
May 26, 2000

Honorable Roy E. Barnes, Governor Members of the General Assembly Members of the State Board of Education
and Superintendent and Members of the Candler County Board of Education
REPORT ON COMPLIANCE WITH REQUIREMENTS APPLICABLE TO EACH MAJOR PROGRAM
AND INTERNAL CONTROL OVER COMPLIANCE IN ACCORDANCE WITH 0MB CIRCULAR A-133
Ladies and Gentlemen:
Compliance
We have audited the compliance of Candler 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 of its major Federal programs for the year ended June 30, 1999. Candler County Board of Education's major Federal programs are identified in the accompanying Schedule of Findings and Questioned Costs. Compliance with the requirements oflaws, regulations, contracts and grants applicable to each of its major Federal programs is the responsibility of Candler County Board of Education's management. Our responsibility is to express an opinion on Candler County Board ofEducation's compliance based on our audit.
We conducted our audit of compliance in accordance with generally accepted auditing standards; the standards applicable to financial audits contained in Government Auditing Standards. issued by the Comptroller General of the United States; and 0MB Circular A-133, Audits a/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 examining, on a test basis, evidence about the Candler 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 Candler County Board of Education's compliance with those requirements.

99SA-10

In our opinion, the Candler 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, 1999.
Internal Control Over Compliance
The management of Candler 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 Candler 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 of expressing our opinion on compliance and to test and report on internal control over compliance in accordance with 0MB Circular A-133.
Our consideration of the 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 of one 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 of performing their assigned functions. We noted no matters involving the internal control over compliance and its operation that we consider to be material weaknesses.
This report is intended solely for the information and use of management, members of the Candler 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 submitted,
~~-4.:.
State Auditor
RWH:gp 99SA-10

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

CANDLER COUNTY BOARD OF EDUCATION AlJDITEE'S RESPONSE
SUMMARY SCHEDULE OF PRIOR YEAR FINDINGS AND QUESTIONED COSTS YEAR ENDED JUNE 30 1999

PRIOR YEAR FINANCIAL STATEMENT FINDINGS AND QUESTIONED COSTS

FINDING CONTROL NUMBER AND STATUS

6211-93-06 6211-96-01 FS-6211-97-01 FS-6211-97-02 FS-6211-97-03 FS-6211-98-01 FS-6211-98-02 FS-6211-98-03

Unresolved - See Corrective Action/Responses Previously Reported Corrective Action Implemented Further Action Not Warranted Unresolved - See Corrective Action/Responses Further Action Not Warranted Unresolved - See Corrective Action/Responses Unresolved - See Corrective Action/Responses Unresolved - See Corrective Action/Responses

CORRECTIVE ACTION/RESPONSES

EXPENDITURES/LIABILITIES/DISBURSEMENTS Failure to Meet Expenditure Requirements Amount: $8,040.61 Finding Control Number: 6211-93-06

The underexpenditure of Quality Basic Education (QBE) funds of$8,040.61 for the various QBE programs will be returned to the Georgia Department of Education through an increase in the Board's local five mill share for the QBE programs in a subsequent fiscal period.

EMPLOYEE COMPENSATION Inadequate Personnel Files/Teachers' Compensation Contracts Finding Control Number: FS-6211-97-02

Part of the prior year finding related to isolated instances that were not present in the current year. The Board has developed a form to document pay changes for administrative personnel.

CASH AND CASH EQUIVALENTS Inadequate Separation ofDuties Finding Control Number: FS-6211-98-01

We are still limited in accounting staffbut are working to put controls in place to resolve inadequate separation of duties as much as possible.

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CANDLER COUNTY BOARD OF EDUCATION AUDITEE'S RESPONSE
SUMMARY SCHEDULE OF PRIOR YEAR FINDINGS AND QUESTIONED COSTS
YEAR ENDED JUNE 30, 1999
PRIOR YEAR FINANCIAL STATEMENT FINDINGS AND QUESTIONED COSTS CORRECTIVE ACTION/RESPONSES EMPLOYEE COMPENSATION Inadequate Personnel Files/Teachers' Compensation Contracts Finding Control Number: FS-6211-98-02 All employee contracts, personnel files and leave records are being reviewed to insure all information needed is obtained, verified and secured in an organized manner. Policies, salary schedules and supplement schedules are being developed and put in place with Board approval. GENERAL FIXED ASSETS Failure to Maintain General Fixed Assets Account Group Finding Control Number: FS-6211-98-03 The Board of Education of Candler County has determined that it is not economically feasible at this time to maintain a separate General Fixed Assets Account Group from the primary accounting system provided by the Department of Education. Although the Board realizes the significant role the General Fixed Assets Account Group has on the financial statements, it has decided not to take any action at this time. The Board hopes that this issue will be addressed in the accounting system software updates issued by the Department of Education in the future.
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SECTION IV FINDINGS AND QUESTIONED COSTS

CANDLER COUNTY BOARD OF EDUCATION
SCHEDULE OF FINDINGS AND QUESTIONED COSTS
YEAR ENDED nJNE 30, 1999

SUMMARY OF AUDITOR'S RESULTS

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

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

Cash and Cash Equivalents General Fixed Assets

Employee Compensation

Of the reportable conditions described above, general fixed assets and employee compensation are considered to be material weaknesses.

3. Noncompliance Material to the Financial Statements The audit of the Candler 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 Candler 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 Candler County Board of Education's report on compliance with requirements applicable to major programs was unqualified.
6. Audit Findings Required to be Re.ported by Section 5IOCa} ofOMB Cjrcular A-133
The Candler County Board ofEducation's audit did not disclose audit findings required to be reported by section .510(a) ofOMB Circular A-133.

7. Major Programs Federal awards audited as major programs are as follows: I0.553 Food and Nutrition Program - Food Services - School Breakfast Program 10.555 Food and Nutrition Program - Food Services -National School Lunch Program 84.01 O Elementary and Secondary Education Act - Title I - Grants to Local Educational Agencies

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

9. Low Risk Auditee The Candler County Board of Education did not qualify as a low risk auditee as defined by Section
.530 ofOMB Circular A-133.

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CANDLER COUNTY BOARD OF EDUCATION SCHEDULE OF FINDINGS AND QUESTIONED COSTS
YEAR ENDED JUNE 30 1999
II FINANCIAL STATEMENT FINDINGS AND QUESTIONED COSTS
CASH AND CASH EQUNALENTS Inadequate Separation of Duties Reportable Condition Repeated From Prior Year Finding Control Number: FS-6211-99-01
An examination of the internal accounting control procedures revealed that the Candler County Board of Education did not provide for adequate separation of duties in the performance of the following accounting functions and related procedures:
(1) The bank reconciliation function was not separated from the check preparation function for the payroll account.
(2) The check preparation function was not separated from the purchasing and check signing functions in the capital projects account.
These conditions were a result of management's decision to limit the number of administrative staff made responsible for accounting functions. The Board should review the accounting procedures in place, design procedures which would enhance segregation of duties relative to the above functions and implement those procedures to strengthen the internal control over the accounting functions.
EMPLOYEE COMPENSATION Inadequate Personnel Files/Teachers' Compensation Contracts Reportable Condition - Material Weakness Finding Control Number: FS-6211-99-02
The accounting procedures of the Board were insufficient to provide for adequate control over the employee compensation process. A sample of compensation paid to 30 employees revealed the following deficiencies:
(1) Two teachers' compensation contracts were incomplete. The contracts did not include documentation for local, responsibility, and/or extended day or year supplements.
(2) One teacher was paid a lesser amount than what was stated on the contract.
(3) One employee's time sheets were not available for review during the audit.
(4) Fourteen employees' W-4s and/or G-4s were not available for review during the audit.
(5) Leave records were not maintained for five employees. Therefore, accuracy ofleave deductions could not be determined.
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CANDLER COUNTY BOARD OF EDUCATION
SCHEDULE OF FINDINGS AND QUESTIONED COSTS YEAR ENDED JUNE 30 1999
II FINANCIAL STATEMENT FINDINGS AND QUESTIONED COSTS
EMPLOYEE COMPENSATION Inadequate Personnel Files/Teachers' Compensation Contracts Reportable Condition - Material Weakness Finding Control Number: FS-6211-99-02
(6) Three hourly employees were not paid according to their payscale and one employee did not have an approved payscale.
(7) Local, responsibility, and extended day/year supplements were not approved by the Board. The lists of stipends and local/responsibility supplements presented for audit were incomplete.
These deficiencies were the results of management's failure to prepare employment contracts which documented total compensation to be received by personnel, to properly maintain personnel files, to adequately maintain leave records, and to submit supplements to the Board for approval. In addition, management failed to implement proper internal control procedures over the employee compensation functions which are necessary to adequately safeguard the Board's assets.
Management should develop and implement policies and procedures to ensure that employment contracts prepared for personnel are complete and accurate. An employment contract should contain complete compensation information on the face of the contract or referenced to an addendum listing specifically referenced in the contract. Management should submit all supplements to the Board for approval. Management should maintain adequate leave records. In addition, management should adequately maintain personnel files and establish appropriate internal controls.
GENERAL FIXED ASSETS Failure to Maintain General Fixed Assets Account Group Reportable Condition - Material Weakness Repeated From Prior Year Finding Control Number: FS-6211-99-03
The Candler 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 pmpose financial statements of the Board being incomplete and not in accordance with generally accepted accounting principles. Appropriate action should be taken by the Board 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 Board and should include, but may not be limited to, date acquired, acquisition cost, estimated replacement cost, location and description. Detailed records should be maintained of all additions and deletions to the General Fixed Assets Account Group.
-3-

CANDLER COUNTY BOARD OF EDUCATION SCHEDULE OF FINDINGS AND QUESTIONED COSTS
YEAR ENDED JUNE 30, I999 III FEDERAL AWARD FINDINGS AND QUESTIONED COSTS
No matters were reported.
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