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

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CHAITAHOOCHEE COUNTY BOARD OF EDUCATION - TABLE OF CONTENTS -

SECTION I

FThiANCIAL

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

EXHIBITS

GENERAL-PURPOSE FThiANCIAL STATEMENTS

COMBINED STATEMENTS - OVERVIEW

A

COMBINED BALANCE SHEET

ALL FUND TYPES AND ACCOUNT GROUP

2

B

COMBINED STATEMENT OF REVENUES, EXPENDITURES AND

CHANGES ThI FUND BALANCES

ALL GOVERNMENTAL FUND TYPES

4

C

COMBINED STATEMENT OF REVENUES, EXPENDITURES AND

CHANGES ThI FUND BALANCES - BUDGET AND ACTUAL

(NON-GAAP BASIS)

GENERAL AND SPECIAL REVENUE FUNDS

6

D NOTES TO THE GENERAL-PURPOSE FThiANCIAL STATEMENTS

7

ADDmONAL FThiANCIAL INFORMATION

COMBThIThIG STATEMENTS

SPECIAL REVENUE FUND

E

COMBThIThIG BALANCE SHEET

18

F

COMBThIThIG STATEMENT OF REVENUES, EXPENDITURES

AND CHANGES ThI FUND BALANCES

20

CAPITAL PROJECTS FUND

G

COMBThIThIG BALANCE SHEET

22

H

COMBINThIG STATEMENT OF REVENUES, EXPENDITURES

AND CHANGES ThI FUND BALANCES

23

I

FIDUCIARY FUND TYPE

COMBINThIG STATEMENT OF CHANGES ThI ASSETS AND LIABILITIES

AGENCY FUNDS

24

SCHEDULES

1 SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS

25

2 SCHEDULE OF STATE REVENUE

27

3 SCHEDULE OF APPROVED LOCAL OPTION SALES TAX PROJECTS

29

CHATTAHOOCHEE COUNTYBOARb OF EDUCATION - TABLE OF CONTENTS -

SECTION I

FINANCIAL

ADDmONAL FINANCIAL INFORMATION

SCHEDULES

ALLOTMENTS AND EXPENDITURES

GENERAL FUND - QUALITY BASIC EDUCATION PROGRAMS (QBE)

4

BY PROGRAM

30

5

BY SITE

31

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 ON INTERNAL CONTROL OVER COMPLIANCE IN ACCORDANCE WITH OMB CIRCULAR A-133

SECTION ill 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 I FINANCIAL

RUSSELL W. HINTON
STATE AUDITOR
(404) 6562174

DEPARTMENT OF AUDITS AND ACCOUNTS
254 Washington Street. S W., SUite 214 Allanta, Georgia 30334-X400
April 17, 2002

Honorable Roy E. Barnes, Governor Members of the General Assembly Members of the State Board of Education
and Superintendent and Members of the Chattahoochee 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 Chattahoochee County Board of Education, as of and for the year ended June 30, 200 I, as listed in the table of contents. These general-purpose financial statements are the responsibility of the Chattahoochee County Board of Education's management. Our responsibility is to express an opinion on these general-purpose financial statements based on our audit.
We conducted our audit in accordance with auditing standards generally accepted in the United States ofAmerica and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General ofthe United States. Those standards require that we plan and perform the audit to obtain reasonable assurance about whether the 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 opInIOn.
As described in the notes to the general-purpose financial statements, the Board of Education's financial statements have been prepared using certain accounting practices and policies which, in our opinion, vary in some respects from generally accepted accounting principles. These variances are described as follows:

2001ARL-13

* The general-purpose financial statements of the Board of Education did not contain a
General Fixed Assets Account Group to account for property and equipment owned by the Board of Education which should be included to conform to generally accepted accounting principles.
* The Board of Education did not recognize as expenditures, in the year ended
June 30, 2001, a portion of salaries and the corresponding employer's cost of related benefits earned for contractual services completed prior to June 30, 2001. Also funds received, subsequent to June 30, 2001, from the Georgia Department of Education for the State's share of these unrecorded salaries and related benefits were not recorded as revenue in the year under review. Conversely, the similar expenditures and related revenues for contractual services completed prior to June 30, 2000, were improperly recorded in the year ended June 30, 2001. To conform to generally accepted accounting principles, revenues should be recorded when available and measurable and expenditures should be recorded when incurred, rather than when funds are received or disbursed.
The aggregate effects on the general-purpose financial statements of these variances or omissions have not been determined, but are believed to be material.
In our opinion, except for the effects on the general-purpose financial statements of the matters referred to in the preceding paragraph, the general-purpose financial statements referred to above present fairly, in all material respects, the financial position of the Chattahoochee County Board of Education as ofJune 30, 2001, and the results ofits operations for the year then ended, in conformity with accounting principles generally accepted in the United States of America.
In accordance with Government Auditing Standards, we have also issued our report dated April 17, 2002, on our consideration ofthe Chattahoochee County Board ofEducation's internal control over financial reporting and our tests of its compliance with certain provisions of laws, regulations, contracts and grants. That report is an integral part of an audit performed in accordance with Government Auditing Standards and should be read in conjunction with this report in considering the results of our audit.
Our audit was performed for the purpose of forming an opinion on the general-purpose financial statements of the Chattahoochee County Board of Education taken as a whole. The accompanying combining statements (Exhibits E through I) and the financial schedules (Schedules 1 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 of States, 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 ofthe general-purpose financial statements and in our opinion, except for the effects ofthe matters referred to in the third paragraph, such information is fairly stated, in all material respects, in relation to the general-purpose financial statements taken as a whole.
2001ARL-13

A copy ofthis report has been filed as a pennanent record in the office ofthe State Auditor and made available to the press ofthe State, as provided for by Official Code ofGeorgia Annotated Section 506-24.
Respectfully submitted,

RWH:gp
2001ARL-13

Rus 11 W. Hinton State Auditor

1 1 1 1
1 1 1 1
1 1 1 1
1 1 1 1
1 1 1 1
1 1 1 1
1 1 1 1
1 1 1 1
1

CHATTAHOOCHEE COUNTY BOARD OF EDUCATION

- - - - - - - - - - - - - - - - -- ---- ---~ -- - - --
CHATIAHOOCHEE COUNTY BOARD OF EDUCATION COMBINED BALANCE SHEET
ALL FUND TYPES AND ACCOUNT GROUp JUNE 3D, 2001

ASSETS
Cash and Cash Equivalents
Investments
Accounts Receivable
Inventories Food Donated Commodittes Purchased Food
Amount to be Provided in Future Years For Payment of Bond Debt

GENERAL FUND

GOVERNMENTAL FUND TYPES

SPECIAL

CAPITAL

REVENUE

PROJECTS

FUND

FUND

$

540,727.78 $

78,173.32 $

116,886,89

636,558.08

42,174,34

96,975.43

54,011,31

1,218.56 1,136.57

Total Assets

$ 1,219,460.20 $ 177,503,88 $ ==1=7,,:,0,=8=98....2=0=

LIABILITIES AND FUND EqUITY
LIABILITIES
Accounts Payable Salanes Payable Expired Grant Balances Payable Deferred Revenue Funds Held for Others General Obligatton Bonds Payable
Total liabilities
FUND EqUITY
Fund Balances Reserved For Bus Replacement Funds For Continuation of Federal Programs For Expired Grant Balances/Questioned Costs For Inventones Food Donated CommodIties Purchased Food For SPLOST Projects For State Capital Outlay Projects Unreserved Undesignated
Total Fund EqUity

$

2,658,52 $

19,057.17

80,222.53

6,678.59

2,370,92

$

2,658.52 $ 108,329.21

$

1,218.56

1,136.57

$

170,898.20

$ 1,216,801,68 $ 1,216,801,68 $

66,819.54 69,174.67 $

0,00 170,898.20

Total L1abilittes and Fund Equity

$ 1,219,460.20 $ 177,503,88 $

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

170,898,20

EXHIBIT "A"

DEBT SERVICE
FUND

FIDUCIARY FUND TYPE AGENCY FUNDS

$

0.00 $

6,826.97

ACCOUNT GROUP
GENERAL LONG-TERM
DEBT

TOTALS

(Memorandum Only)

JUNE 30, 2001

JUNE 30, 2000

$

742,614.96 $ 1,429,988.20

636,558.08

193,161.08

161,401.78

_ _ _ _ _ _ $_---:4=30::.L,O;;..;;0=0.=00;:;...

1,218.56 1,136.57
430,000.00

1,114.81 862.26
630,000.00

$

0.00 $

6,826.97 $

430,000.00 $ 2,004,689.25 $ 2,223,367.05

$

21,715.69 $

27,n2.90

BO,222.53

76,302.12

6,678.59

1,496.57

2,370.92

$

6,826.97

6,826.97

4,915.28

$

430,000.00

430,000.00

630,000.00

$

6,826.97 $

430,000.00 $

547,814.70 $

740,486.87

$

0.00 $

0.00

$

0.00 $

0.00

$

28,908.00

740.19

1,626.29

$

1,218.56

1,136.57

170,898.20

1,114.81 862.26
189,700.94 84,198.64

1,283,621.22

1,175,729.05

$ 1,456,874.55 $ 1,482,880.18

$

0.00 $

6,826.97 $

430,000.00 $ 2,004,689.25 $ 2,223,367.05

- 3

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

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
Capital Outlay Debt Service
Principal Interest PaYIng Agent Fees
Total Expenditures
Excess of Revenues over (under) Expenditures
OTHER FINANCING SOURCES (USES)
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

$ 2.878,406.60 $ 42,759.87 428.998.81 68,748.40
$ 3,418,913.68 $

260,840.26 688,344.42
16,750.93
965,935.61

$ 2,287.526.87 $
43,467.78 22.297.09 78,495.97 195,047.20 187,358.77 103,874.79 251,188.38 215,155.04 20,966.68
8,319.58

517.526.42
20.028.91 31.541.15
83,852.87
11.796.23 9.776.82 79.873.73 216.235.96

$ 3,413,698.15 $

$

5.215.53 $

970.632.09 -4,696.48

$

72.288.45 $

$

72,288.45 $

$

77.503.98 $

1,139.297.70

3.810.19
3,810.19
-886.29 69,682.90
103.75 274.31

FUND BALANCE JUNE 30

$ 1.216.801.68 $ .....=-=""6.9,!.;.1.7..4=.;..6..7=

The notes to the general-purpose finaOClal statements are an Integral part of thiS statement -4-

EXHIBIT"B"

CAPITAL PROJECTS
FUND

DEBT SERVICE
FUND

TOTALS

(Memorandum Only)

YEAR ENDED

JUNE 30, 2001

JUNE 30, 2000

$ 3,139,246.86 $ 2,858,802.06

731,104.29

681,518.31

$

78,222.11 $

224,380.00

731,600.92

708,14242

6,817.66

92,31699

121,552.55

$

85,039.77 $

224,380.00 $ 4,694,269 06 $ 4,370m534

$ 2,805,053.29 $ 2,599,028.45

$

111,942.51

63,496.69 53,838.24 78,495.97 278,900.07 187,358.77 103,874.79 262,984.61 224,931.86 100,840.41 216,23596 120,262.09

108,003.87 96,488.31 72,699.28 208,243.96 170,257.36 97,574.46 227,829.50 146,471.79 93,759.77 212,495.28 389,071.73

$

200,000.00

23,850.00

530.00

200,000.00 23,850.00 53000

190,000.00 32,625.00 548.44

$

111,94251 $

224,38000 $ 4,720,65275 $ 4,645,097.20

$

-26,90274 $

000 $

-26,383.69 $

-275,081 86

$

-76,098.64

$

-76,098.64

$

-103,001.38 $

273,899.58

$

76,098.64 $

-76,09864

$

000 $

7,264.03 -7,264 03
0.00

0.00 $ 0.00

-26,383.69 $ 1,482,880.18

-275,081.86 1,757,832.22

10375 27431

173.56 4374

$

170,89820 $

000 $ 1,456,874 55 $ 1,482,880 18

-5-

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

EXHIBIT C

GENERAL FUND

I\CTUAL (BUDGET

BUDGET

BASIS)

REVENUES

State Funds Federal Funds Taxes Other Funds

$ 2,661,949,00 $ 2,878,406.60

42,759.87

396,000.00

428,998.81

68,748.40

Total Revenues

$ 3,057,949.00 $ 3,418,913.68

EXPENDITURES

Current Instruction Support Services Pupil Services Improvement of Instructional Services Educational Media Services General Administration School Administration BUSiness Admlnlstrabon Maintenance and Operation of Plant Student Transportabon Services Other Support Services Food Services Operation Capital OUtlay

$ 2,114,509.57 $ 2,287,526.87

31,476.00 13,361,00 83,114.46 193,792.20 176,718.76 104,899.63 185,457.21 194,038.71 13,442.00

43,467.78 22,297,09 78,495.97 195,047.20 187,358.n
~03,874.79
251,188.38 215,155.04 20,966.68

8,319.58

Total Expenditures

$ 3,110,809.54 $ 3,413,698.15

Excess of Revenues over (under) Expenditures $ -52,860,54 $

5,215.53

OTHER FINANCING SOURCES

Other Sources

72,288.45

Excess of Revenues and Other Finandng Sources

over (under) Expenditures

$ -52,860.54 $

n,503.98

FUND BALANCE JULY 1, 2000

1,115,411.17 1,139,297.70

Adjustments Food Inventory - Net Change In Penod
Donated Commodities Purchased Food

40,908.06

FUND BALANCE JUNE 30. 2001

$ 1,103,458 69 $ 1,216,801.68

SPECIAL REVENUE FUND

ACTUAL

(BUDGET

BUDGET

BASIS)

$ 203,320.95 $ 260,840,26 615,025.61 688,344.42
16,750.93
$ 818,346.56 $ 965,935.61

$ 497,072.15 $ 517,526.42

7,520.00 1,100.00

20,028,91 31,541.15

75,206.19

83,852.87

11,000,00 11,663.00 90,542.43 170,269.00

11,796.23 9,n6.82 79,873.73 216,235,96

$ 864,372.n $ 970,632.09 $ 46,026.21 $ 4,696.48

3,810.19

$ 46,026.21 $ -886.29

114,200.62

69,682.90

-34,376.31

103.75 274.31

$ 33l98.10 $ 69,174.67

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

CRAITAHOOCHEE COUNTY BOARD OF EDUCATION

EXHffiIT "D"

NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30. 2001

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
REPORTING ENTITY
The Chattahoochee County Board ofEducation (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 School District is organized as a separate legal entity and has the power to levy taxes and issue bonds. Its budget is not subject to approval by any other entity. Accordingly, the School District is a primary government and consists of all the organizations that compose its legal entity.
FUND ACCOUNTING
The School District uses funds and an account group to report on its financial position and the results ofits 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 fmancial 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 School District. To conform to generally accepted accounting principles, a General Fixed Assets Account Group should be maintained for reporting the cost of assets acquired by governmental fund types.
The general-purpose financial statements account for all State, Federal, Taxes and Other funds under control of the School District, in compliance with generally accepted accounting principles applicable to governmental units, unless otherwise disclosed in these notes. Funds and the account group presented in this report are as follows:
GOVERNMENTAL FUND TYPES - are used to account for all or most of a School District's educational activities. Governmental Fund Types include:
GENERAL FUND - the fund used to account for all financial resources of the School District except those required to be accounted for in another fund. These transactions relate to resources obtained and used for services provided by a board of education.
SPECIAL REVENUE FUND - the fund used to account for the proceeds of specific revenue sources (other than for major capital projects) that are legally restricted to expenditures for specified purposes. These funds are received primarily from the Georgia Department of Education and from the Federal government to accomplish specific educational objectives.
CAPITAL PROJECTS FUND - the fund used to account for financial resources to be used for the acquisition or construction of major capital facilities.
-7-

CHA'ITAHOOCHEE COUNTY BOARD OF EDUCAnON

EXHIBIT "0"

NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30.2001

Notel: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
DEBT SERVICE FUND - the fund used to account for the accumulation ofresources for, and the payment of, generallong-tenn principal, interest and paying agent fees.
FIDUCIARY FUND TYPE - the fund used to account for assets held by a government unit in a trustee capacity or as an agent for individuals, private organizations, other government units and/or other funds. This fund includes:
AGENCY FUNDS - the funds used to account for assets held in a fiduciary capacity for other funds, governments, or individuals.
ACCOUNT GROUP
GENERAL LONG-TERM DEBT ACCOUNT GROUP - A financial reporting device used to account for general obligation debt outstanding.
BASIS OF ACCOUNTING
The accounting and financial reporting treatment applied to a fund is detennined by its measurement focus. All governmental funds are accounted for using a current financial resources measurement focus. With this measurement focus, only current assets and current liabilities generally are included on the balance sheet. Operating statements ofthese funds present increases (i.e., revenues and other financing sources) and decreases (i.e., expenditures and other financing uses) in net current assets. Their reported fund balance is considered a measure of available spendable resources.
Liabilities which are expected to be financed from available spendable resources are reported as liabilities in the governmental funds. Other liabilities, which are not expected to be financed from available spendable resources, are reported in the General Long-Tenn Debt Account Group.
Agency funds are purely custodial in nature and do not involve measurement ofresults ofoperations.
Governmental funds are accounted for using the modified accrual basis ofaccounting under which:
Revenues are recognized when susceptible to accrual (i.e., when they become both measurable and
available). "Measurable" means the amount of the transaction can be detennined and "available" means collectible within the current period or soon enough thereafter to be used to pay liabilities of the current period. The School District considers receivables collected within sixty days after yearend to be available and therefore susceptible to accrual. Nonexchange transactions, in which the School District gives (or receives) value without directly receiving (or giving) equal value in exchange, include property taxes, local option sales taxes and intergovernmental grants. Revenue for property taxes is recognized in the fiscal year for which the taxes are levied. Revenue from sales taxes is recognized in the fiscal year the resources are received or susceptible to accrual. Revenue from grants is recognized in the fiscal year in which all eligibility requirements have been satisfied.
-8-

CHAITAHOOCHEE COUNTY BOARD OF EDUCAnON

EXHmIT "0"

NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30, 2001

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
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 2001, a substantial number ofpersonnel ofthe School District were employed for a one hundred and ninety day period beginning in August 2000 and ending in early June 2001. Personnel contracts for this employment period specify that compensation be paid in twelve equal monthly payments beginning in September 2000 and ending in August 2001. State grants to fund the State's share of these contracts were disbursed from the Georgia Department of Education to the School District in the same twelve months. As of June 30, 2001, compensation under these employment contracts had been earned, but two ofthe twelve monthly payments, due for July and August 2001, had not been made. Payments for these two months were made and recorded as expenditures by the School District subsequent to June 30,2001. Also, the State's portion ofthe compensation paid in July and August 2001 was received and recorded as revenue in the fiscal year subsequent to June 30,2001. Conversely, the similar expenditures and related revenues for contractual services completed prior to June 30, 2000, were recorded in the year ended June 30, 2001. Generally accepted accounting principles require that revenues be recorded when available and measurable and that expenditures be recorded when incurred, rather than when funds are received or disbursed.
Agency funds are accounted for using the modified accrual basis ofaccounting in recognizing assets and liabilities.
BUDGET
The Chattahoochee County Board ofEducation's budget is a complete financial plan for the School District's fiscal year and is based upon estimates of expenditures together with probable funding sources. There is no statutory prohibition regarding overexpenditure ofthe budget at any level. The budget for all governmental funds is prepared by fund, function and object. The legal level of budget control was established by the Board at the aggregate level. The budget for governmental funds was prepared on a basis other than generally accepted accounting principles.
The budget process begins when the School District's administration prepares a tentative budget for the Board's approval. After approval ofthis tentative budget by the Board, such budget is advertised at least once in a newspaper of general circulation in the locality. At the next regular meeting ofthe Board after advertisement, the Board receives comments on the tentative budget, makes revisions as necessary and adopts a final school budget. This final budget is then submitted, in accordance with provisions of the Quality Basic Education Act, OCGA Section 20-2-167(c), to the Georgia Department of Education. The Board may increase or decrease the budget at any time during the year. All unexpended budget authority lapses at fiscal year-end.

- 9-

CRAITAHOOCHEE COUNTY BOARD OF EDUCAnON

EXHmIT "D"

NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30, 2001

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
CASH AND CASH EQUIVALENTS
COMPOSITION OF DEPOSITS Cash and cash equivalents consist ofcash on hand, demand deposits and short-tenn 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 of one 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,
(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.
RECEIVABLES
Receivables consist ofgrant reimbursements due on Federal, State or other grants for expenditures made but not reimbursed and other receivables disclosed from information available. Receivables
- 10-

CRAITAHOOCREE COUNTY BOARD OF EDUCAnON

EXHffiIT "D"

NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30. 2001

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES

are recorded when either the asset or revenue recognition criteria has been met. Receivables recorded on the general-purpose financial statements do not include any amounts which would necessitate the need for an allowance for uncollectible receivables.

PROPERTY TAXES

The Chattahoochee County Board of Commissioners fixed the property tax levy for the 2000 tax year (calendar year) on October 23,2000 (levy date). Taxes were due on January 31,2001 (lien date). Taxes collected within the current fiscal year or within 60 days after year-end are reported as revenue in fiscal year 2001. The Chattahoochee 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 during the fiscal year ended June 30,2001 for maintenance and operations amounted to $419,798.08.

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

School Operations

10.68 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 $302,602.11 and was recorded in the Capital Projects and Debt Service Funds. The State will terminate collection of this tax once an additional $524,379.58 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 (first-in, first-out). 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 ofpurchase. The inventories reported on the balance sheet for donated food commodities and for purchased foods are equally offset by reservations of fund balance which indicates that these amounts do not constitute "available spendable resources" even though they are a component of net current assets.

GENERAL OBLIGATION BONDS

The School District issues general obligation bonds to provide funds for the acquisition and construction ofmajor capital facilities. Bond premiums and discounts, as well as issuance costs, are

- 11 -

- - - - - - - - - - - - - - - - - - - --- --

CRATTAHOOCHEE COUNTY BOARD OF EDUCAnON

EXHmIT "D"

NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30. 2001

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
recognized in the fmancial statements during the year bonds are issued. General obligation bonds are direct obligations and pledge the full faith and credit ofthe government. The outstanding amount of these bonds is recorded in the General Long-Tenn Debt Account Group.
INTERFUND TRANSACTIONS
The School District 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 fmancial analysis. Data in these columns do not present financial position or results ofoperations in confonnity 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 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 ofmoney which has not been secured by surety bond, by guarantee ofinsurance, 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. If a depository elects the pooled method (OCGA 45-8-13.1) the aggregate ofthe market value ofthe securities pledged to secure a pool ofpublic funds shall be not less than 110 percent ofthe daily pool balance. OCGA Section 45-8-11 (b) provides an officer holding public funds may, in his discretion, waive the requirement for security in the case ofoperating funds placed in demand deposit checking accounts.
Acceptable security for deposits consists of anyone of or any combination of the following:
(1) Surety bond signed by a surety company duly qualified and authorized to transact business within the State of Georgia,
(2) Insurance on accounts provided by the Federal Deposit Insurance Corporation,
- 12 -

CHAITAHOOCHEE COUNTY BOARD OF EDUCAnON

EXHIBIT "D"

NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30. 200 1

Note 2: DEPOSITS

(3) Bonds, bills, notes, certificates of indebtedness or other direct obligations of the United States or of the State of Georgia,

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

(5) Bonds of any public authority created by the laws 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 AtJune 30, 2001, the bank balances were $1,777,252.93. The amounts ofthe total bank balances are classified into three categories of credit risk:

Category 1 - Cash that is insured (e.g., Federal depository insurance) or collateralized with securities held by the School District or by the School District's agent in the School District's name.
Category 2 - Cash collateralized with securities held by the pledging financial institution's trust department or agent in the School District's name.
Category 3 - Uncollateralized deposits. (This includes any bank balance that is collateralized with securities held by the pledging financial institution, or by its trust department or agent but not in the School District's name.)

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

Risk Category

Bank Balance

1

$ 106,899.15

2

1,670,353.78

3

0.00

Total

$ 1.777.252.93

- 13-

CRAITAHOOCREE COUNTY BOARD OF EDUCAnON

EXHmIT "D"

NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30, 2001

Note 3: NON-MONETARY TRANSACTIONS

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

Note 4: RISK MANAGEMENT

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

The School District has obtained commercial insurance for risk ofloss associated with torts, assets 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 natural disaster. The School District has not experienced any losses related to this risk in the past three years.

The School District is self-insured with regard to unemployment compensation claims. The School District accounts for claims within the same fund that the employee's salary and benefits were paid. Claims are accounted for with expenditure and liability being reported when it is probable that a loss has occurred, and the amount of that loss can be reasonably estimated.

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

2000 2001

Begmnmg of Year LIability

Claims and Changes in Estimates

Claims Paid

End ofYear LIability

$

0.00 $

0.00 $

0.00 $

0.00

$

0.00 $

2,210.24 $

2,210.24 $

0.00

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 United States Fidelity and Guaranty Company to provide coverage for potential losses sustained by the Trust in excess of $250,000.00 loss per occurrence, up to $2,000,000.00.

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

- 14-

CHAITAHOOCHEE COUNTY BOARD OF EDUCAnON

EXHIBIT "D"

NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30. 2001

Note 4: RISK MANAGEMENT

Position Covered

Amount

Superintendent Principal Maintenance Supervisor Each Bookkeeper School Secretary School Clerk

$ 10,000.00 $ 10,000.00 $ 10,000.00 $ 10,000.00 $ 10,000.00 $ 10,000.00

Note 5: GENERAL LONG-TERM DEBT

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

Purpose

Interest Rate

Amount

General Government - Series 1997

4.5%

$ 430.000.00

The changes in General Long-Tenn Debt during the fiscal year ended June 30, 2001, were as follows:

General Obligation
Bonds

Balance July 1,2000

$ 630,000.00

Deductions Debt Retired

200,000.00

Balance June 30, 2001

$ 430.000.00

At June 30,2001, payments due by fiscal year which includes principal and interest for these items are as follows:

Fiscal Year Ended June 30

General Obligation
Bonds

2002 2003

$ 224,625.00 224,950.00

Total Principal and Interest

$ 449.575.00

- 15 -

CRATTAHOOCHEE COUNTY BOARD OF EDUCATION

EXHffiIT liD"

NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30. 2001

Note 6: ON-BEHALF PAYMENTS
The School District has recognized revenues and expenditures in the amount of $38,451.05 for health insurance and retirement contributions paid on the School District's behalf by the following State Agencies.
Georgia Department of Education Paid to the Georgia Department of Community Health For Health Insurance ofNon-Certified Personnel In the amount of $22,747.95
Paid to the Teachers Retirement System of Georgia For Teachers Retirement System (TRS) Employer's Cost In the amount of$5,514.10
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$10,189.00
Note 7: CONTINGENT LIABILITIES
Amounts received or receivable principally from the Federal government are subject to audit and review by grantor agencies. This could result in requests for reimbursement to the grantor agency for any expenditures which are disallowed under grant terms. The School District believes that such disallowances, if any, will be immaterial to its overall financial position.
The School District is a defendant in various legal proceedings pertaining to matters incidental to the performance ofroutine School District operations. The ultimate disposition ofthese proceedings is not presently determinable, but is not believed to be material to the general-purpose financial statements.
Note 8: RETIREMENT PLANS
TEACHERS RETIREMENT SYSTEM OF GEORGIA (TRS)
TRS PLAN DESCRIPTION Substantially all teachers, administrative and clerical personnel employed by local school districts are covered by the Teachers Retirement System 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.

- 16-

CRAITAHOOCREE COUNTY BOARD OF EDUCAnON

EXHIBIT "D"

NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30, 2001

Note 8: RETIREMENT PLANS

TRS CONTRIBUTIONS REQUIRED AND MADE Employees ofthe School District who are covered by TRS are required by State statute to contribute 5% of their gross earnings to TRS. The School District makes monthly employer contributions to TRS at rates adopted by the TRS Board of Trustees in accordance with State statute and as advised by their independent actuary. The required employer contribution rate is 11.29% and employer contributions for the current fiscal year and the preceding two fiscal years are as follows:

Fiscal Year

Percentage Contributed

Required Contribution

2001 2000 1999

100% 100% 100%

$ 270,725.96 $ 256,392.63 $ 251,912.53

- 17 -

CHATIAHOOCHEE COUNTY BOARD OF EDUCATION COMBINING BALANCE SHEET SPECIAL REVENUE FUND JUNE 30, 2001

ASSETS
Cash and Cash Equivalents
Accounts Receivable
Inventories Food Donated Commodities Purchased Food
Total Assets
LIABILITIES AND FUND EQUITY LIABILITIES
cash Overdraft Accounts Payable Salaries Payable Expired Grant Balances Payable Deferred Revenue
Total Liabilities
FUND EqUITY
Fund Balances Reserved For Continuation of Federal Programs For Inventories Food Donated Commodities Purchased Food Unreserved Undesignated Total Fund Equity
Total Liabilities and Fund Equity
See notes to the general-purpose financial statements.
- 18-

SCHOOL FOOD
SERVICES FUND

LOTIERY PROGRAMS

$

74,298,30 $

32,476.07

3,960.49

1,218.56 1,136.57

$

80,613.92 $ -==~3;,;;;2:!:::,4=76=.0=7=

$

736.34 $

5,768.74

10,702.91

25,376.36

1,330.97

$

11,439.25 $

32,476.07

$

1,218.56

1,136.57

66,819.54 $

$

69,174.67 $

0.00 0.00

$

80,613.92 $ ="""","3;,;;;2=,4.7..6=.0=7=

EXHIBIT"E"

FEDERAL PROGRAMS

TOTALS

JUNE 30, 2001

JUNE 30, 2000

$ 106,774.37 $

109,344.77

$

93,014.94

96,975.43

85,261.28

1,218.56 1,136.57

1,114.81 862.26

$

93,014.94 $

206,104.93 $0:::::::::::=0:::.1.9.=6=,5.8:=3..1..2=

$

28,601.05 $

12,552.09

44,143.26

5,347.62

2,370.92

28,601.05 $ 19,057.17 80,222.53 6,678.59 2,370.92

$

93,014.94 $

136,930.26 $

30,288.41 19,028.44 76,086.80
1,496.57
126,900.22

$

740.19

$

1,218.56

1,136.57

1,114.81 862.26

$

0.00

66,819.54

66,965.64

$

0.00 $

69,174.67 $

69,682.90

$

93,014.94 $

206,104.93 $ ====19=6=,5=83...=12....

- 19-

--- ------- ------------------
CHATTAHOOCHEE COUNTY BOARD OF EDUCATION COMBINING STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES
SPEC~LREVENUEFUND
YEAR ENDED JUNE 30, 2001

REVENUES
State Funds Federal Funds Other Funds
Total Revenues
EXPENDITURES
Current Instruction Support Services Pupil Services Improvement of Instructional Services General Administration School Administration Maintenance and Operation of Plant Student Transportation Services Other Support Services Food Services Operation
Total Expenditures
Excess of Revenues over (under) Expenditui3S
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

$

23,560,00 $

237,280,26

176,208,93

16,320.93

$

216,089.86 $

237,280.26

$

167,976.08

618.75

56,460.66

$

216,23596

11,796.23 283.85 144.69

$

216,235.96 $

237,280.26

$

-146.10 $

0.00

$

-146.10 $

0.00

68,942.71

0.00

103.75 274.31

$

69,174.67 $====0=.=00=

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

EXHIBIT"F"

FEDERAL
PROGRAMS

TOTALS

YEAR ENDED

JUNE 30, 2001

JUNE 30, 2000

$

260,840.26 $

299,355.45

$

512,135.49

688,344.42

645,436.95

430.00

16,750.93

19,914.22

$ 512,565.49 $ _---=9=6=5,:9.:3.5...:6.1... $ 964,706.62

$

349,550.34 $

517,526.42 $

575,065.86

19,410.16 31,541.15 27,392.21
9,492.97 79,729.04

20,028.91 31,541.15 83,852.87
11,796.23 9,776.82 79,873.73 216,235.96

11,001.10 26,618.31 76,654.53
8.00 9,669.39 9,111.73 77,717.77 212,495.28

$

517,115.87 $

970,632.09 $

998,341.97

$

-4,550.38 $

-4,696.48 $

-33,635.35

3,810.19

3,810.19

7,225.03

$

-740.19 $

-886.29 $

-26,410.32

740.19

69,682.90

95,963.40

103.75 274.31

173.56 -43.74

$

0.00 $

69,174.67 $ =-===6=9=,6,;;;82=.9=0=

- 21 -

CHATIAHOOCHEE COUNTY BOARD OF EDUCATION COMBINING BALANCE SHEET CAPITAL PROJECTS FUND JUNE 30, 2001

EXHIBIT"G"

ASSETS Cash and cash Equivalents Accounts Receivable
Total Assets

GEORGIA STATE FINANCING AND
INVESTMENT COMMISSION

SPECIAL PURPOSE LOCAL OPTION SALES TAX

TOTALS JUNE 30, 2001 JUNE 30. 2000

$

0.00 $ 116,886.89 $ 116,886.89 $ 237,412.92

54,011.31

54,011.31

36,48666

$

0.00 $ 170,898.20 $ 170,898.20 $ 273,899.58

FUND EQUITY
Fund Balances Reserved For SPLOST Projects
For State capital Outlay Projects $
Unreserved Undesignated

Total Fund Equity

$

$ 0.00
0.00

170,898.20 $ 0.00

170,898.20 $ 0.00

189,700.94 84,198.64
0.00

0.00 $ 170,898.20 $ 170,898,20 $ 273,899.58

See notes to the general-purpose financial statements.

22 -

CHATTAHOOCHEE COUNTY BOARD OF EDUCATION COMBINING STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES
CAPITAL PROJECTS FUND YEAR ENDED JUNE 30, 2001

EXHIBIT"H"

GEORGIA STATE FINANCING AND
INVESTMENT COMMISSION

SPECIAl PURPOSE LOCAL OPTION SALES TAX

TOTALS YEAR ENDED JUNE 30, 2001 JUNE 30, 2000

REVENUES

State Funds Taxes Other Funds

$

0,00

$

86,008,39

S

78,222,11 $

78,22211

63,437.95

6,81766

6,81766

11,20396

Total Revenues

$

0.00 $

85,039,77 $

85,03977 $ 160,650.30

EXPENDITURES

Capital Outlay Building and Building Improvements Equipment Land and Land Improvements

$

0,00 $

99,42530 $

99,425.30 $ 389,071,73

1,800,00

1,800,00

10,717 21

10,717.21

Total Expenditures

$

000 $

111,94251 $ 111,94251 $ 389,071,73

Excess of Revenues over (under) Expenditures

$

000 $

-26,902,74 $ -26,902.74 $ -228,42143

OTHER FINANCING SOURCES (USES)

OperaUng Transfers In Operatmg Transfers Out

$

8,100,00 $

8,100,00 $ 130,58398

$

-84,198 64

-84,19864

-130,583.98

Total Other Flnandng Sources (Uses)

$

-84,19864 S

8,100 00 $ -76,09864 $

0.00

Excess of Revenues and Other Flnanang Sources over (under) Expenditures and Other FinanCing Uses $

-84,198.64 $

-18,802,74 $ -103,001,38 $ -228,42143

FUND BALANCE JULY 1

84,19864

189,70094

273,89958

502,321,01

FUND BALANCE JUNE 30

$

000 $

170,898.20 $ 170,89820 $ 273,899.58

See notes to the general-purpose finanCial statements,

- 23-

CHATIAHOOCHEE COUNTY BOARD OF EDUCATION COMBINING STATEMENT OF CHANGES IN ASSETS AND LIABILITIES
FIDUCIARY FUND TYPE - AGENCY FUNDS YEAR ENDED JUNE 30, 2001

FUND RAISERS ASSETS
Cash and Cash Equivalents
LIABILITIES Funds Held for Others

BALANCE JULY 1, 2000

ADDITIONS

DEDUCTIONS

BALANCE JUNE 30, 2001

$

3,703.01 $

41,985,99 $

40,027.64 $

5,661.36

$

3,703.01 $

41,985.99 $

40,027,64 $======5:.!::,6=:6=1,=:36=

ASSETS Cash and Cash Equivalents

$

1,212.27 $

40.10 $

86.76 $ -===-=1!::O,1:IC65=.6=1=

LIABILITIES Funds Held for Others

$

1,212,27 $

40.10 $

86.76 $ .......=..;,,1""",1.6.5.:=.6=.1=

TOTALS - AGENCY FUNDS ASSETS
Cash and Cash Equivalents
LIABILITIES Funds Held for Others

$

4,915,28 $

42,026.09 $

40,114.40 $ -====-=6=,8.2...6c..9..7.....

$

4,915.28 $

42,026.09 $

40,114.40 $ -====-==65,8:=26:=,9:=7:."

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

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

SCHEDULE'1'

FUNDING AGENCY PROGRAM/GRANT
Agncu"ure, U. S. Department of Child Nutrition Cluster Pass-Through From Georgia Department of Education Food and Nutrition Program Food services School Breakfast Program National School Lunch Program Pass-Through from Office of School Readiness Food and Nutrition Program Summer Food Service Program for Children
Total Child Nutntlon 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
Total U S. Department of Agnculture
Education, U. S Department of Speaal Education Cluster Pass-Through From Georgia Department of Educalron IndIViduals wlth Disabilities Education Act Part B - SpeClSI Education Flow Through capacity Building Improvement Preschool
Total Special Education Cluster
other Programs Direct Impact AId Pass-Through From Georgia Department of Education Elementary arid 5ecortdary Education Act Title I Grants to Local Educational Agencies Title II Eisenhower Professional Development Title VI Innovative Education Program Strategies Classroom SIZe Reduction
Total U. S. Department of Educalron
Justice, U, S Department of Pass-Through From Children and Youth Coordinating Council Part E; State Challenge Activities

CFDA NUMBER

PASSTHROUGH
ENTITY 10
NUMBER

FEDERAL REVENUE IN PERIOD

EXPENDITURES IN PERIOD

10.553
10,555
10,559

NlA

$ 51,834 02

NlA

105,848.13 $

(2) 197,70918 (3)

NlA

8,352.32

$ 166,034 47 $

8,352.32 206,061.50

10.550 10,558

NlA

10.17446

NlA

5,45031

$ 181,659.24 $

10,174.46
(4) 216,23596

84.027 84 027 84,173

NlA

$ 45,219.94 $

NlA

375.00

NlA

5,88900

$ 51,48394 $

51,483,94 (3) (4) (4)
51,48394

84 041

2,92965

(4)

84,010
84.281
84.298 84,340

NlA

396,516.04

NlA

12,888.89

NlA

9,67562

NlA

41,571 00

$ 515,065.14 $

396,946.04 (3)
13,629.08 (4) 55,056 81 (3) 517,11587

16549

N/A

$ 34,379,91

(4)

Total Federal Financial Assistance
NlA = Not Available

- 25-

$ 731,104.29 $

733,351,83

CHATIAHOOCHEE COUNTY BOARp OF EpUCATION SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS
YEAR ENDED JUNE 30. 2001

SCHEDULE "1"

Notes to the Schedule of 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 School Breakfast Program were not maintained separately and are Included in the 2001 National School Lunch Program.
(3) expenditures for thiS program Include State, and/or Other Funds Expenditures are not maintained by fund source.
(4) Expenditures on thiS program were not maintained by fund source
Major Programs are Identified by an astensk (0) In front of the CFDA number
The School District did not provide Federal Assistance to any SUbreclpient.
The accompanying schedule of expenditures of Federal awards Includes the Federal grant activity of the Chattahoochee County Board of Education and is presented on the modified accrual basis of accountmg which is the basis of accounting used in the presentation of the general-purpose financial statements

See notes to the general-purpose financial statements

26 -

CHATTAHOOCHEE COUNTY BOARD OF EDUCATION SCHEDULE OF STATE REVENUE YEAR ENDER JUNE 30, 2001

SCHEDULE "2"

AGENCYIFUNDING
GRANTS Community Affairs, Georgia Department of Local Assistance Grant
Community Health, Georgia Department of Nursing Services Medicare AsSistance
Educabon, Georgia Department of Quality Basic Education General and Career Education Programs SpeCIal Education Programs Gifted Program Remedial Education Program Media Center Programs Staff Development Programs Indirect Cost Pupil Transportabon Regular Bus Replacement Sparsity Mid-term Adjustment Hold-Harmless Educational Equalization Formula Food Services Other State Programs Altemabve Programs At-RISk Summer School Program Environmental SCIence Program Health Insurance Mentor Teachers Preschool Handicapped Program Principal Supplements School Nurses Teachers'Retirement Lottery Program Computers in the Classroom
Human Resources, Georgia Department of DAR.E.
Juvenile Justice, Georgia Department of Probation Abstinence
Office of School Readiness Pre-Kindergarten Program
Office of Treasury and FIScal Services Public School Employees Rebrement
CONTRACTS Education, Georgia Department of Reading First Program Georgia Reading Challenge

GOVERNMENTAL FUND TYPES

SPECIAL

GENERAL

REVENUE

FUND

FUND

TOTAL

$ 80,000.00
2,452.18 5,204.08

$ 80,000.00
2,45218 5,204.08

1,353,849.00 224,842.00 9,023.00 16,955.00 54,05900 12,107,00 466,300.00
101,821,00 29.785.00 102,931.00 35,421.00 179.282,00
$
13,206,00 1,540.37 750.00
22,747.95 3,586.00
41,39500 1,940,00
28.364.00 5,514,10

23,560.00 9,786,89

24.923.n

941.79 12,171.36

227,493.37

10,189.00

1,353,849.00 224,84200 9,023,00 16,955.00 54,059.00 12,107,00 466,30000
101,821,00 29,785.00 102,931.00 35,421.00 179,282.00 23,56000
13,206.00 1,540,37 75000
22,74795 3,586.00
41,395.00 1,94000
28,364.00 5,51410
9,786.89
24,923.n
941.79 12,171.36
227,493.37
10,18900

22,87300 14,233.00

22,87300 14,23300

See notes to the general-purpose finanCIal statements

$ 2,878,406 60 $ 260,840.26 $ 3,139,24686 - 27-

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

SCHEDULE "3"

PROJECT
Chattahoochee County Educabon Center Classroom bUilding addlbons, renovation to media center, catetena, re-roofing main building, covered walkway to exisbng playground and bus stop, additional parXing facihtles, heating and air condlboning, sanitation and communications improvements, furniture needs, relocation and correction of three mobile units, furniture needs for Chattahoochee County Education Center and other necessary costs associated WIth Board of Education expansion Program

ORIGINAL ESTIMATED
COST (1)

CURRENT ESTIMATED COSTS (2)

AMOUNT EXPENDED IN CURRENT YEAR (3)

AMOUNT EXPENDED
IN PRIOR YEARS (3)

PROJECT STATUS

$ 1,500,00000 $ 2,502,39784 $ 136,32251 $ 2,250,07533 OngOIng

(1) The School District's original cost estimate as specified in the resolution calling tor the Imposition ot the Local Option
Sales Tax.
(2) The School DIstrict's current estimate of total cost for the project Includes all cost from project incepbon to completion
(3) The voters of Chattahoochee County approved the imposItion of a 1% sales tax to fund the above prOject and retire associated debt. Amounts expended tor thiS project may Include sales tax proceeds, state, local property
taxes and/or other funds over the hfe of the project

see notes to the general-purpose financial statements

29

CHATIAHOOCHEE COUNTY BOARp OF EDUCATION GENERAL FUNp - aUALITY BASIC EDUCATION PROGRAM laBEl
ALLOTMENTS AND EXPENDITURES - BY PROGRAM YEAR ENDED JUNE 30, 2001

SCHEDULE "4"

DESCRIPTION
Direct InstnJclJonal Programs Kindergarten Program Kindergarten Program-Early Intervention Program Pnmary Grades (1-3) Program Primary Grades-Early Intervention (1-3) Program Upper Elementary Grades (4-5) Program Middle SChool (6-8) Program Students with Disabilities category I Gifted Student - category VI Remedial Education Program Alternative EducatIOn Program
TOTAL DIRECT INSTRUCTIONAL PROGRAMS
Media Center Program Staff and Professional Development

ALLOTMENTS FROM GEORGIA DEPARTMENT OF EDUCATION (1)

ELlGIBl.E aBE PROGRAM COSTS

SALARIES

OPERATIONS

TOTAL

$

164,873.00 $ 139.830,03 $

8,984 71 $

148,81474

40,877.00

52,327.65

147.30

52,47495

466.307.00

497,673.93

19,996 64

517,670.57

89,612.00

104,43859

100,00

104.538.59

280,958.00

238,084.33

24,723.17

262,807,50

427,201.00

431,124.26

35,168.28

466,29254

244,104,00

253,263.46

150.00

253,41346

9,796.00

12,557,33

12,557.33

18,407.00

18,576.81

18,576.81

14,33700

22,604 24

22,60424

$

1,756,472.00 $ 1,770,480.63 $ 89,27010 $ 1,859,75073

58,690 00 13,144 00

62,609,63 10,73826

13,11498 5,87213

75,72461 16,61039

TOTAL aBE FORMULA FUNDS

$

1,828,306.00 $ 1,843,828.52 $ 108,257.21 $ 1,952,085.73

(1) Comprised of State Funds plus l.ocal Five Mill Share.

see notes to the general-purpose financial statements,

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CHATIAHOOCHEE COUNTY BOARD OF EDUCATION GENERAL FUND - gUALITY BASIC EDUCATION PROGRAM <gBEl
ALLOTMENTS AND EXPENDITURES - BY SITE YEAR ENDED JUNE 30, 2001

SCHEDULE "5"

Chattahoochee County Education Center Chattahoochee County Middle School Central Office (Alternative Education Program)
TOTAL
(1) Comprised of State Funds plus Local Five Mill Share.

ALLOTMENTS FROM GEORGIA DEPARTMENT OF EDUCATION (1)

ELIGIBLE aBE PROGRAM COSTS

$

1,198,068.00 $

1,296,630.63

544,067.00

563,120,10

14,337.00

$

1,756,472.00 $ =====1,1,;;,8.5.9.-=,=75;:,;;0=:,7:::=3

See notes to the general-purpose financial statements. - 31

SECTIONll COMPLIANCE AND INTERNAL CONfROL REPORTS

RUSSELL W. HINTON
STATE AUDITOR
(404) 6562174

DEPARTMENT OF AUDITS AND ACCOUNTS
254 Washmgton Street. S w., Suite 214
Atlanta, Georgia 30334-R400
April 17, 2002

Honorable Roy E. Barnes, Governor Members of the General Assembly Members of the State Board of Education
and Superintendent and Members of the Chattahoochee 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 ofChattahoochee County Board ofEducation as ofand for the year ended June 30, 2001, and have issued our report thereon dated April 17,2002. This report was qualified for various departures from generally accepted accounting principles, as identified in the auditor's report on the general-purpose financial statements. We conducted our audit in accordance with auditing standards generally accepted in the United States of America and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States.
Compliance
As part of obtaining reasonable assurance about whether Chattahoochee County Board of Education's financial statements are free of material misstatement, we performed tests of its compliance with certain provisions oflaws, regulations, contracts and grants, noncompliance with which could have a direct and material effect on the determination 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 ofnoncompliance that are required to be reported under Government Auditing Standards.
Internal Control Over Financial Reporting
In planning and performing our audit, we considered Chattahoochee County Board of Education's internal control over financial reporting in order to determine our auditing procedures for the purpose of expressing our opinion on the financial statements and not to provide assurance on the internal
2001YB-41

control over financial reporting. However, we noted a certain matter involving the internal control over financial reporting and its operation that we consider to be a reportable condition. Reportable conditions involve matters coming to our attention relating to significant deficiencies in the design or operation ofthe internal control over financial reporting that, in ourjudgment, could adversely affect Chattahoochee County Board of Education's ability to record, process, summarize and report financial data consistent with assertions ofmanagement in the financial statements. The reportable condition is described in the accompanying Schedule ofFindings and Questioned Costs as item FS6261-01-01.
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 nonnal course of perfonning 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, we consider item FS-6261-01-01 to be a material weakness.
This report is intended solely for the infonnation and use of the management, members of the Chattahoochee 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,

RWH:gp 2001YB-41

Rus ell W. Hinton State Auditor

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

DEPARTMENT OF AUDITS AND ACCOUNTS 254 Washmgton Street, S w., Suite 214
Atlanta. Georgia 30334-8400
April 17, 2002

Honorable Roy E. Barnes, Governor Members of the General Assembly Members of the State Board of Education
and Superintendent and Members of the Chattahoochee County Board ofEducation
REPORT ON COMPLIANCE WITH REQUIREMENTS APPLICABLE TO EACH MAJOR PROGRAM AND ON INTERNAL CONTROL OVER COMPLIANCE IN ACCORDANCE WITH OMB CIRCULAR A-133
Ladies and Gentlemen:
Compliance
We have audited the compliance of Chattahoochee County Board of Education with the types of compliance requirements described in the U.S. Office ofManagement and Budget (OMB) Circular A-I33 Compliance Supplement that are applicable to each ofits major Federal programs for the year ended June 30, 2001. Chattahoochee County Board of Education's major Federal programs are identified in the Summary of Auditor's Results Section of the accompanying Schedule ofFindings and Questioned Costs. Compliance with the requirements oflaws, regulations, contracts and grants applicable to each of its major Federal programs is the responsibility ofChattahoochee County Board of Education's management. Our responsibility is to express an opinion on Chattahoochee 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 of America; the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General ofthe United States; and OMB Circular A133, Audits of States, Local Governments, and Non-Profit Organizations. Those standards and OMB Circular A-133 require that we plan and perfonn the audit to obtain reasonable assurance about whether noncompliance with the types ofcompliance requirements referred to above that could have a direct and material effect on a major Federal program occurred. An audit includes examining, on a test basis, evidence about the Chattahoochee County Board of Education's compliance with those requirements and perfonning such other procedures as we considered necessary in the circumstances. We believe that our audit provides a reasonable basis for our opinion. Our audit
2001SA-40

does not provide a legal detennination on Chattahoochee County Board ofEducation's compliance with those requirements.
In our opinion, the Chattahoochee 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, 2001.
Internal Control Over Compliance
The management of Chattahoochee 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 perfonning our audit, we considered Chattahoochee 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 detennine 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 OMB Circular A-133.
We noted a certain matter involving the internal control over compliance and its operation that we consider to be a reportable condition. Reportable conditions involve matters coming to our attention relating to significant deficiencies in the design or operation ofthe internal control over compliance that, in ourjudgment, could adversely affect the Chattahoochee County Board ofEducation's ability to administer a major Federal program in accordance with applicable requirements of laws, regulations, contracts and grants. The reportable condition is described in the accompanying Schedule of Findings and Questioned Costs as item FA-6261-01-01.
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 of risk that noncompliance with the applicable requirements oflaws, 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 nonnal course of perfonning their assigned functions. Our consideration of the 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 that the reportable condition described above is not considered to be a material weakness.
This report is intended solely for the infonnation and use of the management, members of the Chattahoochee 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,
.l\~
Ru ell W. Hinton State Auditor
RWH:gp 2001SA-40

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

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

PRIOR YEAR FINANCIAL STATEMENT FINDINGS AND OUESTIONED COSTS

FINDING CONTROL NUMBER AND STATUS

FS-6261-98-01 FS-6261-99-0 1 FS-6261-00-0 1

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

CORRECTIVE ACTIONIRESPONSES

GENERAL FIXED ASSETS Failure to Maintain General Fixed Assets Account Group Finding Control Number: FS-6261-00-01

The School District does not maintain General Fixed Assets at this time.

SECI10NIV FINDINGS AND QUESTIONED COSTS

CHATTAHOOCHEE COUNTY BOARD OF EDUCATION SCHEDULE OF FINDINGS AND OUESTIONED COSTS
YEAR ENDED JUNE 30, 2001
I SUMMARY OF AUDITOR'S RESULTS
1. Type of Report Issued on the Financial Statements The auditor's opinion on the Chattahoochee 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 Chattahoochee County Board of Education disclosed a financial statement reportable condition related to the following control category.
General Fixed Assets
The reportable condition described above is considered to be a material weakness.
3. Noncompliance Material to the Financial Statements The audit of the Chattahoochee 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 Chattahoochee County Board of Education disclosed a reportable condition in internal control over major programs for the following compliance requirement.
Equipment and Real Property Management
The reportable condition described above is not considered to be a material weakness.
5. Type of Report Issued on Compliance for Major Programs The auditor's opinion on the Chattahoochee 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 .51 OCa) of OMB Circular A-133 The Chattahoochee County Board ofEducation's audit disclosed one audit finding required to be reported by section .510(a) ofOMB Circular A-133. This audit finding is included in section IV of this report.
7. Major Programs Federal awards audited as major programs are as follows: 10.553 Food and Nutrition Program - Food Services - School Breakfast Program 10.555 Food and Nutrition Program - Food Services - National School Lunch Program 10.559 Food and Nutrition Program - Summer Food Service Program for Children
- 1-

CHATTAHOOCHEE COUNTY BOARD OF EDUCATION SCHEDULE OF FINDINGS AND QUESTIONED COSTS
YEAR ENDED JUNE 30, 2001
I SUMMARY OF AUDITOR'S RESULTS
8. Type "A" Program Dollar Threshold The dollar threshold for type "A" programs was $300,000.00.
9. Low Risk Auditee The Chattahoochee County Board of Education qualified as a low risk auditee based on a waiver granted by the U. S. Department of Education.
n FINANCIAL STATEMENT FINDINGS AND QUESTIQNED COSTS
GENERAL FIXED ASSETS Failure to Maintain General Fixed Assets Account Group Reportable Condition - Material Weakness Repeated From Prior Year Finding Control Number: FS-6261-01-01
The Chattahoochee County Board ofEducation did not maintain a system-wide General Fixed Assets Account Group within the formal accounting records as required by generally accepted accounting principles. This condition results in the general-purpose fmancial statements ofthe School District being incomplete and not in accordance with generally accepted accounting principles. Appropriate action should be taken by the School District to establish accounting controls and procedures to provide for maintenance ofa General Fixed Assets Account Group. These subsidiary records should include an inventory of land, buildings and equipment owned by the School District and should include, but may not be limited to, date acquired, acquisition cost, estimated replacement cost, location and description. Detailed records should be maintained ofall additions and deletions to the General Fixed Assets Account Group.
ill FEDERAL AWARD FINDINGS AND QUESTIONED COSTS
EQUIPMENT AND REAL PROPERTY MANAGEMENT Inadequate Inventory Records Reportable Condition Nonmaterial Noncompliance U. S. Department of Agriculture Through Georgia Department of Education Finding Control Number: FA-6261-01-0l
Property management records maintained by the School District for the Child Nutrition Cluster (CFDA 10.553, 10.555 and 10.559) were incomplete and failed to meet property management standards set forth in chapter 41 of the Financial Management for Georgia Local Units of Administration (FMGLUA), or as outlined in 7 CFR 3015.169. The equipment records as presented for audit was not updated for current year activity, did not indicate funding source for all listed items and an annual inventory physical count was not performed as required by regulations.
- 2-

CHATTAHOOCHEE COUNTY BOARD OF EDUCATION SCHEDULE OF FINDINGS AND QUESTIONED COSTS
YEAR ENDED JUNE 30, 2001
III FEDERAL AWARD FINDINGS AND QUESTIONED COSTS EQUIPMENT AND REAL PROPERTY MANAGEMENT Inadequate Inventory Records Reportable Condition Nonmaterial Noncompliance U. S. Department of Agriculture Through Georgia Department of Education Finding Control Number: FA-6261-01-01 These conditions occurred because management failed to maintain complete property management records, and to ensure that physical inventory counts were properly performed and reconciled to property management records. An inventory system should be implemented that provides for complete property inventory records and identification of all equipment as outlined in Chapter 41 ofthe FMGLUA. An annual physical count should be performed and reconciled to the property equipment records to ensure their accuracy.
-3-