STATE OF GEORGIA DEPARTMENT OF AUDITS AND ACCOUNTS G,AAroDO 
 RI Edfo C-lo 
;(Doo door 
I 
CLAY COUNTY BOARD OF EDUCATION 
FORT GAINES, GEORGIA REPORT ON AUDIT 
OF THE FINANCIAL STATEMENTS FOR THE FISCAL YEAR ENDED JUNE 30, 2001 
Russell W. Hinton State Auditor 
 
 CLAY COUNTY BOARD OF EDUCATION -TABLEOFCONTENTS- 
 
SECTION I 
 
FINANCIAL 
 
INDEPENDENT AUDITOR'S COMBINED REPORT ON GENERAL-PURPOSE FINANCIAL STATEMENTS AND SUPPLEMENTARY INFORMATION SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS 
 
EXHIDITS 
 
GENERAL-PURPOSE FINANCIAL STATEMENTS 
 
COMBINED STATEMENTS - OVERVIEW 
 
A 
 
COMBINED BALANCE SHEET 
 
ALL FUND TYPES AND ACCOUNT GROUP 
 
2 
 
B 
 
COMBINED STATEMENT OF REVENUES, EXPENDITURES AND 
 
CHANGES IN FUND BALANCES 
 
ALL GOVERNMENTAL FUND TYPES 
 
4 
 
C 
 
COMBINED STATEMENT OF REVENUES, EXPENDITURES AND 
 
CHANGES IN FUND BALANCES - BUDGET AND ACTUAL 
 
(NON-GAAP BASIS) 
 
GENERAL AND SPECIAL REVENUE FUNDS 
 
6 
 
D NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS 
 
7 
 
ADDmONAL FINANCIAL INFORMATION 
 
COMBINING AND INDNIDUAL FUND STATEMENTS 
 
SPECIAL REVENUE FUND 
 
E 
 
COMBINING BALANCE SHEET 
 
18 
 
F 
 
COMBINING STATEMENT OF REVENUES, EXPENDITURES 
 
AND CHANGES IN FUND BALANCES 
 
20 
 
DEBT SERVICE FUND 
 
G 
 
COMBINING BALANCE SHEET 
 
22 
 
H 
 
COMBINING STATEMENT OF REVENUES, EXPENDITURES 
 
AND CHANGES IN FUND BALANCES 
 
23 
 
I 
 
FIDUCIARY FUND TYPE 
 
STATEMENT OF CHANGES IN ASSETS AND LIABILITIES 
 
AGENCY FUND 
 
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 
 
 CLAY COUNTY BOARD OF EDUCATION - TABLE OF CONTENTS - 
 
SECTION I 
 
FINANCIAL 
 
ADDmONAL FINANCIAL INFORMA i. IN 
 
SCHEDULES 
 
ALLOTMENTS AND EXPENDITURES 
 
GENERAL FUND - QUALITY BASIC EDUCATION PROGRAMS (QBE) 
 
4 
 
BY PROGRAM 
 
30 
 
5 
 
BY SITE 
 
31 
 
SECTIONn 
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 CIRCULARA-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 Atlanta, Georgia 30334-R400 
March 27, 2002 
 
Honorable Roy E. Barnes, Governor Members of the General Assembly Members ofthe State Board of Education 
and Superintendent and Members of the Clay 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 ofthe Clay County Board of Education, as of and for the year ended June 30, 2001, as listed in the table of contents. These general-purpose financial statements are the responsibility ofthe Clay County Board ofEducation's management. Our responsibility is to express an opinion on these general-purpose financial statements based on our audit. 
We conducted our audit in accordance with auditing standards generally accepted in the United States ofAmerica and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General ofthe United States. Those standards require that we plan and perform the audit to obtain reasonable assurance about whether the fmancial statements are free ofmaterial misstatement. An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the financial statements. An audit also includes assessing the accounting principles used and significant estimates made by management, as well as evaluating the overall financial statement presentation. We believe that our audit provides a reasonable basis for our opmlOn. 
As described in the notes to the general-purpose financial statements, the Board of Education's financial statements have been prepared using certain accounting practices and policies which, in our opinion, vary in some respects from generally accepted accounting principles. These variances are described as follows: 
 
2001ARL-13 
 
 * The general-purpose financial statements of the Board of Education did not contain a 
General Fixed Assets Account Group to account for property and equipment owned by the Board of Education which should be included to conform to generally accepted accounting principles. 
* School activity accounts maintained at the individual schools are not included in the 
general-purpose financial statements. To conform to generally accepted accounting principles, these accounts should be included in the general-purpose financial statements. 
* The Board of Education did not recognize as expenditures, in the year ended 
June 30, 2001, a portion of salaries and the corresponding employer's cost of related benefits earned for contractual services completed prior to June 30, 2001. Also funds received, subsequent to June 30, 2001, from the Georgia Department of Education for the State's share of these unrecorded salaries and related benefits were not recorded as revenue in the year under review. Conversely, the similar expenditures and related revenues for contractual services completed prior to June 30, 2000, were improperly recorded in the year ended June 30, 2001. To conform to generally accepted accounting principles, revenues should be recorded when available and measurable and expenditures should be recorded when incurred, rather than when funds are received or disbursed. 
The aggregate effects on the general-purpose financial statements of these variances or omissions have not been determined, but are believed to be material. 
In our opinion, except for the effects on the general-purpose financial statements of the matters referred to in the preceding paragraph, the general-purpose financial statements referred to above present fairly, in all material respects, the financial position ofthe Clay County Board ofEducation as of June 30, 2001, and the results of its 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 March 27, 2002, on our consideration ofthe Clay County Board ofEducation's internal control over financial reporting and our tests of its compliance with certain provisions oflaws, regulations, contracts and grants. That report is an integral part 0 audit performed in accordance with Government Auditing Standards and should be read in c nction with this report in considering the results of our audit. 
Our audit was performed for the purpose of :mning an opinion on the general-purpose financial statements ofthe Clay County Board ofEduc;: on taken as a whole. The accompanying combining 
n and individual fund statements (Exhibits E Qugh and the financial schedules (Schedules 1 
through 5), which includes the Schedule of ~ndituresof Federal Awards as required by U. S. Office ofManagement and Budget Circular 33, Audits ofStates, Local Governments, and NonProfit Organizations, are presented for purpo::. ~s ofadditional 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 
2001ARL-13 
 
 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. 
A copy ofthis report has been filed as a permanent 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, 
~~~ 
Ru ell W. Hinton State Auditor 
RWH:gp 2001ARL-13 
 
 CLAY COUNTY BOARD OF EDUCATION 
 
 CLAY COUNTY BOARD OF EDUCATION . COMBINED BALANCE SHEET 
ALL FUND TYPES AND ACCOUNT GROUP JUNE 30, 2001 
 
ASSETS 
Cash and Cash Equivalents 
Investments 
Accounts Receivable 
Inventories Food Donated Commodities Purchased Food 
Amount Available in Debt Service Fund 
 
GENERAL FUND 
 
GOVERNMENTAL FUND TYPES 
 
SPECIAL 
 
CAPITAL 
 
REVENUE 
 
PROJECTS 
 
FUND 
 
FUND 
 
$ 
 
471,821.08 $ 
 
82,349.28 $ 
 
52,550.03 
 
224,448.23 
 
117,713.53 
 
25,724.16 
 
54.061.35 
 
42.994.31 
 
313.25 1.235.23 
 
Total Assets 
 
$ 
 
721.993.47 $ 
 
137.959.11 $=-......2=1;,;3.&;;.2.5.7;.;,..8.7= 
 
LIABILITIES AND FUND EQUITY 
LIABILITIES 
Gash Overdraft Accounts Payable Salaries Payable Expired Grant Balances Payable Deferred Revenue Funds Held for Others General Obligation Bonds Payable 
Total Liabilities 
FUND EQUITY 
Fund Balances Reserved For Bus Replacement Funds For Continuation of Federal Programs For Debt Service For Inventories Food Donated Commodities Purchased Food For SPLOST Projects Unreserved Designated for Self-Insurance Undesignated 
Total Fund Equity 
 
$ 
 
33.764.57 $ 
 
31.004.41 
 
41,458.35 
 
14.281.93 
 
16,483.04 
 
2,043.03 
 
$ 
 
48,046.50 $ 
 
90.988.83 
 
$ 
 
313.25 
 
1.235.23 
 
$ 
 
213.257.87 
 
$ 
 
35.624.13 
 
638.322.84 
 
45,421.80 
 
0.00 
 
$ 
 
673.946.97 $ 
 
46.970.28 $ 
 
213.257.87 
 
Total Liabilities and Fund Equity 
 
$ 
 
721,993.47 $ 
 
The notes to the general-purpose financial statements are an integral part of this statement. -2- 
 
137,959.11 $ ====2=1;,;3.&;;,2.5.7;,;;.8=7= 
 
 EXHIBIT "A" 
 
DEBT SERVICE 
FUND 
 
FIDUCIARY FUND TYPE 
AGENCY FUND 
 
$ 
 
540,262.62 
 
400,000.00 
 
18,274.78 $ 
 
28,117.98 
 
ACCOUNT GROUP 
GENERAL LONG-TERM 
DEBT 
 
TOTALS (Memorandum Only) JUNE 30, 2001 -..:c:.<E 30, 2000 
 
$ 1,146,983.01 $ 1,546,158.99 
 
742,161.76 
 
132,457.52 
 
169,172.58 
 
86,702.49 
 
_ _ _ _ _ _ $ _ _::.84.:.:0:.L:,O:.,:O.:;O.:.::,OO:.,. 
 
313.25 1.235.23 
840,000.00 
 
933.72 601.38 
870,000.00 
 
$ 
 
958.537.40 $ 
 
28,117.98 $ 
 
840,000.00 $ 2,899,865.83 $ 2,636,854.10 
 
$ 
 
25,102.98 
 
$ 
 
25,102.98 
 
2,100.00 
 
66,868.98 $ 
 
111,994.53 
 
41,458.35 
 
52,867.19 
 
30,764.97 
 
6,725.06 
 
2,043.03 
 
915.00 
 
915.00 
 
$ 
 
840,000.00 
 
840,000.00 
 
870,000.00 
 
$ 
 
28,117.98 $ 
 
840,000.00 $ 1.007,153.31 $ 1,041,586.78 
 
$ 
 
840,000.00 
 
118,537.40 
 
$ 
 
958.537.40 
 
$ 
 
49,242.00 
 
3,841.72 
 
$ 
 
840,000.00 
 
870,000.00 
 
313.25 1,235.23 213,257.87 
 
933.72 601.38 
 
35,624.13 802,282.04 
 
33,433.47 637,215.03 
 
$ 1,892,712.52 $ 1,595.267.32 
 
$ 
 
958,537.40 $ 
 
28,117.98 $ 
 
840,000.00 $ 2,899,865.83 $ 2.636,854.10 
 
-3- 
 
 CLAY COUNTY BOARD OF EDUCATION COMBINED STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES 
ALL GOVERNMENTAL FUND TYPES YEAR ENDED JUNE 30, 2001 
 
FUND BALANCE JUNE 30 
 
$ 
 
673,946,97 $ ===4=6=,9=7.0.,..2==8 
 
The notes to the general-purpose financial 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 
 
$ 
 
196,718.65 $ 
 
16,539.22 
 
$ 
 
213,257.87 $ 
 
$ 
79,068.13 18,588.22 
97,656.35 $ 
 
2,160,040.10 $ 611,999.74 952,445.87 98,123.57 
3,822,609.28 $ 
 
1,846,751.07 816,597.58 971,675.96 51,199.34 
3,686,223.95 
 
$ 
 
0.00 
 
$ 
 
$ 
 
0.00 $ 
 
$ 
 
213,257.87 $ 
 
$ 
30,000.00 47,127.50 
1,044.24 78,171.74 $ 19,484.61 $ 
 
2,026,574.20 $ 
55,188.49 79,170.53 68,354.24 253,753.80 160,380.29 41,029.12 168,921.63 291,740.26 23,698.28 232,089.38 28,605.50 17,500.00 
30,000.00 47,127.50 
1,044.24 
3,525,177.46 $ 
297,431.82 $ 
 
1,914,444.35 
93,699.23 152,637.00 70,865.03 169,334.74 120,871.53 26,385.56 160,303.48 169,290.92 
15,701.55 187,149.64 87,471.28 49,586.20 
25,000.00 48,327.50 
744.24 
3,291,812.25 
394,411.70 
 
$ 
 
1.82 $ 
 
670.86 
 
-1.82 
 
-670.86 
 
$ 
 
0.00 $ 
 
0.00 
 
$ 
 
213,257.87 $ 
 
19,484.61 $ 
 
297,431.82 $ 
 
394,411.70 
 
0.00 
 
939,052.79 
 
1,595,267.32 
 
1,201,069.56 
 
-620.47 
 
-25-" 
 
633.85 
 
4~ 
 
$ 
 
213,257.87 $ 
 
958,537.40 $ 1,892,712.52 $ 1,595,267. 
 
-5- 
 
 CLAY COUNTY BOARD OF EDUCATION COMBINED STATEMENT OF REVENUES. EXPENDITURES AND CHANGES IN FUND BALANCES 
BUDGET AND ACTUAL - (NON-GAAP BASIS) GENERAL AND SPECIAL REVENUE FUNDS 
YEAR ENDED JUNE 30. 2001 
 
EXHIBIT "CO 
 
GENERAL FUND 
 
ACTUAL 
 
(BUDGET 
 
BUDGET 
 
BASIS) 
 
REVENUES 
 
State Funds Federal Funds Taxes Other Funds 
 
$ 1.909,354.00 $ 1.996.708.70 
 
50 000.00 
 
56.303.22 
 
661.350.00 
 
676.659.09 
 
20.175.00 
 
53.362.08 
 
Total Revenues EXPENDITURES 
 
$ 2,640.879.00 $ 2.783,033.09 
 
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 
 
$ 1,813.230.24 $ 1.672.835.09 
 
68.830.00 15.792.00 48,358.60 252,547.00 168.796.72 42.725.00 140.572.00 290.001.58 18.867.00 
 
52.239.33 13.620.91 51,444.97 251.751.07 160.380.29 41.029.12 162.572.48 279.183.36 15,377.70 
 
25,000.00 
 
17,500.00 
 
Total Expenditures 
 
$ 2,884,720.14 $ 2,717.934.32 
 
Excess of Revenues over (under) Expenditures 
 
$ -243,841.14 $ 65.098.77 
 
OTHER FINANCING SOURCES (USES) 
 
Other Sources Other Uses 
Total Other Financing Sources (Uses) 
 
$ 
 
-1.82 
 
$ 
 
-1.82 
 
Excess of Revenues and Other Financing Sources over (under) Expenditures and Other Financing Uses 
FUND BALANCE JULY 1. 2000 
Adjustments Food Inventory - Net Change in Period 
Donated Commodities Purchased Food 
 
$ -243.841.14 $ 65.096.95 
 
594.133.19 
 
608.850.02 
 
0.42 
 
FUND BALANCE JUNE 30. 2001 
 
$ 350.292.47 $ 673,946.97 
 
The notes to the general-purpose financial statements are an integral part of this statement. -6- 
 
SPECIAL REVENUE FUND 
 
ACTUAL 
 
(BUDGET 
 
BUDGET 
 
BASIS) 
 
$ 164.612.40 $ 163.331.40 
 
627.509.00 
 
555.696.52 
 
20.685.00 
 
9.634.05 
 
$ 812.806.40 $ 728,661.97 
 
$ 428,413.56 $ 353.739.11 
 
64,709.62 15,493.00 17.329.00 
3.225.00 
 
2,949.16 65.549.62 16.909.27 
2.002.73 
 
6,440.00 12,078.00 15,446.00 218.917.00 71.919.00 
 
6.349.15 12.556.90 
8.320.58 232,089.38 
28.605.50 
 
$ 853.970.18 $ 729.071.40 
 
$ -41.163.78 $ 
 
-409.43 
 
$ 
 
1.82 
 
$ 
 
1.82 
 
$ -41.163.78 $ 
 
-407.61 
 
51,303.02 
 
47.364.51 
 
-3.566.16 
 
-620.47 633.85 
 
$ 6.573.08 $ 46.970.28 
 
 CLAY COUNTY BOARD OF EDUCAnON 
 
EXHIBIT "0" 
 
NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS 
 
JUNE 30, 2001 
 
Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES 
REPORTING ENTITY 
The Clay County Board ofEducation (School District) was established under the laws ofthe State of Georgia and operates under the guidance of a school board elected by the voters and a Superintendent appointed by the Board. The School District is organized as a separate legal entity and has the power to levy taxes and issue bonds. Its budget is not subject to approval by any other entity. Accordingly, the School District is a primary government and consists of all the organizations that compose its legal entity. 
FUND ACCOUNTING 
The School District uses funds 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 financial resources. 
General Fixed Assets are recorded as expenditures in the various funds at the time ofpurchase. A General Fixed Assets Account Group is not presently maintained by the School District. To conform to generally accepted accounting principles, a General Fixed Assets Account Group should be maintained for reporting the cost of assets acquired by governmental fund types. 
Although "school activity accounts" are maintained at the individual schools, neither the assets, liabilities and fund equity, nor the revenues, expenditures and changes in fund balances of these accounts are reflected in these financial statements. To conform to generally accepted accounting principles, these accounts should be recorded in the general-purpose financial statements. 
The general-purpose financial statements account for all State, Federal, Taxes and Other funds under control of the School District, in compliance with generally accepted accounting principles applicable to governmental u;nits, 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. 
 
-7- 
 
 CLAY COUNTY BOARD OF EDUCATION 
 
EXHIBIT "D" 
 
NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS 
 
JUNE 30. 2001 
 
Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES 
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. 
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. 
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 FUND - the fund 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 determined by its measurement focus. All governmental funds are accounted for using a current financial resources measurement focus. With this measurement focus, only current assets and current liabilities generally are included on the balance sheet. Operating statements ofthese funds present increases (i.e., revenues and other financing sources) and decreases (i.e., expenditures and other financing uses) in net current assets. Their reported fund balance is considered a measure of available spendable resources. 
Liabilities which are expected to be financed from available spendable resources are reported as liabilities in the governmental funds. Other liabilities, which are not expected to be financed from available spendable resources, are reported in the General Long-Term 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 of accounting 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 determined and "available" means collectible within the current period or soon enough thereafter to be used to pay liabilities of 
-8- 
 
 CLAY COUNTY BOARD OF EDUCATION 
 
EXHIBIT "D" 
 
NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS 
 
JUNE 30, 2001 
 
Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES 
the current period. The School District considers receivables collected within sixty days after yearend to be available and therefore susceptible to accrual. Nonexchange transactions, in which the School District gives (or receives) value without directly receiving (or giving) equal value in exchange, include property taxes, local option sales taxes, intergovernmental grants and donations. Revenue for property taxes is recognized in the fiscal year for which the taxes are levied. Revenue from sales taxes is recognized in the fiscal year the resources are received or susceptible to accrual. Revenue from grants and donations is recognized in the fiscal year in which all eligibility requirements have been satisfied. 
Expenditures are generally recognized when the related fund liability is incurred. 
A departure from the above 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 Clay 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 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 governmental funds was prepared on a basis other than generally accepted accounting principles. 
 
- 9- 
 
 CLAY COUNTY BOARD OF EDUCATION 
 
EXHffiIT "0" 
 
NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS 
 
JUNE 30, 2001 
 
Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES 
The budget process begins when the School District's administration prepares a tentative budget for the Board's approval. After approval ofthis tentative.budget by the Board, such budget is advertised at least once in a newspaper of general circulation in the locality. At the next regular meeting ofthe Board after advertisement, the Board receives comments on the tentative budget, makes revisions as necessary and adopts a final school budget. This final budget is then submitted, in accordance with provisions of the Quality Basic Education Act, OCGA Section 20-2-167(c), to the Georgia Department of Education. The Board may increase or decrease the budget at any time during the year. All unexpended budget authority lapses at fiscal year-end. 
CASH AND CASH EQUIVALENTS 
COMPOSITION OF DEPOSITS Cash and cash equivalents consist ofcash on hand, demand deposits and short-term investments with original maturities of three months or less from the date of acquisition in authorized financial institutions. Georgia Laws OCGA 45-8-14 authorize the School District to deposit its funds in one or more solvent banks or insured Federal savings and loan associations. 
INVESTMENTS 
COMPOSITION OF INVESTMENTS Investments made by the School District in nonparticipating interest-earning contracts (such as certificates ofdeposit) and repurchase agreements are reported at cost. Participating interest-earning contracts and money market investments with a maturity at purchase ofone year or less are reported at amortized cost. Both participating interest-earning contracts and money market investments with a maturity at purchase greater than one year are reported at fair value. The Official Code ofGeorgia Annotated Section 36-83-4 authorizes the School District to invest its funds. In selecting among options for investment or among institutional bids for deposits, the highest rate ofreturn shall be the objective, given equivalent conditions of safety and liquidity. Funds may be invested in the following: 
(1) Obligations issued by the State of Georgia or by other states, 
(2) Obligations issued by the United States government, 
(3) Obligations fully insured or guaranteed by the United States government or a United States government agency, 
(4) Obligations of any corporation of the United States government, 
(5) Prime banker's acceptances, 
(6) The Local Government Investment Pool administered by the State of Georgia, Office of Treasury and Fiscal Services, 
- 10- 
 
 CLAY COUNTY BOARD OF EDUCAnON 
 
EXHffiIT "0" 
 
NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS 
 
JUNE 30. 2001 
 
Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES 
 
(7) Repurchase agreements, and 
 
(8) Obligations of other political subdivisions of the State of Georgia. 
 
RECEIVABLES 
 
Receivables consist ofgrant reimbursements due on Federal, State or other grants for expenditures made but not reimbursed and other receivables disclosed from information available. Receivables are recorded when either the asset or revenue recognition criteria has been met. Receivables recorded on the general-purpose financial statements do not include any amounts which would necessitate the need for an allowance for uncollectible receivables. 
 
PROPERTY TAXES 
 
The Clay County Board of Commissioners fixed the property tax levy for the 2000 tax year (calendar year) on October 25, 2000 (levy date). Taxes were due on December 31, 2000 (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 Clay County Tax Commissioner bills and collects the property taxes for the School District, withholds 2.5% oftaxes collected as a fee for tax collection and remits the balance of taxes collected to the School District. Property tax revenues during the fiscal year ended June 30, 2001 for maintenance and operations amounted to $664,230.22 and for school bonds amounted to $1,940.63. 
 
The tax millage rate levied for the 2000 tax year (calendar year) for the Clay County Board of Education was as follows (a mill equals $1 per thousand dollars of assessed value): 
 
School Operations 
 
10.10 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 $273,846.15 and was recorded in the Capital Projects and Debt Service Funds. The State will terminate collection ofthis tax once an additional $1,289,350.50 has been collected or on June 30, 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 
 
- 11 - 
 
 CLAY COUNTY BOARD OF EDUCATION 
 
EXHffiIT "D" 
 
NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS 
 
JUNE 30. 2001 
 
Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES 
are recorded as expenditures at the time ofpurchase. The inventories reported on the balance sheet for donated food commodities and for purchased foods are equally offset by reservations of fund balance which indicates that these amounts do not constitute "available spendable resources" even though they are a component of net current assets. 
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 recognized in the financial 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-Term Debt Account Group. 
INTERFUND TRANSACTIONS 
The School District has the following types of interfund transactions: 
Reimbursements ofexpenditures 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 ~ansactions 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 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 110percentofthe 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. 
- 12- 
 
 CLAY COUNTY BOARD OF EDUCATION 
 
EXHmIT "D" 
 
NOTES TO TIlE GENERAL-PURPOSE FINANCIAL STATEMENTS 
 
JUNE 30, 2001 
 
Note 2: DEPOSITS 
Acceptable security for deposits consists of anyone of or any combination of the following: 
(1) Surety bond signed by a surety company duly qualified and authorized to transact business within the State of Georgia, 
(2) Insurance on accounts provided by the Federal Deposit Insurance Corporation, 
(3) Bonds, bills, notes, certificates of indebtedness or other direct obligations of the United States or of the State of Georgia, 
(4) Bonds, bills, notes, certificates of indebtedness or other obligations of the counties or municipalities of the State of Georgia, 
(5) Bonds of any public authority created by the laws of the State of Georgia, providing that the statute that created the authority authorized the use of the bonds for this purpose, 
(6) Industrial revenue bonds and bonds ofdevelopment authorities created by the laws of the State of Georgia, and 
(7) Bonds, bills, notes, certificates of indebtedness, or other obligations of a subsidiary corporation of the United States government, which are fully guaranteed by the United States government both as to principal and interest or debt obligations issued by the Federal Land Bank, the Federal Home Loan Bank, the Federal Intennediate Credit Bank, the Central Bank for Cooperatives, the Farm Credit Banks, the Federal Home Loan Mortgage Association, and the Federal National Mortgage Association. 
CATEGORIZATION OF DEPOSITS At June 30,2001, the bank balances were $2,176,128.06. 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: 
 
- 13- 
 
 CLAY COUNTY BOARD OF EDUCATION 
 
EXHmIT "D" 
 
NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS 
 
JUNE 30, 2001 
 
Note 2: DEPOSITS 
 
Risk Category 
 
Bank Balance 
 
1 
 
$ 226,277.20 
 
2 
 
1,425,402.63 
 
3 
 
524,448.23 
 
Total 
 
$ 2,176,128.06 
 
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. In connection with this program, a self-insurance reserve has been established within the General Fund by the School District. The School District accounts for claims within the General Fund with expenditure and liability being reported when it is probable that a loss has occurred, and the amount 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 
 
Beginning of Year Liability 
 
Claims and Changes in Estimates 
 
$ 
 
0.00 $ 
 
410.00 $ 
 
$ 
 
0.00 $ 
 
0.00 $ 
 
Claims Paid 
 
End of Year Liability 
 
410.00 $ 
 
0.00 
 
0.00 $ 
 
0.00 
 
- 14- 
 
 CLAY COUNTY BOARD OF EDUCAnON 
 
EXHIBIT "D" 
 
NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS 
 
JUNE 30, 2001 
 
Note 4: RISK MANAGEMENT 
 
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: 
 
Position Covered 
 
Amount 
 
Superintendent Principal 
 
$ 10,000.00 $ 1,000.00 
 
Note 5: GENERAL LONG-TERM DEBT 
 
GENERAL OBLIGATION DEBT OUTSTANDING General Obligation Bonds currently outstanding are as follows: 
 
Purpose 
 
Interest Rates 
 
Amount 
 
General Government - Series 1996 
 
4.80% - 5.80% $ 840,000.00 
 
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 
 
$ 870,000.00 
 
Deductions Debt Retired 
 
30,000.00 
 
Balance June 30, 2001 
 
$ 840,000.00 
 
At June 30, 2001, payments due by fiscal year which includes principal and interest for these items are as follows: 
 
- 15 - 
 
 CLAY COUNTY BOARD OF EDUCATION 
 
EXHIBIT "D" 
 
NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS 
 
JUNE 30, 2001 
 
Note 5: GENERAL LONG-TERM DEBT 
 
Fiscal Year Ended June 30 
 
General Obligation 
Bonds 
 
2002 2003 2004 2005 2006 2007 - 2011 2012 - 2016 
 
$ 75,687.50 79,247.50 82,567.50 80,647.50 83,727.50 
429,627.50 442,842.50 
 
Total Principal and Interest 
 
$ 1.274.347.50 
 
Note 6: ON-BEHALF PAYMENTS 
 
The School District has recognized revenues and expenditures in the amount of $43,806.63 for health insurance and retirement contributions paid on the School District's behalfby the following State Agencies. 
 
Georgia Department of Education Paid to the Georgia Department of Community Health For Health Insurance of Non-Certified Personnel In the amount of$37,371.63 
 
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 $6,435.00 
 
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. 
 
Note 8: SUBSEOUENT EVENTS 
 
On November 6, 2001, the voters of Clay County voted in favor of a Special Purpose Local Option Sales Tax referendum for education purposes. The imposition of the tax approved by the voters, as stated on the Official Ballot of Clay County, is as follows: 
 
- 16- 
 
 CLAY COUNTY BOARD OF EDUCAnON 
 
EXHIBIT "D" 
 
NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS 
 
JUNE 30, 2001 
 
Note 8: SUBSEQUENT EVENTS 
 
"Shall a special one percent sales and use tax imposed in Clay County for a period not to exceed 20 calendar quarters and for the raising ofnot more than $1,600,000 for the purposes of adding to, renovating, repairing, improving and equipping Clay County Elementary School, including the acquisition, construction and equipping of six (6) additional classrooms, additional parking areas, and improvements to playgrounds and outdoor physical education areas; improvements to the existing central office facilities; the purchase of school buses; the acquisition and installation of system-wide technology improvements, and the purchase of school furniture, equipment and fixtures in the amount of$1 ,600,000? Ifimposition ofthe tax is approved by the voters, such vote shall also constitute approval ofthe issuance of general obligation debt of the Clay County School District in the principal amount of $1,100,000, repayable from the proceeds ofthe aforesaid sales and use tax, for the purpose offunding such portions ofthe above projects as may be acquired, constructed and equipped with the proceeds of general obligation debt and to pay costs incident to accomplishing the foregoing and capitalized interest on such debt through August 1, 2002, inclusive." 
 
Note 9: RETIREMENT PLANS 
 
TEACHERS RETIREMENT SYSTEM OF GEORGIA (TRS) 
 
TRS PLAN DESCRIPTION Substantially all teachers, administrative and clerical personnel employed by local school districts are covered by the Teachers Retirement System of Georgia (TRS), which is a cost-sharing multiple employer defined benefit pension plan. TRS provides service retirement, disability retirement and survivors benefits for its members in accordance with State statute. The Teachers Retirement System of Georgia issues a separate stand alone financial audit report and a copy can be obtained from the Georgia Department of Audits and Accounts. 
 
TRS CONTRIBUTIONS REQUIRED AND MADE Employees ofthe School District who are covered by TRS are required by State statute to contribute 5% of their gross earnings to TRS. The School District makes monthly employer contributions to TRS at rates adopted by the TRS Board of Trustees in accordance with State statute and as advised by their independent actuary. The required employer contribution rate is 11.29% and employer contributions for the current fiscal year and the preceding two fiscal years are as follows: 
 
Fiscal Year 
 
Percentage Contributed 
 
Required Contribution 
 
2001 2000 1999 
 
100% 100% 100% 
 
$ 188,294.24 $ 172,902.82 $ 179,011.56 
 
- 17 - 
 
 CLAY 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 
 
SCHOOL FOOD 
SERVICES FUND 
 
LOTIERY PROGRAMS 
 
$ 
 
50.332,38 $ 
 
37.848,71 
 
313.25 1.235,23 
 
Total Assets 
 
$ 
 
51.880.86 $ = ........3...7.,1,;.8.4..8...7.1= 
 
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- 
 
$ 
 
924.05 $ 
 
4.165.48 
 
3,986.53 
 
17.956.00 
 
15,727.23 
 
$ 
 
4.910,58 $ 
 
37.848,71 
 
$ 
 
313.25 
 
1.235.23 
 
45,421.80 $ 
 
0.00 
 
$ 
 
46.970.28 $ 
 
0.00 
 
$ 
 
51,880.86 $ ====...3..7..,.8.=4.8.=71= 
 
 EXHIBfT"E" 
 
FEDERAL PROGRAMS 
 
TOTALS 
 
JUNE 30, 2001 
 
JUNE 30, 2000 
 
$ 
 
88,181.09 $ 
 
157,088.40 
 
$ 
 
54,061.35 
 
54,061.35 
 
9,318.52 
 
313.25 1,235.23 
 
933.72 601.38 
 
$ 
 
54,061.35 $ 
 
143l90.92 $ = ......1;,;;6.7.l..i;,9=42;,;,.0;,;;2= 
 
$ 
 
5,831.81 $ 
 
5,831.81 
 
25,914.88 
 
31,004.41 $ 
 
63,349.39 
 
19,515.82 
 
41,458.35 
 
50,503.06 
 
755.81 
 
16,483.04 
 
6,725.06 
 
2,043.03 
 
2,043.03 
 
$ 
 
54,061.35 $ 
 
96,820.64 $ 
 
120,577.51 
 
$ 
 
3,841.72 
 
$ 
 
313.25 
 
1,235.23 
 
933.72 601.38 
 
$ 
 
0.00 
 
45,421.80 
 
41,987.69 
 
$ 
 
0.00 $ 
 
46,970.28 $ 
 
47,364.51 
 
$ 
 
54,061.35 $ 
 
143,790.92 $ ==1=6.7.l..i;,9=42;,;,.0=2= 
 
- 19- 
 
 CLAY COUNTY BOARD OF EDUCATION COMBINING STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES 
SPECIAL REVENUE FUND YEAR ENDED JUNE 30, 2001 
 
REVENUES 
State Funds Federal Funds Other Funds 
Total Revenues 
EXPENDITURES 
Current Instruction Support Services Pupil Services Improvement of Instructional Services Educational Media Services General Administration Maintenance and Operation of Plant Student Transportation Services Other Support Services Food Services Operation Community Services Operations 
Total Expenditures 
Excess of Revenues over (under) Expenditures 
OTHER FINANCING SOURCES 
Operating Transfers In 
Excess of Revenues and Other Financing Sources over (under) Expenditures 
FUND BALANCE JULY 1 
Food Inventory - Net Change in Period Donated Commodities Purchased Food 
FUND BALANCE JUNE 30 
 
SCHOOL FOOD 
SERVICES FUND 
 
LOTIERY PROGRAMS 
 
$ 
 
12,986,00 $ 
 
150,345.40 
 
211,316.78 
 
9,634.05 
 
$ 
 
233,936.83 $ 
 
150,345.40 
 
$ 
 
142,285.22 
 
2,949.16 226.51 
 
$ 
 
230,502.72 
 
4,884.51 
 
$ 
 
230,502.72 $ 
 
150,345.40 
 
$ 
 
3,434.11 $ 
 
0.00 
 
$ 
 
3,434.11 $ 
 
0.00 
 
43,522.79 
 
0.00 
 
-620.47 633.85 
 
$ 
 
46,970.28 $ = .......= =.0..=0.0... 
 
See notes to the general-purpose financial statements. - 20- 
 
 EXHIBIT"F" 
 
FEDERAL PROGRAMS 
 
TOTALS 
 
YEAR ENDED 
 
JUNE 30, 2001 
 
JUNE 30, 2000 
 
$ 
 
163,331.40 $ 
 
225,513.94 
 
$ 
 
344,379.74 
 
555,696.52 
 
637,873.16 
 
9,634.05 
 
8,984.05 
 
$ 
 
344,379.74 $ 
 
728,661.97 $ _--,8~7=2=,3.;...71.;.;..~15;... 
 
$ 
 
211,453.89 $ 
 
353,739.11 $ 
 
413,418.31 
 
65,323.11 16,909.27 2,002.73 6.349.15 
7,672.39 8,320.58 1,586.66 28,605.50 
 
2,949.16 65,549.62 16,909.27 
2,002.73 6.349.15 12,556.90 8,320.58 232,089.38 28,605.50 
 
49,570.68 123,329.72 
5,760.50 3,623.05 3,179.70 
254.52 187,149.64 87,471.28 
 
$ 
 
348,223.28 $ 
 
729,071.40 $ 
 
873,757.40 
 
$ 
 
-3,843.54 $ 
 
-409.43 $ 
 
-1,386.25 
 
1.82 
 
1.82 
 
670.86 
 
$ 
 
-3,841.72 $ 
 
-407.61 $ 
 
-715.39 
 
3,841.72 
 
47,364.51 
 
48,293.84 
 
-620.47 633.85 
 
-254.68 40.74 
 
$ 
 
0.00 $ 
 
46,970.28 $ = =..4..7."."",3.6..4.....5..1.... 
 
- 21 - 
 
 CLAY COUNTY BOARD OF EDUCATION COMBINING BALANCE SHEET DEBT SERVICE FUND JUNE 30. 2001 
 
EXHIBIT"G" 
 
ASSETS Cash and Cash Equivalents Investments Accounts Receivable 
Total Assets 
FUND EQUITY Fund Balances 
Reserved For Debt Service 
Unreserved Undesignated 
Total Fund Equity 
 
PROPERTY TAXES FOR BOND DEBT 
 
SPECIAL PURPOSE LOCAL OPTION SALES TAX 
 
TOTALS 
 
JUNE 30, 2001 
 
JUNE 30, 2000 
 
$ 
 
2,174.32 $ 
 
538,088.30 $ 
 
540,262.62 $ 
 
764.800.90 
 
400,000.00 
 
400,000.00 
 
109,974.52 
 
24.11 
 
18,250.67 
 
18,274.78 
 
64.277.37 
 
$ 
 
2,198.43 $ 
 
956,338.97 $ 
 
958,537.40 $ _....9..-390;;,;;5.2..7...9.. 
 
$ $ _--=2:1.:1':.::.98~.4;:.:3::... 
 
840.000.00 $ 116,338.97 
 
840.000.00 $ 118.537.40 
 
939,052.79 0.00 
 
$ 
 
2,198.43 $ 
 
956,338.97 $ 
 
958,537.40 $ 
 
9.3..9.,.0.5.2...7.9.. 
 
See notes to the general-purpose financial statements. 
 
- 22- 
 
 CLAY COUNTY BOARD OF EDUCATION COMBINING STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES 
DEBT SERVICE FUND YEAR ENDED JUNE 30, 2001 
 
EXHIBIT "H" 
 
REVENUES 
Taxes Other Funds 
Total Revenues 
EXPENDITURES 
Debt Service Principal Interest Paying Agent Fees 
Total Expenditures 
Excess of Revenues over (under) Expenditures 
FUND BALANCE JULY 1 
 
PROPERTY TAXES FOR BOND DEBT 
 
SPECIAL PURPOSE LOCAL OPTION SALES TAX 
 
TOTALS YEAR ENDED JUNE 30, 2001 JUNE 30, 2000 
 
$ 1,940.63 $ 337.55 
$ 2,278.18 $ 
 
77,127.50 $ 18,250.67 
95,378.17 $ 
 
79,068.13 $ 18,588.22 
97,656.35 $ 
 
331,649.39 13,862.29 
345,511.68 
 
$ $ 1,044.24 $ 1,04424 $ $ 1,233.94 $ 
964.49 
 
30,000.00 $ 47,127.50 
77,127.50 $ 18,250.67 $ 938,088.30 
 
30,000.00 $ 47,127.50 
1,044.24 
78,171.74 $ 
19,484.61 $ 
939,052.79 
 
25,000.00 48,327.50 
744.24 
74,071.74 
271,439.94 
667,612.82 
 
FUND BALANCE JUNE 30 
 
$ 2,198.43 $ 
 
956,338.97 $ 958,537.40 $ 939,052.76 
 
See notes to the general-purpose financial statements. 
 
- 23- 
 
 CLAY COUNTY BOARD OF EDUCATION STATEMENT OF CHANGES IN ASSETS AND LIABILITIES 
FIDUCIARY FUND TYPE - AGENCY FUND 
YEAR ENDED JUNE 30, 2001 
 
EXHIBIT "I" 
 
FAMILY CONNECTION 
ASSETS Accounts Receivable 
LIABILITIES Cash Overdraft Accounts Payable Funds Held for Others 
 
BALANCE 
JULY 1, 2000 
 
ADDITIONS 
 
DEDUCTIONS 
 
BALANCE 
JUNE 30, 2001 
 
$ 
 
0.00 $ 28.117.98 $ 
 
0.00 $ 28,117.98 
 
$ 
 
0.00 $ 49,095.32 $ 23,992.34 $ 25,102.98 
 
0.00 
 
2,100.00 
 
2,100.00 
 
0.00 
 
50,010.32 
 
49,095.32 
 
915.00 
 
$ = _.....0..;.,;;;,;0.0.. $ 101.205.64 $ 73,087.66 $ __......:2;;;;;8.,.1..1.70..;..,98= 
 
See notes to the general-purpose financial statements. 
- 24- 
 
 CLAY COUNTY BOARD OF EDUCATION SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS 
YEAR ENDED JUNE 30, 2001 
 
SCHEDULE "1" 
 
FUNDING AGENCY PROGRAM/GRANT 
 
CFDA NUMBER 
 
PASSTHROUGH 
ENTITY JD 
NUMBER 
 
FEDERAL REVENUE IN PERIOD 
 
EXPENDITURES IN PERIOD 
 
Agriculture, U. S. Department of Child Nutrition Cluster Pass-Through From Georgia Department of Education Food and Nutrition Program Food Services School Breakfast Program National School Lunch Program 
 
10.553 10.555 
 
N/A $ 74,864.07 
 
N/A 
 
128,888.27 $ 
 
(2) 222,938.28 (3) 
 
Total Child Nutrition Cluster 
 
$ 203,752.34 $ 
 
222,938.28 
 
Other Programs 
 
Pass-Through From Georgia Department of Education 
 
Food and Nutrition Program 
 
Food Distribution Program (1) 
 
10.550 
 
NlA 
 
7,564.44 
 
7,564.44 
 
Total U. S. Department of Agriculture 
 
$ 211 ,316.78 $ 
 
230,502.72 
 
Education, U. S. Department of Special Education Cluster Pass-Through From Randolph County Board of Education Individuals with Disabilities Education Act Part B - Special Education Capacity Building Improvement Flow Through 
 
84.173 84.027 
 
N/A $ 
 
110.59 $ 
 
N/A 
 
11,631.00 
 
110.59 11,631.24 (3) 
 
Total Special Education Cluster 
 
$ 11,741.59 $ 
 
11,741.83 
 
Other Programs Direct Elementary and Secondary Education Act After School Leaming Centers Impact Aid Pass-Through From Georgia Department of Education Elementary and Secondary Education Act Title I 
Grants to Local Educational Agencies 
Title II Eisenhower Professional Development 
Title VI Innovative Education Program Strategies Class Size Reduction 
Goals 2000 State and Local Education Systemic Improvement Grants 
Safe and Drug-Free Schools and Communities Pass-Through From Randolph County Board of Education 
Elementary and Secondary Education Act Title III Technology Literacy Challenge Fund Grants 
 
84.287B 84.041 
84.010 84.281 84.298 84.340 
84.276 84.186 
84.318 
 
78,510.66 56,303.22 
 
N/A 
 
168,090.00 
 
NlA 
 
18,446.31 
 
N/A 
 
6,320.00 
 
NlA 
 
24,173.60 
 
NlA 
 
31,393.00 
 
N/A 
 
1,450.00 
 
NlA 
 
1,081.57 
 
78,510.66 (4) 
168,090.00 19,931.62 6,321.58 (3) 24,173.60 
33,749.41 1,450.00 
1,081.57 
 
Total U. S. Department of Education 
 
$ 397,509.95 $ 
 
345,050.27 
 
-25 - 
 
 CLAY COUNTY BOARD OF EDUCATION SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS 
YEAR ENDED JUNE 30, 2001 
 
SCHEDULE "1" 
 
FUNDING AGENCY PROGRAM/GRANT 
Labor, U. S. Department of Pass-Through From Columbus, Georgia Consolidated Govemment Job Training Partnership Act 20-99-00-1-1-06 Workforce Investment Act 15-00-11-08-014 
Total U. S. Department of Labor 
 
CFDA NUMBER 
 
PASSTHROUGH 
ENTITY ID 
NUMBER 
 
FEDERAL REVENUE IN PERIOD 
 
EXPENDITURES IN PERIOD 
 
17.250 17.259 
 
N/A $ 1,572.66 $ 
 
N/A 
 
1,600.35 
 
$ 3,173.01 $ 
 
1,572.66 1,600.35 3,173.01 
 
Total Federal Financial Assistance 
N/A = Not Available 
 
$ 611,999.74 $ _ _-.57;.;801,07.2..6..0..0., 
 
Notes to the Schedule of Exoenditures 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 induded in the 2001 National School Lunch Program. 
(3) Expenditures for this program indude State, and/or Other Funds. (4) Funds eamed on this program do not require reporting of expenditures. 
 
Major Programs are identified by an asterisk (*) in front of the CFDA number. 
 
The School District did not provide Federal Assistance to any Subrecipient. 
 
The accompanying schedule of expenditures of Federal awards includes the Federal grant activity of the Clay County Board of Education and is presented on the modified accrual basis of accounting which is the basis of accounting used in the presentation of the general-purpose financial statements. 
 
See notes to the general-purpose financial statements. 
 
- 26- 
 
 CLAY COUNTY BOARD OF EDUCATION SCHEDULE OF STATE REVENUE YEAR ENDED JUNE 30, 2001 
 
SCHEDULE "2" 
 
AGENCY/FUNDING 
GRANTS Education, Georgia Department of Quality Basic Education Direct Instructional Cost Kindergarten Program Kindergarten Program - Early Intervention Program Primary Grades (1-3) Program Primary Grades - Early Intervention (1-3) Program Upper Elementary Grades (4-5) Program Middle Grades (6-8) Program Students with Disabilities Category I Category 1/ Category III Supplemental Speech Remedial Education Program Alternative Education Program Media Center Program Staff and Professional Development Indirect Cost Categorical Grants Pupil Transportation Regular Bus Replacement Sparsity Nursing Services Principal Supplements Education Equalization Funding Grant Food Services Other State Programs Health Insurance Statewide Local Education Improvement Lottery Programs Computers in the Classroom 
Office of School Readiness Pre-Kindergarten Program 
Office of Treasury and Fiscal Services Public School Employees Retirement 
CONTRACTS Education, Georgia Department of Georgia's Reading Challenge Reading First Program 
 
GOVERNMENTAL FUND TYPES 
 
SPECIAL 
 
GENERAL 
 
REVENUE 
 
FUND 
 
FUND 
 
TOTAL 
 
$ 
 
,980.00 
 
.-,,073.00 
 
,,33,375.00 
 
63,320.00 
 
149,778.00 
 
263,875.00 
 
5,961.00 21,547.00 84,248.00 
662.00 44,222.00 10,780.00 39,160.00 
8,609.00 365,465.00 
 
$ 
 
94,980.00 
 
35,073.00 
 
333,375.00 
 
63,320.00 
 
149,778.00 
 
263,875.00 
 
5,961.00 21,547.00 84,248.00 
662.00 44,222.00 10,780.00 39,160,00 
8,609.00 365,465.00 
 
155,431.00 45,683.00 90,875.00 26,791.00 
1,508.00 68,679.00 
$ 
37,371.63 25,435.87 
 
12,986.00 7,107.00 
 
155,431.00 45,683.00 90,875.00 26,791.00 1,508.00 68,679.00 12,986.00 
37,371.63 25,435.87 
7,107.00 
 
143,238.40 
 
143,238.40 
 
6,435.00 
 
6,435.00 
 
1,373.20 16,071.00 
 
1,373.20 16,071.00 
 
$ 1,996,708.70 $ 163,331.40 $ 2,160,040.10 
 
See notes to the general-purpose financial statements. 
 
- 27- 
 
  CLAY COUNTY BOARD OF EDUCATION SCHEDULE OF APPROVED LOCAL OPTION SALES TAX PROJECTS 
YEAR ENDED JUNE 30, 2001 
 
SCHEDULE "3" 
 
PROJECT 
The repayment of principal and interest on the Clay County School District's Series 1996 Bonds maturing February 1,2016, in the maximum amount of $1 ,611 ,090.42 
Acquiring a site; constructing, equipping and improvements in the Clay County School District at a maximum cost of $950,000.00 
 
ORIGINAL ESTIMATED 
COST (1) 
 
CURRENT ESTIMATED COSTS (2) 
 
AMOUNT EXPENDED IN CURRENT 
YEAR (3) 
 
AMOUNT EXPENDED 
IN PRIOR YEARS (3) 
 
PROJECT STATUS 
 
$ 1,611,090.42 $ 1,611,090.42 $ 77,127.50 $ 85,640.18 Ongoing 
 
950,000.00 
 
950,000.00 
 
Ongoing 
 
$ 2,561,090.42 $ 2,561,090.42 $ 77,127.50 $ 85,640.18 
 
(1) The School District's original cost estimate as specified in the resolution calling for the imposition of the Local Option Sales Tax. 
(2) The School District's current estimate of total cost for the projects. Includes all cost from project inception to completion. 
(3) The voters of Clay County approved the imposition of a 1% sales tax to fund the above projects. Amounts expended for these projects may include sales tax proceeds, state, local property taxes and/or other funds over the life of the projects. 
 
See notes to the general-purpose financial statements. 
 
- 29- 
 
 CLAY COUNTY BOARD OF EDUCATION GENERAL FUND - gUALITY BASIC EDUCATION PROGRAM CgBE) 
ALLOTMENTS AND EXPENDITURES - BY PROGRAM YEAR ENDED JUNE 30. 2001 
 
SCHEDULE "4" 
 
DESCRIPTION 
Direct Instructional Programs Kindergarten Program Kindergarten Program-Early Intervention Program Primary Grades (1-3) Program Primary Grades-Early Intervention (1-3) Program Upper Elementary Grades (4-5) Program Middle Grades (6-8) Program Students with Disabilities Category I Category II Category III Remedial Education Program Alternative Education Program 
TOTAL DIRECT INSTRUCTIONAL PROGRAMS 
Media Center Program Staff and Professional Development 
 
ALLOTMENTS FROM GEORGIA DEPARTMENT OF EDUCATION (1) 
 
ELIGIBLE aBE PROGRAM COSTS 
 
SALARIES 
 
OPERATIONS 
 
TOTAL 
 
$ 
 
111,978.00 $ 87,673.31 $ 
 
1,486.08 $ 
 
89,159.39 
 
41,350.00 
 
33,756.34 
 
933.09 
 
34,689.43 
 
393,038.00 
 
353,421.16 
 
11,123.54 
 
364,544.70 
 
74,652.00 
 
131,661.30 
 
131,661.30 
 
176,584.00 
 
169,440.03 
 
5,375.66 
 
174,815.69 
 
311,100.00 
 
324,042.48 
 
5,192.41 
 
329,234.89 
 
132,537.00 
 
4,694.35 
 
4,694.35 
 
26,681.07 
 
308.30 
 
26,989.37 
 
90,917.90 
 
919.21 
 
91,837.11 
 
52,136.00 
 
46,478.54 
 
46,478.54 
 
12,709.00 
 
8,031.23 
 
5,000.00 
 
13,031.23 
 
$ 
 
1,306,084.00 $ 1,276,797.71 $ 30,338.29 $ 1,307,136.00 
 
46,168.00 10,150.00 
 
40,024.13 5,659.45 
 
6,150.04 5,160.27 
 
46,174.17 10,819.72 
 
TOTAL aBE FORMULA FUNDS 
 
$ 
 
1,362,402.00 $ 1,322,481.29 $ 41,648.60 $ 1,364,129.89 
 
(1) Comprised of State Funds plus Local Five Mill Share. 
 
See notes to the general-purpose financial statements. 
 
- 30- 
 
 CLAY COUNTY BOARD OF EDUCATION GENERAL FUND - QUALITY BASIC EDUCATION PROGRAM (QBE) 
ALLOTMENTS AND EXPENDITURES - BY SITE YEAR ENDED JUNE 30, 2001 
 
SCHEDULE "5" 
 
Clay County Elementary School Central Office (Altemative Education Program) 
TOTAL 
(1) Comprised of State Funds plus Local Five Mill Share. 
 
ALLOTMENTS FROM GEORGIA DEPARTMENT OF EDUCATION (1) 
 
ELIGIBLE QBE PROGRAM COSTS 
 
$ 
 
1,293.375,00 $ 
 
1,307,136.00 
 
12,709.00 
 
$ 
 
1.306,084.00 $ ====1=,3.0..7.=,=130.=6=.0",,=0 
 
See notes to the general-purpose financial statements, - 31 - 
 
 SECTION II COMPLIANCE AND INTERNAL CONTROL REPORTS 
 
 RUSSELL W. HINTON 
STATE AUDITOR 
1404) 656-2174 
 
DEPARTMENT OF AUDITS AND ACCOUNTS 
254 Washington Sireet, S.w., Suite 214 Atlanta, Georgia 30334-8400 
March 27,2002 
 
Honorable Roy E. Barnes, Governor Members of the General Assembly Members of the State Board of Education 
and Superintendent and Members of the Clay 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 Clay County Board of Education as of and for the year ended June 30,2001, and have issued our report thereon dated March 27, 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 ofobtaining reasonable assurance about whether Clay County Board ofEducation'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 ofour audit, and accordingly, we do not express such an opinion. The results ofour tests disclosed no instances ofnoncompliance that are required to be reported under Government Auditing Standards. 
Internal Control Over Financial Reporting 
In planning and performing our audit, we considered Clay 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 Clay County Board of Education's ability to record, process, summarize and report financial data consistent with assertions of management in the financial statements. The reportable condition is described in the accompanying Schedule ofFindings and Questioned Costs as item FS-6301-01-01. 
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 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, we consider item FS-6301-01-01 to be a material weakness. 
This report is intended solely for the information and use ofthe management, members ofthe Clay 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<J.~ 
RWH:gp 2001YB-41 
 
 RUSSELL W. HINTON 
STATE AUDITOR (404) 6562174 
 
DEPARTMENT OF AUDITS AND ACCOUNTS 
254 Washington Street, S. w., Suite 2 J4 
Atlanta, Georgia 30334-R400 
March 27, 2002 
 
Honorable Roy E. Barnes, Governor Members of the General Assembly Members of the State Board of Education 
and Superintendent and Members ofthe Clay County Board of Education 
REPORT ON COMPLIANCE WITH REQUIREMENTS APPLICABLE TO EACH MAJOR PROGRAM AND ON INTERNAL CONTROL OVER COMPLIANCE IN ACCORDANCE WITH OMB CIRCULAR A-133 
Ladies and Gentlemen: 
Compliance 
We have audited the compliance of Clay County Board ofEducation with the types of compliance requirements described in the U.s. Office of Management and Budget (OMB) Circular A-i33 Compliance Supplement that are applicable to each ofits major Federal programs for the year ended June 30, 2001. Clay County Board of Education's major Federal programs are identified in the Summary of Auditor's Results Section of the accompanying Schedule of Findings and Questioned Costs. Compliance with the requirements of laws, regulations, contracts and grants applicable to each of its major Federal programs is the responsibility of Clay County Board of Education's management. Our responsibility is to express an opinion on Clay County Board of Education's compliance based on our audit. 
We conducted our audit ofcompliance in accordance with auditing standards generally accepted in the United States ofAmerica; the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General ofthe United States; and OMB Circular A133, Audits of States, Local Governments, and Non-Profit Organizations. Those standards and OMB Circular A-133 require that we plan and perform the audit to obtain reasonable assurance about whether noncompliance with the types ofcompliance requirements referred to above that could have a direct and material effect on a major Federal program occurred. An audit includes examining, on a test basis, evidence about the Clay 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 Clay County Board ofEducation's compliance with those requirements. 
2001SA-IO 
 
 In our opinion, the Clay County Board of Education complied, in all material respects, with the requirements referred to above that are applicable to each of its major Federal programs for the year ended June 30, 2001. 
Internal Control Over Compliance 
The management ofClay County Board ofEducation 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 Clay County Board ofEducation's internal control over compliance with requirements that could have a direct and material effect on a major Federal program in order to determine our auditing procedures for the purpose of expressing our opinion on compliance and to test and report on internal control over compliance in accordance with OMB Circular A-I33. 
Our consideration ofthe internal control over compliance would not necessarily disclose all matters in the internal control that might be material weaknesses. A material weakness is a condition in which the design or operation ofone or more ofthe internal control components does not reduce to a relatively low level of risk that noncompliance with applicable requirements of laws, regulations, contracts and grants that would be material in relation to a major Federal program being audited may occur and not be detected within a timely period by employees in the normal course 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 ofthe management, members of the Clay 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, 
~~ 
Ru ell W. Hinton Sta e Auditor 
RWH:gp 200ISA-IO 
 
 SECTION ill AUDITEE'S RESPONSE TO PRIOR YEAR FINDINGS AND QUESTIONED COSTS 
 
 CLAY COUNTY BOARD OF EDUCATION AUDITEE'S RESPONSE 
SUMMARY SCHEDULE OF PRIOR YEAR FINDINGS AND QUESTIONED COSTS YEAR ENDED JUNE 30, 2001 
 
PRIOR YEAR FINANCIAL STATEMENT FINDINGS AND QUESTIONED COSTS 
 
FINDING CONTROL NUMBER AND STATUS 
 
FS-630 1-99-0 1 FS-630 1-99-02 FS-6301-00-01 FS-6301-00-02 
 
Previously Reported Corrective Action Implemented Further Action Not Warranted Previously Reported Corrective Action Implemented Unresolved - See Corrective Action/Responses 
 
CORRECTIVE ACTIONIRESPONSES 
 
GENERAL FIXED ASSETS Failure to Maintain General Fixed Assets Account Group Finding Control Number: FS-6301-00-02 
 
Failure to maintain General Fixed Assets Account Group has not been resolved by the School District. The School District plans to have a General Fixed Assets Plan in place by Fiscal Year 2004. 
 
 SECTION IV FINDINGS AND QUESTIONED COSTS 
 
 CLAY COUNTY BOARD OF EDUCATION SCHEDULE OF FINDINGS AND QUESTIONED COSTS 
YEAR ENDED JUNE 30, 2001 
I SUMMARY QF AUDITOR'S RESULTS 
1. Type of Report Issued on the Financial Statements The auditor's opinion on the Clay 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 ofthe Financial Statements The audit report for the Clay 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 ofthe Clay County Board ofEducation 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 Clay County Board of Education 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 Clay 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 .510Ca) ofOMB Circular A-B3 The Clay County Board of Education's audit did not disclose audit findings required to be reported by section .510(a) ofOMB Circular A-B3. 
7. Major Programs Federal awards audited as major programs are as follows: 10.553 Food and Nutrition Program - Food Services - School Breakfast Program 10.555 Food and Nutrition Program - Food Services - National School Lunch Program 
8. Type "A" Program Dollar Threshold The dollar threshold for type "A" programs was $300,000.00. 
9. Low Risk Auditee The Clay County Board of Education qualified as a low risk auditee based on a waiver granted by the U. S. Department of Education. 
- 1- 
 
 CLAY COUNTY BOARD OF EDUCATION SCHEDULE OF FINDINGS AND QUESTIONED COSTS 
YEAR ENDED JUNE 30, 2001 
IT FINANCIAL STATEMENT FINDINGS AND QUESTIONED COSTS GENERAL FIXED ASSETS Failure to Maintain General Fixed Assets Account Group Reportable Condition - Material Weakness Repeated From Prior Year Finding Control Number: FS-630l-0l-0l The Clay 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 financial statements of the 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 of a 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 of all additions and deletions to the General Fixed Assets Account Group. ill FEDERAL AWARD FINDINGS AND QUESTIONED COSTS No matters were reported. 
-2-