Audit report, Coffee County Board of Education, Douglas, Georgia, year ended June 30, 1999

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AUDIT REPORT

COFFEE COUNTY BOARD OF EDUCAnON

DOUGLAS, GEORGIA

I

YEAR ENDED JUNE 30, 1999

I.

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STATE OF GEORGIA DEPARTMENT OF AUDITS AND ACCOUNTS
254 WASHINGTON STREET
ATLANTA, GEORGIA 30334-8400

COFFEE 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

EXHIBITS

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 STATEMENTS

SPECIAL REVENUE FUND

E

COMBINING BALANCE SHEET

18

F

COMBINING STATEMENT OF REVENUES, EXPENDITURES

AND CHANGES IN FUND BALANCES

20

CAPITAL PROJECTS FUND

G

COMBINING BALANCE SHEET

22

H

COMBINING STATEMENT OF REVENUES, EXPENDITURES

AND CHANGES IN FUND BALANCES

23

DEBT SERVICE FUND

I

COMBINING BALANCE SHEET

24

J

COMBINING STATEMENT OF REVENUES, EXPENDITURES

AND CHANGES IN FUND BALANCES

25

SCHEDULES

1 SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS

26

2 SCHEDULE OF STATE REVENUE

28

3 SCHEDULE OF APPROVED LOCAL OPTION SALES TAX PROJECTS

29

COFFEE COUNTY BOARD OF EDUCAnON - TABLE OF CONTENTS -

SECTION I

FINANCIAL

ADDITIONAL FINANCIAL INFORMATION

SCHEDULES

4 SCHEDULE OF EXPENDITURES

LOTTERY PROGRAMS

30

ANALYSIS OF MINIMUM EXPENDITURE REQUIREMENTS

GENERAL FUND - QUALITY BASIC EDUCATION PROGRAMS

5

OVERALL

31

6

BY PROGRAM

32

SECTIONll
COMPLIANCE AND INTERNAL CONTROL REPORTS
REPORT ON COMPLIANCE AND ON INTERNAL CONTROL OVER FINANCIAL REPORTING BASED ON AN AUDIT OF FINANCIAL STATEMENTS PERFORMED IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS
REPORT ON COMPLIANCE WITH REQUIREMENTS APPLICABLE TO EACH MAJOR PROGRAM AND INTERNAL CONTROL OVER COMPLIANCE IN ACCORDANCE WITH OMB CIRCULAR A-133

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

SECTION IV FINDINGS AND QUESTIONED COSTS SCHEDULE OF FINDINGS AND QUESTIONED COSTS

SECTION I FINANCIAL

'V. RUSSELl.

HINTO'i

STATE AUDITOR

(404) 6562174

DEPARTMENT OF AUDITS AND ACCOUNTS
254 Washington Street. S.W., Suite 214 Atlanta, Georgia 30334-8400
March 24, 2000

Honorable Roy E. Barnes, Governor Members of the General Assembly Members of the State Board of Education
and Superintendent and Members of the Coffee 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 Coffee County Board of Education, as of and for the year ended June 30, 1999, as listed in the table of contents. These general purpose financial statements are the responsibility of the Coffee County Board of Education's management. Our responsibility is to express an opinion on these general purpose financial statements based on our audit.
Except as discussed in the following paragraph, we conducted our audit in accordance with generally accepted auditing standards and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States. Those standards require that we plan and perform the audit to obtain reasonable assurance about whether the financial statements are free of material misstatement. An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the financial statements. An audit also includes assessing the accounting principles used and significant estimates made by management, as well as evaluating the overall financial statement presentation. We believe that our audit provides a reasonable basis for our opinion.
We did not observe the taking of either the Federal donated commodities inventory or purchased foods inventory at June 30, 1999, nor could we satisfy ourselves as to the accuracy of the amounts stated as inventories through alternative procedures.
As described in the notes to the general purpose financial statements, the Board's financial statements have been prepared using certain accounting practices and policies which, in our opinion, vary in some respects from generally accepted accounting principles. These variances are described as follows:

99ARL-13

* The general purpose financial statements of the Board did not contain a General Fixed Assets
Account Group to account for property and equipment owned by the Board which should be included to conform to generally accepted accounting principles.
* School activity accounts maintained at the individual schools are not included in the general purpose
financial statements. To conform to generally accepted accounting principles, these accounts should be included in the general purpose financial statements.
* The Board did not recognize as expenditures, in the year ended June 30, 1999, a portion of salaries
and the corresponding employer's cost of related benefits earned for contractual services completed prior to June 30, 1999. Also funds received, subsequent to June 30, 1999, from the Georgia Department of Education for the State's share ofthese unrecorded salaries and related benefits were not recorded as revenue in the year under review. Conversely, the similar expenditures and related revenues for contractual services completed prior to June 30, 1998, were improperly recorded in the year ended June 30, 1999. To conform to generally accepted accounting principles, revenues should be recorded when available and measurable and expenditures should be recorded when incurred, rather than when funds are received or disbursed.
The aggregate effects on the general purpose financial statements of these variances or omissions have not been determined, but are believed to be material.
ill our opinion, except for the effects of such adjustments, if any, on the Special Revenue Fund, as might have been determined to be necessary had we been able to satisfy ourselves as to the accuracy of the food service inventories as discussed in the third paragraph, and 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 Coffee County Board of Education as of June 30, 1999, and the results of its operations for the year then ended, in conformity with generally accepted accounting principles.
ill accordance with Government Auditing Standards, we have also issued our report dated March 24, 2000, on our consideration of the Coffee County Board ofEducation's internal control over financial reporting and our tests of its compliance with certain provisions oflaws, regulations, contracts and grants.
Our audit was performed for the purpose of forming an opinion on the general purpose financial statements of the Coffee County Board of Education taken as a whole. The accompanying combining statements (Exhibits E through J) and the financial schedules (Schedules 1 through 6), which includes the Schedule of Expenditures of Federal Awards as required by U. S. Office of Management and Budget Circular A-133, Audits ofStates, Local Governments, and Non-Profit Organizations, are presented for purposes of additional analysis and are not a required part of the general purpose financial statements. Such information has been subjected to the auditing procedures applied in the audit of the general purpose financial statements and in our opinion, except for the effect of adjustments, if any, on the Special Revenue Fund, as might have been determined to be necessary had we been able to satisfy ourselves as to the accuracy of the food service inventories as discussed in the third paragraph, and except for the effects of the matters referred to in the fourth paragraph, such information is fairly presented in all material respects in relation to the general purpose financial statements taken as a whole.
99ARL-13

A copy of this report has been filed as a pennanent record in the office of the State Auditor and made available to the press of the State, as provided for by Official Code of Georgia Annotated Section 50-6-24.
Respectfully submitted,

RWH:jb 99ARL-13

R ssell W. Hinton State Auditor

COFFEE COUNTY BOARD OF EDUCAnON

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

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

GENERAL FUND

GOVERNMENTAL FUND TYPES

SPECIAL

CAPITAL

REVENUE

PROJECTS

FUND

FUND

$ 2.719.533.30 $ 1.814.938.21 $ 3,380.828.82

463.613.42

370.233.76

912.919.75

52.564.58 26.583.50

Total Assets

$

3.183.146.72 $ 2.264.320.05 $ -==4==,2;;,;9;,;;301:.7.4.:.;,;8.=57=

LIABILITIES AND FUND EQUITY
LIABILITIES
Accounts Payable Salaries Payable Expired Grant Balances Payable Contracts Payable Retainages Payable Capital Lease Agreements General Obligation Bonds Payable
Total Liabilities
FUND EQUITY
Fund Balances Reserved For Continuation of Federal Programs For Debt Service For Inventories Food Donated Commodities Purchased Food For SPLOST Projects For State Capital Outlay Projects Unreserved Undesignated
Total Fund Equity

$

107,491,83

469,453.45

47,821,54

$

264,562.00 209,504.00

$

624.766.82 $ _ _4.:.,:7..:.4.z.:;:.0.::;66::,:.0=.:0:,.

$

27,467.49

52,564.58 26,583.50
$

3,537,964,57 281.718.00

$ 3,183,146.72

1,532,937.66

0.00

$ 3,183,146.72 $ 1.639,553,23 $ 3,819,682.57

Total Liabilities and Fund EqUity

$ 3,183.146.72 $

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

2,264,320.05 $

4,293,748.57

EXHIBIT nAn

DEBT SERVICE
FUND

ACCOUNT GROUP GENERAL
LONG-TERM DEBT

TOTALS

(Memorandum Only)

JUNE 30,1999

JUNE 30,1998

$

324,097.32

$ 8,239,397.65 $ 5,272,654.84

1,086.79

1,747,853.72

1,367,466.74

$

325,184.11

52,564.58 26,583.50
325,184.11

62,781.30 34,593.34
304,522.90

1,249,815.89 203,411.04

1,249,815.89 203,411.04

1,475,477.10 460,353.16

$

325,184.11 $

1,778,411.04 $ 11,844,810.49 $ 8,977,849.38

$

107,491.83 $

127,300.96

469,453.45

467,030.81

47,821.54

48,066.93

264,562.00

209,504.00

52,525.60

$

203,411.04

203,411.04

460,353.16

1,575,000.00

1,575,000.00

1,780,000.00

$

1,778,411.04 $ 2,877,243.86 $ 2,935,277.46

$

325,184.11

0.00

$

325,184.11

$

27,467.49 $

10,323.16

325,184.11

304,522.90

52,564.58 26,583.50 3,537,964.57 281,718.00

62,781.30 34,593.34 2,856,677.82

4,716,084.38

2,773,673.40

$ 8,967,566.63 $ 6,042,571.92

$

325,184.11 $

1,778,411.04 $ 11,844,810.49 $ 8,977,849.38

-3-

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

REVENUES
State Funds Federal Funds Taxes Other Funds
Total Revenues
EXPENDITURES
Current Instruction Support Services Pupil Services Improvement of Instructional Services Educational Media Services General Administration School Administration Business Administration Maintenance and Operation of Plant Student Transportation Services Central Support 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)
Capital Leases Operating Transfers In Operating Transfers Out
Total Other Financing Sources (Uses)
Excess of Revenues and Other Financing Sources over (under) Expenditures and Other Financing Uses
FUND BALANCE JULY 1
Food Inventory - Net Change in Period Donated Commodities Purchased Food

GENERAL FUND

SPECIAL REVENUE
FUND

$ 28,104,043.68 $
4,386.82 9,540,479.54
405,192.93
$ 38,054,102.97 $

1,716,707.57 4,506,973.96
871,077.06
7,094,758.59

$ 24,309,585.68 $
1,983,127.43 1,274,357.83 1,087,863.41
324,693.01 2,227,640.70
310,290.56 2,522,392.95 1,519,638.87
177,506.04 65,457.37 3,221.97

2,755,186.36
644,233.76 444,769.19
19,856.80 23,238.99 26,820.65
4,521.30 4,419.43 6,671.98
13,224.24 2,893,308.11

214,675.96 29,034.68

18,761.89 3,089.09

$ 36,049,486.46 $ $ 2,004,616.51 $

6,858,101.79 236,656.80

$

$

-339,822.76

$

-339,822.76 $

58,104.76 58,104.76

$ 1,664,793.75 $

294,761.56

1,518,352.97

1,363,018.23

-10,216.72 -8,009.84

FUND BALANCE JUNE 30

$

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

-4-

3,183,146.72 $ _ _1,.,6;0;;3.9..,5.-53,..2;;,;;3...

EXHIBIT"B"

CAPITAL PROJECTS
FUND

DEBT SERVICE
FUND

TOTALS

(Memorandum Only)

YEAR ENDED

JUNE 30,1999

JUNE 30,1998

$ 1,533,240.00
4,372,003.30 $ 115,117.35
$ 6,020,360.65 $

$
356,317.41 12,711.30

31,353,991.25 $ 4,511,360.78 14,268,800.25 1,404,098.64

27,950,254 .08 4,162,335.11 12,641,341.16 1,500,249.94

369,028.71 $ 51,538,250.92 $ 46,254,180.29

$ 5,339,073.90 $

$ 5,339,073.90 $

$

681,286.75 $

$ 27,064,772.04 $ 25,222,115.37

2,627,361.19 1,719,127.02 1,107,720.21
347,932.00 2,254,461.35
314,811.86 2,526,812.38 1,526,310.85
177,506.04 78,681.61 2,896,530.08 5,339,073.90

2,308,047.03 1,546,170.64
968,967.79 396,221.57 2,280,696.00 523,057.05 2,389,162.87 1,395,083.39 188,625.35
78,990.99 2,726,975.10
963,915.61

205,000.00 142,587.50
780.00

438,437.85 174,711.27
780.00

626,734.04 217,889.45

348,367.50 $ 48,595,029.65 $ 41,832,652.25

20,661.21 $ 2,943,221.27 $ 4,421,528.04

$

281,718.00

$

281,718.00

$

963,004.75 $

2,856,677 .82

$

75,306.57

$

339,822.76

301,817.55

-339,822.76

-301,817.55

$

0.00 $

75,306.57

20,661.21 $ 304,522.90

2,943,221.27 $ 6,042,571.92

4,496,834.61 1,634,588.57

-10,216.72 -8,009.84

-52,291.40 -36,559.86

$ 3,819,682.57 $

325,184.11 $ 8,967,566.63 $ 6,042,571.92

-5-

COFFEE 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 30,1999

EXHIBIT~C

GENERAL FUND

ACTUAL

(BUDGET

BUDGET

BASIS)

REVENUES

State Funds Federal Funds Taxes Other Funds

$ 27,463,064.60 $ 28,104,043.68

50,000.00

4,386.82

9,480,000.00

9,540,479.54

1,355,000.00

405,192.93

Total Revenues

$ 38,348,064.60 $ 38,054,102.97

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 Central Support Services Other Support Services Food Services Operation
Capital Outlay Debt Service

$ 24,903,533.58 $ 24,309,585.68

1,811,975.37 1,326,414.40 1,024,430.85
342,960.38 2,403,314.81
496,945.71 3,517,130.27 1,989,645.90
172,100.37 65,130.00
173,714.00

1,983,127.43 1,274,357.83 1,087,863.41
324,693.01 2,227,640.70
310,290.56 2,522,392.95 1,519,638.87
177,506.04 65,457.37
3,221.97
243,710.64

Total Expenditures

$ 38,227,295.64 $ 36,049,486.46

Excess of Revenues over (under) Expenditures

$

120,768.96 $ 2,004,616.51

OTHER FINANCING SOURCES (USES)

Other Sources Other Uses

$

10,000.00

-265,000.00 $ -339,822.76

Total Other Financing Sources (Uses)

$ -255,000.00 $ -339,822.76

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

-134,231.04 $ 1,664,793.75

FUND BALANCE JULY 1,1998

2,530,780.72

1,518,352.97

Food Inventory - Net Change in Period Donated Commodities Purchased Food

SPECIAL REVENUE FUND

ACTUAL

(BUDGET

BUDGET

BASIS)

$ 259,753.00 $ 1,716,707.57

4,088,656.80

4,506,973.96

740,140.00

871,077.06

$ 5,088,549.80 $ 7,094,758.59

$ 1,522,424.88 $ 2,755,186.36

411,235.00 222,534.01
3,600.00 4,500.00 5,300.00
1,400.00 12,900.00 14,000.00
3,021,395.12

644,233.76 444,769.19
19,856.80 23,238.99 26,820.65
4,521.30 4,419.43 6,671.98
13,224.24 2,893,308.11

21,850.98

$ 5,219,289.01 $ 6,858,101.79

$ -130,739.21 $ 236,656.80

$

58,104.76

$

58,104.76

$ -130,739.21 $ 294,761.56

924,309.22

1,363,018.23

-10,216.72 -8,009.84

FUND BALANCE JUNE 30.1999

$ 2,396,549.68 $ 3,183,146.72

$ 793,570.01 $ 1,639,553.23

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

COFFEE COUNTY BOARD OF EDUCATION

EXHIBIT "D"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30, 1999

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
REPORTING ENTITY
The Coffee County Board of Education (Board) was established under the laws of the State of Georgia and operates under the guidance of a school board elected by the voters and a Superintendent appointed by the Board. The Board is organized as a separate legal entity and has the power to levy taxes and issue bonds. Its budget is not subject to approval by any other entity. Accordingly, the Board is a primary government and consists of all the organizations that compose its legal entity.
FUND ACCOUNTING
The Board uses funds and an account group to report on its financial position and the results of its operations. Fund accounting is designed to demonstrate legal compliance and to aid financial management by segregating transactions related to certain governmental functions or activities. A fund is a separate accounting entity with a self-balancing set of accounts. An account group is a financial reporting device designed to provide accountability for certain assets and liabilities that are not recorded in the funds because they do not directly affect expendable available financial resources.
General Fixed Assets are recorded as expenditures in the various funds at the time of purchase. A General Fixed Assets Account Group is not presently maintained by the Board. To conform to generally accepted accounting principles, a General Fixed Assets Account Group should be maintained for reporting the cost of assets acquired by governmental fund types.
Although "school activity accounts" are maintained at the individual schools, neither the assets, liabilities and fund equity, nor the revenues, expenditures and changes in fund balances of these accounts are reflected in these financial statements. To conform to generally accepted accounting principles, these accounts should be recorded in the general purpose financial statements.
The general purpose financial statements account for all State, Federal, Taxes and Other funds under control ofthe Board, in compliance with generally accepted accounting principles applicable to governmental units, unless otherwise disclosed in these notes. Funds and the account group presented in this report are as follows:
GOVERNMENTAL FUND TYPES - are used to account for all or most of a Board's educational activities. Governmental Fund Types include:
GENERAL FUND - the fund used to account for all financial resources ofthe Board except those required to be accounted for in another fund. These transactions relate to resources obtained and used for services provided by a board of education.
SPECIAL REVENUE FUND - the fund used to account for the proceeds ofspecific revenue sources (other than for major capital projects) that are legally restricted to expenditures for specified purposes. These funds are received primarily from the Georgia Department ofEducation and from the Federal government to accomplish specific educational objectives.
-7-

COFFEE COUNTY BOARD OF EDUCATION

EXHIBIT "D"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30. 1999

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
CAPITAL PROJECTS FUND - the fund used to account for financial resources to be used for the acquisition or construction of major capital facilities.
DEBT SERVICE FUND - the fund used to account for the accumulation of resources for, and the payment of, general long-term principal, interest and paying agent fees.
ACCOUNT GROUP
GENERAL LONG-TERM DEBT ACCOUNT GROUP - A financial reporting device used to account for general obligation debt outstanding and capital lease obligations.
BASIS OF ACCOUNTING
The accounting and financial reporting treatment applied to a fund is determined by its measurement focus. All governmental funds are accounted for using a current financial resources measurement focus. With this measurement focus, only current assets and current liabilities generally are included on the balance sheet. Operating statements of these funds present increases (i.e., revenues and other financing sources) and decreases (i.e., expenditures and other financing uses) in net current assets. Their reported fund balance is considered a measure of available spendable resources.
Liabilities which are expected to be financed from available spendable resources are reported as liabilities in the governmental funds. Other liabilities, which are not expected to be financed from available spendable resources, are reported in the General Long-Term Debt Account Group.
Governmental funds are accounted for using the modified accrual basis of accounting under which:
Revenues are recognized when susceptible to accrual (i.e., when they become both measurable and available). "Measurable" means the amount ofthe transaction can be determined and "available" means collectible within the cUlTent period or soon enough thereafter to be used to pay liabilities ofthe current period. Those revenues considered susceptible to accrual are property taxes, local option sales taxes, intergovernmental grants and investment income.
Expenditures are generally recognized when the related fund liability is incurred.
A departure from the above definitions is the accounting treatment afforded the final two payments on General Fund teachers' and bus drivers' contracts, and the resources available from the Georgia Department of Education for the State's share of these contracts. During fiscal year 1999, a substantial number of personnel ofthe Board were employed for a one hundred and ninety day period beginning in late August 1998 and ending in early June 1999. Personnel contracts for this employment period specify that compensation be paid in twelve equal monthly payments beginning in September 1998 and ending in August 1999. State grants to fund the State's share of these contracts were disbursed from the Georgia Department of Education to the Board in the same twelve months. As of June 30, 1999, compensation under these employment
-8-

COFFEE COUNTY BOARD OF EDUCATION

EXHIBIT liD"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30. 1999

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
contracts had been earned, but two of the twelve monthly payments, due for July and August 1999, had not been made. Payments for these two months were made and recorded as expenditures by the Board subsequent to June 30, 1999. Also, the State's portion of the compensation paid in July and August 1999 was received and recorded as revenue in the fiscal year subsequent to June 30, 1999. Conversely, the similar expenditures and related revenues for contractual services completed prior to June 30, 1998, were recorded in the year ended June 30, 1999. Generally accepted accounting principles require that revenues be recorded when available and measurable and that expenditures be recorded when incurred, rather than when funds are received or disbursed.
BUDGET
The Coffee County Board of Education's budget is a complete financial plan for the Board's fiscal year and is based upon estimates of expenditures together with probable funding sources. There is no statutory prohibition regarding overexpenditure of the budget at any level. The budget for all governmental funds is prepared by fund, function and object. The legal level of budget control was established by the Board at the aggregate level. The budget for governmental funds was prepared on a basis other than generally accepted accounting principles.
The budget process begins when the Board's administration prepares a tentative budget for the Board's approval. After approval of this tentative budget by the Board, such budget is advertised at least once in a newspaper of general circulation in the locality. At the next regular meeting ofthe Board after advertisement, the Board receives comments on the tentative budget, makes revisions as necessary and adopts a final school budget. This final budget is then submitted, in accordance with provisions of the Quality Basic Education Act, OCGA Section 20-2-167, to the Georgia Department ofEducation. The Board may increase or decrease the budget at any time during the year. All unexpended budget authority lapses at fiscal year-end.
CASH AND CASH EQUIVALENTS
COMPOSITION OF DEPOSITS Cash and cash equivalents consist of deposits in authorized financial institutions. Georgia Laws authorize the Board to deposit its funds in one or more solvent banks, insured Federal savings and loan associations, or insured State chartered building and loan associations.
RECEIVABLES
Receivables consist of grant reimbursements due on Federal, State or other grants for expenditures ma~e 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.

-9-

COFFEE COUNTY BOARD OF EDUCATION

EXHIBIT "D"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30,1999

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES

PROPERTY TAXES

I.

The Coffee County Board of Commissioners fixed the property tax levy for the 1998 tax year (calendar year)

on September 14, 1998 (levy date). Taxes were due on December 1, 1998. The lien date for property taxes

was January 1, 1998. Taxes collected within the current fiscal year or within 60 days after year-end are

reported as revenue in fiscal year 1999. The Coffee County Tax Commissioner bills and collects the property

taxes for the Board of Education, withholds 2.5% oftaxes collected as a fee for tax collection and remits the

balance of taxes collected to the Board.

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

School Operations

16.95 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 $4,720,370,80 and was recorded in the Capital Projects and Debt Service Funds. The State will terminate collection of this tax once an additional $5,145,705.68 has been collected or on June 30, 2000, 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 of purchase. The inventories reported on the balance sheet for donated food commodities and for purchased foods are equally offset by reservations of fund balance which indicates that these amounts do not constitute "available spendable resources" even though they are a component of net current assets.

GENERAL OBLIGATION BONDS

The Board issues general obligation bonds to provide funds for the acquisition and construction of major capital facilities. Bond premiums and discounts, as well as issuance costs, are recognized in the financial statements during the year bonds are issued. General obligation bonds are direct obligations and pledge the full faith and credit of the government. The outstanding amount of these bonds is recorded in the General Long-Term Debt Account Group.

- 10-

COFFEE COUNTY BOARD OF EDUCATION

EXHIBIT "D"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30. 1999

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
INTERFUND TRANSACTIONS
The Board has the following types of interfund transactions:
Reimbursements of expenditures initially made from a fund that are properly applicable to another fund, are recorded as expenditures in the reimbursing fund and as reductions of expenditures in the fund that is reimbursed.
Operating transfers are recorded for all interfund transactions other than reimbursements.
MEMORANDUM ONLY - TOTAL COLUMNS
Total columns on the general purpose financial statements are captioned "Memorandum Only" to indicate that they are presented only to facilitate financial analysis. Data in these columns do not present financial position or results of operations in conformity with generally accepted accounting principles. Neither are such data comparable to a 'consolidation. Interfund eliminations have not been made in the aggregation ofthis 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 of money which has not been secured by surety bond, by guarantee of insurance, or by collateral. The aggregate of the face value of such surety bond and the market value ofsecurities pledged shall be equal to not less than 110 percent ofthe public funds being secured after the deduction ofthe amount ofdeposit insurance. OCGA Section 45-8-11 (b) provides an officer holding public funds may, in his discretion, waive the requirement for security in the case of operating funds placed in demand deposit checking accounts.
Acceptable security for deposits consists of 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 ofthe United States or of the State of Georgia,
(4) Bonds, bills, notes, certificates of indebtedness or other obligations ofthe counties or municipalities of the State of Georgia,

- 11 -

COFFEE COUNTY BOARD OF EDUCAnON

EXHIBIT "D"

NOTES TOTHE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30, 1999

Note 2: DEPOSITS

(5) Bonds of any public authority created by the laws of the State of Georgia, providing that the statute that created the authority authorized the use of the bonds for this purpose,

(6) Industrial revenue bonds and bonds of development authorities created by the laws of the State of Georgia, and

(7) Bonds, bills, notes, certificates of indebtedness, or other obligations of a subsidiary corporation of the United States government, which are fully guaranteed by the United States government both as to principal and interest or debt obligations issued by the Federal Land Bank, the Federal Home Loan Bank, the Federal Intermediate Credit Bank, the Central Bank for Cooperatives, the Farm Credit Banks, the Federal Home Loan Mortgage Association, and the Federal National Mortgage Association.

CATEGORIZATION OF DEPOSITS At June 30, 1999, the bank balances were $11,367,458.57. The amounts of the total bank balances are classified into three categories of credit risk:

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

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

Risk Category

Bank Balance

1

$ 200,132.62

2

3,857,325.95

3

7,310,000.00

Total

$11.367.458.57

Note 3: NON-MONETARY TRANSACTIONS

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

- 12 -

COFFEE COUNTY BOARD OF EDUCATION

EXHIBIT "D"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30,1999

Note 4: RISK MANAGEMENT

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

The Board has obtained commercial insurance for risk of loss associated with assets.

The Board participates in the Georgia School Boards Association Risk and Insurance Management System, a public entity risk pool organized on July 1, 1994 to develop and administer a plan to reduce risk of loss on account of general liability and property damage, including safety engineering and other loss prevention and control techniques, and to administer one or more groups of self-insurance funds, including the processing and defense of claims brought against members of the system. The Board pays an annual premium to the system for its general insurance coverage. Additional coverage is provided through agreements by the system with other companies according to their specialty for property, boiler and machinery, general liability (including coverage for sexual harassment, molestation and abuse). Payment of excess insurance for the system varies by line of coverage.

The Board is self-insured with regard to unemployment compensation claims. A premium is charged when needed by the General Fund to each user fund on the basis of the percentage of that fund's payroll to total payroll in order to cover estimated claims budgeted by management based on known claims and prior experience. The Board accounts for claims with expenditure and liability being reported when it is probable that a loss has occurred, and the amount of that loss can be reasonably estimated.

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

1998 1999

Beginning of Year Liability

Claims and Changes in Estimates

$

0.00 $

7,014.00 $

$

0.00 $

8,274.00 $

Claims Paid

End ofYear Liability

7,014.00 $

0.00

8.274.00 $

0.00

The Board participates in the Georgia School Boards Association Workers' Compensation Fund, a public entity risk pool organized on July 1, 1992 to develop, implement, and administer a program of workers' compensation self-insurance for its member organizations. The Board pays an annual premium to the Fund for its general insurance coverage. Additional insurance coverage is provided through an agreement by the Fund with the United States Fidelity and Guaranty Company to provide coverage for potential losses sustained by the Fund in excess of $350,000.00 loss per occurrence, up to the statutory limit.

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

- 13-

COFFEE COUNTY BOARD OF EDUCATION

EXHIBIT "D"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30, 1999

Note 4: RISK MANAGEMENT

Position Covered

Amount

Superintendent All Other Employees

$ 100,000.00 $ 100,000.00

Note 5: GENERAL LONG-TERM DEBT

CAPITAL LEASES The Coffee County Board of Education has entered into various lease agreements as lessee for computers, equipment and school buses. These lease agreements qualify as capital leases for accounting purposes and, therefore, have been recorded at the present value ofthe future minimum lease payments as ofthe date oftheir inception.

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

Purpose

Interest Rates

Amount

General Government - Series 1980

8.5%

$ 1.575,000.00

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

Capital Leases

General Obligation
Bonds

Total

Balance July 1, 1998

$ 460,353.16 $ 1,780,000.00 $ 2,240,353.16

.Deductions Debt Retired Cancellations

233,437.85 23,504.27

205,000.00

438,437.85 23,504.27

Balance June 30, 1999

$ 203.411.04 $ 1,575,000.00 $ 1,778.411.04

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

- 14-

COFFEE COUNTY BOARD OF EDUCATION

EXHIBIT liD"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30,1999

Note 5: GENERAL LONG-TERM DEBT

Fiscal Year Ended June 30

Capital Leases

General Obligation
Bonds

Total Debt

2000 2001 2002 2003 2004 2005 - 2009

$ 141,122.02 20,556.00 20,556.00 20,556.00 27,407.98

$ 344,525.00 340,187.50 334,575.00 332,475.00 328,675.00 323,175.00

$ 485,647.02 360,743.50 355,131.00 353,031.00 356,082.98 323,175.00

Total Principal and Interest

$ 230,198.00 $ 2,003,612.50 $ 2,233,810.50

Deduct: Imputed Interest

26,786.96

Net Present Value ofFuture Minimum Lease Payments

$ 203.411.04

Note 6: ON-BEHALF PAYMENTS

The Board has recognized revenues and expenditures in the amount of$591,959.10 for health insurance and retirement contributions paid on the Board's behalf by the following State Agencies.

Georgia Department of Education Paid to the State Merit System of Personnel Administration For Health Insurance of Non-Certified Personnel In the amount of $450,447,85

Paid to the Teachers Retirement System of Georgia For Teachers Retirement System (TRS) Employer's Cost In the amount of$33,945,25

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$107,566.00

Note 7: SIGNIFICANT COMMITMENTS

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

- 15 -

COFFEE COUNTY BOARD OF EDUCATION

EXHIBIT "D"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30, 1999

Note 7: SIGNIFICANT COMMITMENTS

Project

Unearned Executed Contracts

99G/98S-634-033

$ 249,950.22

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

Note 8: CONTINGENT LIABILITIES

Amounts received or receivable principally from the Federal government are subject to audit and review by grantor agencies. This could result in requests for reimbursement to the grantor agency for any expenditures which are disallowed under grant terms. The Board believes that such disallowances, if any, will be immaterial to its overall financial position.

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

Note 9: RETIREMENT PLANS

TEACHERS RETIREMENT SYSTEM OF GEORGIA (TRS)

TRS PLAN DESCRlPTION Substantially all teachers, administrative and clerical personnel employed by local school systems are covered by the Teachers Retirement System of Georgia (TRS), which is a cost-sharing multiple employer defined benefit pension plan. TRS provides service retirement, disability retirement and survivors benefits for its members in accordance with State statute. The Teachers Retirement System of Georgia issues a separate stand alone financial audit report and a copy can be obtained from the Georgia Department of Audits and Accounts.

TRS CONTRIBUTIONS REQUIRED AND MADE Employees of the Board who are covered by TRS are required by State statute to contribute 5% oftheir gross earnings to TRS. The Board makes monthly employer contributions to TRS at rates adopted by the IRS
Board of Trustees in accordance with State statute and as advised by their independent actuary. The required
employer contribution rate is 11.95% and employer contributions for the current fiscal year and the preceding two fiscal years are as follows:

- 16-

COFFEE COUNTY BOARD OF EDUCATION

EXHIBIT "D"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30,1999

Note 9: RETIREMENT PLANS
Fiscal Year
1999 1998 1997

Percentage Contributed
100% 100% 100%

Required Contribution
$ 2,941,271.31 $ 2,702,643.33 $ 2,526,329.65

- 17 -

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

ASSETS
Cash and Cash Equivalents
Accounts Receivable
Inventories Food Donated Commodities Purchased Food

SCHOOL FOOD
SERVICES FUND

LOTTERY PROGRAMS

$ 1,704,410.09 $ 175,072.40

52,564.58 26,583.50

Total Assets

$ 1,783,558.17 $==1=7=5='0=72=.4=0=

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

$

20,249.40 $

37,575.16

151,223.03

136,172.74

1,324.50

$ 171,472.43 $ 175,072.40

$

52,564.58

26,583.50

1,532,937.66 $

$ 1,612,085.74 $

0.00 0.00

Total Liabilities and Fund Equity
See notes to the general purpose financial statements. - 18-

$ 1,783,558.17 $====17=5=,0.;,;72=.4.;,;0,=

EXHIBIT"E"

FEDERAL PROGRAMS

OTHER PROGRAMS

TOTALS
JUNE 30,1999 JUNE 30,1998

$

0.00 $ 1,879,482.49 $ 1,619,161.94

$ 370,233.76

370,233.76

407,161.88

52,564.58 26,583.50

62,781.30 34,593.34

$ 370,233.76 $ ====0=.=00= $ 2,328,864.33 $ 2,123,698.46

$

64,544.28

49,667.27

182,057.68

46,497.04

$ 342,766.27

$

64,544.28 $ 118,281.53

107,491.83

127,300.96

469,453.45

467,030.81

47,821.54

48,066.93

$ 689,311.10 $ 760,680.23

$

27,467.49 ,

0.00 $

$

27,467.49 $

$

27,467.49 $

10,323.16

52,564.58 26,583.50

62,781.30 34,593.34

0.00

1,532,937.66

1,255,320.43

0.00 $ 1,639,553.23 $ 1,363,018.23

$ 370,233.76 $========,0..0..0.== $ 2,328,864.33 $ 2,123,698.46

-19 -

COFFEE COUNTY BOARD OF EDUCATION COMBINING STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES
SPEC~LREVENUEFUND
YEAR ENDED JUNE 30,1999

REVENUES
State Funds Federal Funds Other Funds
Total Revenues
EXPENDITURES
Current Instruction Support Services Pupil Services Improvement of Instructional Services Educational Media Services General Administration School Administration Business Administration Maintenance and Operation of Plant Student Transportation Services Other Support Services Food Services Operation
Debt Service Principal Payments Interest Payments
Total Expenditures
Excess of Revenues over (under) Expenditures
OTHER FINANCING SOURCES
Capital Leases Op~rating Transfers In
Total Other Financing Sources
Excess of Revenues and Other Financing Sources over (under) Expenditures
FUND BALANCE JULY 1
Food Inventory - Net Change in Period Donated Commodities Purchased Food

SCHOOL FOOD
SERVICES FUND

LOTIERY PROGRAMS

$ 258,651.90 $ 1,399,521.33 2,085,787.94 831,077.06
$ 3,175,516.90 $ 1,399,521.33

$ 1,133,283,00

88,303.69 119,659.31

$

4,521.30

70.26

18,261,54 16,198.90
2,989.22 1,640.22

2,893,308.11

18,761.89 3,089.09

$ 2,897,899.67 $ 1,402,186.86

$ 277,617.23 $

-2,665.53

$ $
$ 277,617.23 $ 1,352,695.07
-10,216.72 -8,009.84

2,665.53 2,665.53
0.00 0.00

FUND BALANCE JUNE 30

See notes to the general purpose financial statements.

- 20-

$ 1,612,085,74 $==-_=0.,0=0=

EXHIBIT "F"

FEDERAL PROGRAMS

OTHER PROGRAMS

TOTALS YEAR ENDED JUNE 30,1999 JUNE 30, 1998

$

10,617.34 $

2,421,186.02

40,000.00

$ 2,471,803.36 $

47,917.00 $

1,716,707.57 $ 4,506,973.96
871,077.06

1,649,032.64 4,155,821.51
794,954.21

47,917.00 $ 7,094,758.59 $ 6,599,808.36

$ 1,577,599.09 $ 555,930.07 321,494.89 19,856.80 4,977.45 10,621.75 1,430.21 4,961.50 13,224.24
$ 2,510,096.00 $ $ -38,292.64 $

44,304.27 $ 2,755,186.36 $ 2,711,277.16

3,614.99

644,233.76 444,769.19
19,856.80 23,238.99 26,820.65
4,521.30 4,419.43 6,671.98 13,224.24 2,893,308.11

619,841.64 261,361.74
15,041.26 67,268.23 15,407.99 2,275.65
1,470.20 10,777.48 20,818.71 '2,718,041.27

18,761.89 3,089.09

8,404.43 2,746.54

47,919.26 $ 6,858,101.79 $ 6,454,732.30

-2.26 $ 236,656.80 $ 145,076.06

$

55,436.97 $

$

55,436.97 $

$

17,144.33 $

10,323.16

2.26 $ 2.26 $

$ 58,104.76
58,104.76 $

37,653.28 29,754.80
67,408.08

0.00 $ 294,761.56 $ 212,484.14

0.00

1,363,018.23

1,239,385.35

-10,216.72 -8,009.84

-52,291.40 -36,559.86

$

27,467.49 $=====,,=0';,;.00== $ 1,639,553.23 $ 1,363,018.23

- 21 -

COFFEE COUNTY BOARD OF EDUCATION COMBINING BALANCE SHEET CAPITAL PROJECTS FUND JUNE 30,1999

EXHIBIT "Goo

ASSETS Cash and Cash Equivalents Accounts Receivable
Total Assets

GEORGIA STATE FINANCING AND
INVESTMENT COMMISSION

SPECIAL PURPOSE LOCAL OPTION SALES TAX

$

281,718.00 $ 2,778,369.42 $

759,595.15

LOTTERY PROJECT

TOTALS JUNE 30, 1999 JUNE 30, 1998

320,741.40 $ 3,380,828.82 $ 2,227,515.73

153,324.60

912,919.75

681,687.69

$

281,718.00 $ 3,537,964.57 $

474,066.00 $ 4,293,748.57 $ 2,909,203.42

LIABILITIES AND FUND EQUITY

LIABILITIES

Contracts Payable Retainages Payable

Total Liabilities

FUND EQUITY

Fund Balances

Reserved

For SPLOST Projects

For State Capital Outlay Projects

$

Unreserved

Undesignated

Total Fund Equity

$

$

264,562.00 $

264,562.00

209,504.00

209,504.00 $

$

474,066.00 $

474,066.00 $

52,525.60 52,525.60

$ 281,718.00

3,537,964.57

0.00

0.00 $

281,718.00 $ 3,537,964.57 $

$ 3,537,964.57 $ 2,856,677.82 281,718.00

0.00

0.00

0.00

0.00 $ 3,819,682.57 $ 2,856,677.82

Total Liabilities and Fund Equity

$

281,718.00 $ 3,537,964.57 $

474,066.00 $ 4,293,748.57 $ 2,909,203.42

See notes to the general purpose financial statements.

-22 -

See notes to the general purpose financial statements.

-23 -

COFFEE COUNTY BOARD OF EDUCATION COMBINING BALANCE SHEET DEBT SERVICE FUND JUNE 30, 1999

EXHIBIT "I"

ASSETS Cash and Cash Equivalents Accounts Receivable

PROPERTY TAXES FOR BOND DEBT

SPECIAL PURPOSE LOCAL OPTION SALES TAX

TOTALS

JUNE 30,1999

JUNE 30, 1998

$

324,097.32 $

0.00 $

324,097.32 $

303,459.55

1,086.79

1,086.79

1,063.35

Total Assets

$

325,184.11 $

0.00 $

325,184.11 $ ==3==:0=4:=,5=:22:=.=90=

FUND EQUITY
Fund Balances Reserved For Debt Service Unreserved Undesignated

$

325,184.11

0.00 $

Total Fund Equity

$

325,184.11 $

$
--=-O=.OO~

325,184.11 $ 0.00

304,522.90 0.00

0.00 $

325,184.11 $ ==3==:0=4:=,5=:22:=.=90=

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

COFFEE COUNTY BOARD OF EDUCATION COMBINING STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES
DEBT SERVICE FUND YEAR ENDED JUNE 30, 1999

EXHIBIT "J"

PROPERTY TAXES FOR BOND DEBT

SPECIAL PURPOSE LOCAL OPTION SALES TAX

TOTALS

YEAR ENDED

JUNE 30,1999

JUNE 30, 1998

REVENUES

Taxes Other Funds

$

7,949.91 $

348,367.50 $

356,317.41 $

370,808.55

12.711.30

12,711.30

18,285.14

Total Revenues

$

20,661.21 $

348,367.50 $

369,028.71 $

389,093.69

EXPENDITURES

Debt Service Principal Interest Paying Agent Fees

$

0.00 $

205,000.00 $

205,000.00 $

190,000.00

142,587.50

142,587.50

159,375.00

780.00

780.00

Total Expenditures

$

0.00 $

348,367.50 $

348,367.50 $

349,375.00

Excess of Revenues over (under) Expenditures $

20,661.21 $

0.00 $

20,661.21 $

39,718.69

FUND BALANCE JULY 1

$

304,522.90 $

0.00 $

304,522.90 $

264,804.21

FUND BALANCE JUNE 30

$

325,184.11 $

0.00 $

325,184.11 $ ====3=0=4..",5=22=.9=0,=

See notes to the general purpose financial statements.

- 25-

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

SCHEDULE "1"

FUNDING AGENCY PROGRAM/GRANT
Agriculture, U. S. Department of Child Nutrition Cluster Pass-Through From Georgia Department of Education Food and Nutrition Program Food Services School Breakfast Program 1999 Grant National School Lunch Program 1999 Grant
Total Child Nutrition Cluster
Other Programs Pass-Through From Georgia Department of Education Food and Nutrition Program Food Distribution Program (1) Pass-Through From Office of School Readiness Food and Nutrition Program Child and Adult Care Food Program 1999 Contract
Total U. S. Department of Agriculture
Education, U. S. Department of Special Education Cluster Pass-Through From Georgia Department of Education Individuals with Disabilities Education Act Part B - Special Education Flow Through 1999 Grant Preschool 1999 Grant
Total Special Education Cluster
Other Programs Direct Impact Aid 1999 Grant Pass-Through From Berrien County Board of Education d/b/a Southem Pine Migrant Education Agency Elementary and Secondary Education Act Title I Migrant Education 1999 Grant Pass-Through From Georgia Department of Education Elementary and Secondary Education Act Title I Grants to Local Educational Agencies 1999 Grant Title II Eisenhower Professional Development 1999 Grant Title III Technology Literacy Challenge Fund Grants 1999 Grant Title VI Innovative Education Program Strategies 1999 Grant

CFDA NUMBER

PASSTHROUGH
ENTITY ID
NUMBER

FEDERAL REVENUE IN PERIOD

EXPENDITURES IN PERIOD

. . 10.553
10.555

N/A $
N/A
$

457,203.56
1,430,195.14 $ 1,887,398.70 $

(2) 2,744,106.74 (3) 2,744,106.74

10.550

N/A

153,792.93

153,792.93

10.558

N/A
$

44,596.31
2,085,787.94 $

(2) 2,897,899.67

84.027 84.173

N/A $
N/A
$

441,690.61 $
106,861.36
548,551.97 $

441,690.61 106,861.36 548,551.97

84.041

4,386.82

(4)

84.011

N/A

* 84.010

N/A

84.281

N/A

84.318

N/A

84.298

N/A

-26 -

108,029.17

108,156.02 (3)

1,377,913.46 41,182.00 75,000.00 49,319.00

1,377,913.46 42,911.41 (3) 75,000.00 49,608.36 (3)

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

SCHEDULE "1"

FUNDING AGENCY PROGRAM/GRANT
Education, U. S. Department of Other Programs Pass-Through From Georgia Department of Education Elementary and Secondary Education Act Title VII Immigrant Education, Part C 1999 Grant Safe and Drug-Free Schools 1999 Grant Vocational Education - Basic Grants to States High School Program Basic Grant 1999 Grant Tech-Prep Education 1999 Grant
Total U, S. Department of Education
Health and Human Services, U.S. Department of Pass-Through From Children and Youth Coordinating Council of Georgia Abstinence Education Block Grant 98-A-18-0003
Justice, U. S. Department of Pass-Through From Children and Youth Coordinating Council of Georgia S,TAR, Program 97J-18-9705-0001 98J-18-9805-0001
Total U. S. Department of Justice

CFDA NUMBER

PASSTHROUGH
ENTITY 10
NUMBER

FEDERAL REVENUE IN PERIOD

EXPENDITURES IN PERIOD

84.162 84,186

N/A $
N/A

44,743.00 $
39,817.00

44,985.29 (3) 58,396,15 (3)

84.048 84.243

N/A N/A
$

82,777.00 5,000,00
2,376,719.42 $

84,264.89 (3) 5,000.00
2,394,787.55

93.235

N/A $

23,214.31 $

31,931.65 (3)

16.540 16.540

N/A $
N/A
$

18,794.62 $
6,844.49
25,639.11 $

43,999.80 (3) 39,377.00 (3)
83,376.80

Total Federal Financial Assistance

$

4,511,360.78 $

N/A = Not Available

Notes to the Schedule of Expenditures of Federal Awards

(1) The amounts shown for the Food Distribution Program represent the Federally assigned value of nonmonetary assistance for donated commodities received and/or consumed by the system during the current fiscal year.
(2) Expenditures for the Child and Adult Care Food Program and the School Breakfast Program were not maintained separately and are included in the 1999 National School Lunch Program.
(3) Expenditures for this program include State and/or Other Funds. Expenditures are not maintained by fund source,
(4) Expenditures on this program were not maintained by fund source,

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

The Board did not provide Federal Assistance to any Subrecipient

The accompanying schedule of expenditures of Federal awards includes the Federal grant activity of the Coffee County Board of Education and is presented on the modified accrual basis of accounting which is the same basis of accounting used in the presentation of the general purpose financial statements.

5,407,995,67

See notes to the general purpose financial statements.

-27 -

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

SCHEDULE "2"

AGENCY/FUNDING
GRANTS Children and Youth Coordinating Council of Georgia Abstinence Education Block Grant Education, Georgia Department of Quality Basic Education General and Career Education Programs Special Education Programs Remedial Education Program Media Center Programs Staff Development Programs Indirect Cost Pupil Transportation Regular Bus Replacement limited English Speaking Middle School Incentive Program Special Instructional Assistance In-School Suspension Migrant Mid-term Adjustment Counselors Grades 4 and 5 Technology Specialist Local Fair Share Educational Equalization Funding Grant Food Services Vocational Education Other State Programs Alternative Program At-Risk Summer School Program Environmental Science Program Governor's Emergency Funds (1) Health Insurance Mentor Teacher Program Preschool Handicapped Program Remedial Summer School Program Teachers' Retirement Lottery Programs Assistive Technology Capital Outlay Computers in the Classroom
Human Resources, Georgia Department of Family Connection
Office of Planning and Budget Georgia Challenge Program
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 Regis XXI Pilot Program

GOVERNMENTAL FUND TYPES

SPECIAL

CAPITAL

GENERAL

REVENUE

PROJECTS

FUND

FUND

FUND

TOTAL

$

8,717.34

$

8,717.34

$ 15,744,974.00 2,943,358.00 590,362.00 679,581.00 188,390.00 4,158,333.00
708,025.00 223,618.00
32,195.00 532,237.00 1,509,052.00 131,111.00
4,859.00 63,632.00 86,527.00 -2,644,340.00 2,083,226.00
93,788.00
41,500.00 29,784.00
500.00 2,000.00 450,447.85 10,854.00 100,797.00 20,512.03 33,945.25

212,414.00

11,919.73 $
142,609.00

1,533,240.00

15,744,974.00 2,943,358.00 590,362.00 679,581.00 188,390.00 4,158,333.00
708,025.00 223,618.00
32,195.00 532,237.00 1,509,052.00 131,111.00
4,859.00 63,632.00 86,527.00 -2,644,340.00 2,083,226.00 212,414.00 93,788.00
41,500.00 29,784.00
500.00 2,000.00 450,447.85 10,854.00 100,797.00 20,512.03 33,945.25
11,919.73 1,533,240.00
142,609.00

96,059.55

1,900.00

97,959.55

18,750.00

18,750.00

1,244,992.60

1,244,992.60

107,566.00

107,566.00

62,400.00

47,917.00 46,237.90

62,400.00 47,917.00 46,237.90

$ 28,104,043.68 $ 1,716,707.57 $ 1,533,240.00 $ 31,353,991.25

(1) The purpose of the funds are for SChool of Excellence - Nicholls Elementary SChool.
see notes to the general purpose financial statements.
- 28-

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

SCHEDULE "3"

$ 14,000,000.00 $ 14,000,000.00 $

5,687,441.40 $ 1,312,256.86

(1) The Board's original cost estimate as specified in the resolution calling for the imposition of the Local Option Sales Tax.
(2) The Board's current estimate of total cost for each project. Includes all cost from project inception to completion.
(3) The voters of Coffee County approved the imposition of a 1% sales tax to fund the above projects and retire associated debt. 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 -

COFFEE COUNTY BOARD OF EDUCATiON SCHEDULE OF EXPENDITURES LOTTERY PROGRAMS YEAR ENDED JUNE 30. 1999

SCHEDULE "4"

EXPENDITURES

ASSISTIVE TECHNOLOGY

COMPUTERS IN THE
CLASSROOM

PRE-KINDERGARTEN PROGRAM

Current

Instruction

$

Support Services

Pupil Services

Improvement of Instructional Services

General Administration

Business Administration

Maintenance and Operation of Plant

Student Transportation Services

Debt Service

12,007.37 $

123,335.91 $ 21,850.98

997,939.72 $
88,303.69 119,659.31
18,261.54 16,198.90 2,989.22
1,640.22

TOTAL
1,133,283.00
88,303.69 119,659.31
18,261.54 16,198.90
2,989.22 1,640.22 21,850.98

Total Expenditures

$

12,007.37 $

145,186.89 $

1,244,992.60 $ 1,402,186.86

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

$ 1,100,023.34
12,007.37 145,186.89 144,969.26

$ 1,402,186.86

See notes to the general purpose financial statements.

- 30-

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

SCHEDULE "5"

Minimum Expenditure Requirements (Total Allotment) Expenditures on Combined Program Basis
Salaries Operations
Less: Expenditures for Media Center Programs in Excess of Total Media Allotment
Expenditures per Audit
Amount of Underexpenditure for Total Allotment

FOURTEEN WEIGHTED AND MEDIA CENTER
PROGRAMS

100% TEST FOR OPERATIONS PORTION OF FOURTEEN WEIGHTED PROGRAMS

$

19,958,275.00 $ _ _--::.;59::..:5:.l..1;;.;:5....:..1.:.;;.~0

$

20,270.058.75

1.1 04.183.21 $ _ _-,,-95;;..;;5-,-.4-,,0-,,2,;.;;;..5-,-8

$

21.374,241.96

-389,155.46 $ _--:;2;.;;.0=.9~85,-,-,0;;..;;8;.;;.6....:...5~0

$

0.00 $======0.=00=

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

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

GENERAL AND CAREER EDUCATION PROGRAMS Kindergarten (*) Grades 1 - 3 (*) Sub-Total - K-3 Grades 4 - 5 (*) Grades 6 - 8 (*) Grades 9 - 12 (*) High School Laboratories (*) Vocational Education Laboratories (*) Total General and Career Education Programs
SPECIAL EDUCATION PROGRAMS Regular Programs Category I (*) Category II (*) Category III (*) Category IV (*) Category V (*) Sub-Total- Regular Category VI (Gifted) (*) Total Special Education Programs
REMEDIAL EDUCATION PROGRAM C*) Total Fourteen Weighted Programs
MEDIA CENTER PROGRAMS Salaries Operations Total Media Center Programs
Total Fourteen Weighted and Media Center Programs

ALLOTMENTS FROM GEORGIA DEPARTMENT OF

REQUIRED

ORIGINAL

%

ORIGINAL

MID-TERM

$ 1,884,788.00

$ 1,696,309.20 $

4,862,661.00

4,376,394.90

$ 6,747,449.00 90 $ 6,072,704.10 $

1,898,400.00 90

1,708,560.00

3,195,392.00 90

2,875,852.80

1,930,954.00 90

1,737,858.60

1,235,137.00 90

1,111,623.30

737,642.00 90

663,877.80

$ 15,744,974.00

$ 14,170,476.60 $

0.00 O.pO
0.00

$ 2,611,842.00

$ 2,350,657.80 $

0.00

$ 2,611,842.00 90 $ 2,350,657.80 $

331,516.00 90

298,364.40

$ 2,943,358.00

$ 2,649,022.20 $

$

590,362.00 90 $

531.325.80 $

$ 19,278,694.00

$ 17,350,824.60 $

$

541,139.00 90 $

487.025,10 $

138,442.00 100

138,442.00

$

679,581.00

$

625,467.10 $

$ 19.958,275.00

$ 17,976,291.70 $

0.00
0.00 0,00 0.00
0,00 0.00
0.00

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

$

59,428.00

128,962.00

$

59,428.00 $

128,962.00

0.00 0.00

$

188,390.00 100 $

188,390.00 $======0:=.00...

- 32

SCHEDULE "6"

EDUCATION TOTAL
REQUIRED

ACTUAL EXPENDITURES

SALARIES

OPERATIONS

TOTAL

AMOUNT OF UNDEREXPENDITURE
FOR REQUIRED ALLOTMENT

$ 1,696,309.20 $ 1,936,617.11 $

63,740.97 $ 2,000,358.08

4,376,394.90

4,472,255.88

252,715.71

4,724,971.59

$ 6,072,704.10 $ 6,408,872.99 $

316,456.68 $ 6,725,329.67 $

0.00

1,708,560.00

1,933,361.63

71,798.50

2,005,160.13

0.00

2,875,852.80

2,866,130.71

96,288.33

2,962,419.04

0.00

1,737,858.60

1,962,153.44

241,429.24

2,203,582.68

0.00

1,111,623.30

1,250,997.86

59,925.21

1,310,923.07

0.00

663,877.80

882,612.38

91,621.78

974,234.16

0.00

$ 14,170,476.60 $ 15,304,129.01 $

877,519.74 $ 16,181,648.75

$ 2,350,657.80 $

8,647.35 $ 846,867.55 1,729,354.71 305,530.26
37,713.96

601.71 $ 16,720.22 43,063.14 5,809.55
1,368.45

9,249.06 863,587.77 1,772,417.85 311,339.81
39,082.41

$ 2,350,657.80 $ 2,928,113.83 $

67,563.07 $ 2,995,676.90

0.00

298,364.40

343,919.89

5,940.36

349,860.25

0.00

$ 2,649,022.20 $ 3,272,033.72 . $

73,503.43 $ 3,345,537.15

$

531,325.80 $

773,940.19 $

4,379.41 $

778,319.60

0.00

$ 17,350,824.60 $ 19,350,102.92 $

955,402.58 $ 20,305,505.50

$

487,025.10 $

919,955.83

$

919.955.83

0.00

138,442.00

$

148,780.63

148,780.63

0.00

$

625,467.10 $

919,955.83 $

148,780.63 $ 1,068,736.46

$ 17,976,291.70 $ 20,270,058.75 $ 1,104,183.21 $ 21,374,241.96 $

0.00

$

59,428.00

128,962.00

$==1=8:=!8,=390==:.0=0

$

134,019.24 $

134,019.24

59,052.44

59,052.44

$

193,071.68 $

193,071.68 $=======0...0.=0

33

SECTIONll COMPLIANCE AND INTERNAL CONTROL REPORTS

'V. RUSSELL

HINTON

STATE AUDITOR

(404) 6562174

~Xj;kf>,
~~'f~)::i
~V
DEPARTMENT OF AUDITS AND ACCOUNTS
254 Washington Street. S.W.. Suite 214 Atlanta. Georgia 30334-R400
March 24, 2000

Honorable Roy E. Barnes, Governor Members of the General Assembly Members of the State Board of Education
and Superintendent and Members of the Coffee 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 Coffee County Board of Education as of and for the year' ended June 30, 1999, and have issued our report thereon dated March 24, 2000. This report was qualified for a scope limitation and for various departures from generally accepted accounting principles, as identified in the auditor's report on the general purpose financial statements. Except as discussed in the following paragraph, we conducted Our audit in accordance with generally accepted auditing standards and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General ofthe United States.
We did not observe the taking of either the Federal donated commodities inventory or the purchased foods inventory at June 30, 1999, nor could we satisfy ourselves as to the accuracy of the amounts stated as inventories through alternative procedures.
Compliance
As part of obtaining reasonable assurance about whether Coffee County Board of Education's financial statements are free of material misstatement, we performed tests of its compliance with certain provisions of laws, regulations, contracts and grants, noncompliance with which could have a direct and material effect on the determination of financial statement amounts. However, providing an opinion on compliance with those provisions was not an objective of our audit and accordingly, we do not express such an opinion. The results of our tests disclosed no instances of noncompliance that are required to be reported under Government Auditing Standards.

99YB-40

Internal Control Over Financial Reporting
In planning and performing our audit, we considered Coffee 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 intemal 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 of the internal control over financial reporting that, in our judgement, could adversely affect Coffee 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 of Findings and Questioned Costs as item FS-6341-99-02.
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, the reportable condition described above is considered to be a material weakness.
This report is intended solely for the information and use of management, members of the Coffee 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,
~~ ..~
Russell W. Hinton State Auditor
RWH:jb 99YB-40

RUSSELL \\'. HI~TO"
STATE AUDITOR
(404) 6562174

DEPARTMENT OF AUDITS AND ACCOUNTS
254 Washington Street, S.W.. Suite 214 At!:.lnta. Georgia 30334-i\400
March 24, 2000

Honorable Roy E. Barnes, Governor Members of the General Assembly Members of the State Board of Education
and Superintendent and Members of the Coffee County Board of Education
REPORT ON COMPLIANCE WITH REQUIREMENTS APPLICABLE TO EACH MAJOR PROGRAM AND INTERNAL CONTROL OVER COMPLIANCE IN ACCORDANCE WITH OMB CIRCULAR A-133
Ladies and Gentlemen:
Compliance
We have audited the compliance of Coffee County Board of Education with the types of compliance
u.s. requirements described in the 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, 1999. Coffee County Board ofEducation's major Federal programs are identified in the accompanying Schedule ofFindings and Questioned Costs. Compliance with the requirements of laws, regulations, contracts and grants applicable to each of its major Federal programs is the responsibility of Coffee County Board of Education's management. Our responsibility is to express an opinion on Coffee County Board of Education's compliance based on our audit.
We conducted our audit of compliance in accordance with generally accepted auditing standards; the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States; and OMB Circular A-133, Audits ofStates, Local Governments, and Non-Profit Organizations. Those standards and OMB Circular A-l33 require that we plan and perform the audit to obtain reasonable assurance about whether noncompliance with the types of compliance requirements referred to above that could have a direct and material effect on a major Federal program occurred. An audit includes examining, on a test basis, evidence about the Coffee 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 Coffee County Board of Education's compliance with those requirements.

99SA-30

In our OpInIOn, the Coffee County Board of Education complied, in all material respects, with the requirements referred to above that are applicable to each of its major Federal programs for the year ended June 30,1999.
Internal Control Over Compliance
The management of Coffee 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 Coffee 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 of the internal control over compliance that, in our judgement, could adversely affect the Coffee County Board of Education'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-634l-99-01.
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 ofrisk that noncompliance with 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 the reportable condition described above is not a material weakness.
This report is intended solely for the infonnation and use of management, members of the Coffee County Board of Education, Federal awarding agencies and pass-through entities and is not intended to be and should not be used by anyone other than these specified parties.
Respectfully submitted,
~<).~ Russell W. Hinton State Auditor
RWH:jb 99SA-30

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

COFFEE COUNTY BOARD OF EDUCATION AUDITEE'S RESPONSE
SUMMARY SCHEDULE OF PRIOR YEAR FINDINGS AND QUESTIONED COSTS
YEAR ENDED JUNE 30.1999

PRIOR YEAR FINANCIAL STATEMENT FINDINGS AND QUESTIONED COSTS

FINDING CONTROL NUMBER AND STATUS

FS-6341-97-01 FS-6341-98-0 1 FS-6341-98-02 FS-6341-98-03

Further Action Not Warranted Previously Reported Corrective Action Implemented 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-6341-98-03

The management of the Coffee County Board of Education chooses not to maintain a system-wide General Fixed Assets Account Group within the formal accounting records due to volume and cost.

SECTION IV FINDINGS AND QUESTIONED COSTS

COFFEE COUNTY BOARD OF EDUCATION SCHEDULE OF FINDINGS AND QUESTIONED COSTS
YEAR ENDED JUNE 30, 1999
I SUMMARY OF AUDITOR'S RESULTS
1. Type of Report Issued on the Financial Statements The auditor's opinion on the Coffee County Board of Education's financial statements was qualified for a scope limitation and 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 Coffee 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 Coffee County Board ofEducation disclosed one instance ofnoncompliance that was deemed material to the financial statements. This noncompliance involved the Board's failure to transfer required funds from the General Fund to the Capital Projects Fund.
4. Reportable Conditions in Internal Control Over Major Programs The audit report for the Coffee County Board ofEducation disclosed a reportable condition in internal control over major programs for the following compliance requirement.
Program Income
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 Coffee 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 .51O(a) ofOMB Circular A-133 The Coffee County Board of Education's audit disclosed an audit finding required to be reported by section .510(a) ofOMB Circular A-B3. 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 84.010 Elementary and Secondary Education Act - Title I - Grants to Local Educational Agencies
8. Type "A" Program Dollar Threshold The dollar threshold for type "A" programs was $300,000.00.
- 1-

COFFEE COUNTY BOARD OF EDUCATION SCHEDULE OF FINDINGS AND QUESTIONED COSTS
YEAR ENDED JUNE 30, 1999
I SUMMARY OF AUDITOR'S RESULTS
9. Low Risk Auditee The Coffee County Board of Education did not qualify asa low risk auditee as defined by Section .530 ofOMB Circular A-133.
n FINANCIAL STATEMENT FINDINGS AND QUESTIONED COSTS
GENERAL LEDGER Failure to Transfer Local Matching Funds Material Noncompliance Finding Control Number: FS-6341-99-01
The Board failed to transfer required local matching funds from the General Fund to the Georgia State Financing and Investment Commission (GSFIC) Capital Projects Fund as required for the approved State Capital Outlay Projects for the 1999 fiscal year. Both the instructions in Chapter 41 of the Financial Management for Georgia Local Units of Administration and the agreement signed by the Board to receive funding through Georgia State Financing and Investment Commission require that the Board transfer local matching funds by year end and designate those funds by project name and number. A correcting audit adjustment was necessary to transfer $281,718.00 from the General Fund to GSFIC Project No. LWOO/99S634-002 as required. The Board should implement procedures to ensure that all required local transfers are made by the time required.
GENERAL FIXED ASSETS Failure to Maintain General Fixed Assets Account Group Reportable Condition - Material Weakness Repeated from Prior Year Finding Control Number: FS-6341-99-02
The Coffee County Board of Education did not establish a 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 Board being incomplete and not in accordance with generally accepted accounting principles. Appropriate action should be taken by the Board to establish accounting controls and procedures to provide for maintenance of a General Fixed Assets Account Group. These subsidiary records should include an inventory of land, buildings and equipment owned by the Board and should include, but may not be limited to date acquired, acquisition cost, estimated replacement cost, location and description. Detailed records should be maintained of all additions and deletions to the General Fixed Assets Account Group.
-2-

COFFEE COUNTY BOARD OF EDUCATION SCHEDULE OF FINDINGS AND QUESTIONED COSTS
YEAR ENDED JUNE 30, 1999 III FEDERAL AWARD FINDINGS AND QUESTIONED COSTS PROGRAM INCOME Failure to Reconcile and Account for Cash Collections Reportable Condition U.S. Department of Agriculture Pass-Through From Georgia Department of Education Finding Control Number: FA-6341-99-01 Cash rec;eived during the lunch meal service for the Food and Nutrition Program - Food Services - National School Lunch Program (CFDA 10.555) is not reconciled to the cash register receipts or to the ProLunch System sales report. Cash collected should be reconciled to the number of meals sold each day. The Board should implement controls to ensure that cash receipts are reconciled to lunch sales daily.
-3-