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

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PICKENS COUNTY BOARD OF EDUCATION -TABLE OF CONTENTS-

SECTION I

FINANCIAL

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

EXHIBITS

GENERAL-PURPOSE FINANCIAL STATEMENTS

COMBINED STATEMENTS - OVERVIEW

A

COMBINED BALANCE SHEET

ALL FUND TYPES AND ACCOUNT GROUP

B

COMBINED STATEMENT OF REVENUES, EXPENDITURES AND

CHANGES IN FUND BALANCES

ALL GOVERNMENTAL FUND TYPES

C

COMBINED STATEMENT OF REVENUES, EXPENDITURES AND

CHANGES IN FUND BALANCES - BUDGET AND ACTUAL

(NON-GAAP BASIS)

GENERAL AND SPECIAL REVENUE FUNDS

D NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

ADDIDONAL FINANCIAL INFORMATION

COMBINING STATEMENTS

SPECIAL REVENUE FUND

E

COMBINING BALANCE SHEET

F

COMBINING STATEMENT OF REVENUES, EXPENDITURES

AND CHANGES IN FUND BALANCES

CAPITAL PROJECTS FUND

G

COMBINING BALANCE SHEET

H

COMBINING STATEMENT OF REVENUES, EXPENDITURES

AND CHANGES IN FUND BALANCES

DEBT SERVICE FUND

I

COMBINING BALANCE SHEET

J

COMBINING STATEMENT OF REVENUES, EXPENDITURES

AND CHANGES IN FUND BALANCES

SCHEDULES

1 SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS 2 SCHEDULE OF STATE REVENUE 3 SCHEDULE OF APPROVED LOCAL OPTION SALES TAX PROJECTS

Page
2
4 7 8
22
24 26 28 30 31 32 34 37

PICKENS COUNTY BOARD OF EDUCATION -TABLE OF CONTENTS-

SECTION I

FINANCIAL

ADDITTONAL FINANCIAL INFORMATION

SCHEDULES

ALLOTMENTS AND EXPENDITURES

GENERAL FUND - QUALITY BASIC EDUCATION PROGRAMS (QBE)

4

BY PROGRAM

5

BY SITE

Page
38 39

SECTION II
COMPLIANCE AND INTERNAL CONI'ROL REPORTS
REPORT ON COMPLIANCE AND ON INTERNAL CONI'ROL 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 CONI'ROL OVER COMPLIANCE IN ACCORDANCE WITH 0MB CIRCULAR A-133

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

SECTIONN FINDINGS AND QUESTIONED COSTS SCHEDULE OF FINDINGS AND QUESTIONED COSTS

-SECTION I FINANCIAL

RUSSELi. \\'. H1r,,TON
STATE AUDITOR (404) 656-2174

DEPARTMENT OF.AUDITS AND ACCOUNTS
254 Washington Slreet, S.W., Suite 214 Atlanta, Georgia 30334-8400
May 13, 2002

Honorable Roy E. Barnes, Governor Members of the General Assembly Members of the State Board of Education
and Superintendent and Members of the Pickens 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 Pickens 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 of the Pickens County Board of Education's management. Our responsibility is to express an opinion on these general-purpose financial statements based on our audit.
We conducted our audit in accordance with auditing standards generally accepted in the United States of America and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General ofthe United States. Those standards require that we plan and perform the audit to obtain reasonable assurance about whether the financial statements are free ofmaterial misstatement. An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the financial statements. An audit also includes assessing the accounting principles used and significant estimates made by management, as well as evaluating the overall financial statement presentation. We believe that our audit provides a reasonable basis for our opm1on.
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 of the Pickens County Board of Education as ofJune 30, 2001, and the results ofits operations for the year then ended, in conformity with accounting principles generally accepted in the United States of America.
In accordance with Government Auditing Standards, we have also issued our report dated May 13, 2002, on our consideration of the Pickens County Board of Education's internal control over financial reporting and our tests of its compliance with certain provisions of laws, regulations, contracts and grants. That report is an integral part of an audit performed in accordance with Government Auditing Standards and should be read in conjunction with this report in considering the results of our audit.
Our audit was performed for the purpose of forming an opinion on the general-purpose financial statements of the Pickens County Board of Education taken as a whole. The accompanying combining statements (Exhibits E through J) and the financial schedules (Schedules 1 through 5), which includes the Schedule of Expenditures of Federal Awards as required by U. S. Office of Management and Budget Circular A-133, Audits of States, Local Governments, and Non-Profit Organizations, are presented for purposes of additional analysis and are not a required part of the
2001ARL-13

general-purpose financial statements. Such information has been subjected to the auditing procedures applied in the audit ofthe general-purpose financial statements and in our opinion, except for the effects ofthe matters referred to in the third paragraph, such information is fairly stated, in all material respects, in relation to the general-purpose financial statements taken as a whole.
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,
Q'4u,(X2.~.~
~sell W. Hinton State Auditor
RWH:as 2001ARL-13

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PICKENS COUNTY BOARD OF EDUCATION

PICKENS COUNTY BOARD OF EDUCATION COMBINED BALANCE SHEET
ALL FUND TYPES AND ACCOUNT GROUP
JUNE 30. 2001

Cash and Cash Equivalents
Investments
Accounts Receivable
lnventones Food Donated Commodities Purchased Food
Amount Available rn Debt Service Fund
Amount to be Provided rn Future Years For Payment of. Bond Debt Capital Lease Agreements

GENERAL FUND

GOVERNMENTALFUNDTYPES

SPECIAL

CAPITAL

REVENUE

PROJECTS

FUND

FUND

$

307,734.60 $ 125,684 41 $

23,756.62

2,287,294 21

4,430,849 87

625,871.46

244,76919

636,337.81

13,188.87 7,492.29

Total Assets

$

3911134.76 $

LIABILITIES AND FUND EQUITY
LIABILITIES
Accounts Payable Salaries Payable Contrads Payable Retalnages Payable Capital Lease Agreements General Obligation Bonds Payable
Total Liabilities
FUNDEOUITY
Fund Balances Reserved For Bus Replacement Funds For Debt Service For Inventories Food Donated Commodities Purchased Food For SPLOST Projeds For State Capital Outlay Projeds Unreserved Undesignated
Total Fund Equity

$

62,509.43 $

27,987.89

141.66

157,749.93

$

39,246.30

4,285.70

$

62,651.09 $ 185,737.82 $

43,532.00

$
$ 3,158,249 18 $ 3, 158,249.18 $

13,188.87 7,492.29
$
184,715 78
205,396.94 $

4,099,910.88 947,50142
0.00
5,047,412.30

Total Liabilities and Fund Equrty

$ 312201900 21 $

39U34.1e $ 510901944.30

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

EXHIBIT"A"

DEBT SERVICE
FUND

ACCOUNT GROUP GENERAL
LONG-TERM DEBT

TOTALS

(Memorandum Only)

JUNE 301 2001

JUNE 30, 2000

$

468 47

$

457,644.10 $ 1,740,515.89

6,718,144 08

2,748,399.85

1,506,978.46

1,185,291.89

13.188.87 7,492.29

14,534.64 9,483.35

$

46847

468.47

724.20

8,869,531.53 559,875.n

8,869,531.53 559,875n

9,119,275.80 624,03810

$

468.47 $

$

90,497.32 $

95,670.10

157,891.59

137,769.34

39,246.30

$

559,875 n

4,285.70 559,875.n

624,038 10

8,870,000 00

8,870,000 00

9,120,000 00

$

9,429,875.77 $ 9?21 ,796.68 $ 9,977,477.54

$

468.47

0.00

$

468.47

$

14,655.54

$

468.47

724.20

13,188.87 7,492.29 4,099,910.88 947,501.42

14,534.64 9,483.35 3,195,268.42

3,342,964 96

2,230,120.03

$ 8i411,s26.89 $ 5A64,78618

$

468.47 $

914291875.n $ 181133,323.57 $ 1514421263 72

-3-

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

REVENUES
State Funds Federal Funds Taxes Other Funds
Total Revenues
EXPENDITURES
Current lnstructson Support Services Pupil Services Improvement of lnstructsonal Services Educatlonal Media Services General Administration School Administration Business Administration Maintenance and Operation of Plant Student Transportation Services Other Support Services Food Services Operation Community Services Operations
Capital Outlay Debt Service
Principal Interest Paying Agent Fees
Total Expenditures
Excess of Revenues over (under) Expenditures
OJt::!ER FINANCINQ 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 Finanang Uses
FUND BALANCE JULY 1
Food Inventory - Net Change in Period Donated Commodities Purchased Food

GENERAL FUND

SPECIAL REVENUE
FUND

s 14,287,757.66 $
11,310,222.27 285,099.50
s 25,883,079 43 $

221,417.00 2,232,725.11
771 586.13
3,225,728.24

$ 15,781,902.19 $
995,769.10 417,726.20 509,086.38 608,843.61 1,563,320.12 317,508.53 2,662,493 46 1,325,126.01
17,800.94 38,384.68 63,620.88 323,368.85
196,482.64 68,205.24

1,468,924.37 75,662.06
270,724.47 39,164.83
1,183.15 17,672.56 1,379,968.32

$ 24,889,638.83 $

$

993,440.60 $

3,253,299.76 -27,571.52

$

132,320.31

s

132,320 31

$ 1,125,760 91 $ 2,032,488.27

-27,571.52 236,305.29

-1,345.77 -1 991.06

FUND BALANCE JUNE 30

$

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

-4-

3,1ss.249.18 s -=-2=0..,s3.,.96==.94=--

EXHIBIT"B"

CAPITAL PROJECTS
FUND

DEBT SERVICE
FUND

TOTALS

(Memorandum Only)

YEAR ENDED

JUNE 30, 2001

JUNE 30 1 2000

$

154,749.30

2,089,373.31 $ 197,831 71

$ 21441,954 32 $

$
724,500.00 501.77

14,663,923.96 $ 2,232,725.11 14,124,095.58 1,255,019.11

13,553,794.96 2,038,740.96 13,009,787.71 1,032,288.56

725,001.77 $ 32,275,763 76 $ 29,634,612.19

$

589,810.44

$

$

589,810.44 $

$ 1,852,143.88 $

$ 17,250,826.56 $ 15,347,843.93

1,071,431.16 688,450.67 509,086.38 648,008.44
1,563,320.12 317,508.53
2,662,493.46 1,326,309.16
35,473.50 1,418,353.00
63,620.88 913,179.29

1, 190,639.09 454,070.21 489,413.97 813,652.80
1,395,232.58 225,826.01
1,918,847.61 1,395,765.38
18,528.16 1,305,935.70
95,741.18 481,624.78

250,000.00 475,257.50

446,482.64 543,462.74

330,909.52 494,741.39
433 30

725,257.50 $ 29,4581006.53 $ 251959,205.61

-255.73 $ 2,817,757.23 $ 3,675,406.58

$ 1,852,143.88 $ 3, 195,268.42

$

132,320.31 $

313,290.00

46,412.00

-46,412.00

$

132,320.31 $

3131290.00

-255.73 $ 724.20

2,950,077.54 $ 5,464,78618

3,988,696.58 1,477,467.00

-1,345.77 -1,991.06

-516.61 -860 79

s s 51047,412.30 $--=--===4=68=4=7= 8,411,526.89 s 5,464,786.18

-5-

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

EXHIBIT"C"

GENERAL FUND

ACTUAL

(BUDGET

BUDGET

BASIS!

REVENUES

State Funds Federal Funds Taxes Other Funds

$ 13,881,271.00 $ 14,287,757.66

11,483,484.00 40,000.00

11,310,222.27 285,099.50

Total Revenues

$ 25,404,755.00 $ 25,883,079 43

EXPENDITURES

Current Instruction Support Services Pupil SeMceS Improvement of lnstrucbonal Services Educational Media Services General Admlnistrabon School Admlnistratlon Business Admlnlstrabon Maintenance and Operation of Plant Student Transportation Services Other Support Services Food Services Operation Community Services Operations
Capital Outlay DebtSeMce

$ 16,532,671.00 $ 15,781,902.19

1,058,132.00 454,572.00 543,167.00 622,517.00
1,474,490.00 219,615.00
2,620,381.18 1,478,710.00
16,000.00 37,500.00
347,000.00

995,769.10 417,726.20 509,086.38 608,843.61 1,563,320.12 317,508.53 2,662,493 46 1,325,126 01
17,800.94 38,384.68 63,620.88 323,368.85 264,687.88

Total Expenditures

$ 25,404,755.18 $ 24,889,838 83

Excess of Revenues over (under) Expenditures

$

-0.18 $ 993,440.60

OTHER FINANCING SOURCES

Other Sources

132,320.31

Excess of Revenues and Other Financing Sources

over (under) Expenditures

$

-018 $ 1,125,760.91

FUND BALANCE JULY 1, 2000

1,980,868.07

2,032,488.27

EUND BA!,.ANCE JUNE ;HI, 20Ql

$ 119801867 89 $ 311581249 18

SPECIAL REVENUE FUND

ACTUAL

(BUDGET

BUDGET

BASIS)

$ 190,675.00 $ 221,417.00

1,465,11 ooo

2,232,725.11

628,500.00

771,586.13

$ 2,284,885.00 $ 3,225,728.24

$ 617,651.50 $ 1,468,924.37

34,93000 269,197.50

75,662.06 270,724.47

49,606.00

39,164.83

1,371,050.00

1,183.15 17,672.56 1,379,968.32

$ 2,342,435.00 $ 3,253,299.76 $ -57,550.00 $ -27,571.52

$ -57,550.00 $ -27,571.52

8,957.29

212,287.30

$ -481592.71 $ 184i715 78

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

PICKENS COUNTY BOARD OF EDUCATION

EXHIBIT "D"

NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30, 2001

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
REPORTING ENTITY
The Pickens 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 of purchase. A General Fixed Assets Account Group is not presently maintained by the School District. To conform to generally accepted accounting principles, a General Fixed Assets Account Group should be maintained for reporting the cost of assets acquired by governmental fund types.
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 units, unless otherwise disclosed in these notes. Funds and the account group presented in this report are as follows:
GOVERNMENTAL FUND TYPES - are used to account for all or most of a School District's educational activities. Governmental Fund Types include:
GENERAL FUND - the fund used to account for all financial resources of the School District except those required to be accounted for in another fund. These transactions relate to resources obtained and used for services provided by a board of education.

- 8-

PICKENS 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 lon~-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 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 repo_rted 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 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 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.
-9-

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

PICKENS COUNTY BOARD OF EDUCATION

EXHIBIT "D"

NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30, 200 I

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
Expenditures are generally recognized when the related fund liability is incurred.
A departure from the above definitions is the accounting treatment afforded the final two payments on General Fund teachers' and bus drivers' contracts, and the resources available from the Georgia Department of Education for the State's share of these contracts. During fiscal year 2001, a substantial number ofpersonnel ofthe School District were employed for a one hundred and ninety day period beginning in August 2000 and ending in early June 2001. Personnel contracts for this employment period specify that compensation be paid in twelve equal monthly payments beginning in September 2000 and ending in August 2001. State grants to fund the State's share of these contracts were disbursed from the Georgia Department of Education to the School District in the same twelve months. As of June 30, 2001, compensation under these employment contracts had been earned, but two of the 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.
BUDGET
The Pickens County Board of Education's budget is a complete financial plan for the School District's fiscal year and is based upon estimates of expenditures together with probable funding sources. There is no statutory prohibition regarding overexpenditure ofthe budget at any level. The budget for all governmental funds is prepared by fund, function and object. The legal level of budget control was established by the Board at the aggregate level. The budget for governmental funds was prepared on a basis other than generally accepted accounting principles.
The budget process begins when the School District's administration prepares a tentative budget for the Board's approval. After approval ofthis tentative budget by the Board, such budget is advertised at least once in a newspaper ofgeneral 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.
The Statement of Revenues, Expenditures and Changes in Fund Balances - Budget and Actual presents actual and budgeted data for the Special Revenue Fund. To facilitate comparison with the budget, the following adjustments have been made to fund balance as reflected on Exhibit "B" ofthis report:
- 10-

PICKENS 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

FUND BALANCE JULY l, 2000

$ 236,305.29

Adjustments Inventories - July l, 2000 Food Donated Commodities Purchased Foods

-14,534.64 -9.483.35

Fund Balance July I, 2000 (Budget Basis)

$ 212,287.30

Excess of Revenues over (under) Expenditures

-27.571.52

FUND BALANCE JUNE 30, 2001 (Budget Basis)

$ 18~.:Zl5.:Z8

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,

- 11 -

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

PICKENS COUNTY BOARD OF EDUCATION

EXHIBIT "D"

NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30. 2001

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES

(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,

(7) Repurchase agreements, and

(8) Obligations of other political subdivisions of the State of Georgia.

RECEIVABLES

Receivables consist of grant reimbursements due on Federal, State or other grants for expenditures made but not reimbursed and other receivables disclosed from information available. Receivables are recorded when either the asset or revenue recognition criteria has been met. Receivables recorded on the general-purpose financial statements do not include any amounts which would necessitate the need for an allowance for uncollectible receivables.

PROPERTY TAXES

The Pickens County Board of Commissioners fixed the property tax levy for the 2000 tax year (calendar year) on January 20, 2001 (levy date). Taxes were due on March 20, 2001 (lien date). Taxes collected within the current fiscal year or within 60 days after year-end are reported as revenue in fiscal year 2001. The Pickens 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 $11,197,694.62.

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

School Operations

~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

- 12 -

PICKENS COUNTY BOARD OF EDUCATION

EXHIBIT "D"

NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30. 2001

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
$2,813,873.31 and was recorded in the Capital Projects and Debt Service Funds. The State will terminate collection of this tax once an additional $981,719.21 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 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.
COMPENSATED ABSENCES
Compensated absences represent obligations of the School District relating to employees' rights to receive compensation for future absences based upon service already rendered. This obligation relates only to vesting accumulating leave in which payment is probable and can be reasonably estimated. No liability has been recorded in the individual funds for the current portion of this obligation as this amount is deemed immaterial to the general-purpose financial statements.
Additionally, the dollar value of accumulated compensated absences at June 30, which will be 0
payable from future resources has not been recorded in the General Long-Term Debt Account Group as this liability is also deemed to be immaterial to the fair presentation ofthese financial statements.
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 type 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.
- 13 -

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

PICKENS COUNTY BOARD OF EDUCATION

EXHIBIT "D"

NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30. 2001

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
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 AND INVESTMENTS
COLLATERALIZATION OF DEPOSITS Official Code of Georgia Annotated (OCGA) Section 45-8-12 provides that there shall not be on deposit at any time in any depository for a time longer than ten days a sum ofmoney which has not been secured by surety bond, by guarantee ofinsurance, or by collateral. The aggregate ofthe face value ofsuch surety bond and the market value of securities pledged shall be equal to not less than 110 percent ofthe public funds being secured after the deduction ofthe amount ofdeposit insurance. Ifa depository elects the pooled method (OCGA 45-8-13.1) the aggregate ofthe market value ofthe securities pledged to secure a pool ofpublic funds shall be not less than 110 percent ofthe daily pool balance. OCGA Section 45-8-11 (b) provides an officer holding public funds may, in his discretion, waive the requirement for security in the case ofoperating funds placed in demand deposit checking accounts.
Acceptable security for deposits consists of any one of or any combination of the following:
(1) Surety bond signed by a surety company duly qualified and authorized to transact business within the State of Georgia,
(2) Insurance on accounts provided by the Federal Deposit Insurance Corporation,
(3) Bonds, bills, notes, certificates of indebtedness or other direct obligations of the United States or of the State of Georgia,
(4) Bonds, bills, notes, certificates of indebtedness or other obligations of the counties or municipalities of the State of Georgia,
(5) Bonds of any public authority created by the laws of the State of Georgia, providing that the statute that created the authority authorized the use of the bonds for this purpose,
(6) Industrial revenue bonds and bonds of development authorities created by the laws of the State of Georgia, and

- 14 -

PICKENS COUNTY BOARD OF EDUCATION

EXHIBIT "D"

NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30. 2001

Note 2: DEPOSITS AND INVESTMENTS

(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, 2001, the bank balances were $1,692,444.18. The amounts ofthe total bank balances are classified into three categories of credit risk:

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

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

Risk Category

Bank Balance

1

$ 100,000.00

2

0.00

3

1,592,444.18

Total

$ 1,692,444.18

CATEGORIZATION OF INVESTMENTS At June 30, 2001, the carrying value of the School District's total investments was $6,718,144.08 which is materially the same as fair value. This investment consisted entirely of funds invested in the Local Government Investment Pool administered by the State ofGeorgia, Office ofTreasury and Fiscal Services which are not required to be categorized since the School District did not own any specific identifiable securities in the pool. The investment policy ofthe State ofGeorgia, Office of Treasury and Fiscal Services for the Local Government Investment Pool (Primary Liquidity Portfolio) does not provide for investment in derivatives or similar investments. A description ofthe Primary Liquidity Portfolio is as follows:

- 15 -

PICKENS COUNTY BOARD OF EDUCATION

EXHIBIT "D"

NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30. 2001

Note 2: DEPOSITS AND INVESTMENTS
The Primary Liquidity Portfolio consists of Georgia Fund 1, which is a combination local and state government investment pool, and Fund 6. Georgia Fund 1 is a stabler net asset value investment pool which follows Standard and Poor's criteria for AAAm rated money market funds. The pool is not registered with the SEC as an investment company but does operate Georgia Fund 1 in a manner consistent with Rule 2a-7 ofthe Investment Company Act of 1940 and is considered to be a Rule 2a7 like pool. The pool's primary objectives are safety of capital, investment income, liquidity and diversification while maintaining principal ($1.00 per share value). Net asset value is calculated weekly to ensure stability. The pool distributes earnings (net of management fees) on a monthly basis and values participant's shares sold and redeemed based on $1.00 per share. Pooled cash and
cash equivalents and investments are reported at cost which approximates fair value. The pool does
not issue any legally binding guarantees to support the value ofthe shares. Participation in the pool is voluntary and deposits consist of funds from local governments; operating and trust funds of Georgia's state agencies, colleges and universities; and current operating funds of the State of Georgia's General Fund.
Investments in Georgia Fund 1 and Fund 6 are directed toward short-term instruments such as U. S. Treasury obligations, securities issued or guaranteed as to principal and interest by the U. S. Government or any of its agencies or instrumentalities, banker's acceptances and repurchase agreements. The weighted average maturity of Georgia Fund 1 may not exceed 60 days. The weighted average maturity for Georgia Fund 1 on June 30, 2001, was 39 days. The average investment duration for Fund 6 on June 30, 2001, was 6 months.
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 of loss associated with torts and assets. 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 ofthe past three years.
The School District has elected to self-insure for all losses related to natural disaster. In addition, the School District has elected to self-insure for errors or omissions, which includes, among other risks, risks for sexual harassment and discrimination. The School District has not experienced any losses related to these risks in the past three years.
- 16 -

PICKENS COUNTY BOARD OF EDUCATION

EXHIBIT "D"

NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30. 2001

Note 4: RISK MANAGEMENT

The School District is self-insured with regard to unemployment compensation claims. 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 ofthat 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

Claims Paid

End of Year Liabihty

$

0.00 $

2,904.00 $

2,904.00 $

0.00

$

0.00 $

2,904.00 $

2,904.00 $

0.00

The School District participates in the Georgia Education Workers' Compensation Trust, a public

entity risk pool organized on December 1, 1991, to develop, implement and administer a program of

workers' compensation self-insurance for its member organizations. The School District pays an

annual premium to the Trust for its general insurance coverage. Additional insurance coverage is

provided through an agreement by the Trust with the United States Fidelity and Guaranty Company

to provide coverage for potential losses sustained by the Trust in excess of $250,000.00 loss per

occurrence, up to $2,000,000.00.



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

Position Covered

Amount

Superintendent All other employees

$ 25,000.00 $ 5,000.00

Note 5: GENERAL LONG-TERM DEBT

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

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

Purpose

Interest Rates

Amount

General Government - Series 1995

3.90% - 5.65% $ 8,870,000.00

- 17 -

PICKENS COUNTY BOARD OF EDUCATION

EXHIBIT "D"

NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30. 2001

Note 5: GENERAL LONG-TERM DEBT

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

Capital Leases

General Obligation
Bonds

Total

Balance July 1, 2000

$ 624,038.10 $ 9,120,000.00 $ 9,744,038.10

Additions Capital Leases

132,320.31

132,320.31

Deductions Debt Retired

196,482.64

250,000.00

446.482.64

Balance June 30, 2001

$ SS2,8Z~11Z $ 8,ZO,QQQ,QQ $ 2,422,815.11

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

Fiscal Year Ended June 30

Capital Leases

General Obligation
Bonds

Total Debt

2002 2003 2004 2005 2006 2007 -2011 2012 - 2016

$ 219,840.68 $ 759,632.50 $ 979,473.18

165,486.80

796,800.00

962,286.80

129,566.25

836,447.50

966,013.75

91,658.61

878,247.50

969,906.11

31,883.79

881,627.50

913,511.29

5,421,895.00 5,421,895.00

3,757,990.00 3,757,990.00

Total Principal and Interest $ 638,436.13 $13332,640,QQ $13,21L076, 13

Deduct: Imputed Interest

78,560.36

Net Present Value of Future
Minimum Lease Payments $ ss2.~zs.1z

- 18 -

PICKENS COUNTY BOARD OF EDUCATION

EXHIBIT "D"

NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30. 2001

Note 6: SHORT-TERM DEBT

The School District obtains temporary loans in advance of property tax collections, depositing the proceeds in its General Fund. This short-term debt is to provide cash for operations until property tax collections are received by the School District. Article IX, Section V, Paragraph V of the Constitution of the State of Georgia limits the aggregate amount of short-term debt to 75 percent of the total gross income from taxes collected in the preceding year and requires all short-term debt to be repaid no later than December 31 of the calendar year in which the debt was incurred.

Beginning Balance

Additions

Payments

Ending Balance

Temporary Loans

$====o=_o_o $2,000,000.00 $2,000,000.00 $====-===o-.o,.,,.o

Note 7: ON-BEHALF PAYMENTS

The School District has recognized revenues and expenditures in the amount of $447,360.18 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 ofCommunity Health For Health Insurance ofNon-Certified Personnel In the amount of$376,966.00

Paid to the Teachers Retirement System of Georgia For Teachers Retirement System (TRS) Employer's Cost In the amount of $2,289.18

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 $68,105.00

Note 8: SIGNIFICANT COMMITMENTS

The following is an analysis ofsignificant outstanding construction or renovation contracts executed by the School District as of June 30, 2001, together with funding available:

Project

Unearned Executed Contracts

Funding Available From State

02G-01S-712037

$ 5,836,528.89 $ 1,742,196.70

- 19 -

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

PICKENS COUNTY BOARD OF EDUCATION

EXHIBIT "D"

NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30, 2001

Note 8: SIGNIFICANT COMMITMENTS
The amounts described in this note are not reflected in the general-purpose financial statements.
Note 9: CONTINGENT LIABILITIES
Amounts received or receivable principally ~om the Federal government are subject to audit and review by grantor agencies. This could result in requests for reimbursement to the grantor agency for any expenditures which are disallowed under grant terms. The School District believes that such disallowances, if any, will be immaterial to its overall financial position.
The School District is a defendant in various legal proceedings pertaining to matters incidental to the performance ofroutine School District operations. The ultimate disposition ofthese proceedings is not presently determinable, but is not believed to be material to the general-purpose financial statements.
Note 10: ACCUMULATED EMPLOYEES' LEAVE
The School District's administrative and certain other full-time employees earn up to one and one quarter days per month of annual leave. In the event of retirement, resignation or termination of employment, individuals are eligible for payment of earned but unused annual leave accumulated prior to July 1, 2000, at their current daily rate of pay. See Note 1 - Compensated Absences
Note 11: 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:

- 20-

PICKENS COUNTY BOARD OF EDUCATION

EXHIBIT "D"

NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30. 2001

Note 11: RETIREMENT PLANS
Fiscal Year 2001 2000 1999

Percentage Contributed
100% 100% 100%

Required Contribution
$ 1,673,325.51 $ 1,538,567.59 $ 1,540,127.00

- 21 -

---------- ------- --
PICKENS 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

LOTTERY PROGRAMS

$

272,328.19

1,643.21 $

13,550.65

13,188.87 7.492.29

Total Assets

$

294.652.56 $ ===1=3-,5-=5::iii0._65==

LIABILITIES AND FUND EQUITY
LIABILITIES
Cash Overdraft Accounts Payable Salaries Payable
Total Liabilities
FUND EQUITY
Fund Balances Reserved For Inventories Food Donated Commodities Purchased Food Unreserved Undesignated
Total Fund Equity
Total Liabilities and Fund Equity

$

$

7,853.97

81A01.65

$

89.255.62 $

13,550.65 13.550.65

$

13,188.87

7,492.29

184.715.78 $

0.00

$

205.396.94 $

0.00

$

294,652.56 $ ====1;,,;;;3;1,;;15;,;;;.5;;,;0.~65_

See notes to the general-purpose financial statements. -22-

EXHIBIT"E"

FEDERAL PROGRAMS

TOTALS

JUNE 30, 2001

JUNE 30, 2000

$

272,328.19 $

290,948.10

$

229,575.33

244,769.19

257,260.96

13,188.87 7,492.29

14,534.64 9,483.35

$

229,575.33 $

537,778.54 $-====-5=1=21,2.=21==0.5...

$

133,093.13 $

20,133.92

76,348.28

$ _ _2_ 29,_575.33 $

146,643.78 $ 27,987.89 157,749.93
332,381.60 $

162,021.52 36,130.90
137,769.34
335,921.76

$

$ _ _ _ _0__._0..,.0'--

$

0.00 $

13,188.87 $ 7,492.29

14,534.64 9,483.35

184,715.78

212,287.30

205,396.94 $ _---"2=3..a..6,.__3_05_a.;.;.2=9'--

$

229,575.33 $

537,778.54 $ -====5=7=2,=2=27=.0=5=

-23-

PICKENS 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 General Administration Student Transportation Services Other Support Services Food Services Operation Community Services Operations
Total Expenditures
Excess of Revenues over (under) Expenditures
. FUND BALANCE JULY 1
Food Inventory - Net Change in Period Donated Commodities Purchased Food
FUND BALANCE JUNE 30

SCHOOL FOOD
SERVICES FUND

LOTTERY PROGRAMS

$

92,708.00 $

650,156.71

609,532.09

$ 1,352,396.80 $

77,305.00 162,054.04 239,359.04

$

239,359.04

$ 1,379,968.32

$ 1,379,968.32 $

$

-27,571.52 $

236,305.29

239,359.04 0.00 0.00

-1,345.77 -1,991.06

$

205,396.94 $ =-====-0=.00=

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

EXHIBIT "F"

FEDERAL
PROGRAMS

TOTALS

YEAR ENDED

JUNE 30, 2001

JUNE 30, 2000

$

51,404.00 $

221,417.00 $

285,389.00

1,582,568.40

2,232,725.11

2,038,740.96

771,58613

789,015.95

$ 1,633,972.40 $ 3,225,728.24 $ 3,113,145.91

$ 1,229,565.33 $ 1,468,924.37 $ 1,672,395.31

75,662.06 270,724.47
39,164.83 1,183.15
17,672.56

75,662.06 270,724.47
39,164.83 1,183.15
17,672.56 1,379,968.32

9,780.75 49,707.91 52,008.64
1,266,608.36 18,311.25

$ 1,633,972.40 $ 3,253,299.76 $ 3,068,812.22

$

0.00 $

-27,571.52 $

44,333.69

0.00

236,305.29

193,349.00

-1,345.77 -1,991.06

-516.61 -860.79

$

0.00 $

205,396.94 $ ===-2=3=6,-3=0=5.=29=

- 25-

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

ASSETS Cash and Cash Equivalents Investments Accounts Receivable

BOND PROCEEDS

SPECIAL PURPOSE LOCAL OPTION SALES TAX

$

0.00 $

570,035.06

3,048,287.31

481,588.51

Total Assets
LIABILITIES AND FUND EQUITY LIABILITIES
Cash Overdraft Contracts Payable Reta1nages Payable
Total Liabilities FUND EQUITY
Fund Balances Reserved For SPLOST Projects For State Capital Outlay Projects Unreserved Undesignated Total Fund Equity
Total Liabilities and Fund Equity

$

0.00 $ 4,099,910.88

$ 4,099,910.88

$ _ _ _ _,::.:0-~00::;_

$

0.00 $

0.00 4,099,910.88

$

0.00 $ 4,099,910.88

See notes to the general-purpose financial statements.
- 26-

EXHIBIT"G"

LOTTERY PROJECT

TOTALS

JUNE 30, 2001

JUNE 30, 2000

$

570,035.06 $

144.37

$ 1,382,562.56

4,430,849.87

2,748,399.85

154,749.30

636,337.81

446,724.20

$ 1,537,311.86 $ 5,637,222.74 $ 3,195,268.42

$

546,278.44 $

546,278.44

39,246.30

39,246.30

4,285.70

4,285.70

$

589,810.44 $

589,810.44

$ 4,099,910.88 $ 3,195,268.42

$

947,501.42

947,501.42

0.00

0.00

0.00

$

947,501.42 $ 5,047,412.30 $ 3,195,268.42

$ 1,537,311.86 $ 5,637,222.74 $ 3,195,268.42

- 27 -

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

REVENUES State Funds Taxes Other Funds Total Revenues
EXPENDITURES Capital Outlay Land and Land Improvements Building and Building Improvements Total Expenditures
Excess of Revenues over (under) Expenditures OTHER FINANCING SOURCES (USES)
Operating Transfers In Operating Transfers Out
Total Other Financing Sources (Uses)
Excess of Revenues and Other Financing Sources over (under) Expenditures and Other Financing Uses
FUND BALANCE JULY 1
FUND BALANCE JUNE 30

BOND PROCEEDS

SPECIAL PURPOSE LOCAL OPTION SALES TAX

$

706,810.75

$

933.92

196,897.79

$

933.92 $

903,708.54

$

0.00 $

0.00

$

0.00 $

0.00

$

933.92 $

903,708.54

$

$

-933.92

$

-933.92 $

933.92 933.92

$

0.00 $

904,642.46

0.00

3,195,268.42

$

0.00 $ 4,099,910.88

See notes to the general-purpose financial statements. -28-

EXHIBIT"H"

LOTTERY PROJECT

TOTALS

YEAR ENDED

JUNE 301 2001

JUNE 30, 2000

$

154,749.30 $

154,749.30

1,382,562.56

2,089,373.31 $ 2,313,296.43

197,831.71

103,294.04

$ 1,537,311.86 $ 2,441,954.32 $ 2,416,590.47

$

313,778.00 $

313,778.00 $

24,494.80

276,032.44

276,032.44

429,967.25

$

589,810.44 $

589,810.44 $ _ _4_5_4__,4__62_._05_

$

947,501.42 $ 1,852,143.88 $ 1,962,128.42

$

933.92 $

1,385.25

-933.92

-47,797.25

$

0.00 $

-46,412.00

$

947,501.42 $ 1,852,143.88 $ 1,915,716.42

0.00

3, 195,268.42

1,279,552.00

$

947,501.42 $ 5,047,412.30 $ 3,195,268.42

-29-

PICKENS COUNTY BOARD OF EDUCATION COMBINING BALANCE SHEET DEBT SERVICE FUND JUNE 30, 2001

EXHIBIT "I"

ASSETS Cash and Cash Equivalents

PROPERTY TAXES FOR BOND DEBT

SPECIAL PURPOSE LOCAL OPTION SALES TAX

TOTALS

JUNE 301 2001

JUNE 30, 2000

$

0.00 $

468.47 $

468.47 $ ===-=7=24=20=

FUND EQUITY

Fund Balances

Reserved

For Debt Service

$

Unreserved

Undesignated

0.00 $ 0.00

468.47 $ 0.00

468.47 $
0.00

724.20 0.00

Total Fund Equity $

0.00 $

468.47 $

468.47 $-=====-==72=4=.2_0=

See notes to the general-purpose financial statements. - 30-

PICKENS COUNJY BOARD OF EDUCATION COMBINING STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES
DEBT SERVICE FUND YEAR ENDED JUNE 30, 2001

EXHIBIT "J"

REVENUES

PROPERTY TAXES FOR BOND DEBT

SPECIAL PURPOSE LOCAL OPTION SALES TAX

TOTALS YEAR ENDED JUNE 301 2001 JUNE 30, 2000

Taxes Other Funds

$ 724,500.00 $ 724,500.00 $ 453,040.29

$

501.77

50177

69.71

Total Revenues

$

501.77 $ 724,500.00 $ 725,001.77 $ 453.110.00

EXPENDITURES

Debt Service Principal Interest Paying Agent Fees

$

0.00 $ 250,000.00 $ 250,000.00 $ 210,000.00

475,257.50

475,257.50

484,077.50

433.30

Total Expenditures

$

0.00 $ 725,257.50 $ 725,257.50 $ 694,510.80

Excess of Revenues over (under) Expenditures

$

501.77 $

-757.50 $

-255 73 $ -241,400.80

OTHER FINANCING SO!,!RCES l!.!ESl

Operating Transfers In Operating Transfers Out

$ $ -501.77

501.77 $

501.77 $ -501.77

2,596.00 -2,596.00

Total Other Financing Sources (Uses)

$ -501.77 $

501.77 $

0.00 $

0.00

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

0.00 $

-255.73 $

-255.73 $ -241,400.80

FUND BALANCE JULY 1

0.00

724.20

724.20

242,125.00

FUND BALANCE JUNE 30

$

0.00 $

468.47 $

468 47 $ ===-===7.,24=.2=0-

See notes to the general-purpose financial statements.

- 31 -

PICKENS 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 ID
NUMBER

FEDERAL REVENUE IN PERIOD

EXPENDITURES IN PERIOD

Agriculture, U S. Department of

Child Nutntlon Cluster

Pass-Through From Georgia Department of Educallon

Food and NutntIon Program

Food Services School Breakfast Program Nahonal School Lunch Program

. .

10.553 10.555

NIA

$ 149,953.31

(2)

NIA

420?4349 $ 1,300,508.41 (3)

Total Child Nutnt1on Cluster

$ 570,696 80 $ 1,300,508.41

Other Programs

Pass-Through From Georgia Department of Education

Food and NutntIon Program

Food Distribution Program (1)

10.550

NIA

79,459.91

791459.91

Total U. S. Department of Agnculture

$ 650,156.71 $ 1,379,968.32

EducatJon, U. S. Department of Special EducatJon Cluster Pass-Through From Georgia Department of Educallon Individuals with Oisabililles Education Act Part B - Special Educallon Flow Through Capacity Building Preschool

84.027 84.027 84.173

NIA

$ 308,192.00 $

NIA

8,918.00

NIA

32,748.00

308,192 00 8,918.00
32,748.00

Total Special Education Cluster

$ 349,858.00 $

349,858.00

Other Programs

Pass-Through From Georgia Department of Education

Elementary and Secondary Education Ad.

Title I Grants to Local Educational Agencies

. 84.010

NIA

Title II

Eisenhower Professional Development

84.281

NIA

Title VI

Innovative Educallon Program Strategies

84.298

NIA

Class Size Reducllon

84.340

NIA

Goals2000

State and Local Educabon Systemic Improvement

Grants

84.276

NIA

Safe and Drug-Free Schools

84186

NIA

Vocational Education - Basic Grants to States

High School Program Basic Grant

84.048

NIA

375,221.36 16,000.00 73,847 00 66,027.00
150,000.00 14,392.00
25,982.00

375,221.36 16,000.00 73,847.00 66,027.00
150,000.00 14,392.00
25,982.00

Total U.S. Department of Education

$ 1,071,327.36 $ 1,071,327.36

- 32-

PICKENS COUNJY BOARD OF EDUCATION SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS
YEAR ENDED JUNE 30. 2001

SCHEDULE "1"

FUNDING AGENCY PROGRAM/GRANT

CFOA NUMBER

PASSTHROUGH
ENTITY ID
NUMBER

FEDERAL REVENUE IN PERIOD

EXPENDITURES IN PERIOD

Health and Human Servu:es, U. S. Department of Pass-Through From Ninth Distnct Opportunity, Incorporated Head Start Program Pass-Through From Office of Planning and Budget Abstinence Educallon Block Grant Abstinence Education Enhancement Teen Life Challenge

93.600
93.235 93.235

NIA $ 483,289.57 $

483,289.57

NIA

9,275.00

9,275.00

NIA

18,676.47

181676.47

Total U.S. Department of Health and Human Services

$ 511,241.04 $

511 241.04

Total Federal Finanaal Assistance

$ 2,232i725 11 $ 2,962,536.72

NIA= Not Available

Notes to the Schedule of Expenditures of Federal Awards

(1) The amounts shown for the Food Distribu1lon Program represents the Federally aSSJgned value of nonmonetary aSSJstance 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 Expenditures are not maintained by fund source.

MaJor Programs are idenllfied by an astensk (1 in front of the CFDA number.

The School District did not provide Federal Assistance to any Subreaplent

The accompanying schedule of expenditures of Federal awards lndudes the Federal grant activity of the Pickens County Board of Educallon and 1s presented on the modified aCO\lal basls of accounting which 1s the basis of accounllng used in the presentabon of the general-purpose financial statements.

See notes to the general-purpose financial statements.

- 33-

PICKENS COUNTY BOARD OF EDUCATION SCHEDULE OF STATE REVENUE YEAR ENDED JUNE 30. 2001

SCHEDULE "2"

AGENCY/FUNDING

GOVERNMENTAL FUND TYPES

SPECIAL

CAPITAL

GENERAL

REVENUE

PROJECTS

FUND

FUND

FUND

TOTAL

GRANTS Community Affairs, Georgia Department of Governor's Emergency Funds (1)

$

25,000.00

$

25,00000

Educatlon, 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 School (6-8) Program High School General Educabon (9-12) Program Vocational Laboratory (9-12) Program Students with Disabilibes Category I Category II Category Ill Category IV CategoryV Gifted Student - Category VI Remedial Education Program Alternative Educabon Program English Speakers of Other Languages (ESOL) Media Center Program Staff and Professional Development Indirect Cost Categoncal Grants Pupil Transportabon Regular Bus Replacement Nursing SeMces Pnnapal Supplements Vocational Supervisors Educabon Equahzabon Funding Grant Food SeMces Vocational Education Other State Programs At-Rask Summer School Program Health Insurance Innovative Programs Mentoring Program Preschool Handicapped Program Remedial Summer School Teachers' Retirement Lottery Programs Computers In the Classroom Exceptional Growth-Capital Outlay

560,765.00 256,884.00 2,198,941.00 190,611.00 1,141,766.00 1,865,692.00 1,409,837.00 426,532.00
115,769.00 336,621.00 946,068.00 148,526.00 27,536.00 280,019.00 123,580.00 133,849.00 11,856.00 322,140.00 87,424.00 2,054,323.00

510,484.00 151,484.00 89,262.00
15,n4.oo 17,126.00 252,745.00
$ 41,622.00

92,708.00

5,732.64 376,966.00
5,00000 6,300.00 40,194.00 3,57384 2,289.18

n,305.oo $ 154,749.30

560,765.00 256,884.00 2,198,941.00 190,611.00 1,141,766.00 1,865,692.00 1,409,837 00 426,532.00
115,769.00 336,621.00 946,068.00 148,526.00 27,536.00 280,019.00 123,580.00 133,849.00 11,856.00 322,140.00 87,424.00 2,054,323.00
510,484.00 151,484.00
89,262.00 15,TT4.00 17,126.00 252,745.00 92,708.00 41,622.00
5,732.64 376,966.00
5,000 00 6,300.00 40,194.00 3,573.84 2,289.18
TT,305.00 154,749.30

Office of Treasury and Fiscal Services Public School Employees Retirement

68,105.00

68.105.00

-34-

PICKENS COUNTY BOARD OF EDUCATION
SCHEDULE OF STATE REVENUE
YEAR ENDED JUNE 30. 2001

SCHEDULE "2"

AGENCYIFUNDING
CONTRACTS Educabon, Georgia Department of Georgia's Reading Challenge Reading Firlit Program

GOVERNMENTAL FUND TYPES

SPECIAL

CAPITAL

GENERAL

REVENUE

PROJECTS

FUND

FUND

FUND

TOTAL

$

37,361.00

$ 51,404.00

$

37,361.00

51,404.00

$ 14,287,757.66 $ 221,417 00 $ 154,749.30 $ 14,663,923.96

(1) To provide funds to Pickens Middle School to update and refurbrsh the technology laboratory

See notes to the general-purpose financial statements.

- 35-

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

SCHEDULE "3"

PROJECT

ORIGINAL ESTIMATED
COST (1)

CURRENT ESTIMATED COSTS (2)

AMOUNT EXPENDED IN CURRENT YEAR(3)

AMOUNT EXPENDED
IN PRIOR YEARS (3)

PROJECT STATUS

To retire bonded indebtedness incurred by

the issuance of $9,690,000 00 Pickens

County School District General Obhgatlon

School Bonds Serles 1995 as authorized

by the voters of Pickens County on

September 19, 1995 from February 1, 1998

through August 1, 2002

$ 3,423,225.00 $ 3,423,225 00 $

725,257.50 $ 1,698,560.50

Ongoing

To pay the cost of acqulnng, construction
and equipping a new elementary school for the school district and to pay for the cost of
acquiring real estate

6,000,000.00

7,710,944.83

589,810 44

15,106.58 Ongoing

To reroof the primary wing and lunchroom at Tate Elementary School

85,000.00

41,650 00

41,560.00 Completed

To pay the cost of replacing four (4) heating and air conditioning systems at Jasper Primary School

100,000.00

89,718.97

89,718.97 Completed

To pay the cost of replacing window heating and air conditioning systems at Jasper Pnmary School

60,000.00

Ongoing

To pay the cost of replacing the heating and air conditioning system at Jasper Upper Elementary School

50,000.00

Ongoing

To pay the cost of fencing the playground and for playground equipment at Jasper Upper Elementary School

30,000.00

30,815.00

30,815.00 Completed

To pay the cost of construction and equipping an agriculture bam at the new Pickens High School

50,000.00

140,063.00

140,063.00 Completed

To pay the cost of complebng the construction of the football stadium, field house, baseball diamond, track, six (6) tennis courts, athletic and band practice fields at the new Pickens High School

112501000 oo

2,156,121.50

2,156,121.50 Completed

$ 11,048,225.00 $ 131592,538.30 $ 113151067.94 $ 4,171,945.55

(1) The School District's original cost estimate as specified In the resolution calllng 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 Pickens County approved the lmposltlon 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.

37

PICKENS COUNTY BOARD OF EDUCATION GENERAL FUND QUALITY BASIC EDUCATION PROGRAM {OBEl
ALLOTMENTS AND EXPENDITURES - BY PROGRAM YEAR ENDED JUNE 30. 2001

SCHEDULE "4"

DESCRIPTION

ALLOTMENTS FROM GEORGIA DEPARTMENT OF EDUCATION (1)

ELIGIBLE QBE PROGRAM COSTS

SALARIES

OPERATIONS

TOTAL

Direct Instructional Programs

Kindergarten Program

$

Kindergarten Program-Early Intervention Program

Primary Grades (1-3) Program

Primary Grades-Early Intervention (1-3) Program

Upper Elementary Grades (4-5) Program

Middle School (6-8) Program

High School General Education (9-12) Program

Vocational Laboratory (9-12) Program

Students with Olsabllitles

Category I

Category II

Category Ill

Category IV

Category V

Gifted Student - Category VI

Remedial Education Program

Alternative Education Program

English Speakers of Other Languages (ESOL)

678,574.00 $ 310,852.00 2,660,908.00 230,655.00 1,381,635.00 2,257,648.00 1,706,024.00 516,141.00 1,905,300.00
338,847.00 149,543.00 161,969.00
14,347 00

843,298.28 $ 274,540.57 2,703,120 89 219,116.72 1,351,145.77 2,077,227.91 2,001,265.26 579,441.56
127,759.67 546,494.27 1,053,698.43 250,655.30
40,106 85 304,996.43 138,850.67
99,509.06 311246.66

17,434 49 $ 6,215.93 95,968.23 6,305.96 76,254.82 129,381.43 162,267.98 119,626.07
6,022.80 6,29044 20,689.47 1,757.37
689.04 5,094.09 4,64012 87,861.05
391.88

860,732.77 280,756.50 2,799,089.12 225,422 68 1,427,400.59 2,206,609.34 2,163,533.24 699,067.63
133,782.47 552,784.71 1,074,387.90 252,412.67
40,795.89 310,090.52 143,490.79 187,370.11
31,638 54

TOTAL DIRECT INSTRUCTIONAL PROGRAMS

$

12,312,443.00 $ 12,642,474.30 $ 746,891.17 $ 13,389,385.47

Media Center Program Staff and Professional Development

389,817.00 105,791.00

401,239.80 11,298.09

98,988.17 94,580.29

500,227.97 105,878.38

TOTAL QBE FORMULA FUNDS

$

12,808.051.00 $ 13,055,012.19 $ 940,45963 $ 13,995,471.82

(1) Comprised of State Funds plus Local Five MUI Share.

See notes to the general-purpose financial statements

- 38-

PICKENS COUNTY BOARD OF EDUCATION GENERAL FUND - QUALITY BASIC EDUCATION PROGRAM (QBE)
ALLOTMENTS AND EXPENDITURES - BY SITE
YEAR ENDED JUNE 30, 2001

SCHEDULE "5"

SITE Pickens County Middle School Pickens County High School Jasper Primary School Tate Primary School Pickens Elementary School Mountainbrook Psychoeducat1onal Program Central Office (Alternative Education Program)
TOTAL
(1) Comprised of State Funds plus Local Five Mill Share.

ALLOTMENTS FROM GEORGIA DEPARTMENT OF
EDUCATION (1)

ELIGIBLE QBE PROGRAM COSTS

$

2,936,227.00 $ 2,786,620.48

3,043,669.00

3,741,578.30

2,820,779.00

3,177,836.11

1,491,226.00

1,658,851.38

1,858,573.00

1,921,781.70

14,668.50

1611969.00

88,029.00

$ 12,312,443.00 $ 13,389,365.47

See notes to the general-purpose financial statements.
- 39-

SECTIONil COMPLIANCE AND INTERNAL CON1ROL REPORTS

w. RUSSELL

HINTON

STATE AUDITOR

(404) 656-2174

DEPARTMENT OF AUDITS AND ACCOUNTS
254 Washington Street, S W., Su11c 2 I4 Atlanta. Georgia 30334-K400
May 13, 2002

Honorable Roy E. Barnes, Governor Members of the General Assembly Members of the State Board of Education
and Superintendent and Members of the Pickens 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 Pickens County Board of Education as of and for the year ended June 30, 2001, and have issued our report thereon dated May 13, 2002. This report was qualified for various departures from generally accepted accounting principles, as identified in the auditor's report on the general-purpose financial statements. We conducted our audit in accordance with auditing standards generally accepted in the United States of America and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States.
Compliance
As part of obtaining reasonable assurance about whether Pickens County Board of Education's financial statements are free of material misstatement, we performed tests of its compliance with certain provisions oflaws, regulations, contracts and grants, noncompliance with which could have a direct and material effect on the determination of financial statement amounts. However, providing an opinion on compliance with those provisions was not an objective 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 Pickens County Board ofEducation'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 Pickens County Board ofEducation'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-7121-01-02.
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, we consider item FS-7121-01-02 to be a material weakness.
This report is intended solely for the information and use of the management, members of the Pickens County Board ofEducation, Federal awarding agencies and pass-through entities and is not intended to be and should not be used by anyone other than these specified parties.
Respectfully submitted,
~.4-. 0M1 4v(Kl ~sell W. Hinton State Auditor
RWH:gp 2001YB-41

RussELL W. Hrr-.TON
STATE AUDITOR
(404) 656-2174

DEPARTMENT OF AUDITS AND ACCOUNTS
254 Washington Street, S W., Suite 214 Atlanta, Georgia 30334-8400
May 13, 2002

Honorable Roy E. Barnes, Governor Members ofthe General Assembly Members of the State Board of Education
and Superintendent and Members of the Pickens County Board of Education
REPORT ON COMPLIANCE WITH REQUIREMENTS APPLICABLE TO EACH MAJOR PROGRAM AND ON INTERNAL CONTROL OVER COMPLIANCE 1N ACCORDANCE WITH 0MB CIRCULAR A-133
Ladies and Gentlemen:
Compliance
We have audited the compliance ofPickens County Board ofEducation with the types ofcompliance requirements described in the U.S. Office of Management and Budg~t (0MB) Circular A-133 Compliance Supplement that are applicable to each ofits major Federal programs for the year ended June 30, 2001. Pickens County Board ofEducation's major Federal programs are identified in the Summary of Auditor's Results Section of the accompanying Schedule ofFindings and Questioned Costs. Compliance with the requirements of laws, regulations, contracts and grants applicable to each of its major Federal programs is the responsibility of Pickens County Board of Education's management. Our responsibility is to express an opinion on Pickens County Board ofEducation's compliance based on our audit.
We conducted our audit ofcompliance in accordance with auditing standards generally accepted in the United States ofAmerica; the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General ofthe United States; and 0MB Circular A133, Audits of States, Local G~vemments, and Non-Profit Organizations.. Those standards and 0MB Circular A-133 require that we plan and perform the audit to obtain reasonable assurance about whether noncompliance with the types 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 Pickens 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 Pickens County Board of Education's compliance with those requirements.
2001SA-10

In our opinion, the Pickens 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 of Pickens County Board of Education is responsible for establishing and maintaining effective internal control over compliance with requirements of laws, regulations, contracts and grants applicable to Federal programs. In planning and performing our audit, we considered Pickens 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 0MB Circular A-133.
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 ofperforming their assigned functions. We noted no matters involving the internal control over compliance and its operation that we consider to be material weaknesses.
This report is intended solely for the information and use of the management, members of the Pickens County Board ofEducation, Federal awarding agencies and pass-through entities and is not intended to be and should not be used by anyone other than these specified parties.
Respectfully submitted,

RWH:as 2001SA-10

Russell W. Hinton State Auditor

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

PICKENS 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

Finding No. 99-1 FS-7121-00-01

Further Action Not Warranted Unresolved

CORRECTIVE ACTION/RESPONSES

GENERAL FIXED ASSETS Failure to Maintain General Fixed Assets Account Group Finding Control Number FS-7121-00-0 I

At this time, the Pickens County Board of Education has made no decision regarding implementing a fixed asset program.

SECTION IV FINDINGS AND QUESTIONED COSTS

PICKENS COUNTY BOARD OF EDUCATION SCHEDULE OF FINDINGS AND QUESTIONED COSTS
YEAR ENDED JUNE 30, 2001
I SUMMARY OF AUDITOR'S RESULTS
1. Type of Report Issued on the Financial Statements The auditor's opinion on the Pickens County Board ofEducation's financial statements was qualified for various departures from generally accepted accounting principles.
2. Reportable Conditions in Internal Control Disclosed by the Audit of the Financial Statements The audit report for the Pickens County Board ofEducation disclosed a financial statement reportable condition related to the following control category.
General Fixed Assets
The reportable condition described above is considered to be a material weakness.
3. Noncompliance Material to the Financial Statements The audit of the Pickens County Board of Education disclosed no instances of noncompliance that were deemed material to the financial statements.
4. Reportable Conditions in Internal Control Over Major Programs The audit report for the Pickens County Board ofEducation did not disclose any reportable conditions in internal control over major programs.
5. Type of Report Issued on Compliance for Major Programs The auditor's opinion on the Pickens County Board ofEducation's report on compliance with requirements applicable to major programs was unqualified.
6. Audit Findings Required to be Reported by Section .510{a) of 0MB Circular A-133 The Pickens County Board ofEducation's audit did not disclose audit findings required to be reported by section .510(a) of 0MB Circular A-133.
7. Major Programs Federal awards audited as major programs are as follows: 10.553 Food and Nuttjtion 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.
9. Low Risk Auditee The Pickens County Board of Education qualified as a low risk auditee based on a waiver granted by the U.S. Department ofEducation.
- 1-

PICKENS COUNTY BOARD OF EDUCATION SCHEDULE OF FINDINGS AND QUESTIONED COSTS
YEAR ENDED JUNE 30. 2001
II FINANCIAL STATEMENT FINDINGS AND QUESTIONED COSTS
GENERAL LEDGER Outstanding Loan Financial Statements Nonmaterial Noncompliance Finding Control Number: FS-7121-01-01
On December 31, 2000, the General Fund had an unpaid loan outstanding in the amount of $2,000,000.00. Article IX, Section V, Paragraph V of the Constitution of the State of Georgia provides, in part, as follows:
"The governing authority ofany county municipality or other-political subdivision ofthis state may incur debt by obtaining temporary loans in each year to pay expenses....such loans shall be payable on or before December 31 of the calendar year in which such loan is made...."
Repayment of loans should be made in conformity with the above quoted code section.
Management's Response:
Property tax collection for Pickens County was delayed until March 20, 2001. Our fund balance was insufficient to cover repayment ofthe outstanding debt by December 31, 2000. The debt was repaid as soon as sufficient revenue was received.
GENERAL FIXED ASSETS Failure to Maintain General Fixed Assets Account Group Reportable Condition - Material Weakness Repeat From Prior Year Finding Control Number: FS-7121-01-02
The Pickens County Board of Education did not maintain a system-wide General Fixed Assets Account Group within the formal accounting records as required by generally accepted accounting principles. This condition results in the general-purpose financial statements ofthe School District being incomplete and not in accordance with generally accepted accounting principles. Appropriate action should be taken by the School District to establish accounting controls and procedures to provide for maintenance ofa General Fixed Assets Account Group. These subsidiary records should include an inventory of land, buildings and equipment owned by the School District and should include but may not be limited to date acquired, acquisition cost, estimated replacement cost, location and description. Detailed records should be maintained ofall additions and deletions to the General Fixed Assets Account Group.
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PICKENS COUNTY BOARD OF EDUCATION SCHEDULE OF FINDINGS AND QUESTIONED COSTS
YEAR ENDED JUNE 30. 2001 II FINANCIAL STATEMENT FINDINGS AND QUESTIONED COSTS GENERAL FIXED ASSETS Failure to Maintain General Fixed Assets Account Group Reportable Condition - Material Weakness
Repeat From Prior Y_ear
Finding Control Number: FS-7121-01-02 Management's Response: School system management plans to implement a general fixed assets account group within its formal accounting records for fiscal year 2003. ill FEDERAL AWARD FINDINGS AND QUESTIONED COSTS No matters were reported.
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