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

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STATE OF GEORGIA

DEPARTMENT OF AUDITS AND ACCOUNTS -
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TERRELL COUNTY BOARD OF EDUCATION

DAWSON, GEORGIA-

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REPORTON AUDIT - OF THE FINANCIAL STATEMENTS-.-. ,
FORTHE FISCAL YEAR ENDED JUNE 30, 2001

Russell W. Hinton State Auditor

TERRELL 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

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

7

D NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

8

ADDIDONAL 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

24

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

ALLOTMENTS AND EXPENDITURES

GENERAL FUND - QUALITY BASIC EDUCATION PROGRAMS (QBE)

4

BY PROGRAM

30

5

BY SITE

31

TERRELL COUNTY BOARD OF EDUCATION - TABLE OF CONTENTS -
SECTION II COMPLIANCE AND INTERNAL CONTROL REPORTS REPORT ON COMPLIANCE AND ON INTERNAL CONTROL OVER FINANCIAL REPORTING BASED ON AN AUDIT OF FINANCIAL STATEMENTS PERFORMED IN ACCORDANCEWITHGOVERNMENTAUDITINGSTANDARDS REPORT ON COMPLIANCE WITH REQUIREMENTS APPLICABLE TO EACH MAJOR PROGRAM AND ON INTERNAL CONTROL 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
SECTION IV FINDINGS AND QUESTIONED COSTS SCHEDULE OF FINDINGS AND QUESTIONED COSTS

SECTION I FINANCIAL

RussELL W. HtNTON
STATE AUDITOR
(404) 656-2174

DEPARTMENT OF AUDITS AND ACCOUNTS
254 Washington Street, S.W., Suite 214 Atlanta, Georgia 30334-8400
January 28, 2002

Honorable Roy E, Barnes, Governor Members ofthe General Assembly Members ofthe State Board ofEducation
and Superintendent and Members ofthe Terrell County Board ofEducation
INDEPENDENT AUDITOR'S COMBINED REPORT ON GENERAL-PURPOSE FINANCIAL STATEMENTS AND SUPPLEMENTARY INFORMATION SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS
Ladies and Gentlemen:
We have audited the accompanying general-purpose financial statements ofthe Terrell CountyBoard of Education, as of and for the year ended June 30, 2001, as listed in the table of contents. These general-purpose financial statements are the responsibility ofthe Terrell County Board ofEducation's management. Our responsibility is to express. an opinion on these general-purpose financial statements based on our audit.
We conducted our audit in accordance with auditing standards generally accepted in the United States ofAmerica and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General ofthe United States. Those standards require that we plan and perform the audit to obtain reasonable assurance about whether the financial statements are free ofmaterial misstatement. An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the financial statements. An audit also includes assessing the accounting principles used and significant estimates made by management, as well as evaluating the overall financial statement presentation. We believe that our audit provides a reasonable basis for our opinion.
As described in the notes to the general-purpose financial statements, the Board of Education's financial statements have been prepared using certain accounting practices and policies which, in our opinion, vary in some respects from generally accepted accounting principles. These variances are described as follows:

2001ARL-13

* The general-purpose financial statements of the Board of Education did not contain a
General Fixed Assets Account Group to account for property and equipment owned by the Board of Education which should be included to conform to generally accepted accounting principles.
* 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 aggregate effects on the general-purpose financial statements of these variances or omissions have not been determined, but are believed to be material.
fu our opinion, except for the effects on the general-purpose financial statements of the matters referred to in the preceding paragraph, the general-purpose financial statements referred to above present fairly, in all material respects, the financial position ofthe Terrell County Board ofEducation as of June 30, 2001, and the results of its operations for the year then ended, in conformity with accounting principles generally accepted in the United States of America.
fu accordance with Government Auditing Standards, we have also issued our report dated January 28, 2002, on our consideration ofthe Terrell County Board ofEducation's internal control over financial reporting and our tests ofits compliance with certain provisions oflaws, 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 fonn.ing an opinion on the general-purpose financial statements of the Terrell County Board of Education taken as a whole. The accompanying combining statements (Exhibits E through H) 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 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 ofthe general-pmpose financial statements and in our opinion, except for the effects ofthe matters referred to in the third paragraph, such information is fairly stated, in all material respects, in relation to the general-purpose financial statements taken as a whole.
2001ARL-13

A copy ofthis report has been filed as a 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,
~~-4::k.
R sell W. Hinton State Auditor
RWH:gp 2001ARL-13

TERRELL COUNTY BOARD OF EDUCATION

TERRELL COUNTY BOARD OF EDUCATION COMBINED BALANCE SHEET ALL FUND TYPES JUNE 30, 2001

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

GOVERNMENTAL FUND

SPECIAL

GENERAL

REVENUE

FUND

FUND

$ 2,295,787.05 $ 480,485.18

1,348,073.63

143,727.89

1,049.12 1,238.83

Total Assets
LIABILITIES AND FUND EQUITY
LIABILITIES
Accounts Payable Salaries Payable Expired Grant Balances Payable Deferred Revenue
Total Liabilities
FUND EQUITY
Fund Balances Reserved For Bus Replacement Funds For Continuation of Federal Programs For Expired Grant Balances/Questioned Costs For Inventories Food Donated Commodities Purchased Food For SPLOST Projects For State Capital Outlay Projects Unreserved Undesignated
Total Fund Equity

$ 3,643,860.68 $ ===62=6,5=01=.02=

$

243,395.86 $

1,101,873.41

$ 1,345,269.27 $

131,491.05 169,138.78
7,751.49 392.75
308,774.07

$

1,049.12

1,238.83

$ 2,298,591.41 $ 2,298,591.41 $

315,439.00 317,726.95

Total Liabilities and Fund Equity

$ 3,643,860.68 $ ===62_6.,.5....,0.1.._0.2...

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

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EXHIBIT"A"

TYPES CAPITAL
PROJECTS FUND

TOTALS

(Memorandum Only)

JUNE 30, 2001

JUNE 30, 2000

$ 1,116,823.01 $ 3,893,095.24 $ 3,377,967.38

139,077.12

1,630,878.64

1,430,293.93

1,049.12 1,238.83

409.54 3,088.78

$ 1,255,900.13 $ 5,526,261.83 $ 4,811,759.63

$

374,886.91 $

325,881.56

1,271,012.19

1,266,656.95

7,751.49

796.61

392.75

$ 1,654,043.34 $ 1,593,335.12

$

61,265.00

9,837.40

754.02

$

1,049.12

1,238.83

$

547,827.62

547,827.62

641,092.00

641,092.00

409.54 3,088.78 901,062.19

66,980.51

2,681,010.92

2,242,007.58

$ 1,255,900.13 $ 3,872,218.49 $ 3,218,424.51

$ 1,255,900.13 $ . 5,526,261.83 $ 4,811,759.63

TERRELL 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
Tcital 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 Community Services Operations
Capital Outlay
Total Expenditures
Excess of Revenues over (under) Expenditures
OTHER FINANCING SOURCES (USES)
Operating Transfers In Ope.rating 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

$ 8,866,557.50 $ 42,400.00
2,375,776.25 153,358.31
$ . 11,438,092.06 $

299,700.00 1,838,462.85
62,147.67
2,200,310.52

$ 7,233,253.54 $
289,060.55 434,142.17 278,322.70 189,779.90 788,849.22 136,345.35 994,560.04 578,447.78
8,750.00

948,885.68
164,141.37 116,281.16
75,189.78 3,539.40 2,638.99 14,322.16 4,375.88
33,448.86 977,204.40
298.34

$ 10,931,511.25 $

$

506,580.81 $

2,340,326.02 -140,015.50

$

$

-9,056.35

$

-9,056.35 $

9,056.35 9,056.35

$

497,524.46 $

1,801,066.95

-130,959.15 449,896.47

639.58 -1,849.95

FUND BALANCE JUNE 30

$ 2,298,591.41

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

...-----= $

317,726.95

EXHIBIT"B"

CAPITAL PROJECTS
FUND

TOTALS

(Memorandum Only)

YEAR ENDED

JUNE 30, 2001

JUNE 30, 2000

$ 9,166,257.50 $ 8,261,540.30

1,880,862.85

2,195,785.82

$

834,463.74

3,210,239.99

3,323,479.99

37,079.88

252,585.86

220,396.75

$

871,543.62 $ 14,509,946.20 $ 14,001,202.86

$ 8,182,139.22 $ 8,079,995.34

$

583,104.58

453,201.92 550,423.33 278,322.70 264,969.68 792,388.62 138,984.34 1,008,882.20 582,823.66
8,750.00 33,448.86 977,204.40
298.34 583,104.58

476,231.32 484,784.48 252,372.35 258,780.16 881,557.22 106,270.48 826,921.05 469,047.53
12,492.44 64,282.04 945,647.93 5,694.54 79,664.00

$

583,104.58 $ 13,854,941.85 $ 12,943,740.88

$

288,439.04 $

655,004.35 $ 1,057,461.98

$

9,056.35 $

4,033.81

-9,056.35

-4,033.81

$

0.00 $

0.00

$

288,439.04 $

655,004.35 $ 1,057,461.98

967,461.09

3,218,424.51

2,159,925.99

639.58 -1,849.95

-531.11 1,567.65

$ 1,255,900.13 $ 3,872,218.49 $ 3,218,424.51 -5-

TERRELL COUNTY BOARD OF EDUCATION COMBINED STATEMENT OF REVENUES. EXPENDITURES AND CHANGES IN FUND BALANCES
BUDGET AND ACTUAL - /NON-GAAP BASIS! GENERAL AND SPECIAL REVENUE FUNDS
YEAR ENDED JUNE 30. 2001

EXHIBIT c

GENERAL FUND

ACTUAL

(BUDGET

BUDGET

BASIS)

REVENUES

State Funds Federal Funds Taxes Other Funds

$ 8,240.408.00 $ 8,866,557.50

99,215.00

42,400.00

2.450,000.00

2,375,776.25

85,000.00

153,358.31

Total Revenues

$ 10,874,623.00 $ 11,438,092.06

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 Community Services Operations
Capital Outlay

$ 7,138,459.00 $ 7,233,253.54

248,994.00 293,083.00 271,125.00 187,930.00 906,747.00 153,024.00 928,077.00 486,463.00
12,430.00 6,107.00

289,060.55 434,142.17 278,322.70 189,779.90 788,849.22 136,345.35 994,560.04 578,447.78
8,750.00

4,523.00

Total Expenditures

$ 10,636,962.00 $ 10,931,511.25

Excess of Revenues over (under) Expenditures

$ 237,661.00 $ 506,580.81

OTHER FINANCING SOURCES !USES)

Other Sources Other Uses
Total Other Financing Sources (Uses)

$ -600,000.00 $ $ -soo,000.00 $

-9,056.35 -9,056.35

Excess of Revenues and Other Financing Sources over (under) Expenditures and Other Financing Uses
FUND BALANCE JULY 1, 2000

$ -362,339.00 $ 497,524.46

2,046,079.70

1,801,066.95

Adjustments Food Inventory - Net Change in Period
Donated Commodities Purchased Food

F!JND BALANCE JUNE ~. ~01

$ 1,683,740.70 $ 2,298,591.41

SPECIAL REVENUE FUND

ACTUAL

(BUDGET

BUDGET

BASIS)

$ 296,908.00 $ 299.700.00

2,429,056.00

1,838,462.85

67,430.00

62,147.67

$ 2,793,394.00 $ 2,200,310.52

$ 912,278.04 $ 948,885.68

151,394.00 45,627.00

164,141.37 116,281.16

100,027.96 3.450.00 500.00 13,530.80 3,600.00 2,836.20
30,929.00 1,015,513.00
2,284.00

75,189.78 3,539.40 2,638.99
14,322.16 4,375.88
33,448.86 977,204.40
298.34

$ 2,281,970.00 $ 2,340,326.02 $ 511.424.00 $ -140,015.50

$

9,056.35

$

9,056.35

$ 511,424.00 $ -130,959.15

442,043.34

449,896.47

-796.61

639.58 -1,849.95

$ 952,670.73 $ 317,726.95

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

TERRELL 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 Terrell 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 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.
General Fixed Assets are recorded as expenditures in the various funds at the time ofpurchase. A General Fixed Assets Account Group is not presently maintained by the School District. To conform to generally accepted accounting principles, a General Fixed Assets Account Group should be maintained for reporting the cost of assets acquired by governmental fund types.
Although "school activity accounts" are maintained at the individual schools, neither the assets, liabilities and fund equity, nor the revenues, expenditures and changes in fund balances of these accounts are reflected in these financial statements. To conform to generally accepted accounting principles, these accounts should be recorded in the general-purpose financial statements.
The general-purpose financial statements account for all State, Federal, Taxes and Other funds under control of the School District, in compliance with generally accepted accounting principles applicable to governmental units, unless otherwise disclosed in these notes. Funds presented in this report are as follows:
GOVERNMENTAL FUND TYPES - ,are used to account for all of the School District's educational activities. Governmental Fund Types include:
GENERAL FUND - the fund used to account for all .financial resources of the School District except those required to be accounted for in another fund. These transactions relate to resources obtained and used for services provided by a board of education.
SPECIAL REVENUE FUND - the fund used to account for the proceeds of specific revenue sources (other than for major capital projects) that are legally restricted to expenditures for specified purposes. These funds are received primarily from the Georgia Department of Education and from the Federal government to accomplish specific educational objectives.
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TERRELL COUNTY BOARD OF EDUCATION

EXHIBIT "D"

NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30, 2001

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.
BASIS OF ACCOUNTING
The accounting and financial reporting treatment applied to a fund is detennined by its measurement focus. All governmental funds are accounted for using a current financial resources measurement focus. With this measurement focus, only current assets and current liabilities generally are included on the balance sheet. Operating statements ofthese funds present increases (i.e., revenues and other financing sources) and decreases (i.e., expenditures and other financing uses) in net current assets. Their reported fund balance is considered a measure of available spendable resources.
Liabilities which are expected to be financed from available spendable resources are reported as liabilities in the governmental funds.
Governmental funds are accounted for using the modified accrual basis ofaccounting under which:
Revenues are recognized when susceptible to accrual (i.e., when they become both measurable and available). "Measurable" means the amount ofthe 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.
Expenditures are generally recognized when the related fund liability is incurred.
A substantial number of personnel of the School District were employed for a one hundred and ninety day period beginning in August 2000 and ending in early June 2001. Employment contracts for these employment periods typically 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 are disbursed to the School District in the same twelve month period. In accordance with generally accepted accounting principles, salary and fringe benefit expenditures and the related revenue from the State to fund these contracts are recorded in the fiscal period covered by these financial statements.

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TERRELL COUNTY BOARD OF EDUCATION

EXHIBIT "D"

NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30, 2001

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
BUDGET
The Terrell County Board ofEducation's budget is a complete financial plan for the School District's fiscal year and is based upon estimates of expenditures together with probable funding sources. There is no statutory prohibition regarding overexpenditure ofthe budget at any level. The budget for all governmental funds is prepared by fund, function and object. The legal level of budget control was established by the Board at the aggregate level. The budget for governmental funds was prepared on a basis other than generally accepted accounting principles.
The budget process begins when the School District's administration prepares a tentative budget for the Board's approval. After approval ofthis tentative budget by the Board, such budget is advertised at least once in a newspaper 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.
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.
RECEIVABLES
Receivables consist ofgrant reimbursements due on Federal, State or other grants for expenditures made but not reimbursed and other receivables disclosed from information available. Receivables are recorded when either the asset or revenue recognition criteria has been met. Receivables recorded on the general-purpose financial statements do not include any amounts which would necessitate the need for an allowance for uncollectible receivables.
PROPERTY TAXES
The Terrell County Board of Commissioners fixed the property tax levy for the 2000 tax year (calendar year) on September 22, 2000 (levy date). Taxes were due on December 20, 2000 (lien date). Taxes collected within the current fiscal year or within 60 days after year-end are reported as revenue in fiscal year 2001. The Terrell 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 $2,347,949.38.

TERRELL COUNTY BOARD OF EDUCATION

EXHIBIT "D"

NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30, 2001

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES

The tax millage rate levied for the2000 tax year (calendar year) for the Terrell County Board of Education was as follows (a mill equals $1 per thousancl dollars of assessed value):

School Operations

14.6 mills

SALES TAXES

Special Purpose Local Option Sales Tax is to be used for capital outlay for educational purposes. Special Purpose Local Option Sales Tax revenue during the fiscal year amounted to $834,463.74 and was recorded in the Capital Projects Fund. The State will terminate collection ofthis tax once an additional $1,844,264.94 has been collected or on March 31, 2004, 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. Purcliased 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 ofnet current assets.

INTERFUND TRANSACTIONS

The School District has the following types ofinterfund transactions:

Reimbursements ofexpenditures initially made froma fund that are properly applicable to another fund are recorded as expenditures in the reimbursing fund and as reductions of expenditures in the fund that is reimbursed.

Operating transfers are recorded for all interfund transactions other than reimbursements.

MEMORANDUM ONLY - TOTAL COLUMNS

Total columns on the general-purpose :financial statements are captioned "Memorandum Only'' to indicate that they are presented only to facilitate :financial analysis. Data in these columns do not present :financial position or results ofoperations in conformity with generally accepted accounting principles. Neither are such data comparable to a consolidation. Interfund eliminations have not been made in the aggregation ofthis data.

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TERRELL COUNTY BOARD OF EDUCATION

EXHIBIT "D"

NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30, 2001

Note 2: DEPOSITS
COLLATERALIZATION OF DEPOSITS Official Code of Georgia Annotated (OCGA) Section 45-8-12 provides that there shall not be on deposit at any time in any depository for a time longer than ten days a sum ofmoney which has not been secured by surety bond, by guarantee ofinsurance, orby collateral. The aggregate ofthe face value of such surety bond and the market value of securities pledged shall be equal to not less than 110 percent ofthe public funds being secured after the deduction ofthe amount ofdeposit insurance. 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 1l0percentofthe 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 ofthe 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 ofthe State of Georgia,
(4) Bonds, bills, notes, certificates of indebtedness or other obligations of the counties or municipalities ofthe State ofGeorgia,
(5) Bonds of any public authority created by the laws of the State ofGeorgia, providing that the statute that created the authority authorized the use ofthe bonds for this purpose,
(6) Industrial revenue bonds and bonds ofdevelopment authorities created by the laws ofthe 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 Fann Credit Banlcs, the Federal Home Loan Mortgage Association, and the Federal National Mortgage Association.
CATEGORIZATION OF DEPOSITS At June 30, 200 I, the bank balances were $4,700,406.13. The amounts ofthe total bank balances are classified into three categories ofcredit risk:

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TERRELL COUNTY BOARD OF EDUCATION

EXHIBIT "D"

NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30, 200 I

Note 2: DEPOSITS

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

$ 200,000.00

2

4,500,406.13

3

0.00

Total

$4,700,406.13

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. 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 of assets; 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, with the exception of flood damage, for which insurance coverage was purchased to cover up to a total of $15,000.00 for the term ofthe policy after a deductible of$250.00 per occurrence. In addition, the School District has elected to self-insure for errors or omissions, which includes, among otherrisks, risks for sexual harassment and discrimination. The School District has not experienced any losses related to these risks in the past three years.

- 13 -

TERRELL 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 ofYear Liability

$

793.11 $

2,106.00 $

1,585.11 $

1,314.00

$

1,314.00 $

744.00 $ 2,058.00 $

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 suretybonds to provide additional insurance coverage as follows:

Position Covered

Amount

Superintendent Each Principal Terrell Middle/High Assistant Principal

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

Note 5: OPERATING LEASES

Terrell County Board ofEducation has entered into various leases as lessee for a postage meter and modular buildings. These leases are considered for accounting purposes to be operating leases. Lease expenditures for the year ended June 30, 2001, amounted to $3,548.80. Future minimum lease payments for these leases are as follows:

Year Ending

Amount

2002 2003

$ 2,398.80 999.50

Total

$ 3,398.30

-14-

TERRELL COUNTY BOARD OF EDUCATION

EXHIBIT "D"

NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30. 2001

Note 6: ON-BEHALF PAYMENTS

The School District has recognized revenues and expenditures in the amount of $173,749.03 for health insurance and retirement contributions paid on the School District's behalfby the following State Agencies.

Georgia Department of Education Paid to the Georgia Department of Community Health For Health Insurance ofNon-Certified Personnel In the amount of$141,362.25

Paid to the Teachers Retirement System of Georgia For Teachers Retirement System (TRS) Employer's Cost In the amount of $4,500.78

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$27,886.00

Note 7: SIGNIFICANT COMMITMENTS

The following is an analysis ofsignificant outstanding construction or renovation contracts executed by the School District as ofJune 30, 2001:

Project

Unearned Executed Contracts

Carver Elementary School Renovations

$ 62,000.00

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

Note 9: SUBSEQUENT EVENTS

In the subsequent fiscal year, voters authorized the School District to issue general obligation bonds in the amount of $8,935,000.00. The proceeds from these bonds will be used for acquiring, constructing and equipping a new middle/high school; acquiring any necessary property therefore,

- 15 -

TERRELL COUNTY BOARD OF EDUCATION

EXHIBIT "D"

NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30, 2001

Note 9: SUBSEQUENT EVENTS
both real and personal; acquiring, constructing and equipping a new field house; demolition of selected existing facilities and renovation of the existing high school building; acquiring and installing technology improvements in existing schools andfacilities, paying capitalized interest incident thereto; and paying expenses incident to accomplishing the foregoing projects.
On November 6, 2001, the voters ofTerrell County voted in favor ofa Special Purpose Local Option Sales Tax referendum for education purposes. The imposition ofthe tax approved by the voters, as stated on the Official Ballot of Terrell County, is as follows:
"Shall a special one percent sales and use tax be imposed in Terrell County for a period oftime not to exceed 5 years (20 calendar quarters) commencing on April 1, 2004 or upon the earlier termination of the special purpose sales and use tax now in effect and for the raising of $5,000,000.00 for the purpose of paying a portion of the debt service on the General Obligation School Bonds and completing the funding of (i) acquiring, constructing and equipping a new Middle/High School; (ii) acquiring any necessary property therefore, both real and personal; (iii) acquiring, constructing and equipping a new field house;
(iv) demolition of selected existing facilities and renovation of the existing high school building; and (v) acquiring and installing technology improvements in existing schools and facilities, the maximum cost of such debt service and completing such Projects not to exceed $5,000,000.00?"
Note 10: RETIREMENT PLANS
TEACHERS RETIREMENT SYSTEM OF GEORGIA (TRS)
TRS PLAN DESCRIPTION Substantially all teachers, administrative and clerical personnel employed by local school districts are covered by the Teachers Retirement System ofGeorgia {TRS), which is a cost-sharing multiple employer defined benefit pension plan. TRS provides service retirement, disability retirement and survivors benefits for its members in accordance with State statute. The Teachers Retirement System of Georgia issues a separate stand alone financial audit report and a copy can be obtained from the Georgia Department of Audits and Accounts.
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 ofTrustees 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:

-16-

TERRELL COUNTY BOARD OF EDUCATION

EXHIBIT "D"

NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30. 2001

Note 10: RETIREMENT PLANS
Fiscal Year
2001 2000 1999

Percentage Contributed
100% 100% 100%

Required Contribution
$ 832,434.26 $ 816,134.30 $ 857,042.08

- 17 -

TERRELL 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

$

455,283.19 $

25,176.08

3,353.88

1,049.12 1,238.83

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

$

460,925.02 $ ====25=,1=76=.08=

$

101,572.35 $

41,625.72

5,062.54 20,113.54

$

143,198.07 $

25,176.08

$

1,049.12

1,238.83

315,439.00 $

0.00

$

317,726.95 $

0.00

$

460,925.02 $ =======2=5=1,..,7=6.=08=

EXHIBIT"E"

FEDERAL PROGRAMS

TOTALS

JUNE 30, 2001

JUNE 30,2000

$

25.91 $

480,485.18 $

516,889.47

140,374.01

143,727.89

159,303.82

1,049.12 1,238.83

409.54 3,088.78

$

140,399.92 $

626,501.02 $ =====6==79...,,6..,.9...,1..6..1=

$

11,793.36

$

24,856.16 $

131,491.05

54,323.25

107,399.52

169,138.78

162,881.92

7,751.49

7,751.49

796.61

392.75

392.75

$

140,399.92 $

308,774.07 $

229,795.14

$

9,837.40

$

1,049.12

1,238.83

409.54 3,088.78

$

0.00

315,439.00

436,560.75

$

0.00 $

317,726.95 $

449,896.47

$

s_ _ 140,399.92 $ a2a,501.02

6_19.....a..9.._1._a1=

-19-

TERRELL 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 School Administration Business Administration Maintenance and Operation of Plant Student Transportation Services Central Support Services Other Support Services Food Services Operation Community Services Operations
Total Expenditures
Excess of Revenues over (under) Expenditures
OTHER FINANCING SOURCES
Operating Transfers In
Excess of Revenues and Other Financing Sources over (under) Expenditures
FUND BALANCE JULY 1
Food Inventory - Net Change in Period Donated Commodities Purchased Food
FUND BALANCE JUNE 30
See notes to the general-purpose financial statements. -20-

SCHOOL FOOD
SERVICES FUND

LOTTERY PROGRAMS

$

63,486.00 $

236,214.00

731,224.86

62,147.67

$

856,858.53 $

236,214.00

$

186,284.91

$

775.88

24,032.16 884.44
4,145.20 3,539.40
559.98 13,338.88 3,600.00

977,204.40

35.65

$

977,980.28 $

$ -121,121.75 $

236,420.62 -206.62

$ -121,121.75 $
440,059.07
639.58 -1,849.95

206.62
0.00 0.00

$ 317,726.95 $====o=.o=o=

EXHIBIT"F"

FEDERAL PROGRAMS

TOTALS

YEAR ENDED

JUNE 30, 2001

JUNE30, 2000

$

299,700.00 $

319,473.17

$ 1,107.,237.99

1,838,462.85

2,175,785.82

62,147.67

65,292.37

$ 1,107,237.99 $ 2,200,310.52 $ 2,560,551.36.

$

762,600.77 $

948,885.68 $ 1,159,861.34

140,109.21 115,396.72 71,044.58
2,079.01 983.28
33,413.21
298.34

164,141.37 116,281.16 75,189.78
3,539.40 2,638.99 14,322.16 4,375.88
33,448.86 977,204.40
298.34

164,542.17 153,084.11 65,963.70
9,192.49 1,209.46 15,408.64 1,240.36 3,742.44 62,865.01 945,647.93 4,736.08

$ 1,125,925.12 $ 2,340,326.02 $ 2,587,493.73

$

-18,687.13 $ -140,015.50 $

-26,942.37

8,849.73

9,056.35

4,033.81

$

-9,837.40 $ -130,959.15 $

-22,908.56

9,837.40

449,896.47

471,768.49

639.58 -1,849.95

-531.11 1,567.65

$

0.00 $

317,726.95 $ ===4=49=,8=96=.47=

-21 -

TERRELL COUNTY BOARD OF EDUCATION COMBINING BALANCE SHEET CAPITAL PROJECTS FUND JUNE 30. 2001

ASSETS Cash and Cash Equivalents Accounts Receivable
Total Assets
FUND EQUITY Fund Balances
Reserved For SPLOST Projects For State Capital Outlay Projects
Unreserved Undesignated
Total Fund Equity

REGULAR

GEORGIA STATE FINANCING AND
INVESTMENT COMMISSION

$

66,980.51 $

641,092.00

$

. 66,980.51 $ ====64=1=,09=2.=00=

$ $ _ _...;;6_6""",9_8_0__._5__1;....

641,092.00 0.00

$

66,980.51 $ ====64=1=,09=2.=00=

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

EXHIBIT"G"

SPECIAL PURPOSE LOCAL OPTION
SALES TAX

TOTALS

JUNE 30, 2001

JUNE 30,2000

$

408,750.50 $ 1,116,823.01 $

831,184.46

139,077.12

139,077.12

136,276.63

$

547,827.62 $ 1,255,900.13 $ ===96=7,4=61=.0=9

$

547,827.62 $

547,827.62 $

901,062.19

641,092.00

0.00

66,980.51

66,398.90

$

547,827.62 $ 1,255,900.13 $ ............9.=67=,46=1=.09=

-23 -

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

REVENUES Taxes Other Funds Total Revenues
EXPENDITURES Capital Outlay Land and Land Improvements Building and Building Improvements Equipment 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

REGULAR

GEORGIA STATE FINANCING AND
INVESTMENT COMMISSION

$

581.61 $

0.00

$

581.61 $

0.00

$

0.00 $

0.00

$

0.00 $

0.00

$

581.61 $

0.00

$

641,092.00

$

641,092.00

$

581.61 $

641,092.00

66,398.90

0.00

$

66,980.51 $ =======6=4=1..0.9..,.2=.o=o=

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

EXHIBIT"H"

SPECIAL PURPOSE LOCAL OPTION SALES TAX

TOTALS

YEAR ENDED

JUNE 30, 2001

JUNE 30, 2000

$

834,463.74 $

834,463.74 $

823,299.09

36,498.27

37,079.88

9,114.60

$

870,962.01 $

--------- 871,543.62 $

832,413.69

$

110,173.92 $

110,173.92

412,511.95

412,511.95 $

60,418.71

60,418.71

79,664.00

$

583,104.58 $

583,104.58 $

79,664.00

$

287,857.43 $

288,439.04 $

752,749.69

$

641,092.00

$ -641,092.00

-641,092.00

$ -641,092.00 $

0.00

$ -353,234.57 $ 901,062.19

288,439.04 $ 967,461.09

752,749.69 214,711.40

$

547,827.62 $ 1,255,900.13 $ ......=9=6=7=,4=61=.0=9=

-25-

TERRELL 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 Nutrition Cluster Pass-Through From Georgia Department of Education Food and Nutrition Program Food Services School Breakfast Program National School Lunch Program Pass-Through From Office of School Readiness Food and Nutrition Program Summer Food Service Program for Children

. 10.553
. 10.555
. 10.559

NIA $ 182,760.64

NIA

477,398.70 $

(2) 908,340.02 (3)

N/A

35,743.84

34,318.58

Total Child Nutrition Cluster

$ 695,903.18 $

942,658.60

Other Programs

Pass-Through From Georgia Department of Education

Food and Nutrition Program

Food Distribution Program (1)

10.550

NIA

35,321.68

35,321.68

Total U. S. Department of Agriculture

$ 731,224.86 $

977,980.28

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 Preschool

84.027 84.173

NIA $ 181,818.72 $

N/A

22,265.00

181,970.99 (3) 22,265.00

Total Special Education Cluster

$ 204,083.72 $

204,235.99

Other Programs

Pass-Through From Georgia Department of Education

Elementary and Secondary Education Act

Title I Grants to Local Educational Agencies

84.010

NIA

Title II Eisenhower Professional Development

84.281

NIA

Title VI

Innovative Education Program Strategies

84.298

NIA

Class Size Reduction

84.340

NIA

Vocational Education - Basic Grants to States

High School Program Basic Grant

84.048

NIA

Pass-Through From Georgia Department of Human

Resources

Safe.and Drug-Free Schools and Communities

84.186

NIA

683,196.84 16,512.25 21,994.00 90,589.14
49,139.51
42,400.00

684,022.51 (3) 16,512.25 21,994.00 90,709.44 (3)
56,891.00 (3)
42,400.00

Total U.S. DepartmentofEducation

$ 11107,915.46 $ 1,116,765.19

-26-

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

SCHEDULE "1"

FUNDING AGENCY PROGRAM/GRANT
Labor, U. S. Department of Pass-Through From Georgia Department of Labor Workforce Investment Act Pass-Through From Southwest Georgia Regional Development Center Job Training Partnership Act 98-B-94
Total U. S. Department of Labor

CFDA NUMBER

PASSTHROUGH
ENTITY ID
NUMBER

FEDERAL REVENUE IN PERIOD

EXPENDITURES IN PERIOD

17.263

NIA

$ 41,722.53 $

41,722.53

17250

NIA $ 41,722.53 $

8,613.45 50,335.98

Total Federal Financial Assistance

$ 1,880,862.85 $ 2,145,081.45

NIA = Not Available

Notes to the Schedule of Expenditures of Federal Awards

(1) The amounts shown. for the Food Distribution Program represents the Federally assigned value of nonmonetary assistance for donated commodities received and/or consumed by the system during the current fiscal year.
(2) Expenditures for the School Breakfast Program were not maintained separately and are included in the 2001 National School Lunch Program.
(3) Expenditures for this program include State, and/or Other Funds. Expenditures are not maintained by fund source.

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

The School District did not provide Federal Assistance to any Subrecipient.

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

See notes to the general-purpose financial statements.

-27-

TERRELL COUNTY BOARD OF EDUCATION SCHEDULE OF STATE REVENUE YEAR ENDED JUNE 30, 2001

SCHEDULE "2"

AGENCY/FUNDING
GRANTS Education, Georgia Department of Quality Basic Education Direct Instructional Cost Kindergarten Program Kindergarten Program - Early Intervention Program Primary Grades (1-3) Program Primary Grades - Early Intervention (1-3) Program Upper Elementary Grades (4-5) Program Middle School (6-8) Program High School General Education (9-12) Program Vocational Laboratory (9-12) Program Students with Disabilities Category I Category II Category Ill Category IV Remedial Education Program . Alternative Education Program Media Center Program Staff and Professional Development Indirect Cost Categorical Grants Pupil Transportation Regular Bus Replacement Nursing Services Principal Supplements Vocational Supervisors Mid-term Adjustment Hold-Harmless Deferred Summer Salaries (Prior Year) Deferred Summer Salaries (Current Year) Education Equalization Funding Grant Food Services Vocational Education Other State Programs At-Risk Summer School Program Health Insurance Mentoring Program Preschool Handicapped Program Remedial Summer School Statewide Local Education Improvement Teachers' Retirement Lottery Programs Computers in the Classroom
Office of School Readiness Pre-Kindergarten Program
Office of Treasury and Fiscal Services Public School Employees Retirement
CONTRACTS Education, Georgia Department of Georgia's Reading Challenge Reading First Program

GOVERNMENTAL FUND TYPES

SPECIAL

GENERAL

REVENUE

FUND

FUND

TOTAL

$ 228,544.00 253,407.00
1,068,032.00 246,133.00 500,661.00
1,029,593.00 627,645.00 440,814.00
5,949.00 398,010.00 441,673.00
46,736.00 226,654.00
73,532.00 169,437.00
45,457.00 1,142,409.00

$ 228,544.00 253,407.00
1,068,032.00 246,133.00 500,661.00
1,029,593.00 627,645.00 440,814.00
5,949.00 398,010.00 441,673.00
46,736.00 226,654.00
73,532.00 169,437.00
45,457.00 1,142,409.00

262,990.00 74,403.00 52,531.00 7,539.00 16,698.00
184,240.00 -962,942.00 1,187,603.00 645,340.00
$ 23,387.00
6,003.96 141,362.25
4,500.00 30,767.00
6,617.37 51,479.14
4,500.78

63,486.00 39,028.00

262,990.00 74,403.00 52,531.00 7,539.00 16,698.00 184,240.00
-962,942.00 1,187,603.00
645,340.00 63,486.00 23,387.00
6,003.96 141,362.25
4,500.00 30,767.00
6,617.37 51,479.14
4,500.78
39,028.00

197,186.00

197,186.00

27,886.00

27,886.00

128,258.00 28,708.00

128,258.00 28,708.00

See notes to the general-purpose financial statements.

$ 8,866,557.50 $ 299,700.00 $ 9,166,257.50 -28-

TERRELL 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

Purchase and develop land for new high school;

fund local share to construct a new high school and

cost above the state participation of $1,500,000.00;

replace the roof on the main building at Lillie Cooper

Primary; purchase furniture for all the schools to

replace old furniture; remove sheet rock and windows

and replace with blocks or bricks at Lillie Cooper,

Carver and Terrell County Middle/High lower campus;

renovate and enlarge Lillie Cooper lunchroom and

kitchen; purchase Regis computer equipment and

installation for the system; pave parking area at

Lillie Cooper; pave parking area at Carver Elementary;

construct four classroom buildings at Lillie Cooper

to replace portable buildings; construct two classroom

buildings at Carver to replace portable buildings;

replace carpet at Carver and Terrell County Middle/High

lower campus: modernize or replace underground fuel

storage tank at bus shop; replace hardware and

locks at Terrell County Middle/High School; renovate and

enlarge concession stand and restrooms at Terrell

County Middle/High School for football field; other

general and necessary facilities improvements;

renovate high school to accommodate central office

space; purchase one van; and the cost associated with

the purchase, construction and installation of the said

projects

$ 33650,905.00 $ 3,650,905.00 $

583,104.58 $

79,664.00

Ongoing

(1) The School District's original cost estimate as specified in the resolution calling for the imposition of the Local Option Sales Tax.
(2) The School District's current estimate of total cost for the project. Includes all cost from project inception to completion.
(3) The voters of Terrell County approved the imposition of a 1% sales tax to fund the above project.
Amounts expended for this project may include sales tax proceeds, state, local property taxes and/or other funds over the life of the project.

See notes to the general-purpose financial statements.

-29-

TERRELL COUNTY BOARD OF EDUCATION GENERAL FUND QUALITY BASIC EDUCATION PROGRAM (QBE)
ALLOTMENTS AND EXPENDITURES BY PROGRAM YEAR ENDED JUNE 30. 2001

SCHEDULE "4"

DESCRIPTION
Direct Instructional Programs Kindergarten Program Kindergarten Program-Early Intervention Program Primary Grades (1-3) Program Primary Grades-Early Intervention (1-3) Program Upper Elementary Grades (45) Program Middle Grades (6-8) Program Middle School (6-8) Program High School General Education (9-12) Program Vocational Laboratory (9-12) Program Students with Disabilities Category I Category II Category Ill Category IV Gifted Student - Category VI Remedial Education Program Alternative Education Program
TOTAL DIRECT INSTRUCTIONAL PROGRAMS
Media Center Program Staff and Professional Development

ALLOTMENTS FROM GEORGIA DEPARTMENT OF EDUCATION (1)

ELIGIBLE QBE PROGRAM COSTS

SALARIES

OPERATIONS

TOTAL

$

254,018.00 $ 364,829.60 $

8,597.93 $ 373,427.53

281,652.00

308,106.45

308,106.45

1,187,075.00

915,304.79

45,692.24

960,997.03

273,567.00

212,635.92

212,635.92

556,465.00

512,139.09

16,416.78

528,555.87

292.58

292.58

1,144,352.00 1,052,169.00

52,985.91

1,105,154.91

697,603.00

981,340.00

26,402.91

1,007,742.91

489,947.00

515,966.90

165,378.78

681,345.68

991,831.00

269.98

269.98

382,633.01

5,389.67

388,022.68

422,116.21

5,733.89

427,850.10

63,398.82

899.23

64,298.05

56,385.14

322.18

56,707.32

251,918.00

275,556.73

1,245.94

276,802.67

81,728.00

74,647.93

1,342.16

75,990.09

$

6,210,156.00 $ 6,137,522.17 $ 330,677.60 $ 6,468,199.77

188,324.00 50,523.00

210,491.10 8,337.19

38,634.01 42,833.38

249,125.11 51,170.57

TOTAL QBE FORMULA FUNDS

$

6,449,003.00 $ 6,356,350.46 $ 412,144.99 $ 6,768,495.45

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

See notes to the general-purpose financial statements.

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

SCHEDULE "5"

Carver Elementary School Cooper Primary School Terrell County Middle/High School Central Office (Alternative Education Program)
TOTAL
(1) Comprised of State Funds plus Local Five Mill Share.

ALLOTMENTS FROM GEORGIA DEPARTMENT OF EDUCATION (1)

ELIGIBLE QBE PROGRAM COSTS

$

1,499,366.00 $

1,408,413.72

1,708,001.00

1,589,161.53

2,921,061.00

3,467,586.72

81,728.00

3,037.80

$

6,210,156.00 $ ==6==,4=68..,.=19=9=7.=7

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

SECTION II COMPLIANCE AND INTERNAL CONTROL REPORTS

RussELL W. H1NTON
STATE AUDITOR
(404) 656-2174

DEPARTMENT OF AUDITS AND ACCOUNTS
254 Washington Street, S.W., Suite 214 Atlanta, Georgia 30334-8400
January 28, 2002

Honorable Roy E. Barnes, Governor Members ofthe General Assembly Members ofthe State Board ofEducation
and Superintendent and Members ofthe Terrell 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 ofTerrell County Board ofEducation as ofand for the year ended June 30, 2001, and have issued our report thereon dated January 28, 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 Terrell 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 Rtmorting
In planning and performing our audit, we considered Terrell County Board ofEducation's internal control over .financial reporting in order to determine our auditing procedures for the pmpose 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 Terrell 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-7351-01-01.
A material weakness is a condition in which the design or operation of one or more ofthe internal control components does not reduce to a relatively low level 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 ofthe 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-7351-01-01 to be a material weakness.
This report is intended solely for the information and use ofthe management, members ofthe Terrell 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,
~~
Rus ell W. Hinton State Auditor
RWH:gp 2001YB-41

w. RUSSELL

H1NTON

STATE AUDITOR

(404) 656-2174

DEPARTMENT OF AUDITS AND ACCOUNTS
254 Washington Street, S.W., Suite 214 Atlanta, Georgia 30334-8400
January 28, 2002

Honorable Roy E. Barnes, Governor Members ofthe General Assembly Members of the State Board of Education
and Superintendent and Members ofthe Terrell County Board ofEducation
REPORT ON COMPLIANCE WITH REQUIREMENTS APPLICABLE TO EACH MAJOR PROGRAM AND ON INTERNAL CONTROL OVER COMPLIANCE IN ACCORDANCE WITH 0MB CIRCULARA-133
Ladies and Gentlemen:
Compliance
We have audited the compliance ofTerrell CountyBoard ofEducation with the types ofcompliance requirements described in the U.S. Office of Management and Budget (0MB) Circular A-133 Compliance Supplement that are applicable to each ofits major Federal programs for the year ended June 30, 2001. Terrell County Board of Education's major Federal programs are identified in the Summary ofAuditor's Results Section ofthe 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 Terrell County Board of Education's management. Our responsibility is to express an opinion on Terrell County Board of Education's compliance based on our audit.
We conducted our audit ofcompliance in accordance with auditing standards generally accepted in the United States ofAmerica; the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General ofthe United States; and 0MB Circular A133, Audits ofStates, Local Governments, and Non-Profit Organizations. Those standards and 0MB Circular A-133 require that we plan and perform the audit to obtain reasonable assurance about whether noncompliance with the types 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 Terrell County Board of Education's compliance with those requirements and performing such otherprocedures 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 Terrell County Board ofEducation's compliance with those requirements.
2001SA-10

In our opinion, the Terrell County Board of Education complied, in all material respects, with the requirements referred to above that are applicable to each ofits major Federal programs for the year ended June 30, 2001.
Internal Control Over Compliance
The management of Terrell 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 Terrell 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 ofexpressing 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 ofthe management, members ofthe Terrell County Board ofEducation, Federal awarding agencies and pass-through entities and is not intended to be and should not be used by anyone other than these specified parties.
Respectfully submitted,
~~

RWH:gp 2001SA-10

State Auditor

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

TERRELL COUNTY BOARD OF EDUCATION AUDITEE'S RESPONSE
SUMMARY SCHEDULE OF PRIOR YEAR FINDINGS AND QUESTIONED COSTS YEAR ENDED JUNE 30, 2001

PRIOR YEAR FINANCIAL STATEMENT FINDINGS AND QUESTIONED COSTS

FINDING CONTROL NUMBER AND STATUS

FS-7351-98-03 FS-7351-99-01 FS-7351-00-01

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

CORRECTIVE ACTION/RESPONSES

GENERAL FIXED ASSETS Failure to Maintain General Fixed Assets Account Group Finding Control Number: FS-7351-00-01

Plans are being negotiated with an accounting group to have all general fixed assets

inventoried.



SECTIONN FINDINGS AND QUESTIONED COSTS

TERRELL 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 Terrell County Board of Education's financial statements was qualified for various departures from generally accepted accounting principles.
2. Reportable Conditions in Internal Control Disclosed by the Audit of the Financial Statements The audit report for the Terrell 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 ofthe Terrell County Board ofEducation disclosed no instances ofnoncompliance that were deemed to be material to the financial statements.
4. Reportable Conditions in Internal Control Over Major Programs The audit report for the Terrell 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 Terrell 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) ofOMB Circular A-133 The Terrell County Board ofEducation's audit did not disclose audit findings required to be reported by section .510(a) ofOMB Circular A-133.
7. Major Programs Federal awards audited as major programs are as follows: 10.553 Food and Nutrition Program - Food Services - School Breakfast Program 10.555 Food and Nutrition Program - Food Services - National School Lunch Program 10.559 Food and Nutrition Program - Summer Food Service Program for Children 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 Terrell County Board of Education qualified as a low risk auditee due to a waiver granted by the U. S. Department of Education.
-1- .

TERRELL 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 Repeated From Prior Year Finding Control Number: FS-7351-01-01 The Terrell 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 of a General Fixed Assets Account Group. These subsidiary records should include an inventory of land, buildings and equipment owned by the School District and should include, but may not be limited to, date acquired, acquisition cost, estimated replacement cost, location and description. Detailed records should be maintained ofall additions and deletions to the General Fixed Assets Account Group. ID FEDERAL AWARD FINDINGS AND QUESTIONED COSTS No matters were reported.
-2-