Audit report, Tift County Board of Education, Tifton, Georgia, year ended June 30, 1996

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AUDIT REPORT TIFT COUNTY BOARD OF EDUCAnON
TIFTON, GEORGIA YEAR ENDED JUNE 30, 1996
STATE OF GEORGIA DEPARTMENT OF AUDITS AND ACCOUNTS
254 WASHINGTON STREET
ATLANTA, GEORGIA 30334-8400

TWT 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 FEDERAL FINANCIAL ASSISTANCE

EXlllBITS

GENERAL PURPOSE FINANCIAL STATEMENTS

COMBINED STATEMENTS - OVERVIEW

A

COMBINED BALANCE SHEET

ALL FUND TYPES AND ACCOUNT GROUP

2

B

COMBINED STATEMENT OF REVENUES, EXPENDITURES AND

CHANGES IN FUND BALANCES

ALL GOVERNMENTAL FUND TYPES

4

C

STATEMENT OF REVENUES, EXPENDITURES AND

CHANGES IN FUND BALANCES - BUDGET AND ACTUAL

(NON-GAAP BASIS)

GENERAL AND SPECIAL REVENUE FUNDS

5

D NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

7

ADDITIONAL FINANCIAL INFORMATION

COMBINING STATEMENTS

SPECIAL REVENUE FUND

E

COMBINING BALANCE SHEET

22

F

COMBINING STATEMENT OF REVENUES, EXPENDITURES

AND CHANGES IN FUND BALANCES

26

CAPITAL PROJECTS FUND

G

COMBINING BALANCE SHEET

30

H

COMBINING STATEMENT OF REVENUES, EXPENDITURES

AND CHANGES IN FUND BALANCES

32

SCHEDULES

1 SCHEDULE OF FEDERAL FINANCIAL ASSISTANCE

34

2 CASH AND CASH EQUIVALENTS

36

3 INVESTMENTS

37

4 ACCOUNTS RECEIVABLE

38

5 DEBT SERVICE REQUIREMENTS TO MATURITY

39

SCHEDULE OF REVENUE

6

STATE

40

7

TAXES AND OTHER

42

TWT COUNTY BOARD OF EDUCATION - TABLE OF CONTENTS -

SECTION I

FINANCIAL

ADDITIONAL FINANCIAL INFORMATION

SCHEDULES

SCHEDULE OF EXPENDITURES BY OBJECT

8

GENERAL AND SPECIAL REVENUE FUNDS

43

9

LOTTERY PROGRAMS

44

ANALYSIS OF MINIMUM EXPENDITURE REQUIREMENTS

GENERAL FUND - QUALITY BASIC EDUCATION PROGRAMS

10

OVERALL

47

11

BY PROGRAM

48

12 SCHEDULE OF COMPENSATION AND TRAVEL OF BOARD MEMBERS

50

SECTIONll
COMPLIANCE
COMPLIANCE REPORT BASED ON AN AUDIT OF THE FINANCIAL STATEMENTS PERFORMED IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS
SINGLE AUDIT REPORT ON COMPLIANCE WITH THE GENERAL REQUIREMENTS APPLICABLE TO FEDERAL FINANCIAL ASSISTANCE PROGRAMS
SINGLE AUDIT OPINION ON COMPLIANCE WITH SPECIFIC REQUIREMENTS APPLICABLE TO MAJOR FEDERAL FINANCIAL ASSISTANCE PROGRAMS
SINGLE AUDIT REPORT ON COMPLIANCE WITH SPECIFIC REQUIREMENTS APPLICABLE TO NONMAJOR FEDERAL FINANCIAL ASSISTANCE PROGRAM TRANSACTIONS

SECTION ill
INTERNAL CONTROL
REPORT ON INTERNAL CONTROL STRUCTURE IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS
SINGLE AUDIT REPORT ON THE INTERNAL CONTROL STRUCTURE USED IN ADMINISTERING FEDERAL FINANCIAL ASSISTANCE PROGRAMS

TIFT COUNTY BOARD OF EDUCATION - TABLE OF CONTENTS -
SECTION IV FINDINGS AND IMPROPER OR QUESTIONED COSTS SCHEDULE OF FINDINGS AND IMPROPER OR QUESTIONED COSTS

SECTION I FINANCIAL

CLAUDE L. VICKERS
STATE AUDITOR
(404) 656-2174

DEPARTMENT OF AUDITS AND ACCOUNTS
254 Washington Street, S.w., Suite 214 Atlanta, Georgia 30334-8400
July 9,1997

Honorable Zell Miller, Governor Members ofthe General Assembly Members of the State Board of Education
and Superintendent and Members of the Tift County Board ofEducation
INDEPENDENT AUDITOR'S COMBINED REPORT ON GENERAL PURPOSE FINANCIAL STATEMENTS AND SUPPLEMENTARY INFORMATION SCHEDULE OF FEDERAL FINANCIAL ASSISTANCE
Ladies and Gentlemen:
We have audited the general purpose financial statements (Exhibits A through D) ofthe Tift County Board of Education, as of and for the year ended June 30, 1996, as listed in the table of contents. These financial statements are the responsibility of the Board's management. Our responsibility is to express an opinion on these fmancial statements based on our audit.
We conducted our audit in accordance with generally accepted auditing standards, Government Auditing Standards, issued by the Comptroller General of the United States, and the provisions of the Office of Management and Budget Circular A-128, "Audits of State and Local Governments". Those standards and OMB Circular A-128 require that we plan and perfonn the audit to obtain reasonable assurance about whether the general purpose financial statements are free of material misstatement. An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the financial statements. An audit also includes assessing the accounting principles used and significant estimates made by management, as well as evaluating the overall fmancial 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'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:
* The general purpose financial statements of the Board did not contain a General Fixed Assets
Account Group to account for property and equipment owned by the Board which should be included to confonn to generally accepted accounting principles.
96ARL-13

* School activity accounts maintained at the individual schools are not included in the general purpose
financial statements. To conform to generally accepted accounting principles, these accounts should be included in the general purpose financial statements.
* The Board did not recognize as expenditures, in the year ended June 30, 1996, a portion of salaries
and the corresponding employer's cost ofrelated benefits earned for contractual services completed prior to June 30, 1996. Also funds received, subsequent to June 30, 1996, from the Georgia Department ofEducation for the State's share ofthese unrecorded salaries and related benefits were not recorded as revenue in the year under review. Conversely, the similar expenditures and related revenues for contractual services completed prior to June 30, 1995, were improperly recorded in the year ended June 30,1996. 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 fmancial statements ofthese variances or omissions have not been determined, but are believed to be material.
In our opinion, except for the effects on the general purpose fmancial statements of the matters referred to in the preceding paragraph, the general purpose financial statements present fairly, in all material respects, the fmancial position of the Tift County Board of Education as of June 30, 1996, and the results of its operations for the year then ended, in conformity with generally accepted accounting principles. In accordance with Government Auditing Standards, we have also issued a report dated July 9, 1997, on our consideration of the Board's internal control structure and a report dated July 9, 1997, on its compliance with laws and regulations.
Our audit was conducted for the purpose of forming an opinion on the general purpose fmancial statements of the Tift County Board ofEducation taken as a whole. The combining statements (Exhibits E through H) and the financial schedules (Schedules 1 through 12 which includes the Schedule of Federal Financial Assistance) are presented for purposes of additional analysis and are not a required part ofthe general purpose financial statements of the Tift County Board of Education. 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 of the matters referred to in the third paragraph, such information is fairly presented in all material respects in relation to the general purpose fmancial statements taken as a whole.
A copy of this report has been filed as a permanent record in the office of the State Auditor and made available to the press of the State, as provided for by Official Code of Georgia Annotated Section 50-6-24.
Respectfully submitted,
~
Claude L. Vickers State Auditor
CLV:dt 96ARL-13

TIFT COUNTY BOARD OF EDUCAnON - 1-

TIFT COUNTY BOARD OF EDUCATION COMBINED BALANCE SHEET
ALL FUND TYPES AND ACCOUNT GROUP JUNE 30, 1996

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

GENERAL FUND

GOVERNMENTAL FUND TYPES

SPECIAL

CAPITAL

REVENUE

PROJECTS

FUND

FUND

$ 1,530,716,20 $ 1,245,431:42 $ 380,637,64

1,806,994,n

13,903,444,62

1n,51 0,79

332,620.82

1,686,141,70

34,546,90 11,780.06

Total Assets

$ 3,515,221.76 $ 1,624,379,20 $ 15,970,223.96

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

$ 107,008,34 $ 161,555.10 $

20,072,88

5,400,00

325,373.42

4,186,88

242,939,51

405,262,24

$

112,408.34 $

491,115.40 $ _---=:;6,;;.;68:;.z;,2::.:;7...;.4;.;:;,6~3

$

22,306,02

34,546.90 11,780.06
$

10,565,395,66 4,676,534.19

$

68,632.98 $ 15,241,929.85

$ 3,402,813.42

1,064,630,82

60,019.48

$ 3,402,813.42 $ 1,133,263.80 $ 15,301,949.33

Total Liabilities and Fund Equity

$ 3,515,221.76 $ 1,624,379.20 $ 15,970,223.96

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 30,1996 JUNE 30, 1995

$ 279,004.64

$ 3,435,789.90 $ 2,513,080.70

15,710,439.39 17,902,075.95

14,712.05

2,210,985.36

506,759.09

34,546.90 11,780.06

16,505.98 11,504.23

$

293,716.69

293,716.69

51,641.83

10,606,283.31 476,715.77

10,606,283.31 476,715.77

10,893,358.17 603,269.52

$ 293,716.69 $

11,376,715.77 $ 32,780,257.38 $ 32,498,195.47

$ 288,636.32 $ 350,047.29

330,773.42

273,145.82

4,186.88

61,226.00

242,939.51

405,262.24

144,092.51

$

476,715.77

476,715.77

603,269.52

10,900,000.00 10,900,000.00 10,945,000.00

$

11,376,715.77 $ 12,648,514.14 $ 12,376,781.14

$ 293,716.69
$ 293,716.69 0.00
$ 293,716.69

$

22,306.02 $

293,716.69

885.40 51,641.83 31,327.10

34,546.90 11,780.06 10,565,395.66 4,676,534.19

16,505.98 11,504.23 10,293,680.05 5,082,909.29

$ 15,604,279.52 $ 15,488,453.88

4,527,463.72

4,632,960.45

$ 20,131,743.24 $ 20,121,414.33

$ 293,716.69 $

11,376,715.77 $ 32,780,257.38 $ 32,498,195.47

-3-

TIFT COUNTY BOARD OF EDUCATION COMBINED STATEMENT OF REVENUES EXPENDITURES AND CHANGES IN FUND BALANCES
ALL GOVERNMENTAL FUND TYPES YEAR ENDED JUNE 30, 1996

EXHIBIT"B"

GENERAL FUND

SPECIAL REVENUE
FUND

CAPITAL PROJECTS
FUND

DEBT SERVICE
FUND

TOTALS (Memorandum Only)
YEAR ENDED JUNE 30,1996 JUNE 30, 1995

REVENUES

State Funds Federal Funds Taxes and Other Funds

$ 22,943,507.37 $ 940,184.28 $

37,011.95 3,686,244.39

6,828,605.35

469,773.31

3,338,567.52 877,394.13 $

$ 27,222,259.17 $ 22,596,620.08

3,723,256,34

3,604,523.65

754,294.14

8,930,066.93

6,874A67.98

Total Revenues

$ 29,809,124.67 $ 5,096,201.98 $ 4,215,961.65 $ 754,294.14 $ 39,875,582.44 $ 33,075,611.71

EXPENDITURES

Cunent

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

Other Operations of Non-Instructional

Services

Capital Outlay

Debt Service

Principal

Interest

19,606,618.25 $
1,381,969.85
574,068,12 802,180.60 609,661.70 2,202,891.27 141,623,57 1,965,747.39 1,146,668,01 125,273,85
24,127,26
301,320.76 173,425,00
87,427.75 25,632.31

2,280,911,76
154,423,97
29,358.54 2,118,84
179,376.28 3,066,76 $
27,686.59 63,882.13
114,721.38 2,219,241.87
702.19
39,126.00

62,260.44
5,025,838.56 $

$ 21,887,530.01 $ 19,666,372.36

1,536,393.82

1,368,447.91

603,426.66 804,299,44 789,037.98 2,205,958,03 203,884,01 1,993,433.98 1,210,550.14 125,273.85 138,848.64 2,219,241.87

594,597.87 965,428.49 742,423.89 1,993,852,41 289,038.71 1,835,724.83 1,178,521.10 108,314.87 136,559,62 2,031,038.56

301,320,76 5,199,965.75

250,244.75 769,719.60

45,000.00 467,219.28

171,553.75 492,851.59

323,075.36 35,101.98

Total Expenditures

$ 29,168,635.69 $ 5,114,616.31 $ 5,088,099,00 $ 512,219.28 $ 39,883,570.28 $ 32,288A62.31

Excess of Revenues over (under) Expenditures

$

640,488.98 $ -18,414.33 $ -872,137.35 $ 242,074.86 $

-7,987.84 $

787,149.40

OTHER FINANCING SOURCES (USES)

Accrued Interest on Bonds Sold

Proceeds from General Obligation Bonds

Par Value

Operating Transfers In

Operating Transfers Out

$

$ -817,713.85

20,216.51 $

797,497.34

$

27,687.06

10,945,000.00

$

817,713.85

803,697.31

-817.713.85

-803,697.31

Total Other Financing Sources

(Uses)

$

-817.713.85 $

20,216.51 $

797A97,34

$

0.00 $ 10,972,687.06

Excess of Revenues and Other Financing

Sources over (under) Expenditures

and Other Financing Uses

$

-177,224.87 $

1,802.18 $

-74,640.01 $ 242,074.86 $

-7,987.84 $ 11,759,836.46

FUND BALANCE JULY 1

3,580,038.29 1,113,144.87 15,376,589.34

51,641.83 20,121,414.33

8,370,908.14

Food Inventory - Net Change in Period Donated Commodities Purchased Food

275.83 18,040.92

275.83 18,040.92

-7,852.84 -1A77.43

FUND BALANCE JUNE 30

$ 3,402,813.42 $ 1,133,263.80 $ 15,301,949.33 $ 293.716.69 $ 20,131.743.24 $ 20,121A14.33

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

TIFT COUNTY BOARD OF EDUCATION STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES
BUDGET AND ACTUAL CNON-GAAP BASIS} GENERAL AND SPECIAL REVENUE FUNDS
YEAR ENDED JUNE 30,1996

EXHIBIT"C"

GENERAL FUND

ACTUAL

(BUDGET

BUDGET

BASIS)

REVENUES

State Funds Federal Funds Taxes and Other Funds

$ 22,436,268.35 $ 22,943,507.37

20,000.00

37,011.95

5,963,560.00

6,828,605,35

Total Revenues

$ 28,419,828.35 $ 29,809,124.67

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 Other Operations of Non-Instructional Services
Capital Outlay Debt Service

$ 19,654,716.81 $ 19,606,618,25

1,269,500.00 642,916.00 802,200.00 633,000.00
2,099,000.00 170,000.00
1,970,677.70 1,255,760.02
125,800.00 24,128.00

1,381,969.85 574,068.12 802,180.60 609,661.70
2,202,891.27 141,623.57
1,965,747.39 1,146,668.01
125,273.85 24,127.26

315,000.00 192,000.00

301,320.76 173,425.00 113,060.06

Total Expenditures

$ 29,154,698.53 $ 29,168,635.69

Excess of Revenues over (under) Expenditures

$ -734,870.18 $ 640,488.98

OTHER FINANCING SOURCESCUSES)

Other Sources Other Uses

$

10,000.00

-800,000.00 $ -817,713.85

Total Other Financing Sources (Uses)

$ -790,000.00 $ -817,713.85

Excess of Revenues and Other Financing Sources over (under) Expenditures and Other Financing Uses $ -1,524,870.18 $

-177,224.87

FUND BALANCE JULY 1, 1995

2,872,083.65

3,580,038.29

Adjustments

137,189.60

FUND BALANCE JUNE 30,1996

$ 1,484,403.07 $ 3,402,813.42

SPECIAL REVENUE FUND

ACTUAL

(BUDGET

BUDGET

BASIS)

$ 876,588.00 $ 940,184.28

3,444,367.00 3,686,244.39

413,000.00

469,773.31

$ 4,733,955.00 $ 5,096,201.98

$ 2,054,580,80 $ 2,280,911.76

240,261.00 39,268.00
201,177.20 51,220.00 7,980.00 28,547.00 19,022.00

154,423.97 29,358.54 2,118.84
179,376.28 3,066.76
27,686.59 63,882.13

122,474.00 1,945,483.00

114,721.38 2,219,241.87

4,000.00

702.19 39,126.00

$ 4,714,013.00 $ 5,114,616.31

$

19,942.00 $ -18,414.33

$

0.00 $

20,216.51

$

0.00 $

20,216.51

$

19,942.00 $

1,802.18

1,309,286.75 1,085,134.66

-24,014.53

$ 1,305,214.22 $ 1,086,936.84

The notes to the general purpose financial statements are an integral part of this statement. -5-

THIS PAGE LEFT BLANK

TIFT COUNTY BOARD OF EDUCATION

EXHIBIT "D"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30. 1996

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
The Tift County Board of Education (Board) was established under the laws of the State of Georgia and operates under the guidance of a school board elected by the voters and a Superintendent appointed by the Board. With the exception ofthe departures from generally accepted accounting principles disclosed in these notes, the financial statements of the Board have been prepared in conformity with generally accepted accounting principles as applied to governmental units and unless otherwise disclosed in these notes, the financial statements present all of the fund types and account groups of the Board. The Governmental Accounting Standards Board (GASB) is the accepted standard-setting body for establishing governmental accounting and financial reporting standards.
The more significant of the Board's accounting policies are described below.
REPORTING ENTITY
In evaluating how to define the governmental unit for financial reporting purposes, management has considered the criteria set forth in GASB Codification of Governmental Accounting and Financial Reporting Standards, Section 2100, "Defining the Financial Reporting Entity". The primary government consists of all . the organizations that compose the legal entity of the Tift County Board of Education.
Based upon the application ofthe above criteria, the Tift County Board of Education is determined to be the lowest level of government exercising oversight responsibility and control over all activities related to public education in Tift County, Georgia. The Board is not included in any other governmental "reporting entity" as defined by GASB Codification of Governmental Accounting and Financial Reporting Standards.
Board members were elected by the public and have decision making authority, the power to designate management, the abiiity to significantly influence operations, and primary accountability for fiscal matters. The Board determines the millage rate at which school taxes are levied and may incur bonded indebtedness with voter approval.
FUND ACCOUNTING
The Board uses funds and an account group to report on its financial position and the results of its operations. Fund accounting is designed to demonstrate legal compliance and to aid fmancial 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 fmancial reporting device designed to provide accountability for certain assets and liabilities that are not recorded in the funds because they do not directly affect expendable available financial resources.
General Fixed Assets are recorded as expenditures in the various funds at the time of purchase. A General Fixed Assets Account Group is not presently maintained by the Board. To conform to generally accepted accounting principles, a General Fixed Assets Account Group should be maintained for reporting the cost of assets acquired by governmental fund types.
-7-

TIFT COUNTY BOARD OF EDUCATION

EXHIBIT "D"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 3D. 1996

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
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 ofthese accounts are reflected in these financial statements. To conform to generally accepted accounting principles, these accounts should be recorded in the general purpose fInancial statements.
The general purpose fInancial statements account for all State, Federal, Taxes and Other funds under control ofthe Board, in compliance with generally accepted accounting principles applicable to governmental units, unless otherwise disclosed in these notes. Funds and the account group presented in this report are as follows:
GOVERNMENTAL FUND TYPES - are used to account for all or most ofa Board's educational activities. Governmental Fund Types include:
GENERAL FUND - the fund used to account for all fInancial resources ofthe Board except those required to be accounted for in another fund. These transactions relate to resources obtained and used for services provided by a board of education.
SPECIAL REVENUE FUND - the fund used to account for the proceeds ofspecifIc revenue sources (other than for major capital projects) that are legally restricted to expenditures for specifIed purposes. These funds are primarily received from the Georgia Department ofEducation and from the Federal government to accomplish specifIc objectives and are required to be accounted for separately.
CAPITAL PROJECTS FUND - the fund used to account for fInancial resources to be used for the acquisition or construction of major capital facilities.
DEBT SERVICE FUND - the fund used to account for the accumulation ofresources for, and the payment of, general long-term principal, interest and paying agent fees.
ACCOUNT GROUP
GENERAL LONG-TERM DEBT ACCOUNT GROUP - used to account for general obligation bonds outstanding and material capital lease obligations.
BASIS OF ACCOUNTING
The accounting and fmancial reporting treatment applied to a fund is determined by its measurement focus. All governmental funds are accounted for using a current financial resources measurement focus. With this measurement focus, only current assets and current liabilities generally are included on the balance sheet. Operating statements of these funds present increases (i.e., revenues and other fmancing 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.

-8-

TIFT COUNTY BOARD OF EDUCATION

EXHIBIT "D"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 3D. 1996

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
Liabilities which are expected to be financed from available spendable resources are reported as liabilities in the governmental fimds. Other liabilities, which are not expected to be financed from available spendable resources, are reported in the General Long-Term Debt Account Group.
Governmental funds are accounted for using the modified accrual basis of accounting under which:
Revenues are recognized when susceptible to accrual (i.e., when they become both measurable and available). "Measurable" means the amount ofthe transaction can be determined and "available" means collectible within the current period or soon enough thereafter to be used to pay liabilities ofthe current period. Those revenues considered susceptible to accrual are property taxes, intergovernmental grants and investment income. Property taxes are considered available ifthey are collected and remitted by the collecting agent to the Board within 60 days after fiscal year-end.
Expenditures are generally recognized when the related fimd 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 1996, a substantial number of personnel ofthe Board were employed for a one hundred and ninety day period beginning in late August 1995 and ending in early June 1996. Personnel contracts for this employment period specify that compensation be paid in twelve equal monthly payments beginning in September 1995 and ending in August 1996. State grants to fund the State's share ofthese contracts were disbursed from the Georgia Department of Education to the Board in the same twelve months. As of June 30, 1996, compensation under these employment contracts had been earned, but two of the twelve monthly payments, due for July and August 1996, had not been made. Payments for these two months were made and recorded as expenditures by the Board subsequent to June 30, 1996. Also, the State's portion of the compensation paid in July and August 1996 was received and recorded as revenue in the fiscal year subsequent to June 30, 1996. Conversely, the similar expenditures and related revenues for contractual services completed prior to June 30, 1995, were recorded in the year ended June 30, 1996. Generally accepted accounting principles require that revenues be recorded when available and measurable and that expenditures be recorded when incurred, rather than when fimds are received or disbursed.
BUDGET
The Tift County Board of Education's budget is a complete financial plan for the Board's fiscal year and is based upon estimates of expenditures together with probable fimding sources. There is no statutory prohibition regarding overexpenditure of the budget at any level. The budget for all governmental fimds is prepared by fimd, fimction and object. The legal level of budget control was established by the Board at the aggregate level. The budget for governmental fimds was prepared on a basis other than generally accepted accounting principles.

- 9-

TIFT COUNTY BOARD OF EDUCATION

EXHIBIT "0"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30, 1996

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES

The budget process begins when the Board'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 fmal budget is then submitted, in accordance with provisions ofthe Quality Basic Education Act, OCGA Section 20-2-167, to the Georgia Department ofEducation. The Board may increase or decrease the budget at any time during the year. All unexpended budget authority lapses at fiscal year-end.

The Statement ofRevenues, Expenditures and Changes in Fund Balances - Budget and Actual presents actual and budgeted data for the General Fund and Special Revenue Fund. To facilitate comparison with the budget, the following adjustments have been made to actual revenues, expenditures and fund balance as reflected on Exhibit "B" of this report:

Special Revenue
Fund

FUND BALANCE JULY 1, 1995

$ 1,113,144.87

Adjustments Inventories - July 1, 1995 Food Donated Commodities Purchased Foods

-16,505.98 -11,504.23

Fund Balance July 1, 1995 (Budget Basis)

$ 1,085,134.66

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

1,802.18

FUND BALANCE JUNE 30, 1996 (Budget Basis)

$ 1.086.936.84

CASH AND CASH EQUIVALENTS

COMPOSITION OF DEPOSITS Cash and cash equivalents consist ofdeposits (including N.O.W. accounts) in authorized financial institutions. Georgia Laws authorize the Board to deposit its funds in one or more solvent banks, insured Federal savings and loan associations, or insured State chartered building and loan associations. The placement of proceeds from bond issues in certificates of deposit is limited to financial institutions located within this State.

- 10-

TIFT COUNTY BOARD OF EDUCATION

EXHIBIT "D"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 3D. 1996

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
INVESTMENTS
COMPOSITION OF INVESTMENTS Investments made by the Board are stated at cost. The Official Code of Georgia Annotated Section 36-83-4 authorizes the Board to invest its funds. In selecting among avenues ofinvestment or among institutional bids for deposits, the highest rate of return shall be the objective, given equivalent conditions of safety and liquidity. Funds may be invested in the following: .
(1) Obligations issued by the State of Georgia or by other states,
(2) Obligations issued by the United States government,
(3) Obligations fully insured or guaranteed by the United States government or a United States government agency,
(4) Obligations of any corporation of the United States government,
(5) Prime banker's acceptances,
(6) The Local Government Investment Pool administered by the State of Georgia, Office of Treasury and Fiscal Services,
(7) Repurchase agreements, and
(8) Obligations of other political subdivisions of the State of Georgia.
RECEIVABLES
Receivables consist of grant reimbursements due from Federal, State or other grantors 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 fmancial statements do not include any amounts which would necessitate the need for an allowance for uncollectible receivables.
PROPERTY TAXES
The Tift County Board of Commissioners fixed the property tax levy for the 1995 tax year (calendar year) on October 25, 1995 (levy date). Taxes were due on December 20, 1995. The lien date for property taxes was January 1, 1995. Taxes collected within the current fiscal year or within 60 days after year-end are reported as revenue in fiscal year 1996 since their collection meets the criteria of GASB codification section

- 11 -

TIFT COUNTY BOARD OF EDUCATION

EXInBIT "D"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30, 1996

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES

P70.1 03. The Tift County Tax Commissioner bills and collects the property taxes for the Board ofEducation, withholds 2.5% oftaxes collected as a fee for tax collection and remits the balance of taxes collected to the Board.

Tax millage rates levied for the 1995 tax year (calendar year) for the Tift County Board of Education were as follows (a mill equals $1 per thousand dollars of assessed value):

School Operations School Bonds

11.75 mills 1.50 mills

.ll.25. mills

INVENTORIES

FOOD INVENTORIES Inventories of donated food commodities used in the preparation of meals are reported on the Combined Balance Sheet at their Federally assigned value. Purchased foods inventories are reported on the Combined Balance Sheet at cost (first-in, first-out). Donated food commodities are recorded as revenues and expenditures at the time commodity items are received. Purchased foods inventories are recorded as expenditures at the time of purchase. The inventories reported on the balance sheet for donated food commodities and for purchased foods are equally offset by reservations of fund balance which indicates that these amounts do not constitute "available spendable resources" even though they are a component of net current assets.

GENERAL OBLIGATION BONDS

The Board issues general obligation bonds to provide funds for the acquisition and construction of major capital facilities. Bond premiums and discounts, as well as issuance costs, are recognized during the year bonds are issued. Issuance costs, whether or not withheld from actual net proceeds, are reported as capital project expenditures. General obligation bonds are direct obligations and pledge the full faith and credit of the government. The outstanding amount ofthese bonds is recorded in the General Long-Term Debt Account Group.

INTERFUND TRANSACTIONS

The Board has the following types of interfund transactions:

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

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

- 12-

TIFT COUNTY BOARD OF EDUCATION

EXHIBIT "D"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30, 1996

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 of operations in conformity with generally accepted accounting principles. Neither are such data comparable to a consolidation. Interfund eliminations have not been made in the aggregation 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 of money which has not been secured by surety bond, by guarantee of insurance, or by collateral. The aggregate of the face value of such surety bond and the market value ofsecurities shall be equal to not less than 110 percent ofthe public funds being secured after the deduction of the amount of deposit insurance. OCGA Section 45-8-11 provides an officer holding public funds may, in his discretion, waive the requirement for security in the case of operating funds placed in demand deposit checking accounts.
Acceptable security for deposits consists of anyone of or any combination of the following:
(1) Surety bond signed by a surety company duly qualified and authorized to transact business within the State of Georgia,
(2) Insurance on accounts provided by the Federal Deposit Insurance Corporation,
(3) Bonds, bills, notes, certificates of indebtedness or other direct obligations 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 ofthe State of Georgia,
(5) Bonds of any public authority created by the laws ofthe 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

- 13-

TIFT COUNTY BOARD OF EDUCATION

EXHIBIT "D"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30. 1996

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 and 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, 1996, the bank balances were $6,056,391.19. The amounts of the total bank balances are classified into three categories of credit risk:

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

The Board's deposits are classified by risk category at June 30, 1996, as follows:

Risk Category
1 2 3
Total

Bank Balance
$ 426,581.12 5,629,810.07 0.00
$ 6.056.391.19

CATEGORIZATION OF INVESTMENTS At June 30, 1996, the carrying amount of the Board's total investments was $15,710,439.39 and consisted entirely of funds in the Local Government Investment Pool administered by the State of Georgia, Office of Treasury and Fiscal Services which are not required to be categorized since the Board did not own any specific identifiable securities in the pool. The investment policy ofthe State of Georgia, Office of Treasury and Fiscal Services for the Local Government Investment Pool does not provide for investment in derivatives or similar investments.

Note 3: NON-MONETARY TRANSACTIONS

The Board 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

- 14-

TIFT COUNTY BOARD OF EDUCATION

EXHIBIT "D"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30, 1996

Note 4: RISK MANAGEMENT

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

The Board has obtained commercial insurance for risk ofloss associated with torts, assets, errors or omissions and job related illness or injuries to employees. The Board has neither significantly reduced coverage for these risks nor incurred losses (settlements) which exceeded the Board's insurance coverage in any ofthe past three years.

The Board has elected to self-insure for all losses related to natural disaster. The Board has not experienced any losses related to natural disaster in the past three years.

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

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

1995 1996

Beginning of Year Liability

Claims and Changes in Estimates

$

0.00 $

0.00 $

$

0.00 $

4.246.00 $

Claims Paid

End ofYear Liability

0.00 $

0.00

4,246.00 $

0.00

Note 5: GENERAL LONG-TERM DEBT

CAPITAL LEASES The Tift County Board of Education has entered into a lease agreement as lessee for equipment. This lease agreement qualifies as a capital lease for accounting purposes and, therefore, has been recorded at the present value of the future minimum lease payments as of the date of its inception.

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

Purpose

Interest Rates

Amount

General Government - Series 1995

4.30% - 6.125% $ 10,900,000.00

- 15 -

TIFT COUNTY BOARD OF EDUCATION

EXHIBIT "D"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30, 1996

Note 5: GENERAL LONG-TERM DEBT

The changes in General Long-Term Debt during the fiscal year ended June 30, 1996, were as follows:

Balance July 1, 1995
Deductions Payments
Balance June 30, 1996

Capital Leases

General Obligation
Bonds

Total

$ 603,269.52 $ 10,945,000.00 $ 11,548,269.52

126,553.75

45,000.00

171,553.75

$ 476.715,77 $ 10.900.000.00 $ 11.376.715.77

At June 30, 1996, 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

1997 1998 1999 2000 2001 2002 and thereafter

$ 248,696.57 $ 886,023.76 $ 1,134,720.33

250,742.48

899,098.76 1,149,841.24

910,468.76

910,468.76

920,348.76

920,348,76

933,688.76

933,688.76

14,139,087.62 14,139,087.62

Total Principal and Interest

$ 499,439,05 $ 18.688.716.42 $ 19.188.155.47

Deduct: Imputed Interest

22,723,28

Net Present Value of Future Minimum Lease Payments

$ 476.715.77

Note 6: ON-BEHALF PAYMENTS

The Board has recognized revenues and expenditures in the amount of $504,863.54 for health insurance and retirement contributions paid on the Board's behalf by the following State Agencies,

Georgia Department of Education Paid to the State Merit System of Personnel Administration For Health Insurance of Non-Certified Personnel In the amount of $405,276,39

- 16-

TIFT COUNTY BOARD OF EDUCAnON

EXIllBIT "D"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30, 1996

Note 6: ON-BEHALF PAYMENTS

Paid to the Teachers Retirement System of Georgia For Teachers Retirement System (TRS) Employer's Cost In the amount of $28,736.15

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 $70,851.00

Note 7: SIGNIFICANT COMMITMENTS

The following is an analysis of significant outstanding construction or renovation contracts executed by the Board as of June 30, 1996, together with funding available:

Project

Unearned Executed Contracts

Funding Available From State

94/94S-737-055 94/94S-737-056 97/96S-73 7-044

$ 164,374.04 $ 93,268.00

159,039.05

41,342.00

19,241,480.60 7,760,010.48

$ 19.564.893.69 $ 7.894.620.48

The amounts described in this note are not reflected in the general purpose financial statements.

Note 8: CONTINGENT LIABILITIES

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

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

Note 9: SUBSEQUENT EVENTS

On March 18, 1997, the voters of Tift County voted in favor of a 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 Tift County, is as follows:

- 17 -

, TIFT COUNTY BOARD OF EDUCATION

EXHIBIT "D"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30. 1996

Nore9: SUBSEQUENTEVENTS
"Shall a special one percent sales and use tax be imposed in Tift County for a period of time not to exceed 20 calendar quarters and for the raising of not more than $32,000,000 for the purpose of funding the repayment ofprincipal and interest on the School District's Series 1995 Bonds maturing February 1, 1998, and thereafter, and (ii) the acquisition, construction and equipping of an auditorium at the new high school, the completion ofthe new high school grounds and security, a new elementary school, improvements at J. T. Reddick School and Matt Wilson School, systemwide technology for all schools and Annie Belle Clark School renovations for systemwide utilization, including the acquisition of all necessary property? If imposition of the tax is approved by the voters, such vote shall also constitute approval of the issuance of general obligation debt of Tift County School District in the pnncipal amount of $5,000,000 for the above purposes?"
Note 10: RETIREMENT PLANS
TEACHERS RETIREMENT SYSTEM OF GEORGIA (TRS)
TRS PLAN DESCRIPTION Substantially all teachers, administrative and clerical personnel employed by local school systems are covered by the Teachers Retirement System of Georgia (TRS), which is a cost-sharing multiple employer public employee retireme~t system (PERS).
TRS provides service retirement, disability retirement and' survivors benefits for its members in accordance with State statute. A member is eligible for service retirement after 30 years of creditable service, regardless of age, or after 10 years of service and attainment of age 60. A member is eligible for early retirement after 25 years of creditable service and attainment of age 55, at a reduced benefit. Retirement benefits paid to members are equal to 2% of the average of the member's two consecutive highest paid years of service multiplied by the number of years of creditable service up to 40 years. The normal retirement pension is payable monthly for life. Options are available for distribution ofthe member's monthly pension at a reduced rate to a designated beneficiary on the member's death.
Retirement benefits also include death and disability benefits. A disabled member or surviving spouse is entitled to receive annually an amount equal to the member's service retirement benefit or disability retirement, whichever is greater. The death benefit is the amount that would be payable to the member's beneficiary had the member retired on the date ofdeath on either a service retirement allowance or a disability retirement allowance, whichever is larger. The benefit is based on the member's creditable service (minimum of 10 years of service) and compensation up to the time of disability or death.
Members become fully vested after ten years of service. If a member terminates with less than ten years of service, no vesting of employer contributions occurs, but the member's contributions are refunded with interest.

- 18 -

TIFT COUNTY BOARD OF EDUCATION

EXlllBIT "D"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30, 1996

Note 10: RETIREMENT PLANS

The Board's payroll for employees covered by TRS for the year ended June 30, 1996, was $19,868,738.41; total payroll was $22,147,519.46.

TRS CONTRIBUTIONS REQUIRED AND MADE
Employees ofthe Board who are covered by TRS are required by State statute to contribute 5% of their gross
earnings to TRS. The Board 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. For fiscal year 1996 that rate for employer contributions was 11.81%. The interest rate assumption (rate of return on investments) was 7.50%.

Total contributions made during fiscal year 1996 amounted to $3,339,758.85, of which $2,346,498.05 was made by the Board and $993,260.80 was made by employees. These contributions represented 11.81% (Board) and 5% (employees) of covered payroll.

TRS FUNDING STATUS AND PROGRESS The amount of the total pension benefit obligation is based on a standardized measurement established by Statement No.5 ofthe Governmental Accounting Standards Board (GASB) that, with some exceptions, must be used by a PERS. The standardized measurement is the actuarial present value of credited projected benefits. This valuation method reflects the present value of estimated pension benefits that will be paid in future years as a result of employee services performed to date, and is adjusted for the effects of projected salary increases. A standardized measure of the pension benefit obligation was adopted by the GASB to enable readers of PERS fmancial statements to assess that PERS funding status on a going-concern basis, assess progress made in accumulating sufficient assets to pay benefits when due, and make comparisons among other PERS and among other employers.

Total unfunded pension benefit obligation ofTRS as of June 30, 1995, was as follows:

Total pension benefit obligation

$17,442,607,000.00

Net assets available for benefits, at cost

15,857,066,000.00

Unfunded pension benefit obligation

$ 1.585.541.000.00

The measurement ofthe total pension benefit obligation is based on an actuarial valuation as ofJune 30, 1995. Net assets available to pay pension benefits were valued as of the same date. TRS does not make separate measurements of assets and pension benefit obligation for individual employers.

Total contributions from all employers to TRS for fiscal year ended June 30, 1996 were $607,275,000.00. The Board's contribution for the year ended June 30, 1996 of $2,346,498.05 was actuarially determined and represented .3864% oftotal contributions made by all participating employers.

- 19-

TIFT COUNTY BOARD OF EDUCATION

EXHIBIT "D"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30.1996

Note 10: RETIREMENT PLANS
Ten year historical trend information is presented in the 1996 TRS Component Unit Financial Report. This information is useful in assessing TRS's accumulation of sufficient assets to pay pension benefits as they become due.
PUBLIC SCHOOL EMPLOYEES RETIREMENT SYSTEM OF GEORGIA (PSERS)
PSERS PLAN DESCRIPTION Substantially all bus drivers, maintenance, custodial, and lunchroom personnel employed by local school systems are covered by the Public School Employees Retirement System ofGeorgia (PSERS). All employer's contributions are made by the State of Georgia in accordance with State statute.
PSERS provides, in accordance with State statute, service retirement, disability retirement and survivors benefits for its members. A member is eligible for normal service retirement after 10 years of service and attainment of age 65. A member applying for service retirement with 10 years of service and retires between the ages of 60 and 65 receives a reduced benefit. Monthly retirement benefits paid to members are equal to $8.00 per month multiplied by the number ofyears ofcreditable service. Options are available for distribution of the member's monthly pension at a reduced rate to a designated beneficiary on the member's death.
Retirement provisions include death and disability benefits. Disability benefits are the same as if the employee had retired at age 65 as long as the employee has 15 or more years of creditable service. Death benefits are dependent upon the number ofyears of service. Ifthere are less than ten years of service, a lump sum refund of the employee's contributions and interest are made to the beneficiary. If there are more than ten years of service, the beneficiary shall receive for life half ofwhat the employee would have received upon retirement.
Members become fully vested after ten years of service. If a member terminates with less than ten years of service, no vesting of employer contributions occurs, but the member's contributions are refunded with interest.
There were 179 employees covered under PSERS for the year ended June 30, 1996.
PSERS CONTRIBUTIONS REQUIRED AND MADE Covered employees are required by State statute to contribute $4.00 a month for the nine month school year. Unlike TRS, the Board makes no contribution to PSERS. The State of Georgia is required by statute to make employer contributions actuarially determined and approved and certified by the PSERS' Board of Trustees. Total contributions from employees ofthe Board made during fiscal year 1996 amounted to $5,952.00. Total contribution for all school systems made by the State of Georgia to PSERS for fiscal year ended June 30,1996, was $9,817,769.80.

- 20-

TIFT COUNTY BOARD OF EDUCAnON

EXlllBIT "D"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30. 1996

Note 11: SURETYBONDS
The School Superintendent, Dr. Daniel Lee McIntyre, is bonded in the amount of $100,000.00 with the Hartford Insurance Company, H~ord, Connecticut, their Bond No. 4669932, on which premium was paid through July 1, 1996.

- 21 -

TIFT COUNTY BOARD OF EDUCATION COMBINING BALANCE SHEET SPECIAL REVENUE FUND JUNE 30,1996

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

SCHOOL FOOD
SERVICES FUND

LOTTERY PROGRAMS

STATE PRESCHOOL HANDICAPPED
PROGRAM

$ 1,207,800,02 $ 10,482,55 $

0.00

23,065,19

34,003,00

34,546,90 11,780.06

$ 1,277,192.17 $ 44,485.55 $

0.0.._0

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

$ 71,230.67 $ 14,575.67

95,003.72

29,909.88

$ 166,234.39 $ 44,485.55

$ 34,546.90
11,780.06

$ 46,326.96

1,064,630.82 $

0.00 $

0.00

$ 1,110,957.78 $

0.00 $

0.00

Total Liabilities and Fund Equity

$ 1,277,192.17 $ 44,485.55 $ = =...........0.....0..0...

See notes to the general purpose financial statements. "

- 22-

EXHIBIT"E" Page 1

EDUCATION OF CHILDREN WITH
DISABILITIES

ELEMENTARY AND SECONDARY EDUCATION ACT

TITLE I

GRANTS TO

TITLE II

LOCAL

EISENHOWER

EDUCATIONAL

MIGRANT

PROFESSIONAL

AGENCIES

EDUCATION DEVELOPMENT

TITLE VI INNOVATIVE EDUCATION PROGRAM STRATEGIES

$

0.00 $

52,354.54

$

8,365.13 $

0.00

177,485.76 $ 29,513.27

$

0.00 $ 229,840.30 $ 29,513.27 $

8,365.13 $

...0...0..0..

$ 19,920.59

$

60,184.68

1,943.00

165,211.62

7,642.48

3,939.11

7.20

$ 229,335.41 $ 29,513.27

$

504.89

$

8,365.13

$

504.89

$

8,365.13

$

..;;;.;O.;.;;.OO~

0.00 $

....;;.O....;;..O~O

0.00 $

. . .;0. . .;.0;. ; ;.,.0

$

0.00 $

504.89 $

0.00 $

8,365.13 $

. . .;:0;.;.;.0;.::. 0

$

0.00 $ 229,840.30 $ 29,513.27 $ _ _==-'8,.3..6._5_.1.3.. $ .....

0..0.0.0=

- 23-

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

TIFT COUNTY BOARD OF EDUCATION COMBINING BALANCE SHEET SPECIAL REVENUE FUND JUNE 30, 1996

INDIVIDUALS WITH

DISABILITIES EDUCATION ACT

PARTB

SPECIAL EDUCATION

FLOW

THROUGH

PRESCHOOL

SAFE AND DRUG-FREE SCHOOLS

$

0,00

$ 45,169,60 $

23,384,00

$ 45,169,60 $

23,384,00 $ _ _...0._,0.0...

Total Liabilities and Fund Equity

$ 45,169,60 $

See notes to the general purpose financial statements,

- 24-

23,384,00 $ =========0=,0=0=

EXHIBIT"E" Page 2

VOCATIONAL EDUCATION
FEDERAL

EDUCATION FOR HOMELESS CHILDREN AND YOUTH

TOTALS JUNE 30, 1996 JUNE 30, 1995

$

0.00 $

18,206.27 $ 1,297,208.51 $ 1,350,394.63

332,620.82

381,219.97

34,546.90 11,780.06

16,505.98 11,504.23

$

0.00 $

18,206.27 $ 1,676,156.29 $ 1,759,624.81

$

51,777.09 $

78,469.32

$

1,121.43

161,555.10

90,727.12

3,648.84

325,373.42

272,675.76

4,186.88

60,515.23

144,092.51

$

4,770.27 $ 542,892.49 $ 646,479.94

$

13,436.00 $

22,306.02 $

885.40

34,546.90 11,780.06

16,505.98 11,504.23

$

13,436.00 $

68,632.98 $

28,895.61

$

0.00

0.00 1,064,630.82 1,084,249.26

$

0.00 $

13,436.00 $ 1,133,263.80 $ 1,113,144.87

$

0.00 $

18,206.27 $ 1,676,156.29 $ 1,759,624.81

- 25-

TIFT COUNTY BOARD OF EDUCATION COMBINING STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES
SPECIAL REVENUE FUND YEAR ENDED JUNE 30, 1996

REVENUES
State Funds Federal Funds Taxes and Other Funds
Total Revenues
EXPENDITURES
Current Instruction Support Services Pupil Services Improvement of Instructional Services Educational Media Services General Administration School Administration Maintenance and Operation of Plant Student Transportation Services Other Support Services Food Services Operation
Capital Outlay Debt Service
Principal
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

SCHOOL FOOD
SERVICES FUND

LOTTERY PROGRAMS

STATE PRESCHOOL HANDICAPPED
PROGRAM

$ 169,054.00 $ 1,573,912.72 456,337.31

688,667.28 $

$ 2,199,304.03 $ 688,667.28 $

82,463.00 82,463.00

$ 565,275.80 $

42,728,75 3,445.26

6,128.12

$ 2,218,922.47

21,894.89 47,212,19
1,504.84 319.40 702,19

82,463.00

$ 2,218,922.47 $ 689,211.44 $

$ -19,618.44 $

-544.16 $

82,463.00 0.00

544.16

$ -19,618.44 $

0.00 $

0.00

1,112,259.47

0.00

0.00

275,83 18,040.92

FUND BALANCE JUNE 30

$ 1,110,957.78 $

See notes to the general purpose financial statements.

- 26-

0.00 $

......0....0....0...

EXHIBIT"F" Page 1

EDUCATION OF CHILDREN WITH
DISABILITIES

ELEMENTARY AND SECONDARY EDUCATION ACT

TITLE I

GRANTS TO

TITLE II

LOCAL

EISENHOWER

EDUCATIONAL MIGRANT

PROFESSIONAL

AGENCIES

EDUCATION. DEVELOPMENT

TITLE VI INNOVATIVE EDUCATION PROGRAM STRATEGIES

$

309.13 $1,368,796.38 $ 114,783.79 $

30,656.00 $

51,545.00

$

..::;;30=.::9:..:...;.1~3 $ 1,368,796.38 $ 114,783.79 $

30,656.00 $

5--'1,_54. . ;.5. . ;;.0. . ;. .0

$

309.13 $ 1,117,824.60 $ 114,783.79

$

12,302.80

2,666.43 2,118.84 114,196.58 3,066.76 4,001.74 11,200.00 113,216.54

$

23,096.85

79.42

116.20

39,126.00

$

..::;;30=.::9:..:...;.1~3 $ 1,368,291.49 $ 114,783.79 $

23,176.27 $ _ _..;;;.51..;.:,.54.;.....;.::;5.:.;;.0~0

$

0.00 $

504.89 $

0.00 $

7.479.73 $

0.00

$

0.00 $

504.89 $

0.00 $

7,479.73 $

0.00

0.00

0.00

0.00

885.40

0.00

$

0.00 $

504.89 $

0.00 $

8.365.13 $ -====-==.....=0.,;,;.0.0

- 27-

TIFT COUNTY BOARD OF EDUCATION COMBINING STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES
SPECIAL REVENUE FUND YEAR ENDED JUNE 30, 1996

REVENUES
State Funds Federal Funds Taxes and Other Funds
Total Revenues
EXPENDITURES
Current Instruction Support Services Pupil Services Improvement of Instructional Services Educational Media Services General Administration School Administration Maintenance and Operation of Plant Student Transportation Services Other Support Services Food Services Operation
Capital Outlay Debt Service
Principal
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

INDIVIDUALS WITH

DISABILITIES EDUCATION ACT

PARTB

SPECIAL EDUCATION

FLOW

THROUGH

PRESCHOOL

SAFE AND DRUG-FREE SCHOOLS

$ 304,929,03 $ $ 304,929.03 $

94,884,00 $ 33,089.00 94,884,00 $ 33,089,00

$ 193,237.76 $ 48,501,26 150,00 57,570,07
5,469.94

77,533,56 14,407,59 $

32,956,00

1,152,89 1,789.96

133,00

$ 304,929.03 $

$

0.00 $

94,884.00 $ 0.00 $

33,089.00 0.00

$

0,00 $

0,00

0,00 $

0,00

0.00

0,00

FUND BALANCE JUNE 30

$

See notes to the general purpose financial statements.

- 28-

0.00 $

0,00 $

0,;,,,;.0.;.,0

EXHIBIT"F" Page 2

VOCATIONAL EDUCATION
FEDERAL

EDUCATION FOR HOMELESS CHILDREN AND YOUTH

TOTALS YEAR ENDED JUNE 30, 1996 JUNE 30,1995

$ 96,447.72 $ $ 96,447.72 $

$ 16,891.62 13,436.00

940,184.28 $ 1,209,735.08

3,686,244.39 3,520,511.07

469,773.31

453,877.98

30,327.62 $ 5,096,201.98 $ 5,184,124.13

$ 116,120.07 $
$ 116,120.07 $ $ -19,672.35 $

1,061.25 $ 2,280,911.76 $ 1,962,684.28

15,830.37

154,423.97 29,358.54
2,118.84 179,376.28
3,066.76 27,686.59 63,882.13 114,721.38 2,219,241.87
702.19

179,773.74 19,938.03
265,463.36 196,096.53
3,939.19 78,209.63 37,942.39 116,866.54 2,031,038.56 45,104.71

39,126.00

139,956.64

16,891.62 $ 5,114,616.31 $ 5,077,013.60

13,436.00 $ -18,414.33 $ 107,110.53

19,672.35

$

0.00 $

0.00

20,216.51

1,194.65

13,436.00 $

1,802.18 $ 108,305.18

0.00 1,113,144.87 1,014,169.96

275.83 18,040.92

-7,852.84 -1,477.43

$

0.00 $

13,436.00 $ 1,133,263.80 $ 1,113,144.87

- 29-

TIFT COUNTY BOARD OF EDUCATION COMBINING BALANCE SHEET CAPITAL PROJECTS FUND JUNE 30, 1996

ASSETS Cash and Cash Equivalents Investments Accounts Receivable
Total Assets

REGULAR

1995 BOND ISSUE
FUND

PROJECT 92/92S-737-080

GEORGIA PROJECT 94/94S-737-055

$ 60,019,48 $

14,529.33 $

0.00 $

415,332.59

10,550,866.33

127,416.91

$ 60,019.48 $ 10,565,395.66 $

0.00 $ ......=====54;,,;.;2...7.4.=9..5...0..

LIABILITIES AND FUND EQUITY

LIABILITIES

Cash Overdraft Accounts Payable Contracts Payable Retainages Payable

Total Liabilities

FUND EQUITY

Fund Balances Reserved For Purposes of Bond Issue For State Capital Outlay Projects

$ 10,565,395.66

$ 10,565,395.66

Unreserved Undesignated

$ 60,019.48

0.00 $

Total Fund Equity

$ 60,019.48 $ 10,565,395.66 $

Total Liabilities and Fund Equity

$ 60,019.48 $ 10,565,395.66 $

$

3,735.27

97,590.79

173,492.88

$ _---'2~7...;.4,l.,;;,8..;,,18.;;,,;..;.9.4...

$

267,930.56

$

267,930.56

0.00 0.00 $

0.00 267,930,56

0.00 $ ======54:::.2.,7...4.=9=.5.0..

See notes to the general purpose financial statements.

- 30-

EXHIBIT"G"

STATE FINANCING AND INVESTMENT COMMISSION

PROJECT

PROJECT

PROJECT

94/94S-737-o56

96-737-065

96-737-066

PROJECT 97/96S-737-044

TOTALS JUNE 30,1996 JUNE 30,1995

$

274,447.35

$

101,622.03

$ 865,950.78 $ 599,928.62

$

180,411.24

2,488,440.65 $

556,309.49 13,903,444.62 15,370,709.65

20,694.00

1,665,447.70

1,686,141.70

$

274,447.35 $

201,105.24 $ 2,590,062.68 $ 2,221,757.19 $ 16,455,537.10 $ 15,970,638.27

$

$

12,350.01

43,723.56

93,657.01

$

149,730.58 $

16,193.26 16,193.26

$

469,119.88 $ 485,313.14 $ 594,048.93

3,987.60

20,072.88

101,625.16

242,939.51

138,112.35

405,262.24

$

712,844.99 $ 1,153,587.77 $ 594,048.93

$ 10,565,395.66 $ 10,293,680.05

$

124,716.77 $

184,911.98 $ 2,590,062.68 $ 1,508,912.20

4,676,534.19

5,082,909.29

$

124,716.77 $

184,911.98 $ 2,590,062.68 $ 1,508,912.20 $ 15,241,929.85 $ 15,376,589.34

0.00

0.00

0.00

0.00

60,019.48

0.00

$

124,716.77 $

184,911.98 $ 2,590,062.68 $ 1,508,912.20 $ 15,301,949.33 $ 15,376,589.34

$

274,447.35 $

201,105.24 $ 2,590,062.68 $ 2,221,757.19 $ 16,455,537.10 $ 15,970,638.27

- 31 -

TIFT COUNTY BOARD OF EDUCATION COMBINING STATEMENT OF REVENUES. EXPENDITURES AND CHANGES IN FUND BALANCES
CAPITAL PROJECTS FUND YEAR ENDED JUNE 30.1996

FUND BALANCE JUNE 30

$ 60,019.48 $ 10,565,395.66 $

0.00 $

267,930.56

See notes to the general purpose financial statements.

- 32-

EXHIBIT"H"

STATE FINANCING AND INVESTMENT COMMISSION

PROJECT

PROJECT

PROJECT

94/945-737-056

96-737-065

96-737-066

PROJECT 97/965-737-044

TOTALS YEAR ENDED JUNE 30,1996 JUNE 30,1995

$

372,075.00 $

24,752.92

$

396,827.92 $

17,004.00

$ 2,110,109.52 $ 3,338,567.52

9,883.65 $ _ _1~3.::.16,.:..:76~3:.:..:.44~

877,394.13 $

26,887.65 $

136,763.44 $ 2,110,109.52 $ 4,215,961.65 $

289,026.96 289,026.96

$

4,553.75

975,783.14 $

$

980,336.89 $

$ -583,508.97 $

$
17,004.00 17,004.00 $
9,883.65 $

0.00

$

50,000.04 $

11,313.12

947.28

$ 137,106.07 2,075,041.11 36,074.69

148,518.13 4,841,245.74
36,074.69

0.00 $ 2,248,221.87 $ 5,088,099.00 $

136,763.44 $ -138,112.35 $ -872,137.35 $

8,333.34 1,885.52
95.75 154,358.84
4,120.00 612,253.29
7,531.60
788,578.34
-499,551.38

$

60,000.00

$

60,000.00

$ 10,945,000.00

$ 1,059,356.00 $ 1,216,853.34

4,338,404.68

-419,356.00 -3,535,902.02

$ 1,059,356.00 $ 797,497.34 $ 11,747,502.66

$ -523,508.97 $ 648,225.74

9,883.65 $ 175,028.33

136,763.44 $ 2,453,299.24

921,243.65 $ -74,640.01 $ 11,247,951.28

0.00 15,376,589.34

4,128,638.06

587,668.55

0.00

$

124,716.77 $

184,911.98 $ 2,590,062.68 $ 1,508,912.20 $ 15,301,949.33 $ 15,376,589.34

- 33-

TIFT COUNTY BOARD OF EDUCATION SCHEDULE OF FEDERAL FINANCIAL ASSISTANCE
YEAR ENDED JUNE 30,1996

SCHEDULE "1"

TIFT COUNTY BOARD OF EDUCATION SCHEDULE OF FEDERAL FINANCIAL ASSISTANCE
YEAR ENDED JUNE 30, 1996

SCHEDULE "1"

FUNDING AGENCY PROGRAM/GRANT
OTHER FEDERAL ASSISTANCE
Defense. U. S. Department of Direct Department of the Air Force R.O.T.C. Program 1996 Grant
Energy, U. S. Department of Direct Crude Oil Refund 1996 Refund
Environmental Protection Agency, U. S. Direct Outdoors Education Classrooms 1996 Grant
Total Other Federal Assistance

CFDA NUMBER

FEDERAL REVENUE IN PERIOD

EXPENDITURES IN PERIOD

$ 31.930;15

(4)

$

1,133.00

(4)

$

3,948.80

(4)

$ 37,011.95

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

$ 3,723,256.34 $ 4,342,941.87

(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 1996 National School Lunch Program.
(3) Expenditures for this program include State and/or Other Funds. Expenditures are not maintained by fund source.
(4) Expenditures on this program were not maintained by fund source.

See notes to the general purpose financial statements.

- 35 -

TIFT COUNTY BOARD OF EDUCATION CASH AND CASH EQUIVALENTS JUNE 30,1996
NONINTEREST BEARING ACCOUNTS
South Georgia Banking Company, Tifton, Georgia
INTEREST BEARING ACCOUNTS
Citizens Bank of Tifton, Tifton, Georgia
N,O.w, Accounts (5.20%)

SCHEDULE "2"

$

200,00

3,435,589,90 $ 3,435,789,90

See notes to the general purpose financial statements.

- 36 -

TIFT COUNTY BOARD OF EDUCATION INVESTMENTS JUNE 30. 1996
INVESTMENT POOL State of Georgia, Office of Treasury and Fiscal Services Local Government Investment Pool (5.361%)

SCHEDULE "3" $ 15,710,439.39

See notes to the general purpose financial statements.

- 37 -

TIFT COUNTY BOARD OF EDUCATION ACCOUNTS RECEIVABLE JUNE 30,1996

SCHEDULE "4"

Berrien County Board of Education d/b/a Southern Pine Migrant Education Agency Migrant Education
Defense, U. S. Department of Department of the Air Force R.O.T.C. Program
Education, Georgia Department of Food Services School Breakfast Program National School Lunch Program Federal Programs Elementary and Secondary Education Act Title I Grants to Local Educational Agencies Individuals with Disabilities Education Act Part B - Special Education Flow Through Preschool
Georgia State Financing and Investment Commission Reimbursement on Construction Projects
Office of School Readiness Pre-Kindergarten Program
Tift County High School Summer School Tuition
Tift County Tax Commissioner County Wide Bond Tax County Wide School Tax
Various Sources Other

GENERAL FUND

GOVERNMENTAL FUND TYPES

SPECIAL

CAPITAL

REVENUE

PROJECTS

FUND

FUND

DEBT SERVICE
FUND

TOTAL

$ 29,513,27

$ 29,513.27

$

2,714.79

2,714.79

3,983.24 19,081.95

3,983.24 19,081.95

177,485,76
45,169,60 23,384,00

177,485,76
45,169.60 23,384.00

40,000,00 108,179,58 26.616,42

$ 1,682,451,70

1,682,451,70

34,003,00

34,003,00

40,000,00

$ 11,937,72

11,937,72 108,179,58

3.690,00

2,774,33

33,080.75

$ 177.510,79 $ 332.620,82 $ 1.686.141,70 $ 14,712,05 $ 2.210.985.36

See notes to the general purpose financial statements,

- 38 -

TIFT COUNTY BOARD OF EDUCATION DEBT SERVICE REQUIREMENTS TO MATURITY
JUNE 30,1996

SCHEDULE "5"

PAYMENTS DUE IN FISCAL YEAR ENDING JUNE 30
1997 1998 1999 2000 2001
2002 2003 2004 2005 2006
2007 2008 2009 2010 2011
2012 2013 2014 2015

TOTAL DEBT SERVICE

1995 BOND ISSUE

INTEREST

PRINCIPAL

$

886,023,76 $ 621,023.76 $

265,000.00

899,098,76

609,098,76

290,000.00

910,468,76

595,468,76

315,000.00

920,348.76

580,348.76

340,000.00

933,688.76

563,688.76

370,000.00

945,188.76 959,788.76 9n,168,76 981,993,76 989,723.76

545,188,76 524,788.76 502,168.76 476,993.76 449,723.76

400,000,00 435,000.00 475,000.00 505,000.00 540,000,00

994,753.76 1,002,266.26 1,011,903,76 1,023,293.76 1,029,806.26

419,753,76 387,266.26 351,903,76 313,293.76 269,806.26

575,000,00 615,000,00 660,000.00 710,000.00 760,000.00

1,038,256,26 1,048,337,50 1,064,743.76 1,071,862.50

223,256,26 173,337.50 119,743.76 61,862.50

815,000.00 875,000.00 945,000.00 1,010,000.00

$ 18,688,716.42 $ 7,788,716.42 $ 10,900,000,00

CHANGES IN GENERAL LONG-TERM DEBT Bonds Payable at July 1, 1995 Bonds Retired During Period
Bonds Payable at June 30,1996

1995 BOND ISSUE
$ 10,945,000.00
45,000.00
$ 10,900,000.00

MATURITY DATES Semi-Annual Interest Payment Dates Annual Debt Retirement Date
See notes to the general purpose financial statements. - 39 -

FEB 1 -AUG 1 FEB 1

TIFT COUNTY BOARD OF EDUCATION SCHEDULE OF STATE REVENUE YEAR ENDED JUNE 30.1996

SCHEDULE "6"

AGENCY/FUNDING

GOVERNMENTAL FUND TYPES

SPECIAL

CAPITAL

GENERAL

REVENUE

PROJECTS

FUND

FUND

FUND

TOTAL

GRANTS Education, Georgia Department of Quality Basic Education General and Career Education Programs Special Education Programs Remedial Education Program Media Center Programs Staff Development Programs Indirect Cost Pupil Transportation Regular Bus Replacement Special Instructional Assistance In-School Suspension Counselors Grades 4 and 5 Mid-term Adjustment Migrant Mid-term Adjustment Technology Training Local Fair Share Educational Equalization Funding Grant Food Services Vocational Education Other State Programs Alternative Programs Apprenticeship Program At-Risk Summer School Program Environmental Science Program Health Insurance Innovative Programs Mentor Teacher Program Preschool Handicapped Program Remedial Summer School Program Special Education Low Incidence Grant Teachers' Retirement Lottery Programs Alternative School Program Instructional Technology Model Technology Schools Pre-Kindergarten Program Safe Schools Grant Technology Installation

$ 13,662.996.00
2,346,944.00 524,657.00 584,518.00 193,126.00
3.812,851.00

560,432.00 194,438.00 587,095.00 147.976.00
38.658.00 5,124.00 8,755.00
77,295.00 -2,666,598.00 1,625.854.00
$
478,894.48

169,054.00

115,500.00 60,000.00 33,604.08
1,000.00 405,276.39
5,000.00 3,900.00
11,164.27 23,960.00 28,736.15

82,463.00

34,000.00 73,413.76 83,183.10 209,000.00 34,271.06 87,004.36

$ 13,662.996.00
2,346,944.00 524,657.00 584,518.00 193,126.00
3,812,851.00
560,432.00 194,438.00 587,095.00 147,976.00
38,658.00 5,124.00 8,755.00
77.295.00 -2,666.598.00 1,625,854.00
169,054.00 478,894.48
115,500.00 60,000.00 33,604.08
1,000.00 405,276.39
5,000.00 3,900.00 82,463.00 11,164.27 23,960.00 28,736.15
34,000.00 73,413.76 83,183.10 209,000.00 34,271.06 87,004.36

Georgia State Financing and Investment Commission Reimbursement on Construction Projects

$ 3,338,567.52

3,338,567.52

Office of School Readiness Pre-Kindergarten Program

167,795.00

167,795.00

- 40 -

TIFT COUNTY BOARD OF EDUCATION SCHEDULE OF STATE REVENUE YEAR ENDED JUNE 30.1996

SCHEDULE "6"

AGENCY/FUNDING
GRANTS Office of Treasury and Fiscal Services Public School Employees Retirement
CONTRACT Education, Georgia Department of Leadership Development Program

GOVERNMENTAL FUND TYPES

SPECIAL

CAPITAL

GENERAL

REVENUE

PROJECTS

FUND

FUND

FUND

TOTAL

$

70,851.00

$

70,851.00

1,500.00

1,500.00

$ 22,943,507.37 $ 940,184.28 $ 3,338,567.52 $ 27,222,259.17

See notes to the general purpose financial statements.

- 41 -

TIFT COUNTY BOARD OF EDUCATION SCHEDULE OF TAXES AND OTHER REVENUE
YEAR ENDED JUNE 30, 1996

SCHEDULE '7"

GOVERNMENTAL FUND TYPES

SPECIAL

CAPITAL

GENERAL

REVENUE PROJECTS

FUND

FUND

FUND

DEBT SERVICE
FUND

TOTAL

Taxes County Wide Bond Tax County Wide School Tax Railroad Car Tax Real Estate Transfer Tax

$ 6,315,252.99 5,263.15 16,469.08

$ 738,882.38 $
671.89 2,102.44

738,882,38 6,315,252.99
5,935.04 18,571.52

Other Sources Compensation for Loss of Assets For Day Care Tift County Department of Family and Children Services For Salaries Behavioral Health Services of South Georgia Georgia Young Farmers Association Tift County Band Boosters Association Tift County Commission on Children and Youth Tift County High School For Transportation Berrien County Board of Education Indirect Cost Special Revenue Fund Interest Earned Litigation Settlements Milk Court Settlement Refund - Bond Issuance Cost Rents Sales Lunches School Assets Tuition Other

16,222,78

16,222.78

7,215.00

47,760,00 8,500.91 3,600,00 $ 8,931.88

13,436.00

9,213.08

21,264.55 222,893,68
25,000,00
8,407.02

47,298.69 $ 862,864.80

106.67

14,529,33

18,747,53 62,668,75 31,194.95

408,931,95

12,637.43

7,215.00
47,760.00 8,500.91 3,600.00
13,436.00 8,931.88
9,213.08
21,264.55 1,145,694,60
25,000.00 106,67
14,529,33 8,407.02
408,931,95 18,747,53 62,668,75 31,194.95

$ 6,828,605,35 $ 469,773.31 $ 877,394.13 $ 754,294.14 $ 8,930,066.93

See notes to the general purpose financial statements.

42

TIFT COUNTY BOARD OF EDUCATION SCHEDULE OF EXPENDITURES BY OBJECT GENERAL AND SPECIAL REVENUE FUNDS
YEAR ENDED JUNE 30, 1996

SCHEDULE "8"

EXPENDITURES
Operating Costs Salaries Employee Benefits Travel of Employees Professional and Technical Services Compensation and Travel of Board Members Water, Sewer and Cleaning Services Repair and Maintenance Services Rents Property Services Insurance Communications Commodity Hauling Shared Services Other Purchased Services Supplies Energy Food Usage Books, Textbooks and Periodicals Dues and Fees Federal Indirect Costs Other Expenditures
Nonoperating Costs Principal and Interest Land and Land Improvements Building and Building Improvements Equipment
Total Expenditures

GENERAL FUND

SPECIAL REVENUE
FUND

TOTAL

$ 19,759,622,16 $ 2,337,897,26 $ 22,097,519.42

5,852,395.61

634,184.15

6,486,579,76

112,824.85

22,750.76

135,575.61

133,979.92

54,631.38

188,611.30

13,716.10

13,716.10

62,897.61

1,720.00

64,617.61

202,526,26

37,290.66

239,816.92

21,323,98

21,323.98

3,000.00

3,000.00

70,434.00

322.00

70,756.00

78,848.41

5,850,82

84,699.23

11,069,28

11,069.28

24,127.26

24,127.26

11,199.96

3,428.37

14,628.33

947,510.58

300,568.62

1,248,079.20

630,031.62

101,170.13

731,201.75

1,079,866.60

1,079,866.60

381,909.00

12,668.25

394,577.25

21,201.14

3,836.90

25,038.04

21,264.55

21,264,55

96,946.58

4,976,66

101,923.24

113,060,06 2,805.00
169,500.00 461,775.59

39,126.00 438,993.92

152,186.06 2,805.00
169,500.00 900,769.51

$ 29,168,635.69 $ 5,114,616.31 $ 34,283,252.00

See notes to the general purpose financial statements. - 43 -

TIFT COUNTY BOARD OF EDUCATION SCHEDULE OF EXPENDITURES BY OBJECT
LOTTERY PROGRAMS YEAR ENDED JUNE 30, 1996

EXPENDITURES
Operating Costs Salaries Employee Benefits Travel of Employees Professional and Technical Services Water, Sewer and Cleaning Services Communications Other Purchased Services Supplies Energy Food Usage Books, Textbooks and Periodicals Dues and Fees Other Expenditures
Nonoperating Costs Equipment
Total Expenditures

ALTERNATIVE

MODEL

SCHOOL INSTRUCTIONAL TECHNOLOGY

PROGRAM TECHNOLOGY

SCHOOLS

$ 21,666,26

$

262,72

12,333.74 $

73,413.76

82,920,38

$ 34,000,00 $

73,413.76 $======8=3,=18==:3=,1=0

See notes to the general purpose financial statements. - 44 -

SCHEDULE "9"

PRE-KINDERGARTEN PROGRAM

SAFE SCHOOLS
GRANT

TECHNOLOGY INSTALLATION

TOTAL

$

227,nO.25

65,299.18

1,685.39

387.66

1,720.00

664.03

1,504.84

44,242.16

22,315.00

319.40

1,556.13

718.00

2,050.00

$ 227,nO.25 65,299.18 1,948.11 387.66 1,720.00 664.03 1,504.84 65,908.42 22,315.00 319.40 1,556.13 718.00 2,050.00

7,107.12 $

34,271.06 $_--=8~7,=004~.3~6

297,050.42

$

3n,339.16 $

34,271.06 $

87,004.36 $ 689,211.44

- 45 -

TIUS PAGE LEFT BLANK

TIFT COUNTY BOARD OF EDUCATION ANALYSIS OF MINIMUM EXPENDITURE REQUIREMENTS - OVERALL
GENERAL FUND - QUALITY BASIC EDUCATION PROGRAMS YEAR ENDED JUNE 30, 1996

SCHEDULE "10"

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

THIRTEEN WEIGHTED AND MEDIA CENTER
PROGRAMS

100% TEST FOR OPERATIONS PORTION OF THIRTEEN WEIGHTED PROGRAMS

$ 17,124,239.00 $

537,431.00

$ 17,538,905.47 918,456.00 $
$ 18,457,361.47

797,057.67

-180,032.35 $ 18,277,329.12

$

0.00 $=====0='0==0

See notes to the general purpose financial statements. - 47 -

TIFT COUNTY BOARD OF EDUCATION ANALYSIS OF MINIMUM EXPENDITURE REQUIREMENTS - BY PROGRAM
GENERAL FUND - QUALITY BASIC EDUCATION PROGRAMS YEAR ENDED JUNE 30,1996

GENERAL AND CAREER EDUCATION PROGRAMS Kindergarten (*) Grades 1 - 3 (*) Sub-Total- K-3 Grades 4 - 5 (*) Grades 6 - 8 r) Grades 9 - 12 (*) High SChool Laboratories (*) Vocational Education Laboratories (*) Total General and Career Education Programs
SPECIAL EDUCATION PROGRAMS Regular Programs Category II (*) Category III (*) Category IV (*) Sub-Total- Regular Category V (Gifted) (*) Total Special Education Programs
REMEDIAL EDUCATION PROGRAM C*) Total Thirteen Weighted Programs
MEDIA CENTER PROGRAMS Salaries Operations Total Media Center Programs
Total Thirteen Weighted and Media Center Programs
STAFF DEVELOPMENT PROGRAMS Cost of Instruction Professional Development
Total Staff Development Programs (*) Identifies Thirteen Weighted Programs.

ALLOTMENTS FROM DEPARTMENT OF EDUCATION

REQUIRED

ORIGINAL

~

ORIGINAL

MID-TERM

$ 1,423,310.00

$ 1,280,979,00 $

3,283,781,00

2,955,402,90

$ 4,707,091,00 90 $ 4,236,381.90 $

1,698,146,00 90

1,528,331.40

3,191,124,00 90

2,872,011,60

2,134,924,00 90

1,921,431,60

1,008,760.00 90

907,884.00

922,951.00 90

830,655.90

$ 13,662,996.00

$ 12,296,696.40 $

0,00 0,00
0,00

$ 2,135,305,00

$ 1,921,774.50 $

0.00

$ 2,135,305.00 90 $ 1,921,774.50 $

211,639.00 90

190,475.10

$ 2,346,944,00

$ 2,112,249.60 $

$

524,657,00 90 $

472,191.30 $

$ 16,534,597.00

$ 14,881,137,30 $

0.00 5,124.00 5,124.00
0.00 5,124.00

$

464,030.00 90 $

417,627.00 $

120,488.00 90

108,439.20

$

584,518.00

$

526,066,20 $

0.00 0.00

$ 17,119,115.00

$ 15,407,203.50 $

5,124.00

$

47,639.00

145,487.00

$

47,639.00 $

145,487.00

0,00 0.00

$

193,126.00 100 $

193,126.00 $ .....=

00..0...

See notes to the general purpose financial statements.

- 48 -

SCHEDULE "11"

TOTAL REQUIRED

ACTUAL EXPENDITURES

SALARIES

OPERATIONS

TOTAL

AMOUNT OF UNDEREXPENDITURE
FOR REQUIRED ALLOTMENT

$ 1,280,979.00 $

1,408,070.43 $

48,161.97 $ 1,456,232.40

2,955,402.90

3,331,087.92

147,645.03

3,478,732.95

$ 4,236,381.90 $ 4,739,158.35 $

195,807.00 $ 4,934,965.35 $

0.00

1,528,331.40

1,752,980.48

93,080.60

1,846,061.08

0.00

2,872,011.60

3,356,316.74

170,846.28

3,527,163.02

0.00

1,921,431.60

2,322,848.51

167,169.03

2,490,017.54

0.00

907,884.00

897,101.60

62,902.20

960,003.80

0.00

830,655.90

959,951.43

60,490.73

1,020,442.16

0.00

$ 12,296,696.40 $ 14,028,357.11 $

750,295.84 $ 14,778,652.95

$ 1,921,774.50 $

1,072,259.10 $ 998,205.55 16,769.89

15,708.86 $ 14,940.46
622.16

1,087,967.96 1,013,146.01
17,392.05

$ 1,921,774.50 $ 2,087,234.54 $

31,271.48 $ 2,118,506.02

0.00

195,599.10

255,026.49

5,050.96

260,077.45

0.00

$ 2,117,373.60 $ 2,342,261.03 $

36,322.44 $ 2,378,583.47

$

472,191.30 $

525,135.31 $

10,439.39 $

535,574.70

0.00

$ 14,886,261.30 $ 16,895,753.45 $

797,057.67 $ 17,692,811.12

$

417,627.00 $

643,152.02

$

643,152.02

0.00

108,439.20

$

121,398.33

121,398.33

0.00

$

526,066.20 $

643,152.02 $

121,398.33 $

764,550.35

$ 15,412,327.50 $ 17,538,905.47 $

918,456.00 $ 18,457,361.47 $

0.00

$

47,639.00

145,487.00

$ ====1;,;;9,;;,3',;,;12~6;;,;'0;,;;,0

$

146,496.47 $

146,496.47

46,970.91

46,970.91

$

193,467.38 $

193,467.38 $_======.....,,;;0;;,;.0;,;;,0

- 49 -

TIFT COUNTY BOARD OF EDUCATION SCHEDULE OF COMPENSATION AND TRAVEL OF BOARD MEMBERS
YEAR ENDED JUNE 30,1996

SCHEDULE "12"

BOARD MEMBER ADDRESS
Dr. Hal Henderson, Chairman (*) 2006 North Park Avenue Tifton, Georgia 31794
Ms. Nancy Davis (*) 901 East 24th Street Tifton, Georgia 31794
Mr. Tim Dorminey (*) 4425 Frazier Circle Tifton, Georgia 31794
Mr. Tommy Lindsey (*) P. O. Box 98 Omega, Georgia 31775
Ms. Barbara McCoy (*) 2606 Wilson Avenue Tifton, Georgia 31794
Ms. Mary McMillion 1501 South Central Avenue Tifton, Georgia 31794
Ms. Leona Mott (*) 3111 Eason Avenue TIfton, Georgia 31794
Ms. Betty Parson (*) 404 17th Street Tifton, Georgia 31794
(*) Denotes Board Members Serving as of June 30, 1996

COMPENSATION

TRAVEL

$

2,100.00 $

887.55

1,800.00

420.26

1,500.00

266.92

1,650.00

1,800.00

448.26

300.00

1,150.00

900.00

493.11

$

11,200.00 $ ======2;;,;;,5=:1=:6=.1::.0

See notes to the general purpose financial statements.

- 50 -

SECTIONll COMPLIANCE

CLAUDE L. VICKERS
STATE AUDITOR
(404) 656-2174

DEPARTMENT OF AUDITS AND ACCOUNTS
254 Washington Street, S.w., Suite 214 Atlanta, Georgia 30334-8400
July 9, 1997

Honorable Zell Miller, Governor Members ofthe General Assembly Members of the State Board of Education
and Superintendent and Members ofthe Tift County Board of Education
COMPLIANCE REPORT BASED ON AN AUDIT OF THE FINANCIAL STATEMENTS PERFORMED IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS
Ladies and Gentlemen:
We have audited the general purpose financial statements of the Tift County Board of Education as of and for the year ended June 30, 1996, and have issued our report thereon dated July 9, 1997. 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 generally accepted auditing standards and Government Auditing Standards, issued by the Comptroller General of the United States. Those standards require that we plan and perform the audit to obtain reasonable assurance about whether the general purpose financial statements are free of material misstatement.
Compliance with laws, regulations, contracts, and grants applicable to Tift County Board of Education is the responsibility of the Board's management. As part of obtaining reasonable assurance about whether the general purpose financial statements are free of material misstatement, we performed tests of the Board's compliance with certain provisions of laws, regulations, contracts, and grants. However, the objective of our audit of the fmancial statements was not to provide an opinion on overall compliance with such provisions. Accordingly, we do not express such an opinion.
The results of our tests disclosed no instances of noncompliance that are required to be reported herein under Government Auditing Standards.

96CRL-I0

This report is intended for the infonnation of management, the Federal cognizant audit agency and other

Federal grantor agencies. This restriction is not intended to limit the distribution of this report which is a

matter of public record.

'

Respectfully submitted,

CLV:dt 96CRL-IO

Claude 1. Vickers State Auditor

CLAUDE L. VICKERS
STATE AUDITOR
(404) 656-2174

DEPARTMENT OF AUDITS AND ACCOUNTS
254 Washington Street, S.W., Suite 214 Atlanta, Georgia 30334-8400
July 9, 1997

Honorable Zell Miller, Governor Members of the General Assembly Members of the State Board ofEducation
and Superintendent and Members ofthe Tift County Board of Education

SINGLE AUDIT REPORT ON COMPLIANCE WITH THE GENERAL REQUIREMENTS APPLICABLE TO FEDERAL FINANCIAL ASSISTANCE PROGRAMS

Ladies and Gentlemen:

We have audited the general purpose financial statements of the Tift County Board of Education as of and for the year ended June 30, 1996, and have issued our report thereon dated July 9, 1997. 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 have applied procedures to test the Board's compliance with the following requirements applicable to each of its Federal fmancial assistance programs, which are listed in the Schedule of Federal Financial Assistance, for the year ended June 30, 1996:

(I) Political Activity

(5) Allowable Costs/Cost Principles

(2) Civil Rights

(6) Drug-Free Workplace Act

(3) Cash Management

(7) Audit Follow-UplResolution

(4) Federal Financial Reports

(8) Administrative Requirements

Our procedures were limited to the applicable procedures described in the Office of Management and Budget's "Compliance Supplement for Single Audits of State and Local Governments" and other additional procedures as deemed necessary. Our procedures were substantially less in scope than an audit, the objective of which is the expression of an opinion on the Board's compliance with the requirements listed in the preceding paragraph. Accordingly, we do not express such an opinion.

96CRL-50

With respect to the items tested, the results of those procedures disclosed no material instances of noncompliance with the requirements listed in the second paragraph ofthis report. With respect to items not tested, nothing came to our attention that caused us to believe that the Tift County Board of Education had not complied, in all material respects, with those requirements. However, the results of our procedures disclosed immaterial instances of noncompliance with those requirements, which are described in the Schedule of Findings and Improper or Questioned Costs.

This report is intended for the information of management, the Federal cognizant audit agency and other

Federal grantor agencies. This restriction is not intended to limit the distribution of this report which is a

matter of public record.

.

Respectfully submitted,

CLV:dt 96CRL-50

Claude L. Vickers State Auditor

CLAUDE L. VICKERS
STATE AUDITOR
(404) 656-2174

DEPARTMENT OF AUDITS AND ACCOUNTS
254 Washington Street, S.w., Suite 214 Atlanta, Georgia 30334-8400
July 9, 1997

Honorable Zell Miller, Governor Members ofthe General Assembly Members ofthe State Board ofEducation
and Superintendent and Members of the Tift County Board of Education

SINGLE AUDIT OPINION ON COMPLIANCE WITH SPECIFIC REOUIREMENTS APPLICABLE TO MAJOR FEDERAL FINANCIAL ASSISTANCE PROGRAMS

Ladies and Gentlemen:

We have audited the general purpose fmancial statements of the Tift County Board of Education as of and for the year ended June 30, 1996, and have issued our report thereon dated July 9, 1997. 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 have also audited the Tift County Board of Education's compliance with the requirements governing:

(1) Types of Services Allowed or Unallowed

(5) Applicable Special Tests and Provisions

(2) Eligibility
(3) Matching, Level of Effort, and/or Earmarking

(6) Other Requirement Claims for Advances and Reimbursements

(4) Reporting

These requirements are applicable to the major Federal financial assistance programs, which are identified in the Schedule of Federal Financial Assistance, for the year ended June 30, 1996. The management of the Tift County Board of Education is responsible for the Board's compliance with those requirements. Our responsibility is to express an opinion on compliance with those requirements based on our audit.

We conducted our audit ofcompliance in accordance with generally accepted auditing standards; Government Auditing Standards, issued by the Comptroller General of the United States; and Office of Management and

96CRL-80

Budget (OMB) Circular A-128, "Audits of State and Local Governments". Those standards and OMB Circular A-128 require that we plan and perform the audit to obtain reasonable assurance about whether material noncompliance with the requirements referred to above occurred. An audit includes examining, on a test basis, evidence about the Tift County Board ofEducation's compliance with those requirements. We believe that our audit provides a reasonable basis for our opinion.
In our opinion, the Tift County Board ofEducation complied, in all material respects, with the requirements as disclosed in the second paragraph that are applicable to its major Federal financial assistance programs for the year ended June 30, 1996.
This report is intended for the information of management, the Federal cognizant audit agency and other Federal grantor agencies. This restriction is not intended to limit the distribution of this report which is a matter of public record.
Respectfully submitted,

CLV:dt 96CRL-80

Claude L. Vickers State Auditor

CLAUDE L. VICKERS
STATE AUDITOR
(404) 656-2174

DEPARTMENT OF AUDITS AND ACCOUNTS
254 Washington Street, S.w., Suite 214 Atlanta, Georgia 30334-8400
July 9,1997

Honorable Zell Miller, Governor Members ofthe General Assembly Members of the State Board ofEducation
and Superintendent and Members ofthe Tift County Board of Education

SINGLE AUDIT REPORT ON COMPLIANCE WITH SPECIFIC REQUIREMENTS APPLICABLE TO NONMAJOR FEDERAL FINANCIAL ASSISTANCE PROGRAM TRANSACTIONS

Ladies and Gentlemen:

We have audited the general purpose financial statements of the Tift County Board of Education as of and for the year ended June 30, 1996, and have issued our report thereon dated July 9, 1997. 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.

In connection with our audit of the fiscal year 1996 general purpose fmancial statements of the Tift County Board of Education and with our consideration of the Board's control structure used to administer Federal financial assistance programs, as required by Office of Management and Budget (OMB) Circular A-l28, "Audits of State and Local Governments", we selected certain transactions applicable to certain nonmajor Federal financial assistance programs for the year ended June 30, 1996. As required by OMB Circular A-128, we have performed auditing procedures on the selected transactions to test compliance with the requirements governing:

(1) Types of Services Allowed or Unallowed

(2) Eligibility

Our procedures were substantially less in scope than an audit, the objective of which is the expression of an opinion on the Tift County Board of Education's compliance with these requirements. Accordingly, we do not express such an opinion.

With respect to the items tested, the results of those procedures disclosed no material instances of noncompliance with the requirements listed in the second paragraph. With respect to items not tested, nothing came to our attention that caused us to believe that the Tift County Board of Education had not complied, in all material respects, with those requirements.

96CRL-120

This report is intended for the information of management, the Federal cognizant audit agency and other Federal grantor agencies. This restriction is not intended to limit the distribution of this report which is a matter of public record.
Respectfully submitted,

CLV:dt 96CRL-120

Claude L. Vickers State Auditor

SECTIONID INTERNAL CONTROL

CLAUDE L. VICKERS
STATE AUDITOR
(404) 656-2174

DEPARTMENT OF AUDITS AND ACCOUNTS
254 Washington Street, S.w., Suite 214 Atlanta, Georgia 30334-8400
July 9, 1997

Honorable Zell Miller, Governor Members of the General Assembly Members of the State Board of Education
and Superintendent and Members ofthe Tift County Board of Education
REPORT ON INTERNAL CONTROL STRUCTURE IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS
Ladies and Gentlemen:
We have audited the general purpose financial statements of the Tift County Board of Education as of and for the year ended June 30, 1996, and have issued our report thereon dated July 9, 1997. 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 generally accepted auditing standards, and Government Auditing Standards, issued by the Comptroller General of the United States. Those standards require that we plan and perform the audit to obtain reasonable assurance about whether the general purpose financial statements are free of material misstatement.
The management of the Tift County Board of Education is responsible for establishing and maintaining an internal control structure. In fulfilling this responsibility, estimates and judgments by management are required to assess the expected benefits and related costs of internal control structure policies and procedures. The objectives of an internal control structure are to provide management with reasonable, but not absolute, assurance that assets are safeguarded against loss from unauthorized use or disposition, and that transactions are executed in accordance with management's authorization and recorded properly to permit the preparation of general purpose fmancial statements in accordance with generally accepted accounting principles. Because of inherent limitations in any internal control structure, errors or irregularities may nevertheless occur and not be detected. Also, projection of any evaluation of the structure to future periods is subject to risk that procedures may become inadequate because of changes in conditions or that the effectiveness ofthe design and operation of policies and procedures may deteriorate.
In planning and performing our audit of the general purpose fmancial statements of the Tift County Board of Education for the year ended June 30, 1996, we obtained an understanding of the internal control
96ICL-3

structure. With respect to the internal control structure, we obtained an understanding of the design of relevant policies and procedures and whether they have been placed in operation, and we assessed control risk in order to determine our auditing procedures for the purpose of expressing our opinion on the general purpose financial statements and not to provide an opinion on the internal control structure. Accordingly, we do not express such an opinion.
We noted a certain matter involving the internal control structure and its operation that we consider to be a reportable condition under standards established by the American Institute of Certified Public Accountants. Reportable conditions involve matters coming to our attention relating to significant deficiencies in the design or operation ofthe internal control structure that, in our judgment, could adversely affect the entity's ability to record, process, summarize, and report financial data consistent with the assertions of management in the general purpose financial statements.
As described in the Schedule ofFindings and Improper or Questioned Costs, a reportable condition was noted in the following control category:
General Fixed Assets
A material weakness is a reportable condition in which the design or operation ofone or more of the specific internal control structure elements does not reduce to a relatively low level the risk that errors or irregularities in amounts that would be material in relation to the general purpose fmancial 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 structure would not necessarily disclose all matters in the internal control structure that might be reportable conditions and, accordingly, would not necessarily disclose all reportable conditions that are also considered to be material weaknesses as defined above. However, we believe that the reportable condition disclosed above is also considered to be a material weakness.
Ibis condition was considered in determining the nature, timing, and extent ofthe procedures to be performed in our audit of the Tift County Board of Education's financial statements and this report does not affect our report thereon dated July 9, 1997.
This report is intended for the information of management, the Federal cognizant audit agency and other Federal grantor agencies. This restriction is not intended to limit the distribution of this report which is a matter of public record.
Respectfully submitted,

CLV:dt 96ICL-3

Claude L. Vickers State Auditor

CLAUDE L. VICKERS
STAlE AUDllOR (404) 656-2174

DEPARTMENT OF AUDITS AND ACCOUNTS
254 Washington Street, S.w., Suite 214 Atlanta, Georgia 30334-8400
July 9, 1997

Honorable Zell Miller, Governor Members ofthe General Assembly Members of the State Board of Education
and Superintendent and Members ofthe Tift County Board of Education
SINGLE AUDIT REPORT ON THE INTERNAL CONTROL STRUCTURE USED IN ADMINISTERING FEDERAL FINANCIAL ASSISTANCE PROGRAMS
Ladies and Gentlemen:
We have audited the general purpose financial statements of the Tift County Board of Education as of and for the year ended June 30, 1996, and have issued our report thereon dated July 9, 1997. 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 have also audited the Board's compliance with requirements applicable to major Federal financial assistance programs and have issued our opinion thereon dated July 9, 1997.
We conducted our audit in accordance with generally accepted auditing standards; Government Auditing Standards, issued by the Comptroller General of the United States; and the provisions of Office of Management and Budget (OMB) Circular A-128, "Audits of State and Local Governments", Those standards and OMB Circular A-128 require that we plan and perform the audit to obtain reasonable assurance about whether the general purpose financial statements are free ofmaterial misstatement and about whether the Tift County Board of Education complied with laws and regulations, noncompliance with which would be material to a major Federal financial assistance program.
In planning and performing our audit for the year ended June 30, 1996, we considered the Board's internal control structure in order to determine our auditing procedures for the purpose of expressing our opinions on the Board's general purpose financial statements and on its compliance with requirements applicable to major Federal financial assistance programs and to report on the internal control structure in accordance with OMB Circular A-128. This report addresses our consideration of internal control structure policies and procedures relevant to compliance with requirements applicable to Federal financial assistance programs. We have addressed internal control structure policies and procedures relevant to our audit of the general purpose financial statements in a separate report dated July 9, 1997.
96ICL-7

The management ofthe Tift County Board of Education is responsible for establishing and maintaining an internal control structure. In fulfilling this responsibility, estimates and judgments by management are required to assess the expected benefits and related costs of internal control structure policies and procedures. The objectives of an internal control structure are to provide management with reasonable, but not absolute, assurance that, assets are safeguarded against loss from unauthorized use or disposition, that transactions are executed in accordance with management's authorization and recorded properly to permit the preparation of general purpose fmancial statem~nts in accordance with generally accepted accounting principles, and that Federal fmancial assistance programs are managed in compliance with applicable laws and regulations. Because of inherent limitations in any internal control structure, errors, irregularities, or instances of noncompliance may nevertheless occur and not be detected. Also, projection of any evaluation of the structure to future periods is subject to the risk that procedures may become inadequate because of changes in conditions or that the effectiveness ofthe design and operation ofpolicies and procedures may deteriorate.

For the purpose of this report, we have classified the significant internal control structure policies and procedures used in administering Federal financial assistance programs in the following control categories:

GENERAL REQUIREMENTS

SPECIFIC REQUIREMENTS

(1) Political Activity (2) Civil Rights (3) Cash Management (4) Federal Financial Reports

(1) Types of Services Allowed or Unallowed
(2) Eligibility
(3) Matching, Level of Effort, and/or Earmarking

(5) Allowable Costs/Cost Principles

(4) Reporting

(6) Drug-Free Workplace Act (7) Audit Follow-Up/Resolution (8) Administrative Requirements

(5) Applicable Special Tests and Provisions
(6) Other Requirement Claims for Advances and Reimbursements

For all of the internal control structure categories listed above, we obtained an understanding of the design of relevant policies and procedures and determined whether they have been placed in operation, and we assessed control risk.
During the year ended June 30, 1996, the Tift County Board of Education expended 75% of its total Federal fmancial assistance under major Federal fmancial assistance programs.

We performed tests of controls, as required by OMB Circular A-128, to evaluate the effectiveness of the design and operation of internal control structure policies and procedures that we considered relevant to preventing or detecting material noncompliance with general requirements and specific requirements as described above that are applicable to each ofthe Board's major Federal financial assistance programs, which

96ICL-7

are identified in the Schedule ofFederal Financial Assistance. Our procedures were less in scope than would be necessary to render an opinion on these internal control structure policies and procedures. Accordingly, we do not express such an opinion.
We noted certain matters involving the internal control structure and its operation that we consider to be reportable conditions under standards established by the American Institute ofCertified Public Accountants. Reportable conditions involve tratters coming to our attention relating to significant deficiencies in the design or operation ofthe internal control structure that, in our judgment, could adversely affect the Board's ability to administer Federal financial assistance programs in accordance with applicable laws and regulations.
As described in the Schedule ofFindings and Improper or Questioned Costs, reportable conditions were noted in the following control category:
Administrative Requirements
A material weakness is a reportable condition in which the design or operation ofone or more of the internal control structure elements does not reduce to a relatively low level the risk that noncompliance with laws and regulations that would be material to a Federal financial assistance program 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 structure policies and procedures used in administering Federal financial assistance would not necessarily disclose all matters in the internal control structure that might be reportable conditions and, accordingly, would not necessarily disclose all reportable conditions that are also considered to be material weaknesses as defined above. However, we believe that the reportable conditions described above are also considered to be material weaknesses.
These conditions were considered in determining the nature, timing, and extent of the procedures to be performed in our audit ofthe Tift County Board of Education's compliance with requirements applicable to its major Federal financial assistance programs for the year ended June 30, 1996, and this report does not affect our report thereon dated July 9, 1997.
This report is intended for the information of management, the Federal cognizant audit agency and other Federal grantor agencies and should not be used for any other purpose. This restriction is not intended to limit the distribution of this report which is a matter of public record.
Respectfully submitted,
/~~
Claude 1. Vickers State Auditor
CLV:dt 96ICL-7

SECTION IV FINDINGS AND IMPROPER OR QUESTIONED COSTS

TWTCOUNTYBOARDOFEDUCATION SCHEDULE OF FINDINGS AND IMPROPER OR QUESTIONED COSTS
YEAR ENDED JUNE 30, 1996
PRIOR YEAR
AUDIT FOLLOW-UP/RESOLUTION Failure to Meet Expenditure Requirements Financial Statements Finding Resolved Audit Control Number 7371-93-02
The audit report for the year ended June 30, 1993, disclosed that the Staff Development - Professional Development Stipends Program had an underexpenditure of Quality Basic Education (QBE) funds of $31,327.10 for the required minimum allotment. For the year under review, an adjustment was made to the Board's local fair share by the Georgia Department of Education to refund this underexpenditure as required.
AUDIT FOLLOW-UP/RESOLUTION Excessive Lottery Cash Balance Financial Statements Finding Resolved Audit Control Number 7371-95-01
The audit report for the year ended June 30, 1995, stated that a review of cash management procedures for the Lottery - Instructional Technology Program and Technology Installation Program disclosed that cash draws were made in advance of immediate cash needs, resulting in the accumulation of excessive cash balances. These reimbursement basis programs had cash balances of$57,088.15 and $87,004.36, respectively at June 30, 1995. During the year under review, the Georgia Department of Education reviewed this matter and determined that the excessive cash balances were subsequently expended for proper program purposes.
PRIOR YEAR/CURRENT YEAR
GENERAL FIXED ASSETS Failure to Maintain General Fixed Assets Account Group Financial Statements Reportable Condition - Material Weakness Audit Control Number 7371-93-01
The audit report for the year ended June 30, 1995, noted that the management of the Tift County Board of Education had chosen not to maintain a system-wide General Fixed Assets Account Group within the formal accounting records as required by generally accepted accounting principles. In the year under review, the Board did not establish a General Fixed Assets Account Group within the formal accounting records. This condition results in the general purpose financial statements of the Board being incomplete and not in accordance with generally accepted accounting principles. Appropriate action should be taken by the Board to establish accounting controls and procedures to provide for maintenance ofa General Fixed Assets Account
- 1-

TWTCOUNTYBOARDOFEDUCATION SCHEDULE OF FINDINGS AND IMPROPER OR OUESTIONED COSTS
YEAR ENDED JUNE 30. 1996
PRIOR YEAR/CURRENT YEAR
GENERAL FIXED ASSETS Failure to Maintain General Fixed Assets Account Group Financial Statements Reportable Condition - Material Weakness Audit Control Number 7371-93-01
Group. These subsidiary records should include an inventory ofland, buildings and equipment owned by the Board and should include, but may not be limited to, date acquired, acquisition cost, estimated replacement cost, location and description. Detailed records should be maintained of all additions and deletions to the General Fixed Assets Account Group.
CURRENT YEAR
ADMINISTRATIVE REQUIREMENTS
Inadequate Inventory Records Federal Financial Assistance Reportable Condition - Material Weakness Nonmaterial Noncompliance Audit Control Number 7371-96-01
Property management records maintained by the Board for the Individuals with Disabilities Education Act, Part B - Special Education - Flow Through Program (CFDA 84.027) were incomplete and failed to meet property management standards as set forth in Chapter 41, ofthe Financial Management for Georgia Local Units of Administration (FMGLUA).
The inventory records as presented for audit did not contain date acquired, proper location of equipment, adequate description, nor additions for purchases made in the period under review. This condition occurred because management did not ensure that all required standards were in place and that changes in equipment purchases were included in property management records. An inventory system should be implemented that provides for the identification of all equipment purchased as outlined in Chapter 41, of the FMGLUA. Perpetual records should include historical information regarding additions and deletions made to the equipment inventory during each fiscal year (when applicable). Periodic physical inventory counts should be performed and reconciled to the property records to ensure the accuracy of inventory records.
-2-

TWTCOUNTYBOARDOFEDUCATION SCHEDULE OF FINDINGS AND IMPROPER OR QUESTIONED COSTS
YEAR ENDED JUNE 30. 1996
CURRENT YEAR ADMINISTRATIVE REQUIREMENTS Inadequate Inventory Records Federal Financial Assistance . Reportable Condition - Material Weakness Nonmaterial Noncompliance Audit Control Number 7371-96-02 Property management records maintained by the Board for the Elementary and Secondary Education Act, Title I - Grants to Local Educational Agencies Program (CFDA 84.010) were incomplete and failed to meet property management standards as set forth in Chapter 41, of the Financial Management for Georgia Local Units of Administration (FMGLUA). The inventory records as presented for audit did not contain adequate updates of additions and deletions to equipment purchases in the period under review. This condition occurred because management did not ensure that all additions and deletions in equipment purchases were included in property management records. An inventory system should be implemented that provides for the identification of all equipment purchased as outlined in Chapter 41, of the FMGLUA. Perpetual records should include historical information regarding additions and deletions made to the equipment inventory during each fiscal year (when applicable). Periodic physical inventory counts should be performed and reconciled to the property records to ensure the accuracy of inventory records.
Note: The Tift County Board ofEducation was provided an opportunity to include pertinent comments from the Board's management concerning these audit fmdings, conclusions and recommendations. The Board has elected not to provide comments for inclusion in this report.
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