Audit report, Toombs County Board of Education, Lyons, Georgia, year ended June 30, 1994

2/v Tw ; qq 3-90
STATE OF GEORGIA DEPARTMENT OF AUDITS
254 WASHINGTON STREET ATLANTA, GEORGIA 30334

AUDIT REPORT TOOMBS COUNTY BOARD OF EDUCATION
LYONS, GEORGIA YEAR ENDED JUNE 30, 1994

TOOMBS 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

EXHIBITS

GENERAL PURPOSE FINANCIAL STATEMENTS

COMBINED STATEMENTS - OVERVIEW

A

COMBINED BALANCE SHEET

ALL FUND TYPES

2

B

COMBINED STATEMENT OF REVENUES, EXPENDITURES AND

CHANGES IN FUND BALANCES

GOVERNMENTAL FUND TYPES

3

C

COMBINED STATEMENT OF REVENUES, EXPENDITURES AND

CHANGES IN FUND BALANCES - ACTUAL AND BUDGET

GOVERNMENTAL FUND TYPES

5

D NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

6

ADDITIONAL FINANCIAL INFORMATION

COMBINING STATEMENTS

SPECIAL REVENUE FUND

E

COMBINING BALANCE SHEET

16

F

COMBINING STATEMENT OF REVENUES, EXPENDITURES

AND CHANGES IN FUND BALANCES

18

CAPITAL PROJECTS FUND

G

COMBINING BALANCE SHEET

20

H

COMBINING STATEMENT OF REVENUES, EXPENDITURES AND

CHANGES IN FUND BALANCES

21

SCHEDULES

1 SCHEDULE OF FEDERAL FINANCIAL ASSISTANCE

22

2 ANALYSIS OF CASH AND CASH EQUIVALENTS

24

3 ACCOUNTS RECEIVABLE

25

SCHEDULE OF REVENUE

4

STATE FUNDS

26

5

LOCAL AND OTHER FUNDS

27

TOOMBS COUNTY BOARD OF EDUCATION - TABLE OF CONTENTS -

SECTION I

FINANCIAL

ADDITIONAL FINANCIAL INFORMATION

SCHEDULES

SCHEDULE OF EXPENDITURES BY OBJECT

6

GOVERNMENTAL FUND TYPES

28

7

LOTTERY PROGRAMS

29

ANALYSIS OF MINIMUM EXPENDITURE REQUIREMENTS

GENERAL FUND - QUALITY BASIC EDUCATION PROGRAMS

8

OVERALL

31

9

BYPROGRAM

32

10 SCHEDULE OF COMPENSATION AND TRAVEL OF BOARD MEMBERS

34

SECTION II
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 III
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

TOOMBS COUNTY BOARD OF EDUCATION - TABLE OF CONTENTS -
SECTION IV FINDINGS AND IMPROPER OR QUESTIONED COSTS SCHEDULE OF FINDINGS AND IMPROPER OR QUESTIONED COSTS
SECTIONV PERTINENT VIEWS OF RESPONSIBLE OFFICIALS SCHEDULE OF PERTINENT VIEWS OF RESPONSIBLE OFFICIALS

SECTION I FINANCIAL

CLAUDE L. VICKERS STATE AUDITOR (404) 656-2174
TAX RATIO (404) 656-0494

:!@.eparfm.euf nf J\uhifs
254 WASHINGTON STREET, S. W. ROOM 214
J\tfonta, ~eorgia 30334-8400
February 17, 1995

FINANCIAL AUDITS (404) 656-2180
PROGRAM AUDITS (404) 656-2006

Honorable Zell Miller, Governor Members of the General Assembly Members ofthe State Board ofEducation
and Superintendent and Members ofthe Toombs 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) of the Toombs County Board of Education, as of and for the year ended June 30, 1994, 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 financial statements based on our audit.
Except as discussed in the following paragraph, we conducted our audit in accordance with generally accepted auditing standards, Government Auditing Standards, issued by the Comptroller General ofthe United States, and the provisions of the Office of Management and Budget Circular A-128, "Audits of State and Local Governments". Those standards and 0MB Circular A-128 require that we plan and perform 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 financial statement presentation. We believe that our audit provides a reasonable basis for our opinion.
We did not observe the taking of either the Federal donated commodities inventory or purchased foods inventory at June 30, 1994, nor could we satisfy ourselves as to the accuracy of the amounts stated as inventories through alternative procedures.
As described in the notes to the general purpose financial statements, the Board's financial statements have
been prepared using certain accounting practices and policies which, in our opinion, vary in some respects from
generally accepted accounting principles. These variances are described as follows:
94ARL-14

The general purpose financial statements of the Board did not contain a General Fixed Assets Account Group to account for property and equipment owned by the Board which should be included to conform to generally accepted accounting principles.
School activity accounts maintained at the individual schools are not included in the general purpose financial statements. To conform to generally accepted accounting principles, these accounts should be included in the general purpose financial statements.
* The Board did not recognize as expenditures, in the year ended June 30, 1994, a portion of salaries and the corresponding employer's cost of related benefits earned for contractual services completed prior to June 30, 1994. Also funds received, subsequent to June 30, 1994, from the Georgia Department of Education for the State's share of these unrecorded salaries and related benefits were not recorded as revenue in the year under review. Conversely, the similar expenditures and related revenues for contractual services completed prior to June 30, 1993, were improperly recorded in the year ended June 30, 1994. 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 eff~s on the general purpose financial statements of these variances or omissions have not been determined, but are believed to be material.
In our opinion, except for the effects ofsuch adjustments, ifany, on the Special Revenue Fund, as might have been determined to be necessary had we been able to satisfy ourselves as to the accuracy ofthe food service inventories as discussed in the third paragraph, and except for the effects on the general purpose financial statements of the matters referred to in the preceding paragraph, the general purpose financial statements present fairly, in all material respects, the financial position ofthe Toombs County Board ofEducation as of June 30, 1994, and the results ofits operations for the year then ended, in conformity with generally accepted accounting principles.
As discussed in Note 1 to the general purpose financial statements, during fiscal year 1994, the Board changed its method ofaccounting to include revenues and expenditures associated with Federal donated commodities in its general purpose financial statements. This change is in accordance with generally accepted accounting principles.
Our audit was conducted for the purpose offorming an opinion on the general purpose financial statements ofthe Toombs County Board ofEducation taken as a whole. The combining statements (Exhibits E through H) and the financial schedules (Schedules 1 through IO which includes the Schedule of Federal Financial Assistance) are presented for purposes ofadditional analysis and are not a required part of the general purpose financial statements ofthe Toombs County Board ofEducation. 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 effect of adjustments, if any, on the Special Revenue Fund, as might have been determined to be necessary had we been able to satisfy ourselves as to the accuracy of the food service inventories as discussed in the third paragraph, and except for the effects of the matters referred to in the fourth paragraph, such information is fairly presented in all material respects in relation to the general purpose financial statements taken as a whole.
94ARL-14

A copy ofthis report has been filed as a pennanent record in the office ofthe 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,
L~
Claude L. Vickers State Auditor
CLV:gp 94ARL-14

TOOMBS COUNTY BOARD OF EDUCATION - 1-

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

TOOMBS COUNTY BOARD OF EDUCATION COMBINED BALANCE SHEET ALL FUND TYPES
JUNE 30. 1994

EXHIBIT "A"

GOVERNMENTAL FUND TYPES

GENERAL FUND

SPECIAL REVENUE FUND

CAPITAL PROJECTS .
FUND

TOTALS (Memorand1.111 Only)
JUNE 30, 1994 JUNE 30, 1993

$ 784,151.36$ 234,810.87 $ 138,391.29 $1,157,353.52 $1,793,625.52

273,929.63 187,068.75

460,998.38 496,708.07

16,463.59 9,625.96

16,463.59 9,625.96

22,953.62' 7,116.59

Total Assets

$1,058,080.99 $ 447,969.17$ 138,391.29 $1,644,441.45$ 2,320,403.80
========== =========== =========== ========== ===--=~=====

LIABILITIES AND FUND EQUITY

LIABILITIES

Accounts Payable Salaries Payable Expired Grant Balances Payable Contracts Payable Retainages Payable
Total Liabilities

$ 1,864.91 $ 31,341.13

$ 33,206.04 $ 39,996.31

4,770.00 106,737.82

111,507.82 94,921.83

31.85

31.85

83.03

26,214.30

$ 17,426.30

17,426.30

9,368.41

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

$ 6,634.91 $ 138,110.80 $ 17,426.30$ 162,172.01 $ 170,583.88

FUND EQUITY

Fund Balances Reserved For Bus Replacement Funds For Expired Grant Balances/Questioned Costs For Inventories Food Donated Comnodities Purchased Food
Unreserved Undesignated

$ 6,533.88 15,267.97
$
$ 21,801.85$ 1,029,644.23

16,463.59 9,625.96
26,089.55 283,768.82 $

$ 6,5~3.88 15,267.97 $ 15,292.57

16,463.59

22,953.62

9,625.96

7,116.59

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

$ 47,891.40 $ 45,362.78

120,964.99 1,434,378.04 2,104,457.14

Total Fund Equity

$1,051,446.08$ 309,858.37 $ 120,964.99 $1,482,269.44 $ 2,149,819.92

Total Liabilities and Fund Equity $1,058,080.99 $ 447,969.17 $ 138,391.29 $1,644,441.45$ 2,320,403.BO
============ ============ ============ =========== =============

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

TOOMBS COUNTY BOARD OF EDUCATION COMBINED STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES
GOVERNMENTAL FUND TYPES YEAR ENDED JUNE 30. 1994

EXHIBIT "8"

GENERAL FUND

SPECIAL REVENUE FUND

CAPITAL PROJECTS
FUND

TOTALS (Memorandun Only)
----------Y-EA-R---EN--D-ED----------
JUNE 30, 1994 JUNE 30, 1993

REVENUES

State Funds Federa 1 Funds Local and Other Funds
Total Revenues

$6,357,305.90$ 247,513.78$

0.00 $6,604,819.68$ 6,161,221.68

______________ 35,744.80 1,352,373.21
-~!~~:!~~::~~ ---~=~!~~~:~~

1,388,118.01 1,371,860.06 l,854,645.48 _1,559,731.43

$8,052,620.16$ 1,794,963.01 $

0.00 $9,847,583.17 $ 9,092,813.17

EXPENDITIRES

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 Total Expenditures

$5,153,364.38$ 743,830.63

$ 5,897,195.01 $ 5,580,423.78

249,220.80 215,589.08 218,291.87 195,092.49 483,452.35 105,973.60 702,767.78 508,387.19
1,622.35 7,505.50

30,428.07 81,898.84 19,264.00 58,412.03
2,854.47 3,252.89 11,661.34 844,091.80

279,648.87 297,487.92 237,555.87 253,504.52 483,452.35 105,973.60 705,622.25 511,640.08
1,622.35 19,166.84 844,091.80

197,526.28 193,564.86 231,812.53 202,592.28 453,847.67 91,367.25 552,853.98 549,269.17 21,767.58 645,107.68

82,308.83

82,308.83

53,834.40

29,650.17

$ 762,232.53 791,882.70 300,420.85

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

$ 7,953,226.39 $1,795,694.07 $ 762,232.53 $10,511,152.99 $ 9,074,388.31

Excess of Revenues over (under) Expenditures $ 99,393.77$

-731.06 $ -762,232.53 $ -663,569.82 $ 18,424.86

OTHER FINANCING SOIRCES (USES)

Operating Transfers In Operating Transfers Out

$ -331,969.25

$ 331,969.25$ 331,969.25$ 445,415.00 -331,969.25 -445,415.00

Total other Financing Sources (Uses)

$ -331,969.25

$ 331,969.25$

0.00 $

0.00

Excess of Revenues and Other Financing Sources

over (under) Expenditures and Other

Financing Uses

$ -232,575.48 $

FUND BALANCE JULY 1

1,284,021.56

-731.06 $ -430,263.28 $ -663,569.82 $ 18,424.86 314,570.09 551,228.27 2,149,819.92 2,127,567.43

Food Inventory Donated Conmodities July 1 June 30 Purchased Food July 1 June 30

-22,953.62 16,463.59 -7,116.59 9,625.96

-22,953.62 16,463.59 -7,116.59 9,625.96

-16,971.94 22,953.62 -9,270.64 7,116.59

FUND BALANCE JUNE 30

$1,051,446.08 $ 309,858.37$ 120,964.99 $1,482,269.44 $ 2,149,819.92
============= ============= ============= ============ ==========

The notes to the general purpose financial statements are an integral part of this statement. - 3-

TOOMBS COUNTY BOARD OF EDUCATION COMBINED STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES
ACTUAL AND BUDGET - GOVERNMENTAL FUND TYPES YEAR ENDED JUNE 30. 1994

EXHIBIT "C"

ACTUAL

ACTUAL

PER

PER

EXHIBIT "B" ADJUSTMENTS BUDGET BASIS

BUDGET

VARIANCE FAVORABLE (UNFAVORABLE)

REVENUES

State Funds Federal Funds Local and Other Funds

$6,604,819.68$ 1,388,118.01 1,854,645.48

0.00 $6,604,819.68$ 6,508,507.36$ 96,312.32 1,388,118.01 1,285,591.00 102,527.01 1,854,645.48 1,662,715.26 191,930.22

Total Revenues EXPENDITURES

$9,847,583.17$

0.00 $ 9,847,583.17 $9,456,813.62 $ 390,769.55

------------- ------------- ------------- ------------- ------------.

Current Instruction Support Services Pupil Services Improvement of Instructional Services Educational Media Services General Aaninistration School Aaninistration Business Aaninistration 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 Total Expenditures

$ 5,897,195.01 $

0.00 $ 5,897,195.01 $ 6,000,204.51 $ 103,009.50

279,648.87 297,487.92 237,555.87 253,504.52 483,452.35 105 973.60 705:622.25 511,640.08
1,622.35 19,166.84 844,091.80

279,648.87 297,487.92 237,555.87 253,504.52 483,452.35 105,973.60 705,622.25 511,640.08
1,622.35 19,166.84 844,091.80

287,237.54 234,482.51 222,931.69 253,932.79 479,347.75 111,590.03 689,819.31 513,731.95
1,500.00 21,835.00 744,823.14

7,588.67 -63,005.41 -14,624.18
428.27 -4,104.60 5,616.43 -15,802.94 2,091.87
-122.35 2,668.16 -99,268.66

82,308.83

82,308.83

78,183.47

-4,125.36

791,882.70

791,882.70 544,331.96 -247,550.74

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

$10,511,152.99 $

0.00 $10,511,152.99 $10,183,951.65$ -327,201.34

Excess of Revenues over (under) Expenditures $ -663,569.82 $

0.00 $ -663,569.82 $ -727,138.03 $ 63,568.21

OTHER FINANCING SOURCES (USES)

Other Sources Other Uses

$ 331,969.25 $ -331,969.25

0.00 $ 331,969.25$ -331,969.25

0.00 $ 331,969.25 -331,969.25

Total Other Financing Sources

(Uses)

$

0.00 $

0.00 $

0.00 $

0.00 $

0.00

Excess of Revenues and Other Financing Sources

over (under) Expenditures and Other

Financing Uses

$ -663,569.82 $

FUND BALANCE JULY 1, 1993

2,149,819.92

0.00 $ -663,569.82 $ -727,138.03 $ -30,070.21 2,119,749.71 2,044,067.69

63,568.21 75,682.02

FOOD INVENTORY

Donated Commodities July 1 1993 June 36, 1994
Purchased Food July 1 1993 June 36, 1994

-22,953.62

22,953.62

0.00

0.00

16,463.59 -16,463.59

0.00

0.00

-7, 116. 59

7,116.59

0.00

0.00

9,625.96
-------------

-9,625.96
-------------

0.00
-------------

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

0.00
-------------

FUND BALANCE JUNE 30, 1994

$1,482,269.44$ -26,089.55
============= =============

$=1=,=4=5=6=,=1=7=9=.=8=9=

$1,316,929.66
=============

$ 139,250.23
=============

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

TOOMBS COUNTY BOARD OF EDUCATION

EXHIBIT "D"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30, 1994

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
The Toombs County Board ofEducation (Board) was established under the laws ofthe State of Georgia and operates under the guidance of a school board and Superintendent, both elected by the voters. With the exception of the departures from generally accepted accounting principles disclosed in the following paragraphs, the financial statements of the Board have been prepared in conformity with generally accepted accounting principles as applied to government units. The Governmental Accounting Standards Board
(GASB) is the accepted standard-setting body for establishing governmental accounting and financial reporting
standards.
The more significant ofthe Board's accounting policies are described below.
REPORTING ENTITY
In evaluating how to define the government 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 Toombs County Board ofEducation.
Based upon the application ofthe above criteria, the Toombs County Board ofEducation is determined to be the lowest level of government exercising oversight responsibility and control over all activities related to public education in Toombs County, Georgia, excluding that area encompassed by the City of Vidalia. 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, except for the Superintendent who was also elected, the ability 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 to report on its financial position and the results of its operations. Fund accounting is designed to demonstrate legal compliance and to aid financial management by segregating transactions related to certain governmental functions or activities.
A fund is a separate accounting entity with a self-balancing set of accounts.
General Fixed Assets are recorded as expenditures in the various funds at the time 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.

- 6-

TOOMBS COUNTY BOARD OF EDUCATION

EXIIlBIT "D"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30, 1994

Note I: 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 of these accounts are reflected in these financial statements. To conform to generally accepted accounting principles, these accounts should be recorded in the general purpose financial statements.
The general purpose financial statements account for all State, Federal, Local 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 presented in this report are as follows:
GOVERNMENTAL FUND TYPES - are used to account for all of a Board's general activities. Governmental Fund Types include:
GENERAL FUND - the fund used to account for all financial resources of the Board except those required to be accounted for in another fund. These transactions relate to resources obtained and used for services traditionally provided by a board of education.
SPECIAL REVENUE FUND - the fund used to account for the proceeds of specific revenue sources (other than for major capital projects) that are legally restricted to expenditures for specified purposes. These funds are primarily received from the Georgia Department of Education and from the Federal government to accomplish specific objectives and are required to be accounted for separately. Also included are proceeds received from State, Federal, Local and Other sources for operations of the school food services fund. This fund could be accounted for as an enterprise fund; however, the Board chooses not to provide for depreciation, but to maintain the fund on a modified accrual basis and to report the fund as a special revenue fund under governmental fund types, which is acceptable under generally accepted accounting principles for governmental entities.
CAPITAL PROJECTS FUND - the fund used to account for financial resources to be used for the acquisition or construction of major capital facilities.
BASIS OF ACCOUNTING
The accounting and financial reporting treatment applied to a fund is determined by its measurement focus. All governmental funds are accounted for using a current financial resources measurement focus. With this measurement focus, only current assets and current liabilities generally are included on the balance sheet. Operating statements of these funds present increases (i.e., revenues and other financing sources) and decreases (i.e., expenditures and other financing uses) in net current assets. Their reported fund balance is considered a measure of available spendable resources.
Liabilities which are expected to be financed from available spendable resources are reported as liabilities in the governmental funds.

- 7-

TOOMBS COUNTY BOARD OF EDUCATION

EXHIBIT "D"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEl\,IBNTS

JUNE 30, 1994

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
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 if they 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 fund liability is incurred.
A departure from the above definitions is the accounting treatment afforded the final two payments on General Fund teachers' and bus drivers' contracts, and the resources available from the Georgia Department of Education for the State's share ofthese contracts. During fiscal year 1994, a substantial number of personnel of the Board were employed for a one hundred and ninety day period beginning in late August 1993 and ending in early June 1994. Personnel contracts for this employment period specify that compensation be paid in twelve equal monthly payments beginning in September 1993 and ending in August 1994. State grants to fund the State's share of these contracts were disbursed from the Georgia Department ofEducation to the Board in the same twelve months. As ofJune 30, 1994, compensation under these employment contracts had been earned, but two of the twelve monthly payments, due for July and August 1994, had not been made. Payments for these two months were made and recorded as expenditures by the Board subsequent to June 30, 1994. Also, the State's portion ofthe compensation paid in July and August 1994 was received and recorded as revenue in the fiscal year subsequent to June 30, 1994. Conversely, the similar expenditures and related revenues for contractual services completed prior to June 30, 1993, were recorded in the year ended June 30, 1994. Generally accepted accounting principles require that revenues be recorded when available and measurable and that expenditures be recorded when incurred, rather than when funds are received or disbursed.
BUDGET
The Toombs County Board ofEducation has a legally authorized nonappropriated budget which is formally approved by the Board at the aggregate level. Budgets are prepared to provide a basis for funding operations and there is no legal prohibition regarding overexpenditure of the aggregate budget. The budget process begins when the Board's administration prepares a tentative aggregated budget for the Board's approval. After approval ofthis tentative budget by the Board, such budget is advertised at least once in a newspaper ofgeneral circulation in the locality. At the next regular meeting ofthe Board after advertisement, the Board receives comments on the tentative budget, makes revisions as necessary and adopts a final school budget. This final budget is then submitted, in accordance with provisions of the Quality Basic Education Act, OCGA Section 20-2-167, to the Georgia Department ofEducation.
The Board prepares its budget on the modified accrual basis, which is the same basis on which it presents its financial statements.
- 8-

TOOMBS COUNTY BOARD OF EDUCATION

EXHIBIT "D"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATE:MENTS

JUNE 30, 1994

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES

The budget comparison on Exhibit "C" presents actual and budget data for all governmental funds on a combined basis. To facilitate comparison with the budget, donated and purchased food inventories as reflected on Exhibit "B" have been eliminated from fund balance.

CASH AND CASH EQUIVALENTS

COMPOSITION OF DEPOSITS Cash and cash equivalents consist ofdeposits (including N.0.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.

RECEIVABLES

Receivables consist ofgrant 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 financial statements do not include any amounts which would necessitate the need for an allowance for uncollectible receivables.

PROPERTY TAXES

The Toombs County Board of Commissioners fixed the property tax levy for the 1993 tax year (calendar year) on November 29, 1993 (levy date). Taxes were due on February 11, 1994. The lien date for property taxes was January 1, 1993. Taxes collected within the current fiscal year or within 60 days after year-end are reported as revenue in fiscal year 1994 since their collection meets the criteria of GASB codification section P70.103. The Toombs County Tax Commissioner bills and collects the property taxes for the Board of Education and remits the taxes collected to the Board.

The tax millage rate levied for the 1993 tax year (calendar year) for the Toombs County Board ofEducation was as follows (a mill equals $1 per thousand dollars of assessed value):

School Operations

.12..55_ 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. 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

- 9-

TOOMBS COUNTY BOARD OF EDUCATION

EXHIBIT "D"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30, 1994

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
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.
For fiscal year 1994, the Board began accounting for donated food commodities by recording revenues and expenditures associated with donated food commodity items received and consumed by the Board. The reporting ofthe revenues and expenditures associated with donated commodities is a change in accounting principles.
INTERFUND TRANSACTIONS
The Board has the following types of interfund transactions:
Reimbursements ofexpenditures initially made from a fund that are properly applicable to another fund, are recorded as expenditures in the reimbursing fund and as reductions of expenditures in the fund that is reimbursed.
Operating transfers are recorded for all interfund transactions other than reimbursements.
MEMORANDUM ONLY - TOTAL COLUMNS
Total columns on the general purpose financial statements are captioned "Memorandum Only" to indicate that they are presented only to facilitate financial analysis. Data in these columns do not present financial position or results of operations in conformity with generally accepted accounting principles. Neither are such data comparable to a consolidation. Interfund eliminations have not been made in the aggregation of this data.
Note 2: DEPOSITS
COLLATERALIZATION OF DEPOSITS Official Code of Georgia Annotated (OCGA) Section 45-8-12 provides that there shall not be on deposit at any time in any depository for a time longer than ten days a sum of money which has not been secured by surety bond, by guarantee ofinsurance, or by collateral in an amount of not less than 110 percent of the public funds being secured after the deduction ofthe 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 any one of or any combination of the following:
(1) Surety bond signed by a surety company duly qualified and authorized to transact business within the State of Georgia,
(2) Insurance on accounts provided by the Federal Deposit Insurance Corporation,
- 10 -

TOOMBS COUNTY BOARD OF EDUCATION

EXHIBIT "D"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30; 1994

Note 2: DEPOSITS

(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 ofthe counties or municipalities ofthe State of Georgia,

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

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

(7) Bonds, bills, notes, certificates of indebtedness, or other obligations of a subsidiary corporation of the United States government, which are fully guaranteed by the United States government both as to principal and interest 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, 1994, the bank balances were $1,846,783.47. The amounts of the total bank balances are classified into three categories of credit risk:

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

The Board's deposits are classified by risk category at June 30, 1994, as follows:

Risk Category

Bank Balance

1

$ 100,000.00

2

1,746,783.47

3

0.00

Total

$ I, 846,783.47

- 11 -

TOOMBS COUNTY BOARD OF EDUCATION

EXIIlBIT "D"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30, 1994

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

Note4: RISKMANAGEMENT

The Board has established a limited risk management program for Unemployment Compensation. Estimated
claims are budgeted by management based on known claims and prior experience. During fiscal year 1994, no claims were paid.

Note 5: SIGNIFICANT COMMITMENTS

At June 30, 1994, the Board had encumbrances in the amount of$169,565.46 for the unperformed portion of purchase orders, contracts and other commitments for goods and services associated with the Lottery Programs. The Georgia Department ofEducation has funding available to the Board in an amount equal to these encumbrances. The revenues and expenditures associated with these encumbrances will be recognized in the subsequent fiscal year. Encumbrances outstanding do not constitute expenditures or liabilities in the current year because these commitments will be honored during the subsequent year. These encumbrances are identified by Lottery Program as follows:

Algebra Classrooms Computers in Classrooms Distant Learning Media Center and Library Equipment Safe Schools Grant

$ 2,298.68 42,951.40 1,397.36 50,519.02 72,399.00

$ 169.565 46

The following is an analysis of significant outstanding construction or renovation contracts executed by the Board as of June 30, 1994.

Project

Unearned Executed Contracts

Lyons Elementary Reroofing

$ 120,964.85

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

- 12 -

TOOMBS COUNTY BOARD OF EDUCATION

EXHIBIT "D"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30, 1994

Note 6: CONTINGENT LIABILITIES
Amounts received or receivable principally from the Federal government are subject to audit and review by grantor agencies. This could result in requests for reimbursement to the grantor agency for any expenditures which are disallowed under grant terms. The Board believes that such disallowances, if any, will be immaterial to its overall financial position.
of The Board is a defendant in various legal proceedings pertaining to matters incidental to the performance
routine Board operations. The ultimate disposition ofthese proceedings is not presently determinable, but are not believed to be material to the general purpose financial statements.
Note 7: 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 retirement system (PERS).
TRS provides service retirement, disability retirement and survivors benefits for its members. A member is eligible for service retirement after 30 years ofcreditable service, regardless of age, or after 10 years ofservice 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 of death 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 ofemployer contributions occurs, but the member's contributions are refunded with interest.
The Board's payroll for employees covered by TRS for the year ended June 30, 1994, was $5,327,099.03~ total payroll was $6,109,732.55.

- 13 -

TOOMBS COUNTY BOARD OF EDUCATION

EXHIBIT "D"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30, 1994

Note 7: RETIREMENT PLANS

TRS CONTRIBUTIONS REQUIRED AND MADE Employees of the Board who are covered by TRS are required to contribute 6% of their gross earnings to TRS. The Board makes monthly employer contributions to TRS at rates adopted by the TRS Board of Trustees as advised by their independent actuary. For fiscal year 1994 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 1994 amounted to $948,755.48, ofwhich $629,129.35 was made by the Board and $319,626.13 was made by employees. These contributions represented 11.81% (Board) and 6% (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 ofthe pension benefit obligation was adopted by the GASB to enable readers of PERS financial 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 ofJune 30, 1993, was as follows:

Total pension benefit obligation

$13,912,014,000.00

Net assets available for benefits, at cost

12,821,722,000.00

Unfunded pension benefit obligation

$ 1.090,292,000,00

The measurement ofthe total pension benefit obligation is based on an actuarial valuation as of June 30, 1993. 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, 1994 were $521,550,000.00. The Board's contribution for the year ended June 30, 1994 of$629,129.35 was actuarially determined and represented .1206% of total contributions made by all participating employers.

Ten year historical trend information is presented in the 1994 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.

- 14 -

TOOMBS COUNTY BOARD OF EDUCATION

EXHIBIT "D"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30, 1994

Note 7: RETIREMENT PLANS

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 of Georgia (PSERS). All employer's

contributions are made by the State of Georgia.

.

PSERS provides service retirement, disability retirement and survivors benefits for its members. A member is eligible for normal service retirement after 10 years ofservice and attainment of age 65. A member applying for service retirement with IO 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 of years of creditable 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 ofthe 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 of what 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 77 employees covered under PSERS for the year ended June 30, 1994.

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 1994 amounted to $2,620.00. Total contribution for all school systems made by the State of Georgia to PSERS for fiscal year ended June 30, 1994, was $9,150,000.00.

Note 8: SURETY.BONDS

The School Superintendent, Dr. Kendall Brantley, is bonded in the amount of$30,000.00 with the Western Surety Company, Sioux Falls, South Dakota, their Bond No. 58548722, on which premium was paid through January 1, 1997.

- 15 -

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

TOOMBS COUNTY BOARD OF EDUCATION COMBINING BALANCE SHEET SPECIAL REVENUE FUND
JUNE 30 1 1994

ELEMENTARY AND

--------------------------
CHAPTER 1

SCHOOL

DRUG-FREE --------------------------

FOOD

SCHOOLS AND EDUCATION OF

SERVICES

LOTTERY COMMUNITIES DEPRIVED

MIGRANT

FUND

PROGRAMS

ACT

CHILDREN

PROGRAM

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

$ 321,138.43

8,736.56$ 31,520.31 $ 4,176.46$ 87,044.59 $ 12,014.01

16,463.59 9,625.96

Total Assets

$ 355,964.54$ 31,520.31 $ 4,176.46 $ 87,044.59 $ 12,014.01
======== ======== =========== ========= ===========

LIABILITIES AND FUND EQUITY

LIABILITIES

Cash Overdraft Accounts Payable Salaries Payable Expired Grant Balances Payable
Total Liabilities

$ 31,520.31 $

32.12 $ 9,045.88$ 9,406.69

$ 10,045.09

902.84 17,647.49

846.33

36,061.08

3,241.50 60,351.22

1,758.02

2.97

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

$ 46,106.17$ 31,520.31 $ 4,176.46$ 87,044.59 $ 12,014.01

FUND EQUITY

Fund Balances

Reserved

For Expired Grant Balances/Questioned Costs

For Inventories

Food

Donated Comnodities

$

Purchased Food

16,463.59 9,625.96

Unreserved Undesignated

$ 26,089.55

283,768.82 $

0.00 $

0.00 $

0.00 $

0.00

Total Fund Equity

$ 309,858.37 $

0.00 $

0.00 $

0.00 $

0.00

Total Liabilities and Fund Equity

$ 355,964.54$ 31,520.31 $ 4,176.46 $ 87,044.59 $ 12,014.01
----------- ----------- -- .--------- ------------ ----------==

See notes to the general purpose financial statements.

- 16 -

EXHIBIT "E"

SECONDARY EDUCATION ACT

-------------------T-IT-L-E---I-I-----

INDIVIDUALS WITH DISABILITIES EDUCATION ACT

CHAPTER 2 EISENHOWER

TITLE VI, B

-------------
BLOCK GRANT -

MATHEMATICS AND SCIENCE

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

TOTALS

FLOW

PRESCHOOL ----------------------------

FLOW THROUGH EDUCATION

THROUGH

PROGRAM JUNE 30, 1994 JUNE 30, 1993

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

$ 321,138.43$ 265,895.68

$ 21,922.00$ 13,305.26$ 8,089.70$

259.86 187,068.75 133,876.61

16,463.59 9,625.96

22,953.62 7,116.59

$ 21,922.00$ 13,305.26$ 8,089.70$

259.86 $ 534,296.73 $ 429,842.50

======~== =====~==== =========== =========== ======== ============

$ 20,960.76$ 13,305.26$ 1,796.68$

259.86 $ 86,327.56

213.99

1,685.39

31,341.13$ 26,717.55

747.25

4,578.75

106,737.82 88,471.83

28.88

31.85

83.03

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

$ 21,922.00$ 13,305.26$ 8,089.70$

259.86 $ 224,438.36$ 115,272.41

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

$

24.60

$ 16,463.59

22,953.62

9,625.96

7,116.59

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

$ 26,089.55$ 30,094.81

$

0.00 $

0.00 $

0.00 $

0.00 283,768.82 284,475.28

$

0.00 $

0.00 $

0.00 $

0.00 $ 309,858.37 $ 314,570.09

$ 21,922.00$ 13,305.26 $ 8,089.70$

259.86 $ 534,296.73 $ 429,842.50

============ ============= ============= ============= ============= =============

- 17 -

TOOMBS COUNTY BOARD OF EDUCATION COMBINING STATEMENT OF REVENUES, EXPENDITURES ANO CHANGES IN FUND BALANCES
SPECIAL REVENUE FUND YEAR ENDED JUNE 30, 1994

REVENUES
State Funds Federal Funds Local and Other Funds
Total Revenues
EXPENDITURES
Current Instruction Support Services Pupil Services Improvement of Instructional Services Educational Media Services General Aaninistration School Administration Maintenance and Operation of Plant Student Transportation Services Central Support Services Other Support Services Food Services Operation
Total Expenditures
Excess of Revenues over (under) Expenditures
FUND BALANCE JULY 1
Food Inventory Donated Conmodities July 1 June 30 Purchased Food July 1 June 30

SCHOOL FOOD SERVICES
FUND

LOTTERY PROGRAMS

DRUG-FREE
SCHOOLS AND COMMUNITIES
ACT

ELEMENTARY AND

CHAPTER 1

EDUCATION OF DEPRIVED
CHILDREN

MIGRANT PROGRAM

$ 54,276.00$ 193,237.78

594,008.72

$ 30,774.46 $ 591,777.30 $ 23,609.04

195,076.02

$ 843,360.74$ 193,237.78$ 30,774.46$ 591,777.30$ 23,609.04

$ 143,241.87 $ 5,660.39 $ 495,976.32$ 22,291.82

26,362.25 1,996.69 19,264.00

150.00 24,964.07

2,319.27 23,430.51 58,304.83

1,500.00

958.00

326.47 990.75

872.97

10,788.37

$ 844,091.80

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

$ 844,091.80 $ 193,237.78$ 30,774.46$ 591,777.30 $ 23,609.04
------------ ------------ ------------ ------------ ------------

$ -731.06 $

0.00 $

0.00 $

0.00 $

0.00

314,570.09

0.00

0.00

0.00

0.00

-22,953.62 16,463.59
-7,116.59 9,625.96

FUND BALANCE JUNE 30

$ 309,858.37 $

0.00 $

0.00 $

0.00 $

0.00

========= ========== =========== ============ ==========

See notes to the general purpose financial statements.

- 18 -

EXHIBIT "F"

SECONDARY EDUCATION ACT

CHAPTER 2
------------BLOCK GRANT FLOW T~OUGH

TITLE II EISENHOWER
MATHEMATICS AND SCIENCE EDUCATION

INDIVIDUALS WITH DISABILITIES EDUCATION ACT
TITLE VI, B

FLOW T~OUGH

PRESCHOOL
PROGRAM

TOTALS YEAR ENDED JUNE 30, 1994 JUNE 30, 1993

$ 21,922.00$ 13,305.26$ 74,714.29 $

$ 247,513.78$ 51,216.00 2,262.14 1,352,373.21 1,334,011.06
195,076.02 199,462.11

$ 21,922.00$ 13,305.26$ 74,714.29 $ 2,262.14$ 1,794,963.01 $1,584,689.17

$ 21,871.18

$ 54,789.05

$ 13,305.26

1,596.55 18,202.31

50.82

56.38

70.00 $

$ 2,262.14

743,830.63 $
30,428.07 81,898.84 19,264.00 58,412.03
2,854.47 3,252.89
11,661.34 844,091.80

743,870.31
1,464.18 21,614.10 24,390.14 62,951.35
794.34 2,118.34
13,228.61
645,107.68

$ 21,922.00$ 13,305.26$ 74,714.29 $ 2,262.14 $1,795,694.07$ 1,515,539.05

$

0.00 $

0.00 $

0.00 $

0.00 $

-731.06 $ 69,150.12

0.00

0.00

0.00

0.00 314,570.09 241,592.34

-22,953.62 16,463.59
-7 ,116.59 9,625.96

-16,971.94 22,953.62
-9,270.64 7,116.59

$

0.00 $

0.00 $

0.00 $

0.00 $ 309,858.37 $ 314,570.09

=========== ============ ============= ============ ============= ============

- 19 -

TOOMBS COUNTY BOARD OF EDUCATION COMBINING BALANCE SHEET CAPITAL PROJECTS FUND JUNE 30. 1994

EXHIBIT "G"

ASSETS
Cash and Cash Equivalents
LIABILITIES AND FUND EQUITY
LIABILITIES
Accounts Payable Contracts Payable Retainages Payable
Total Liabilities FUND EQUITY
Fund Balances Unreserved Undesignated

REGULAR

GEORGIA STATE FINANCING AND
INVESTMENT COMMISSION
PROJECT 89/90-738-072

TOTALS ---------------------------JUNE 30, 1994 JUNE 30, 1993

$ 136,391.29 $ 2,000.00$ 138,391.29 $ 588,548.30
============= ============= ============= =============

$ 1,737.32

26,214.30

$ 15,426.30 $ 2,000.00 $ 17,426.30

9,368.41

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

$ 15,426.30 $ 2,000.00 $ 17,426.30 $ 37,320.03

120,964.99

0.00 120,964.99 551,228.27

Total Liabilities and Fund Equity $ 136,391.29 $ 2,000.00$ 138,391.29$ 588,548.30
============= ============= ============= =============

See notes to the general purpose financial statements. - 20 -

TOOMBS COUNTY BOARD OF EDUCATION COMBINING STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES
CAPITAL PROJECTS FUND YEAR ENDED JUNE 30, 1994

EXHIBIT "H"

REGULAR

GEORGIA STATE FINANCING AND
INVESTMENT
COMMISSION -------------
PROJECT 89/90-738-072

TOTALS
---------------------------YEAR ENDED
---------------------------JUNE 30, 1994 JUNE 30, 1993

REVENUES

State Funds

$

0.00 $

0.00 $

0.00 $

0.00

EXPENDITURES

Capital Outlay Land and Land Improvements Building and Building Improvements

$ 3,080.00 $

0.00 $ 3,080.00

759,152.53

759,152.53 $ 289,718.85

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

Total Expenditures

$ 762,232.53 $

0.00 $ 762,232.53 $ 289,718.85

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

Excess of Revenues over (under) Expenditures $ -762,232.53 $

0.00 $ -762,232.53 $ -289,718.85

OTHER FINANCING SOURCES

Operating Transfers In
Excess of Revenues and Other Financing Sources over (under) Expenditures
FUND BALANCE JULY 1

331,969.25

331,969.25 445,415.00

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

$ -430,263.28 $

0.00 $ -430,263.28 $ 155,696.15

551,228.27

0.00

551,228.27

395,532.12

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

FUND BALANCE JUNE 30

$ 120,964.99 $

0.00 $ 120,964.99 $ 551,228.27

============= =============

=============

See notes to the general purpose financial statements. - 21 -

TOOMBS COUNTY BOARD OF EDUCATION SCHEDULE OF FEDERAL FINANCIAL ASSISTANCE
YEAR ENDED JUNE 30. 1994

SCHEDULE "1" Page 1

FUNDING AGENCY PROGRAM/GRANT
--------------

FEDERAL FUNDS

RECEIVED IN

FEDERAL

CFDA AWARDS

PERIOD (NET REVENUE EXPENDITURES

NUMBER IN PERIOD OF REFUNDS) IN PERIOD

IN PERIOD

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

Agriculture, U. S. Department of Direct Conservation Reserve Program
Through Georgia Department of Education Food and Nutrition Program Child and Adult Care Food Program
1994 Contract Food Services
School Breakfast Program 1993 Grant 1994 Grant
National School Lunch Program 1993 Grant 1994 Grant
Food Distribution Program (1)

10.069 $ 1,419.00$ 1,419.00$ 1,419.00

(5)

10.558

965.16

965.16

965.16

(2)

10.553

4,394.54

(2)

10.553 140,813.99 136,429.47 140,813.99

(2)

*10.555

3,442.56

*10.555 395,018.66 390,869.57 395,018.66$ 786,880.89(3)

10.550

57,210.91

N/A

57,210.91

57,210.91

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

Total U.S. Department of Agriculture

$ 595,427.72 $ 537,520.30$ 595,427.72 $ 844,091.80
------------- ------------- ------------- -------------

Education, U. S. Department of

Through First District Regional Educational

Service Agency

Elenentary and Secondary Education Act

Chapter 1

Migratory Education Program

1994 Regular

84.011 $

1994 S11111ler

84.011

Individuals with Disabilities Education Act

Title VI, B

Preschool Program

1994 Regular

84.173

Through Georgia Department of Education

Drug-Free Schools and Conmunities Act

1994 Grant

84.186

Elenentary and Secondary Education Act

Chapter 1

Education of Deprived Children

1992 Carry-Over

*84.010

1993 Regular

*84.010

1993 Carry-Over

*84.010

1994 Regula_r

*84.010

Chapter 2

Block Grant - Flow Through

1993 Regular

84.151

1994 Regular

84.151

Title II

Eisenhower Mathematics and Science

Education

1993 Regular

84.164

1994 Regular

84.164

18,242.53 $ 11,069.70 2,387.00 30,792.00
72,693.00 618,455.00 21,922.00
13,309.00

11,598.00 $
2,002.28 26,598.00
-3.65 67,914.88 72,693.00 432,382.44 1,398.48
15,597.00

18,239.56$ 5,369.48 2,262.14 30,774.46
72,693.00 519,084.30 21,922.00
13,305.26

18,239.56 5,369.48 2,262.14 30,774.46
72,693.00 519,084.30 21,922.00
13,305.26

- 22 -

TOOMBS COUNTY BOARD OF EDUCATION SCHEDULE OF FEDERAL FINANCIAL ASSISTANCE
YEAR ENDED JUNE 30. 1994

SCHEDULE "1" Page 2

FUNDING AGENCY PROGRAM/GRANT
--------------

FEDERAL FUNDS

RECEIVED IN

FEDERAL

CFDA

AWARDS

PERIOD (NET

REVENUE EXPENDIT!RES

NUMBER IN PERIOD OF REFUNDS) IN PERIOD

IN PERIOD

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

Education, U. S. Department of Through Georgia Department of Education Individuals with Disabilities Education Act Title VI, B Flow Through 1992 Carry-Over 1993 Regular 1993 Carry-Over
1994 Regular Vocational Education - Basic Grants to States
High School Program Basic Grant 1993 Grant 1994 Grant Supplementary Grant 1993 Grant

84.027 84.027 84.027 $ 84.027

$
15,042.00 70,416.00

10,771.00 30,030.81 15,042.00$ 51,611.47

15,042.00$ 59,672.29

15,042.00 59,672.29

84.048

34,889.00

84.048

34,325.80

34,325.80

(4)

84.253

1,541.00

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

Total U. S. Department of Education

$ 908,654.03 $ 774,065.71 $ 792,690.29 $ 758,364.49
------------- ------------- ------------- -------------

Total Federal Financial Assistance

$1,504,081.75$ 1,311,586.01 $1,388,118.01 $1,602,456.29

Major Programs are identified by an asterisk (*) in front of the CFDA number.
(1) The amounts shown for the Food Distribution Program represents the Federally assigned value of nollllOnetary assistance for donated comnodities received and/or conslJlled by the system during the current fiscal year.
(2) Expenditures for the School Breakfast Program and the Child and Adult Care Food Program were not maintained separately and are included in the 1994 National School Lunch Program.
(3) Expenditures for this program include State, and/or Local and Other Funds. Expenditures are not maintained by fund source.
(4) Expenditures on this program were not maintained by fund source. (5) Funds earned on this program do not require reporting of expenditures.

See notes to the general purpose financial statements. - 23 -

TOOMBS COUNTY BOARD OF EDUCATION ANALYSIS OF CASH AND CASH EQUIVALENTS
JUNE 30 1 1994
INTEREST BEARING ACCOUNT
Darby Bank and Trust Company, Vidalia, Georgia
N.O.W. Accounts (3.20%)

SCHEDULE "2"
$1,157,353.52
=============

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

TOOMBS COUNTY BOARD OF EDUCATION ACCOUNTS RECEIVABLE JUNE 30. 1994

SCHEDULE "3"

Education, Georgia Department of Food Services School Breakfast Program National School Lunch Program Vocational Education State Funds Federal Funds Lottery Programs Computers in Classrooms Distant Learning Media Center and Library Equipment Safe Schools Grant Federal Programs Drug-Free Schools and Communities Act Elementary and Secondary Education Act Chapter 1 Education of Deprived Children Chapter 2 Block Grant - Flow Through Title II Eisenhower Mathematics and Science Education Individuals with Disabilities Education Act Title VI, B - Flow Through
First District Regional Educational Service Agency Federal Programs ESEA - Chapter 1 Migratory Education Program Individuals with Disabilities Education Act Title VI, B - Preschool Program Reimbursement For Substitute Teachers For Registration Fees
Toombs County Tax Commissioner County Wide School Tax
Various Sources Vendor Overpayments

GOVERNMENTAL FUND TYPES

GENERAL FUND

SPECIAL REVENUE FUND

TOTAL

$

4,3B4.52 $

4,384.52-

4,149.09

4,149.09

$

9,839.90

34,325.80

9,839.90 34,325.80

8,282.59 2,473.72 19,264.00 1,500.00

8,282.59 2,473.72 19,264.00 1,500.00

4,176.46

4,176.46

86,701.86 21,922.00 13,305.26 8,089.70

86,701.86 21,922.00 13,305.26 8,089.70

697.03 89.00

12,014.01 259.86

12,014.01
259.86
697.03 89.00

228,944.80

228,944.80

33 .10

545.68

578.78

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

$ 273,929.63 $ 187,068.75$ 460,998.38
============= ============= =============

See notes to the general purpose financial statements. - 25 -

TOOMBS COUNTY BOARD OF EDUCATION SCHEDULE OF STATE REVENUE YEAR ENDED JUNE 30. 1994

SCHEDULE "4"

AGENCY/FUNDING
GRANTS Education, Georgia Department of Quality Basic Education General and Career Education Programs Special Education Programs Remedial Education Program Media Center Program Staff Development Programs Indirect Cost Pupil Transportation Regular Bus Replacement In-School Suspension Mid-term Adjustment Local Fair Share Educational Equalization Funding Grant Food Services Vocational Education Other State Programs Mentor Teacher Program Special Education Low Incidence Grant Supervision and Assessment of Student and Beginning Teachers and Performance-Based Certification Lottery Programs Computers in Classrooms Distant Learning Media Center and Library Equipment Pre-Kindergarten Program Safe Schools Grant
OTHER Education, Georgia Department of Reimbursement for Student Information Systems Project

GOVERNMENTAL FUND TYPES

GENERAL FUND

SPECIAL REVENUE
FUND

TOTAL

$ 3,592,365.00 623,028.00 143,291.00 159,619.00 54,821.00
1,119,765.00
300,489.00 92,800.00 62,180.00 85,006.00
-573,686.00 628,297.00
$ 48,627.90
2,100.00 16,653.00

$ 3,592,365.00 623,028.00 143,291.00 159,619.00 54,821.00
1,119,765.00

54,276.00

300,489.00 92,800.00 62,180.00 85,006.00
-573,686.00 628,297.00 54,276.00 48,627.90

2,100.00 16,653.00

1,450.00

26,514.59 2,473.72
19,264.00 143,485.47
1,500.00

1,450.00
26,514.59 2,473.72
19,264.00 143,485.47
1,500.00

500.00

500.00

$6,357,305.90$ 247,513.78$ 6,604,819.68
============= ============= =============

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

TOOMBS COUNTY BOARD OF EDUCATION SCHEDULE OF LOCAL AND OTHER REVENUE
YEAR ENDED JUNE 30 1 1994

SCHEDULE "5"

Taxes County Wide School Tax Railroad Car Tax Real Estate Transfer Tax
Other Antitrust Milk Lawsuit Settlement Indirect Cost Special Revenue Fund Interest Earned Lost and Damaged Books Recovery of Prior Year Questioned Cost Improper Expenditure Reimbursement for Salaries Rents Sales Breakfast Lunches School Assets Tuition Other

GOVERNMENTAL FUND TYPES

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

SPECIAL

GENERAL

REVENUE

FUND

FUND

TOTAL

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

$ 1,557,894.36 48.52
4,115.30

$ 1,557,894.36 48.5Z
4,115.30

$ 1,333.46

1,333.46

9,097.58 45,189.92
1,103.70

10,618.24

9,097.58 55,808.16 1,103.70

1,129.80 6,871.64 3,900.00

1,129.80 6,871.64 3,900.00

8,495.00
21,075.00 648.64
-------------

9,379.48 173,556.42
188.42
-------------

9,379.48 173,556.42
8,495.00
21,075.00 837.06
-------------

$1,659,569.46$ 195,076.02 $1,854,645.48
============= ============= =============

See notes to the general purpose financial statements. - 27 -

TOOMBS COUNTY BOARD OF EDUCATION SCHEDULE OF EXPENDITURES BY OBJECT
GOVERNMENTAL FUND TYPES YEAR ENDED JUNE 30. 1994

SCHEDULE "6"

SPECIAL

CAPITAL

GENERAL

REVENUE

PROJECTS

FUND

FUND

FUND

TOTAL

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

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

$ 5,296,531.64 $ 1,510,277.61 16,906.24 22,765.00 16,028.35 19,337.04 45,980.52 8,195.17 2,000.00 38,366.38 13,915.38
7,505.50
390,717.49 294,611.80
74,627.03 6,999.20
96.00

808,413.74 $ 248,807.90
8,624.68 6,795.88
1,400.00 8,391.10
210.00 3,489.49 4,375.21
1,889.97 172,140.72
414,326.42 11,405.88 1,489.00 9,097.5B 7B0.5B

4,787.17 $ 6,109,732.55 353.43 1,759,438.94 25,530.92 29,560.88 16,028.35 20,737.04 54,371.62 8,195.17 2,000.00 38,576.38 17,404.87 4,375.21 7,505.50 1,889.97 562,858.21 294,611.80 414,326.42 86,032.91 8,488.20 9,097.58 876.58

Nonoperating Costs Land and Land Improvements Building and Building Improvements Equipment

10,632.17

3,080.00

13,712.17

17,518.00

754,011.93

771,529.93

160,215.87

94,055.92

254,271.79

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

Total Expenditures

$ 7,953,226.39 $1,795,694.07 $ 762,232.53 $10,511,152.99
============= ============= ============= =============

See notes to the general purpose financial statements. - 2B -

TOOMBS COUNTY BOARD OF EDUCATION SCHEDULE OF EXPENDITURES BY OBJECT
LOTTERY PROGRAMS YEAR ENDED JUNE 30, 1994

SCHEDULE "7"

EXPENDITIRES
------------
Operating Costs Salaries Employee Benefits Travel of Employees Professional and Technical Services Other Purchased Services Supplies Books, Textbooks and Periodicals Dues and Fees Other Expenditures
Nonoperating Costs Equipnent

MEDIA CENTER

COMPUTERS

AND

SAFE

IN

DISTANT

LIBRARY PRE-KINDERGARTEN SCHOOLS

CLASSROOMS LEARNING EQUIPMENT

PROGRAM

GRANT

TOTAL

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

$

$ $ 9,916.70 $ 2,473.72
5,332.07

2,700.00 1,183.00

52,652.65 15,238.74 2,459.27

$ 52,652.65 15,238.74 2,459.27

309.03 872.97 46,914.55$ 1,500.00

3,009.03 872.97
61,987.97

100.00 738.26

5,332.07 100.00 738.26

11,265.82

15,381.00

24,200.00

50,846.82

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

Total Expenditures

$ 26,514.59 $ 2,473.72 $ 19,264.00$ 143,485.47$ 1,500.00$ 193,237.78

See notes to the general purpose financial statements. - 29 -

TOOMBS COUNTY BOARD OF EDUCATION ANALYSIS OF MINIMUM EXPENDITURE REQUIREMENTS - OVERALL
GENERAL FUND - QUALITY BASIC EDUCATION PROGRAMS YEAR ENDED JUNE 30. 1994

SCHEDULE 811 11

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

THIRTEEN WEIGHTED AND MEDIA CENTER
PROGRAMS

STAFF DEVELOPMENT
PROGRAM

$ 4,602,997.00 $ 55,133.00

$ 4,825,192.10 278,465.14 $

60,173.43

$5,103,657.24$ 60,173.43

-58,834.87

-4,940.61 -99.82

$ 5,044,822.37 $ 55,133.00

$

0.00 $

0.00

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

TOOMBS COUNTY BOARD OF EDUCATION ANALYSIS OF MINIMUM EXPENDITURE REQUIREMENTS - BY PROGRAM
GENERAL FUND - QUALITY BASIC EDUCATION PROGRAMS
YEAR ENDED JUNE 30. 1994

GENERAL AND CAREER EDUCATION PROGRAMS Kindergarten(*) Grades 1 - 3 (*) Sub-Total - K-3 Grades 4 - 5 (*) Grades 6 - 8 (*) Grades 9 - 12 (*) High School Laboratories (*) Vocational Education Laboratories (*) Total General and Career Education Programs
SPECIAL EDUCATION PROGRAMS
ReCgautleagroPryrogIra(m*sl
g:f:g~~~ llr<cl>
Category IV (*) Itinerant Supplemental Speech
Sub-Total - Regular Category V (Gifted) (*)
Total Special Education Programs REMEDIAL EDUCATION PROGRAM(*) MEDIA CENTER PROGRAMS

ORIGINAL

ALLOTMENTS FROM DEPARTMENT OF EDUCATION

REQUIRED

TOTAL

_!_

ORIGINAL

MID-TERM

REQUIRED

$ 388,256.00 963,013.00
$1,351,269.00 90 482,278.00 90 863,422.00 90 520,286.00 90 207,707.00 90 167,403.00 90

$ 349,430.40$ 866,711.70
$1,216,142.10$ 434,050.20 777,079.80 468,257.40 186,936.30 150,662.70

$ 3.592.365.00

$3,233,128.50$

0.00 $ 349,430.40 866. 711. 70
0.00 $1,216,142.10 434,050.20 777,079.80 468,257.40 186,936.30
2,329.00 152,991.70
2,329.00$ 3,235,457.50

$ 604,360.00

$ 543,924.00$ 82,527.00$ 626,451.00

$ 604,360.00 90 18,668.00 90
$ 623,028.00 $ 143,291.00 90 $ 159,619.00 90

$ 543,924.00$ 16,801.20
$ 560,725.20$ $ 128,961.90$ $ 143,657.10 $

82,527.00$
82,527.00$ 0.00 $
-162.00 $

626,451.00 16,801.20 643,252.20 128,961.90 143,495.10

Total Thirteen Weighted and Media Center $ 41518.303.00

$4,066,472.70$

STAFF DEVELOPMENT PROGRAMS (1) Cost of Instruction Professional Development

$ 18,693.45 100 $ 18,693.45$

36,127.55 100

36.127 .55

84.694.00 $ 4,151.166.70
312.00 $ 19,005.45 36,127.55

Total Staff Development

$ 54.821. 00

$ 54.821.00 $

312.00 $ 55,133.00

$ 4,573,124.00

$ 4,121.293.70 $ 85,006.00 $ 4.206.299.70

(*) Identifies Thirteen Weighted Programs.

Note: (1) $6,375.45 of the allotment for Professional Development has been transferred to Cost of Instruction as authorized by OCGA 20-2-182.

See notes to the general purpose financial statements. - 32 -

SCHEDULE "9"

REQUIRED ALLOTMENT

SALARIES ACTUAL

DISTRIBUTION BY RESPECTIVE PORTIONS

AMOUNT OF UNDEREXPENDITURE
FOR REQUIRED ALLOTMENT

REQUIRED ALLOTMENT

OPERATIONS ACTUAL

AMOUNT OF UNDEREXPENDITURE
FOR REQUIRED ALLOTMENT

$ 340,176.60$ 436,718.71

$ 9,253.80$ 12,668.76

838,845.90

854,414.50

27,865.80

33,229.97

$1,179,022.50$ 1,291,133.21 $

0.00

$ 37,119.60$ 45,898.73 $

0.00

420,349.50

518,770.27

0.00

13,700.70

18,789.67

0.00

753,329.70

861,836.59

0.00

23,750.10

54,109.12

0.00

447,008.40

612,875.74

0.00

21,249.00

58,201.46

0.00

178,487.10

202,545.16

0.00

8,449.20

9,884.10

0.00

130,561.20

203,706.79

0.00

22,430.50

36,665.90

0.00

$3,108,758.40$ 3,690,867.76$

0.00

$ 126,699.10 $ 223,548.98$

0.00

$ 6,994.80 150,666.30 $ 440,683.80 9,325.80 3,367.80 1,342.80

186,315.73 504,132.47
7,156.02

$

369.90

3,323.70$

10,047.60

328.50

4,702.39 10,814.78
507.23

$ 612,381.30 $ 697,604.22 $

0.00

$ 14,069.70$ 16,024.40$

0.00

16,322.40

42,782.64 $

0.00

478.80

3,147.40 $

0.00

$ 628,703.70$ 740,386.86

$ 14,548.50$ 19,171.80

$ 126,660.60$ 208,989.36$

0.00

$ 2,301.30 $

2,400.61 $

0.00

$ 110,353.50 $ 184,948.12 $

0.00

$ 33 .141.60 $ 33,343.75$

0.00

$ 319741476.20 $ 4,8251192.10 $

0.00

$ 1761690.50 $ 2781465.14 $

0.00

$ 3,974,476.20 $ 4,825.192.10 $-==~o~.o=o

$ 19,005.45$ 23,946.06$

0.00

36,127.55

36,227.37

0.00

$ 55,133.00 $ 60,173.43 $=====o==.o=o $ 231,823.50$ 338,638.57 $_ _ _ _o~.o=o

- 33 -

TOOMBS COUNTY BOARD OF EDUCATION SCHEDULE OF COMPENSATION AND TRAVEL OF BOARD MEMBERS
YEAR ENDED JUNE 30, 1994

SCHEDULE "10"

BOARD MEMBER ADDRESS
Mr. Ross D. Bowen, Chairman(*) 713 Mt. Moriah Road Lyons, Georgia 30436
Mrs. Nina T. Clifton(*) 1668 Highway 147 Lyons, Georgia 30436
Mr. T. R. Maxwell (*) P. 0. Box 406 Lyons, Georgia 30436
Mr. Robert Rosier (*) 587 McNatt Falls Road Uvalda, Georgia 30473
Mr. Wilbur R. Stewart(*) 270 Peterson Avenue Lyons, Georgia 30436
Mr. K. Duane Tomlin(*) 1117 Tomlin Road Lyons, Georgia 30436
Mr. Joseph Chris Zorn(*) P. 0. Box 385 Vidalia, Georgia 30474

COMPENSATION

TRAVEL

$ 3,600.00

2,400.00$

428.35

2,400.00

2,400.00

2,400.00

2,400.00

$ 15,600.00$

428.35

============= =============

(*) Denotes Board Members Serving as of June 30, 1994

See notes to the general purpose financial statements. - 34 -

SECTION II COMPLIANCE

CLAUDE L. VICKERS STATE AUDITOR (404) 656-2174
TAX RATIO (404) 656-0494

~ep~rtmeut nf /\,uh-its
254 WASHINGTON STREET. S. W. ROOM 214
~thnda, <ienrgia 30334-8400
February 17, 1995

FINANCIAL AUDITS (404) 656-2180
PROGRAM AUDITS (404) 656-2006

Honorable Zell Miller, Governor Members of the General Assembly Members ofthe State Board ofEducation
and Superintendent and Members ofthe Toombs County Board ofEducation
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 ofthe Toombs County Board ofEducation as of and for the year ended June 30, 1994, and have issued our report thereon dated February 17, 1995. This report was qualified for a scope limitation and for various departures from generally accepted accounting principles, as identified in the auditor's report on the general purpose financial statements.
Except as discussed in the following paragraph, we conducted our audit in accordance with generally accepted auditing standards and 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.
We did not observe the taking of either the Federal donated commodities inventory or the purchased foods inventory at June 30, 1994, nor could we satisfy ourselves as to the accuracy of the amounts stated as inventories through alternative procedures.
Compliance with laws, regulations, contracts, and grants applicable to Toombs County Board of Education is the responsibility ofthe 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 oflaws, regulations, contracts, and grants. However, the objective of our audit of the financial statements was not to provide an opinion on overall compliance with such provisions. Accordingly, we do not express such an opinion.

94CRL-10

The results ofour tests indicate that, with respect to the items tested, the Toombs County Board ofEducation complied, in all material respects, with the provisions referred to in the preceding paragraph. With respect to items not tested, nothing came to our attention that caused us to believe that the Board had not complied, in all material respects, with those provisions.
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:gp 94CRL-10

Claude L. Vickers State Auditor

CLAUDE L. VICKERS STATE AUDITOR (404) 656-2174
TAX RATIO (404) 656-0494

~epnrtmeut nf J\uhits
254 WASHINGTON STREET. S. W ROOM 214
J\tlnnbt, ~.eorgia 30334-8400
February 17, 1995

FINANCIAL AUDITS (404) 656-2180
PROGRAM AUDITS (404) 656-2006

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

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 ofthe Toombs County Board ofEducation as of and for the year ended June 30, 1994, and have issued our report thereon dated February 17, 1995. This report was qualified for a scope limitation and for various departures from generally accepted accounting principles, as identified in the auditor's report on the general purpose financial statements.

We have applied procedures to test the Toombs County Board ofEducation's compliance with the following requirements applicable to each of its Federal financial assistance programs, which are listed in the Schedule ofFederal Financial Assistance, for the year ended June 30, 1994:

(1) Political Activity

(5) Allowable Costs/Cost Principles

(2) Civil Rights

(6) Audit Follow-Up/Resolution

(3) Cash Management

(7) Administrative Requirements

(4) Federal Financial Reports

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.

94CRL-70

Material instances of noncompliance consist of failures to follow the general requirements that caused us to conclude that the misstatements resulting from those failures are material to the Federal financial assistance programs. The results of our tests of compliance disclosed a material instance of noncompliance that is described in the Schedule ofFindings and Improper or Questioned Costs.
We considered this material instance ofnoncompliance in forming our opinion on whether the Toombs County Board of Education general purpose financial statements are presented fairly, in all material respects, in conformity with generally accepted accounting principles, and this report does not affect our report dated February 17, 1995, on those financial statements.
Except as described above, the results of our procedures to determine compliance indicate that, with respect to the items tested, the Toombs County Board of Education, complied, in all material respects, with the requirements listed in the second paragraph of this report, and with respect to items not tested, nothing came to our attention that caused us to believe that the Board had not complied, in all material respects with those requirements. Additionally, the results ofour procedures disclosed immaterial instances of noncompliance with those requirements which are also described in the Schedule ofFindings 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 ofpublic record.
Respectfully submitted,
~~
Claude L. Vickers State Auditor
CLV:gp 94CRL-70

CLAUDE L. VICKERS STATE AUDITOR (404) 656-2174
TAX RATIO (404) 656-0494

~.epa:rfm.eut nf J\uhifs
254 WASHINGTON STREET, S.W. ROOM 214
J\tlanfa:, Oieorgia 30334-8400
February 17, 1995

FINANCIAL AUDITS (404) 656-2180
PROGRAM AUDITS (404) 656-2006

Honorable Zell Miller, Governor Members ofthe General Assembly Members ofthe State Board ofEducation
and Superintendent and Members ofthe Toombs County Board ofEducation

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

Ladies and Gentlemen:

We have audited the general purpose financial statements ofthe Toombs County Board ofEducation as of and for the year ended June 30, 1994, and have issued our report thereon dated February 17, 1995. This report was qualified for a scope limitation and for various departures from generally accepted accounting principles, as identified in the auditor's report on the general purpose financial statements.

We have also audited the Toombs County Board ofEducation's compliance with the requirements governing:

(1) Types of Services Allowed or Unallowed

(5) Applicable Special Tests and Provisions

(2) Eligibility
(3) Matching, Level ofEffort, 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, 1994. The management of the Toombs County Board ofEducation 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.

94CRL-80

Except as discussed in the following paragraph, we conducted our audit of compliance in accordance with generally accepted auditing standards; Government Auditing Standards, issued by the Comptroller General of the United States; and Office ofManagement and Budget (0MB) Circular A-128, "Audits of State and Local Governments". Those standards and 0MB 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 Board's compliance with those
requirements. We believe that our audit provides a reasonable basis for our opinion.
We did not observe the taking of either the Federal donated commodities inventory or the purchased foods inventory at June 30, 1994, nor could we satisfy ourselves as to the accuracy of the amounts stated as inventories through alternative procedures. However, this matter has no affect on the Board's compliance with. the requirements listed in the second paragraph of this report.
In our opinion, the Toombs County Board of Education 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, 1994.
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,
~~
Claude L. Vickers State Auditor
CLV:gp 94CRL-80

CLAUDE L. VICKERS STATE AUDITOR (404) 656-2174
TAX RATIO (404) 656-0494

~epartmeut nf ~uhits
254 WASHINGTON STREET. S. W. ROOM 214
J\tlanbt, <1f>eorgia 30334-8400
February 17, 1995

FINANCIAL AUDITS (404) 656-2180
PROGRAM AUDITS (404) 656-2006

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

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 ofthe Toombs County Board ofEducation as of and for the year ended June 30, 1994, and have issued our report thereon dated February 17, 1995_ This report was qualified for a scope limitation and for various departures from generally accepted accounting principles, as identified in the auditor's report on the general purpose financial statements.

In connection with our audit of the fiscal year 1994 general purpose financial statements of the Toombs County Board of Education and with our consideration of the Board's internal control structure used to administer Federal financial assistance programs, as required by Office ofManagement and Budget (0MB) Circular A-128, "Audits of State and Local Governments", we selected certain transactions applicable to
certain nonmajor Federal financial assistance programs for the year ended June 30, 1994. As required by 0MB
Circular A-128, we have performed auditing procedures on the selected transactions to test compliance with the requirements governing:

{l) 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 Toombs 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 Toombs County Board ofEducation had not complied, in all material respects, with those requirements.

94CRL-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,
~/4
Claude L. Vickers State Auditor
CLV:gp 94CRL-120

SECTION ID INTERNAL CONTROL

CLAUDE L. VICKERS STATE AUDITOR (404) 656-2174
TAX RATIO (404) 656-0494

~epctrhnent of ~uh-its
254 WASHINGTON STREET. S.W. ROOM 214
~t!nutn, ~enr_gin 30334-8400
February 17, 1995

FINANCIAL AUDITS (404) 656-2180
PROGRAM AUDITS (404) 656-2006

Honorable Zell Miller, Governor Members of the General Assembly Members ofthe State Board ofEducation
and Superintendent and Members ofthe Toombs County Board ofEducation
REPORT ON INTERNAL CONTROL STRUCTURE IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS
Ladies and Gentlemen:
We have audited the general purpose financial statements ofthe Toombs County Board ofEducation as of and for the year ended June 30, 1994, and have issued our report thereon dated February 17, 1995. This report was qualified for a scope limitation and for various departures from generally accepted accounting principles, as identified in the auditor's report on the general purpose financial statements.
Except as discussed in the following paragraph, we conducted our audit in accordance with generally accepted auditing standards, and 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.
We did not observe the taking of either the Federal donated commodities inventory or purchased foods inventory at June 30, 1994, nor could we satisfy ourselves as to the accuracy of the amounts stated as inventories through alternative procedures.
In planning and performing our audit ofthe general purpose financial statements ofthe Toombs County Board
of Education for the year ended June 30, 1994, we considered the internal control structure in order to determine our auditing procedures for the purpose of expressing our opinion on the general purpose financial statements and not to provide assurance on the internal control structure.
The management ofthe Toombs 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 ofan 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
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are executed in accordance with management's authorization and recorded properly to permit the preparation ofgeneral purpose financial statements in accordance with generally accepted accounting principles. Because ofinherent 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.

For the purposes of this report, we have classified the significant internal control structure policies and procedures in the following categories:

(I) Cash and Cash Equivalents

(6) Employee Compensation

(2) Inventories

(7) General Ledger

(3) Revenue/Receivables/Receipts

(8) General Fixed Assets

(4) Procurement

(5) Expenditures/Liabilities/ Disbursements

For all ofthe internal control categories listed above, 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.

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 of the 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 of one 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 financial statements being audited may occur and not be detected within a timely period by employees in the normal course of performing their assigned functions.

Our consideration of the internal control 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.

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This condition was considered in detennining the nature, timing, and extent of the procedures to be performed in our audit of the Toombs County Board ofEducation's financial statements and this report does not affect our report thereon dated February 17, 1995.
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,
c,,c,~
Claude L. Vickers State Auditor
CLV:gp 94ICL-3

CLAUDE L. VICKERS STATE AUDllDR (404) 656-2174
TAX RATIO (404) 656-0494

~epctrfmeut nf ~uhifs

254 WASHINGlDN STREET, S.W.

ROOM 214

_

J\tfotthl:, ~enr_sia 30334-8400

February 17, 1995

FINANCIAL AUDITS (404) 656-2180
PROGRAM AUDITS (404) 656-2006

Honorable Zell Miller, Governor Members of the General Assembly Members ofthe State Board ofEducation
and Superintendent and Members ofthe Toombs County Board ofEducation
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 Toombs County Board ofEducation as of and for the year ended June 30, 1994, and have issued our report thereon dated February 17, 1995. This report was qualified for a scope limitation and for various departures from generally accepted accounting principles, as identified in the auditor's report on the general purpose financial statements. We have also audited the Toombs County Board ofEducation's compliance with requirements applicable to major Federal financial assistance programs and have issued our opinion thereon dated February 17, 1995.
Except as discussed in the following paragraph, we conducted our audit in accordance with generally accepted auditing standards; Government Auditing Standards, issued by the Comptroller General ofthe United States; and the provisions ofOffice ofManagement and Budget (0MB) Circular A-128, "Audits of State and Local Governments". Those standards and 0MB Circular A-128 require that we plan and perform the audit to obtain reasonable assurance about whether the general purpose financial statements are free of material misstatement and about whether the Toombs County Board ofEducation complied :with laws and regulations, noncompliance with which would be material to a major Federal financial assistance program.
We did not observe the taking of either the Federal donated commodities inventory or purchased foods inventory at June 30, 1994, nor could we satisfy ourselves as to the accuracy of the amounts stated as inventories through alternative procedures.
In planning and performing our audit for the year ended June 30, 1994, we considered the Board's internal control structure in order to determine our auditing procedures for the purpose of expressing our opinion 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 0MB Circular A-128. This report addresses our consideration of internal control structure policies and procedures
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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 February 17, 1995.

The management ofthe Toombs County Board ofEducation 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 ofan 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 financial statements in accordance with generally accepted accounting principles, and that Federal financial 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 ofany evaluation ofthe structure
to future periods is subject to the risk that procedures may become inadequate because of changes in conditions or that the effectiveness of the design and operation of policies 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 ofEffort, and/or Earmarking

(5) Allowable Costs/Cost Principles

(4) Reporting

(6) Audit Follow-Up/Resolution (7) 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, 1994, the Toombs County Board of Education expended 71% of its total Federal financial assistance under major Federal financial assistance programs.

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We performed tests of controls, as required by 0MB 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 of the Board's major Federal financial assistance programs, which 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 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 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, a reportable condition was noted in the following control category:
Administrative Requirements
A material weakness is a reportable condition in which the design or operation of one or more ofthe 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 condition described above is also considered to be a material weakness.
This condition was considered in determining the nature, timing, and extent of the procedures to be performed in our audit ofthe Toombs County Board ofEducation's compliance with requirements applicable to its major Federal financial assistance programs for the year ended June 30, 1994, and this report does not affect our report thereon dated February 17, 1995.
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 L. Vickers State Auditor
CLV:gp 94ICL-7

SECTION IV FINDINGS AND IMPROPER OR QUESTIONED COSTS

TOOMBS COUNTY BOARD OF EDUCATION SCHEDULE OF FINDINGS AND IMPROPER OR QUESTIONED COSTS
YEAR ENDED JUNE 30, 1994
PRIOR YEAR
AUDIT FOLLOW-UP/RESOLUTION Failure to Meet Expenditure Requirements Financial Statements Amount: $15,267.97 Audit Control Number 7381-93-02
The audit report for the year ended June 30, 1993, disclosed that the Staff Development Programs Professional Development Program had an underexpenditure of Quality Basic Education (QBE) funds of $15,267.97 for the required minimum allotment. In the year under review, no adjustment was made to the Board's local fair share by the Georgia Department ofEducation to refund this underexpenditure. These funds should be returned to the Georgia Department ofEducation through an increase in the Board's local fair share for the QBE programs in a subsequent fiscal period.
AUDIT FOLLOW-UP/RESOLUTION Free and Reduced Priced Meal Applications Federal Financial Assistance Finding Resolved Audit Control Number 7381-93-03
The audit report for the year ended June 30, 1993, reported $24.60 in overreimbursement for free and reduced priced meals for the National School Lunch Program (CFDA 10.555), which should be refunded to the Georgia Department of Education. The Georgia Department of Education (GDOE), in a letter dated February 15, 1995, notified the Board that refund of the $24.60 was being waived by GDOE.
PRIOR YEAR/CURRENT YEAR
GENERAL FIXED ASSETS Failure to Maintain General Fixed Assets Account Group Financial Statements Reportable Condition - Material Weakness Audit Control Number 7381-93-01
The audit report for the year ended June 30, 1993, noted that the management of the Toombs County Board ofEducation 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, no action was taken by the Board to establish this account group. This condition results in the general purpose financial statements ofthe Board being incomplete and not in accordance with generally accepted accounting principles. Appropriate action should be taken by the Board to establish accounting controls and procedures to provide for maintenance of a General Fixed Assets Account Group. These subsidiary records should

TOOMBS COUNTY BOARD OF EDUCATION SCHEDULE OF FINDINGS AND IMPROPER OR QUESTIONED COSTS
YEAR ENDED JUNE 30, 1994
PRIOR YEAR/CURRENT YEAR
GENERAL FIXED ASSETS Failure to Maintain General Fixed Assets Account Group Financial Statements Reportable Condition - Material Weakness Audit Control Number 7381-93-01
include an inventory ofland, buildings and equipment owned by the Board and should include but may not be limited to date acquired, acquisition cost, location and description. Detailed records should be maintained of all additions and deletions to the General Fixed Assets Account Group.
CURRENT YEAR
EMPLOYEE COMPENSATION - Financial Statements ALLOWABLE COSTS/COST PRINCIPLES - Federal Financial Assistance Salary Overpayment Major Program Nonmaterial Noncompliance Amount: $61.80 Audit Control Number 7381-94-01
The Board overpaid a Food and Nutrition Program (CFDA 10.553, 10.555 and 10.558) employee in the amount of $61.80. This overpayment was a result of a miscalculation by payroll personnel.
Appropriate action should be taken by the Board to ensure that all professional personnel are paid in accordance with the contracted salaries for work actually performed. Reimbursement of $61.80 should be secured from the employee involved and deposited to the Board's School Food Services Fund.
CIVIL RIGHTS Individual not Designated to Oversee Compliance Federal Financial Assistance Nonmaterial Noncompliance Audit Control Number 7381-94-02
As of June 30, 19.94, the Toombs County Board of Education's civil rights policy did not include the designation ofan individual to oversee civil rights compliance as required by 34 CFR 104.7 and 34 CFR 106.8. This noncompliance occurred due to an oversight by the Board. Appropriate action should be taken by the Board to designate an individual to oversee the policy as required by the regulations.

TOOMBS COUNTY BOARD OF EDUCATION SCHEDULE OF FINDINGS AND IMPROPER OR QUESTIONED COSTS
YEAR ENDED JUNE 30, 1994
CURRENT YEAR
ADMINISTRATIVE REQUIREMENTS Inadequate Inventory Records Federal Financial Assistance Major Program Reportable Condition - Material Weakness Material Noncompliance Audit Control Number 7381-94-03
Property management records maintained by the Board for the National School Lunch Program (CFDA 10.555) were incomplete and failed to meet the property management standards as set forth in Chapter 8 of Part I of the Georgia Financial Accounting Handbook for Local School Systems (GFAH) or as outlined in 7 CFR 3015.169. Property records maintained by the Toombs County Board ofEducation and presented for examination did not contain acquisition cost and/or date. In addition, equipment purchases for the year under review were not added to the property records.
These conditions occurred because management disregarded the provisions of GFAH. An inventory system should be implemented that provides for the identification ofall equipment purchases as outlined in GFAH and 7 CFR 3015.169. Periodic physical inventory counts should be made and reconciled to the property records to ensure the accuracy ofthe Board's inventory records.

SECTIONV PERTINENT VIEWS OF RESPONSIBLE OFFICIALS

TOOMBS COUNTY BOARD OF EDUCATION PERTINENT VIEWS OF RESPONSIBLE OFFICIALS
YEAR ENDED JUNE 30, 1994
EMPLOYEE COMPENSATION - Financial Statements ALLOWABLE COSTS/COST PRINCIPLES - Federal Financial Assistance Salary Overpayment Major Program Nonmaterial Noncompliance Amount: $61.80 Audit Control Number 7381-94-01
We concur with this finding. Reimbursement of $61.80 will be secured from the employee involved and will be deposited to the School Food Services Fund.
CIVIL RIGHTS Individual not Designated to Oversee Compliance Federal Financial Assistance Nonmaterial Noncompliance Audit Control Number 7381-94-02
We concur with this finding. Mr. Brad Almon was designated as the Civil Rights Compliance Coordinator and listed in the Toombs County Schools Calendar of Activities, Events, Policies and Procedures but was not recorded in the Board's Minutes. In the future, the compliance coordinator will be named and approved by the Board and recorded in the minutes.
ADMINISTRATIVE REQUIREMENTS Inadequate Inventory Records Federal Financial Assistance Major Program Reportable Condition - Material Weakness Material Noncompliance Audit Control Number 7381-94-03
We concur with this finding. Property that did not have a cost and acquisition date are older pieces of equipment where records are unavailable. The inventory cards did not have the information when the current director took this position. Then end ofyear depreciable inventory will be taken in June 1995. All equipment will be listed with acquisition cost and date.
Note: The Toombs County Board of Education has elected not to provide comments for inclusion in this report other than the above.