Audit report, Whitfield County Board of Education, Dalton, Georgia, year ended June 30, 1998

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AUDIT REPORT WlllTFIELD COUNTY BOARD OF EDUCAnON
DALTON, GEORGIA YEAR ENDED JUNE 30,1998
-----~----_. - - - . _ - - - - - - - - - - -

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

WHITFIELD COUNTY BOARD OF EDUCATION - TABLE OF CONTENTS -

SECTION I

FINANCIAL

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

EXHIBITS

GENERAL PURPOSE FINANCIAL STATEMENTS

COMBINED STATEMENTS - OVERVIEW

A

COMBINED BALANCE SHEET

ALL FUND TYPES

2

B

COMBINED STATEMENT OF REVENUES, EXPENDITURES AND

CHANGES IN FUND BALANCES

ALL GOVERNMENTAL FUND TYPES

3

C

COMBINED STATEMENT OF REVENUES, EXPENDITURES AND

CHANGES IN FUND BALANCES - BUDGET AND ACTUAL

(NON-GAAP BASIS)

GENERAL AND SPECIAL REVENUE FUNDS

5

D NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

6

ADDITIONAL FINANCIAL INFORMATION

COMBINING STATEMENTS

SPECIAL REVENUE FUND

E

COMBINING BALANCE SHEET

18

F

COMBINING STATEMENT OF REVENUES, EXPENDITURES

AND CHANGES IN FUND BALANCES

19

CAPITAL PROJECTS FUND

G

COMBINING BALANCE SHEET

20

H

COMBINING STATEMENT OF REVENUES, EXPENDITURES

AND CHANGES IN FUND BALANCES

. 21

SCHEDULES

1 SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS

22

2 SCHEDULE OF STATE REVENUE

24

3 SCHEDULE OF APPROVED LOCAL OPTION SALES TAX PROJECTS

25

4 SCHEDULE OF EXPENDITURES

LOTTERY PROGRAMS

26

ANALYSIS OF MINIMUM EXPENDITURE REQUIREMENTS

GENERAL FUND - QUALITY BASIC EDUCATION PROGRAMS

5

OVERALL

27

6

BY PROGRAM

28

WInTFIELD COUNTY BOARD OF EDUCATION - TABLE OF CONTENTS -
SECTION II ,
COMPLIANCE AND INTERNAL CONTROL REPORTS REPORT ON COMPLIANCE AND ON INTERNAL CONTROL OVER FINANCIAL REPORTING BASED ON AN AUDIT OF FINANCIAL STATEMENTS PERFORMED IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS REPORT ON COMPLIANCE WITH REQUIREMENTS APPLICABLE TO EACH MAJOR PROGRAM AND INTERNAL CONTROL OVER COMPLIANCE IN ACCORDANCE WITH OMB CIRCULAR A-133
SECTION ill AUDITEE'S RESPONSE TO PRIOR YEAR FINDINGS AND QUESTIONED COSTS SUMMARY SCHEDULE OF PRIOR YEAR FINDINGS AND QUESTIONED COSTS
SECTION IV FINDINGS AND QUESTIONED COSTS SCHEDULE OF FINDINGS AND QUESTIONED COSTS

SECTION I FINANCIAL

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

DEPARTMENT OF AUDITS AND ACCOUNTS
254 Washington Street, S.W., Suite 214 Atlanta, Georgia 30334-8400
March 12, 1999

Honorable Roy E. Barnes, Governor Members ofthe General Assembly Members ofthe State Board of Education
and Superintendent and Members ofthe Whitfield County Board of Education
INDEPENDENT AUDITOR'S COMBINED REPORT ON GENERAL PURPOSE FINANCIAL STATEMENTS AND SUPPLEMENTARY INFORMATION SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS
Ladies and Gentlemen:
We have audited the accompanying general purpose fmancial statements of the Whitfield County Board of Education, as of and for the year ended June 30, 1998, as listed in the table of contents. These general pwpose financial statements are the responsibility ofthe Whitfield County Board ofEducation's management. Our responsibility is to express.an opinion on these general pwpose financial statements based on our audit.
Except as discussed in the following paragraph, we conducted our audit in accordance with generally accepted auditing standards and the standards applicable to fmancial audits contained in Government Auditing Standards, issued by the Comptroller General ofthe United States. Those standards require that we plan and perform the audit to obtain reasonable assurance about whether the financial statements are free 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, 1998, 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 pwpose financial statements, the Board's fmancial 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:

98ARL-13A

* 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 principl~.
* 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 fmancial statements.
* Governmental Accounting Standards Board Technical Bulletin 98-1, Disclosures About Year 2000
Issues, requires disclosure of certain matters regarding the year 2000 issue in order for financial statements to be prepared in conformity with generally accepted accounting principles. Such required disclosures include:
o Any significant amount of resources committed to make computer systems and other electronic
equipment year 2000 compliant;
o A general description ofthe year 2000 issue, including a description ofthe stages ofwork in process
or completed as of the end ofthe reporting period to make computer systems and other electronic equipment critical to conducting operations year 2000 compliant.
o The additional stages of work necessary for making the computer systems and other electronic
equipment year 2000 compliant.
Whitfield County Board of Education has omitted such disclosures. We do not provide assurance that Whitfield County Board of Education is or will be year 2000 ready, that Whitfield County Board of Education's year 2000 remediation efforts will be successful in whole or in part, or that parties with which Whitfield County Board of Education does business will be year 2000 ready.
The aggregate effects on the general purpose financial statements ofthese variances or omissions have not been determined, but are believed to be material.
In our opinion, except for the effects of such 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 of the food service inventories as discussed in the third paragraph, and except for the effects on the general purpose financial statements of the matters referred to in the preceding paragraph, the general purpose financial statements referred to above present fairly, in all material respects, the financial position of the Whitfield County Board of Education as of June 30, 1998, and the results of its operations for the year then ended, in conformity with generally accepted accounting principles.
In accordance with Government Auditing Standards, we have also issued our report dated March 12, 1999, on our consideration ofthe Whitfield County Board ofEducation's internal control over financial reporting and our tests of its compliance with certain provisions of laws, regulations, contracts and grants.
98ARL-13A

Our audit was performed for the purpose of forming an opinion on the general purpose financial statements of the Whitfield County Board of Education taken as a whole. The accompanying combining statements (Exhibits E through H) and the financial schedules (Schedules 1 through 6), which includes the Schedule of E~pendituresof Federal Awards as required by U. S. Office of Management and Budget Circular A-133, Audits o/States, Local Governments, and Non-Profit Organizations, are presented for purposes ofadditional analysis and are not a required part ofthe general purpose financial statements. Such information has been subjected to the auditing procedures applied in the audit of the general purpose financial statements and in our opinion, except for the effect of adjustments, if any, on the Special Revenue Fund, as might have been determined to be necessary had we been able to satisfy ourselves as to the accuracy of the food service inventories as discussed in the third paragraph, and except for the effects of the matters referred to in the fourth paragraph, such information is fairly presented in all material respects in relation to the general purpose financial statements taken as a whole.
A copy of this report has been filed as a permanent record in the office of the State Auditor and made available to the press of the State, as provided for by Official Code of Georgia Annotated Section 50-6-24.
Respectfully submitted,
~-a~~~
Claude L. Vickers State Auditor
CLV:gp 98ARL-13A

WHITFIELD COUNTY BOARD OF EDUCAnON

WHITFIELD COUNTY BOARD OF EDUCATION COMBINED BALANCE SHEET ALL FUND TYPES JUNE 30.1998

EXHIBIT "A"

ASSETS
Cash and Cash Equivalents
Investments
Accounts Receivable
Inventories Food Donated Commodities PUrchased Food
Amount to be Provided in Future Years For Payment of Capital Lease Agreements

GOVERNMENTAL FUND TYPES

SPECIAL

CAPITAL

GENERAL

REVENUE

PROJECTS

FUND

FUND

FUND

TOTALS (Memorandum Only) JUNE 30,1998 JUNE 30,1997

$ 768,682.67 $ 967,237.37 $ 7,522,957.36 $ 9,258,8n.40 $ 930,670.61

1,256,640.28

1,256,640.28

4,281,919.08

5,824,516.n

178,136.50 1,711,123.87

7,713,7n.14

5,343,285.05

n,118.91 22,096.26

77,118.91 22,096.26

47,815.42 23,165.61
105,689.97

Total Assets

$ 7,849,839.72 $ 1,244,589.04 $ 9,234,081.23 $ 18,328,509.99 $ 10,732,545.74

LIABILITIES AND FUND EQUITY

LIABILITIES

Cash Overdraft Accounts Payable Salaries Payable Expired Grant Balances Payable Contracts Payable Retainages Payable Capital Lease Agreements

$ 1,n3,742.06 $
5,642,891.25

81,467.60 292,952.24
239.21

$

870,629.31

$ 1,855,209.66

1,668,588.03

5,935,843.49

5,440,302.58

239.21

2,580.92

79,679.00

154,439.00

105,689.97

Total Liabilities

$ 7,416,633.31 $ 374,659.05

$ 7,791,292.36 $ 8,321,908.81

FUND EQUITY

Fund Balances Reserved For Expired Grant Balances/Questioned Costs For Inventories Food Donated Commodities Purchased Food For SPLOST Projects For State Capital OuUay Projects Unreserved Designated for Self-Insurance Undesignated
Total Fund Equity

$

6,568.03

$

6,568.03 $

5,076.68

$ n,118.91 22,096.26 $ 9,o54,5n.97 179,503.26

n,118.91 22,096.26 9,054,5n.97 179,503.26

47,815.42 23,165.61
111,707.30

393,349.40 33,288.98

nO,714.82

393,349.40

225,106.01

0.00

804,003.80

1,997,765.91

$ 433,206.41 $ 869,929.99 $ 9,234,081.23 $ 10,537,217.63 $ 2,410,636.93

Total Liabilities and Fund Equity

$ 7,849,839.72 $ 1,244,589.04 $ 9,234,081.23 $ 18,328,509.99 $ 10,732,545.74

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

WHITFIELD COUNTY BOARD OF EDUCATION COMBINED STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES
ALL GOVERNMENTAL FUND TYPES YEAR ENDED JUNE 30, 1998

EXHIBIT"B"

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

GENERAL FUND

SPECIAL REVENUE
FUND

CAPITAL PROJECTS
FUND

TOTALS (Memorandum Only)
YEAR ENDED JUNE 30,1998 JUNE 30,1997

$ 38,857,348.68 $ 618,762.34 $ 163,548.00 $

3,319,55 3,275,003,76

17,196,603.61

9,482,332.85

1,548,585.16 1,276,266.78 149,564.37

39,639,659,02 $ 3,278,323,31
26,678,936,46 2,974,416.31

37,885,896,99 3,049,315,83
17,115,668.24 2,793,n4.08

$ 57,605,857.00 $ 5,170,032.88 $ 9,795,445.22 $ 72,571,335.10 $ 60.844,655,14

$ 39,223,033.63 $ 1,569,694.37

$ 40,792,728.00 $ 36,583,608,76

2,655,871.60 1,845,645,53 1,689,890,06
541,326,93 4,222,319.54
326,790.37 4,274,892.26 2,427,247.33
541,351.67 16,545.09 149.56 2,816,87
583,076.93 68,744.36

89,883.01 145,400,88 45,726,43 78,944,05
2,327,55 13,003.82 3,188,228,25
$

803,484,15

2,745,754,61 1,991,046,41 1,735,616.49
620,270,98 4,222,319.54
326,790.37 4,274,892.26 2,429,574,88
541,351.67 29,548,91
3,188,3n.81 2,816.87
583,076.93 872,228.51

2,657,331.62 1,660,547,79 1,814,886,51
345,009,67 3,940,720.75
384,934.25 4,187,445,42 1,871,860,15
663,166,59 9,659,19
3,232,559,19
602,598.98 3,350,192.86

105,689,97 10,904.33

105,689.97 10,904,33

418,634,80 28,283,30

$ 58,536,296,03 $ 5,133,208,36 $ 803,484,15 $ 64,472,988,54 $ 61,751,439,83

$ -930,439,03 $ 36,824,52 $ 8,991,961,07 $ 8,098,346,56 $ -906,784,69

$ $ -138,310,40
$ -138,310,40 $

7,897.54 $ 130,412,86 $ 7,897,54 $ 130,412.86 $

138,310.40 $ -138,310.40
0.00 $

236,914,10 -236,914,10
0,00

$ -1,068,749,43 $ 44,722,06 $ 9,122,373.93 $ 8,098,346.56 $ -906,784.69 1,501,955,84 796,973,79 111,707,30 2,410,636,93 3,313,103.05

29,303,49 -1,069.35

29,303,49 -1,069.35

3,683.19 635,38

FUND BALANCE JUNE 30

$ 433,206,41 $ 869,929,99 $ 9,234,081.23 $ 10,537,217,63 $ 2,410,636,93

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

THIS PAGE LEFT BLANK

WHITFIELD COUNTY BOARD OF EDUCATION . COMBINED STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES
BUDGET AND ACTUAL - fNON-GAAP BASIS) GENERAL AND SPECIAL REVENUE FUNDS
YEAR ENDED JUNE 30, 1998

EXHIBIT"C

GENERAL FUND

ACTUAL

(BUDGET

BUDGET

BASIS)

REVENUES

State Funds Federal Funds Taxes Other Funds

$ 37,295,736,52 $ 38,857,348.68

30,000,00

3,319.55

16,309,421.00 17,196,603.61

1,066,968.00 1,548,585.16

Total Revenues

$ 54,702,125.52 $ 57,605,857.00

EXPENDITURES

Current Instruction Support Services Pupil Services Improvement of Instructional Services Educational Media Services General Administration School Administration Business Administration Maintenance and Operation of Plant Student Transportation Services Central Support Services Other Support Services Food Services Operation Enterprise Operations Community Services Operations
Capital Outlay Debt Service

$ 37,169,988.82 $ 39,223,033,63

2,590,254.00 1,759,315.00 1,727,938.00
521,336.00 4,131,374.00
275,820.00 4,073,399.32 2,347,504.00
306,456,50
424,500.00 135,600.00

2,655,871,60 1,845,645.53 1,689,890.06
541,326.93 4,222,319.54
326,790.37 4,274,892.26 2,427,247,33
541,351.67 16,545.09 149.56 2,816.87
583,076.93 68,744.36 116,594.30

Total Expenditures

$ 55,463,485.64 $ 58,536,296.03

Excess of Revenues over (under) Expenditures

$ -761,360.12 $ -930,439.03

OTHER FINANCING SOURCES (USES)

Other Sources Other Uses

$ 356,429.00 -601,429.00 $ -138,310.40

Total Other Financing Sources (Uses)

$ -245,000.00 $ -138,310.40

Excess of Revenues and Other Financing Sources over (under) Expenditures and Other Financing Uses $ -1,006,360,12 $ -1,068,749.43

FUND BALANCE JULY 1. 1997

3,479,270.64

1,501,955.84

Adjustments

-30,020.05

SPECIAL REVENUE FUND

ACTUAL

(BUDGET

BUDGET

BASIS)

$ 912,584.00 $ 618,762,34 2,878,319.00 3,275,003.76

1,389,198.03

1,276,266.78

$ 5,180,101.03 $ 5,170,032.88

$ 1,642,910.03 $ 1,569,694.37

151,649.00 190,347.00 45,692.00 98,9n.OO

89,883.01 145,400.88 45,726.43 78,944.05

2,686.00
17,032.00 3,016,872.50

2,327,55
13,003.82 3,188,228.25

$ 5,166,165.53 $ 5,133,208.36

$

13,935.50 $

36,824.52

$

7,897.54

$

7,897.54

$

13,935.50 $

44,722.06

794,091,55

725,992.76

31,652.67

FUND BALANCE JUNE 30. 1998

$ 2,442,890.47 $ 433,206.41

$ 839,679.72 $ nO,714.82

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

WillTFIELD COUNTY BOARD OF EDUCATION

EXIllBIT "D"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 3D. 1998

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
REPORTING ENTITY
The Whitfield County Board ofEducation (Board) was established under the laws ofthe State ofGeorgia and operates under the guidance of a school board elected by the voters and a Superintendent appointed by the Board. The Board is organized as a separate legal entity and has the power to levy taxes and issue bonds. Its budget is not subject to approval by any other entity. Accordingly, the Board is a primary government and consists of all the organizations that compose its legal entity.
FUND ACCOUNTING
The Board uses funds 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.
Although "school activity accounts" are maintained at the individual schools, neither the assets, liabilities and fund equity, nor the revenues, expenditures and changes in fund balances ofthese accounts are reflected in these financial statements. To conform to generally accepted accounting principles, these accounts should be recorded in the general purpose financial statements.
The general purpose financial statements account for all State, Federal, Taxes and Other funds under control ofthe Board, in compliance with generally accepted accounting principles applicable to governmental units, unless otherwise disclosed in these notes. Funds presented in this report are as follows:
GOVERNMENTAL FUND TYPES - are used to account for all or most ofa Board's educational activities. Governmental Fund Types include:
GENERAL FUND - the fund used to account for all financial resources ofthe Board except those required to be accounted for in another fund. These transactions relate to resources obtained and used for services provided by a board of education.
SPECIAL REVENUE FUND - the fund used to account for the proceeds ofspecific revenue sources (other than for major capital projects) that are legally restricte4 to expenditures for specified purposes. These funds are received primarily from the Georgia Department ofEducation and from the Federal government ,. to accomplish specific educational objectives.

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WHITFIELD COUNTY BOARD OF EDUCATION

EXHIBIT "D"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30, 1998

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
CAPITAL PROJECTS FUND - the fund used to account for fmancial resources to be used for the acquisition or construction of major capital facilities.
BASIS OF ACCOUNTING
The accounting and fmancial reporting treatment applied to a fund is determined by its measurement focus. All governmental funds are accounted for using a current financial resources measurement focus. With this measurement focus, only current assets and current liabilities generally are included on the balance sheet. Operating statements of these funds present increases (Le., revenues and other fmancing sources) and decreases (Le., expenditures and other financing uses) in net current assets. Their reported fund balance is considered. a measure of available spendable resources.
Liabilities which are expected to be financed from available spendable resources are reported as liabilities in the governmental funds.
Governmental funds are accounted for using the modified accrual basis of accounting under which:
Revenues are recognized when susceptible to accrual (Le., 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, local option sales taxes, intergovernmental grants and investment income.
Expenditures are generally recognized when the related fund liability is incurred.
A substantial number of personnel of the Board were employed for a one hundred and ninety day period beginning in late August of 1997 and ending in early June 1998. Employment contracts for these employment periods typically specify that compensation be paid in twelve equal monthly payments beginning in September 1997 and ending in August 1998. State grants to fund the State's share of these contracts are disbursed to the Board in the same twelve month period. In accordance with generally accepted accounting principles, salary and fringe benefit expenditures and the related revenue from the State to fund these contracts are recorded in the fiscal period covered by these financial statements.
BUDGET
The Whitfield County Board of Education's budget is a complete financial plan for the Board's fiscal year and is based upon estimates of expenditures together with probable funding sources. There is no statutory prohibition regarding overexpenditure of the budget at any level. The budget for all governmental funds is prepared by fund, function and object. The legal level of budget control was established by the Board at the aggregate level. The budget for governmental funds was prepared on a basis other than generally accepted accounting principles.
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WIDTFIELD COUNTY BOARD OF EDUCATION

EXHIBIT "D"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30, 1998

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES

The budget process begins when the Board's administration prepares a tentative budget for the Board's approval. After approval ofthis tentative budget by the Board, such budget is advertised at least once in a newspaper ofgeneral circulation in the locality. At the next regular meeting ofthe Board after advertisement, the Board receives comments on the tentative budget, makes revisions as necessary and adopts a final school budget. This fmal budget is then submitted, in accordance with provisions ofthe Quality Basic Education Act, OCGA Section 20-2-167, to the Georgia Department ofEducation. The Board may increase or decrease the budget at any time during the year. All unexpended budget authority lapses at fiscal year-end.

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

Special Revenue
Fund

FUND BALANCE JULY 1, 1997

$ 796,973.79

Adjustments Inventories-July 1, 1997 Food Donated Commodities Purchased Foods

-47,815.42 -23,165.61

Fund Balance July 1, 1997 (Budget Basis)

$ 725,992.76

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

44,722.06

FUND BALANCE JUNE 30, 1998 (Budget Basis)

$ 770,714.82

CASH AND CASH EQUIVALENTS

COMPOSITION OF DEPOSITS Cash and cash equivalents consist of deposits in authorized financial institutions. Georgia Laws authorize the Board to deposit its funds in one or more solvent banks, insured Federal savings and loan associations, or insured State chartered building and loan associations.

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WHITFIELD COUNTY BOARD OF EDUCATION

EXHIBIT "D"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 3D. 1998

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
INVESTMENTS
COMPOSITION OF INVESTMENTS Investments made by the Board in nonparticipating interest-earning contracts (such as certificates of deposit) and repurchase agreements are reported at cost. Participating interest-earning contracts and money market investments with a maturity at purchase ofone year or less are reported at amortized cost. Both participating interest-earning contracts and money market investments with a maturity at purchase greater than one year are reported at fair value. The Official Code of Georgia Annotated Section 36-83-4 authorizes the Board to invest its funds. In selecting among options for investment or among institutional bids for deposits, the highest rate of return shall be the objective, given equivalent conditions of safety and liquidity. Funds may be invested in the following:
(1) Obligations issued by the State of Georgia or by other states,
(2) Obligations issued by the United States government,
(3) Obligations fully insured or guaranteed by the United States government or a United States government agency,
(4) Obligations of any corporation ofthe United States government,
(5) . Prime banker's acceptances,
(6) The Local Government Investment Pool administered by the State of Georgia, Office of Treasury and Fiscal Services,
(7) Repurchase agreements, and
(8) Obligations of other political subdivisions of the State of Georgia.
RECEIVABLES
Receivables consist of grant reimbursements due on Federal, State or other grants for expenditures made but not reimbursed and other receivables disclosed from information available. Receivables are recorded when either the asset or revenue recognition criteria has been met. Receivables recorded on the general purpose fmancial statements do not include any amounts which would necessitate the need for an allowance for uncollectible receivables.

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J
WHITFIELD COUNTY BOARD OF EDUCATION

EXIllBIT "D"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30. 1998

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES

PROPERTY TAXES

The Whitfield County Board of Commissioners fixed the property tax levy for the 1997 tax year (calendar year) on September 23, 1997 (levy date). Taxes were due on December 20,1997. The lien date for property taxes was January 1, 1997. Taxes collected within the current fiscal year or within 60 days after year-end are reported as revenue in fiscal year 1998. The Whitfield County Tax Commissioner bills and collects the property taxes for the Board ofEducation, withholds 2.5% oftaxes collected as a fee for tax collection and remits the balance oftaxes collected to the Board.

The tax millage rate levied for the 1997 tax year (calendar year) for the Whitfield County Board ofEducation was as follows (a mill equals $1 per thousand dollars of assessed value):

School Operations

lLlQmills

SALES TAXES

Special Purpose Local Option Sales Tax is to be used for capital outlay for educational purposes and or debt service. Special Purpose Local Option Sales Tax collected by the State and remitted to the Board during the fiscal year amounted to $9,482,332.85 and was recorded in the Capital Projects Fund. The State will terminate collection of this tax once an additional $39,424,426.15 has been collected or on June 30, 2002 whichever occurs first.

INVENTORIES

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

COMPENSATED ABSENCES

Compensated absences represent 'obligations of the Board relating to employees' rights to receive compensation for future absences based upon service already rendered. This obligation relates only to vesting accumulating leave in which payment is probable and can be reasonably estimated. No liability has been recorded in the individual funds for the current portion ofthis obligation as this amount is deemed immaterial to the general purpose financial statements.

- 10-

WHITFIELD COUNTY BOARD OF EDUCATION

EXHffiIT "D"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30, 1998

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
Additionally, the dollar value of accumulated compensated absences at June 30, which will be payable from future resources has not been recorded in the General Long-Term Debt Account Group as this liability is also deemed to be immaterial to the fair presentation of these financial statements.
INTERFUND TRANSACTIONS
The Board has the following types of interfund transactions:
Reimbursements of expenditures initially made from a fund that are properly applicable to another fund, are recorded as expenditures in the reimbursing fund and as reductions of expenditures in the fund that is reimbursed.
Operating transfers are recorded for all interfund transactions other than reimbursements.
MEMORANDUM ONLY - TOTAL COLUMNS
Total columns on the general purpose financial statements are captioned "Memorandum Only" to indicate that they are presented only to facilitate financial analysis. Data in these. columns do not present fmancial 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. Certain reclassifications have been made to the comparative data to conform to the current year classifications.
Note 2: DEPOSITS AND INVESTMENTS
COLLATERALIZATION OF DEPOSITS Official Code of Georgia Annotated (OCGA) Section 45-8-12 provides that there shall not be on deposit at any time in any depository for a time longer than ten days a sum of money which has not been secured by surety bond, by guarantee of insurance, or by collateral. The aggregate of the face value of such surety bond and the market value ofsecurities pledged shall be equal to not less than 110 percent ofthe 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 anyone of or any combination of the following:
(1) Surety bond signed by a surety company duly qualified and authorized to transact business within the State of Georgia,
(2) Insurance on accounts provided by the Federal Deposit Insurance Corporation,

- 11 -

WInTFIELD COUNTY BOARD OF EDUCATION

EXIllBIT "D"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30. 1998

Note 2: DEPOSITS AND INVESTMENTS

(3) Bonds, bills, notes, certificates ofindebtedness or other direct obligations ofthe United States or of the State of Georgia,

(4) Bonds, bills, notes, certificates ofindebtedness or other obligations ofthe counties or municipalities ofthe State of Georgia,

(5) Bonds ofany public authority created by the laws ofthe State ofGeorgia, 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 ofthe State of Georgia, and

(7) Bonds, bills, notes, certificates ofindebtedness, or other obligations ofa 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 Intennediate Credit Bank, the Central Bank for Cooperatives, the Fann Credit Banks, the Federal Home Loan Mortgage Association, and the Federal National Mortgage Association.

CATEGORIZATION OF DEPOSITS At June 30, 1998, the bank balances were $12,743,790.34. The amounts of the total bank balances are . classified into three categories ofcredit 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, 1998, as follows:

Risk Category

Bank Balance

1

$ 207,680.30

2

12,536,110.04

3

0.00

Total

$12.743.790.34

- 12-

WHITFIELD COUNTY BOARD OF EDUCATION

EXHIBIT "0"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30, 1998

Note 2: DEPOSITS AND INVESTMENTS
CATEGORIZATION OF INVESTMENTS At June 30, 1998, the carrying value ofthe Board's total investments was $1,256,640.28 which is materially the same as fair value. This investment consisted entirely of funds invested in the Local Government Investment Pool administered by the State of Georgia, Office ofTreasury and Fiscal Services which are not required to be categorized since the Board did not own any specific identifiable securities in the pool. The investment policy ofthe State ofGeorgia, Office ofTreasury and Fiscal Services for the Local Government Investment Pool (primary Liquidity Portfolio) does not provide for investment in derivatives or similar investments. A description of the Primary Liquidity Portfolio is as follows:
The Primary Liquidity Portfolio consists of Georgia Fund 1, which is a combination local and state government investment pool, and Fund 6. Georgia Fund 1 is a stable net asset value investment pool which follows Standard and Poor's criteria for AAAm rated money market funds. However, Georgia Fund 1 operates in a manner consistent with Rule 2a-7 ofthe Investment Company Act of 1940 and is considered to be a 2a-7 like pool. The pool is not registered with the SEC as an investment company. The pool's primary objectives are safety of capital, investment income, liquidity and diversification while maintaining principal ($1.00 per share value). Net asset value is calculated weekly to ensure stability. The pool distributes earnings (net of management fees) on a monthly basis and determines participant's shares sold and redeemed based on $1.00 per share. Pooled cash and cash equivalents and investments are reported at cost which approximates fair value. The pool does not issue any legally binding guarantees to support the value of the shares. Participation in the pool is voluntary and deposits consist offunds from local governments; operating and trust funds of Georgia's state agencies, colleges and universities; and current operating funds of the State of Georgia's General Fund.
Investments in Georgia Fund 1 and Fund 6 are directed toward short-term instruments such as U. S. Treasury obligations, securities issued or guaranteed as to principal and interest by the U. S. Government or any of its agencies or instrumentalities, banker's acceptances and repurchase agreements. The weighted average maturity ofGeorgia Fund 1 may not exceed 60 days. Fund 6 maintains a duration of approximately one year. The weighted average maturity for Georgia Fund 1 on June 30, 1998 was 29 days. The average investment duration for Fund 6 on June 30, 1998 was .96 years.
Note 3: NON-MONETARY TRANSACTIONS
The Board receives food commodities from the United States Department ofAgriculture (USDA) for school breakfast and lunch programs. These commodities are recorded at their Federally assigned value. See Note 1 - Inventories
Note 4: RISK MANAGEMENT
The Board is exposed to various risks of loss related to torts; theft of, damage to, and destruction of assets; errors or omissions; job related illness or injuries to employees; natural disaster and unemployment compensation.
- 13-

WHITFIELD COUNTY BOARD OF EDUCATION

EXHIBIT "D"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30, 1998

Note 4: RISK MANAGEMENT

The Board participates in the Georgia School Boards Association Risk and Insurance Manageinent System, a public entity risk pool organized on July 1, 1994 to develop and administer a plan to reduce risk of loss on account ofgeneral liability, motor vehicle liability, or property damage, including safety engineering and other lo~s prevention and control techniques. The Board pays an annual premium to the system for its general insurance coverage. Additional coverage is provided through agreements by the system with other companies according to their specialty for property, boiler and machinery, general liability (including coverage for sexual harassment, molestation and abuse) and automobile risks. Payment ofexcess insurance for the system varies by line of coverage.

The Board has established a limited risk management program for workers' compensation claims. A premium is charged when needed by the General Fund to each user fund on the basis ofthe percentage ofthat fund's payroll to total payroll in order to cover estimated claims budgeted by management based on known claims and prior experience. The Board accounts for claims with expenditure and liability being reported when it is probable that a loss has occurred, and the amount of that loss can be reasonably estimated. An excess coverage insurance policy covers individual claims in excess of $200,000.00 loss per occurrence, up to the statutory limit.

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

Beginning of Year Liability

Claims and Changes in Estimates

Claims Paid

End ofYear Liability

1997 1998

$

0.00 $ 235,840.18 $ 235,840.18 $

0.00

$

0.00 $ 96,261.20 $ 96,261.20 $

0.00

The Board is self-insured with regard to unemployment compensation claims. A premium is charged when needed by the General Fund to each user fund on the basis of the percentage of that fund's payroll to total payroll in order to cover estimated cla4ns budgeted by management based on known claims and prior experience. The Board accounts for claims with expenditure and liability being reported when it is probable that a loss has occurred, and the amount ofthat loss can be reasonably estimated.

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

Beginning
of Year Liability

Claims and Changes in Estimates

Claims ' Paid

End ofYear Liability

1997 1998

$

0.00 $

5.119.00 $

5,119.00 $

0.00

$

0.00 $

5.184.00 $

5,184.00 $

0.00

- 14-

WHITFIELD COUNTY BOARD OF EDUCATION

EXlllBIT "D"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30, 1998

Note 4: RISK MANAGEMENT

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

Position Covered

Amount

Superintendent

$ 50,000.00

Note 5: OPERATING LEASES

Whitfield County Board of Education has entered into various leases as lessee for office equipment. These leases are considered for accounting purposes to be operating leases. Lease expenditures for the year ended June 30, 1998, amounted to $38,386.67. Future minimum lease payments for these leases are as follows:

Year Ending

Amount

1999 2000 2001 2002 2003

$ 305,775.72 305,775.72 305,775.72 305,775.72 267.389.05

Total

$ 1.490.491.93

Note 6: GENERAL LONG-TERM DEBT

The changes in General Long-Term Debt during the fiscal year ended June 30, 1998, were as follows:

Capital Leases

Balance July 1, 1997

$ 236,823.97

Retroactive Restatement of Prior Year Balances

131,134.00

Balance July 1, 1997 Restated

$ 105,689.97

Deductions Payments
Balance June 30, 1998

105,689.97
$,=~~o~.o~o

- 15-

WillTFIELD COUNTY BOARD OF EDUCATION

EXIDBIT "D"

-NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30. 1998

Note7: ON-BEHALFPAYMENTS
The Board has recognized revenues and expenditures in the amount of$840,772.49 for health insurance and retirement contributions paid on the Board's behalfby the following State Agencies.
Georgia Department ofEducation Paid to the State Merit System ofPersonnel Administration For Health Insurance ofNon-Certified Personnel In the amount of$699,254.49
Office of Treasury and Fiscal Services Paid to the Public School Employees Retirement System For Public School Employees Retirement (PSERS) Employer's Cost In the amount of$141,518.00
Note 8: SIGNIFICANT COMMITMENTS
Governmental Accounting Standards Board Technical Bulletin 98-1 requires certain disclosures in the Notes to the General Purpose Financial Statements concerning an entity's computer related year 2000 readiness. These disclosures, which are necessary to comply with generally accepted accounting principles, have not been made by the Board.
Note 9: CONTINGENT LIABILITIES
Amounts received or receivable principally from the Federal government are subject to audit and review by grantor agencies. This could result in requests for reimbursement to the grantor agency for any expenditures which are disallowed under grant terms. The Board believes that such disallowances, if any, will be immaterial to its overall financial position.
The Board is a defendant in various legal proceedings pertaining to matters incidental to the performance of routine Board operations. The ultimate disposition ofthese proceedings is not presently determinable, but is not believed to be material to the general purpose financial statements.
Note 10: ACCUMULATED EMPLOYEES' LEAVE
Individuals employed for a minimum of240 days of work within a fiscal year are eligible for annual leave. Leave is earned at a rate often (10) days per year. Unused days may be accumulated and carried forward to the next fiscal year subject to a maximum of fifteen (15) days. In the event of retirement, resignation or termination of employment, individuals employed for a minimum of twenty-four consecutive months are eligible for payment ofearned but unused annual leave at their current rate ofpay, limited to a maximum of twenty-five (25) days. See Note I-Compensated Absences

- 16-

WlllTFIELD COUNTY BOARD OF EDUCATION

EXHIBIT "D"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30, 1998

Note 11: 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 defined benefit pension plan. TRS provides service retirement, disability retirement and survivors benefits for its members in accordance with State statute. The Teachers Retirement System of Georgia issues a separate stand alone financial audit report and a copy can be obtained from the Georgia Department of Audits and Accounts.

TRS CONTRIBUTIONS REQUIRED AND MADE Employees ofthe Board who are covered by TRS are required by State statute to contribute 5% oftheir gross earnings to TRS. The Board makes monthly employer contributions to TRS at rates adopted by the TRS Board of Trustees in accordance with State statute and as advised by their independent actuary. The required employer contribution rate is 11.81% and employer contributions for the current fiscal year and the preceding two fiscal years are as follows:

Fiscal Year

Percentage Contributed

Required Contribution

1998 1997 1996

100% 100% 100%

$ 4,336,486.25 $ 3,900,470.64 . $ 3,544,214.29

- 17-

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

WHITFIELD COUNTY BOARD OF EDUCATION COMBINING BALANCE SHEET SPECIAL REVENUE FUND JUNE 30, 1998

EXHIBIT"E"

SCHOOL FOOD
SERVICES FUND

LOTTERY

FEDERAL

TOTALS

PROGRAMS PROGRAMS JUNE 30, 1998 JUNE 30,1997

$ 983,046,94

$ 983,046,94 $ 706,928,88

17,12 $ 14,568,39 $ 163,550,99

178,136,50

464,261,48

77,118,91 22,096,26

77,118,91 22,096,26

47,815,42 23,165,61

$ 1,082,279,23 $ 14,568,39 $ 163,550,99 $ 1,260,398.61 $ 1,242,171.39

Total Liabilities and Fund Equity

$ 1,082,279.23$ 14,568.39 $ 163,550,99 $ 1,260,398.61 $ 1,242,171.39

See notes to the general purpose financial statements.

-18 -

WHITFIELD COUNTY BOARD OF EDUCATION COMBINING STATEMENT OF REVENUES. EXPENDITURES AND CHANGES IN FUND BALANCES
SPECIAL REVENUE FUND YEAR ENDED JUNE 3D. 1998

EXHIBIT"F"

See notes to the general purpose financial statements.

-19-

WHITFIELD COUNTY BOARD OF EDUCATION COMBINING BALANCE SHEET CAPITAL PROJECTS FUND JUNE 30,1998

EXHIBIT"G"

ASSETS Cash and Cash Equivalents Accounts Receivable

GEORGIA STATE FINANCING AND
INVESTMENT COMMISSION

SPECIAL PURPOSE LOCAL OPTION SALES TAX

LOTTERY PROJECT

TOTALS JUNE 30,1998 JUNE 30,1997

$

17,146.38 $ 7,343.454,10 $ 162,356.88 $ 7.522,957.36 $ 345,825.30

1.711,123.87

1,711,123.87

Total Assets

$

17.146.38 $ 9.054,577.97 $ 162,356.88 $ 9,234,081.23 $ 345,825.30

LIABILITIES AND FUND EQUITY

LIABILITIES

Contracts Payable Retainages Payable

Total Liabilities

FUND EQUITY

Fund Balances

Reserved

For SPLOST Projects

For State Capital Outlay Projects

$

Unreserved

Undesignated

Total Fund Equity

$

$

79.679.00

154,439.00

$ 234,118.00

$ 9.054.577.-97

$ 9,054,577.97

17,146.38

$ 162,356.88

179,503,26 $

_ _ _ 0.00

--"o""'.o~o

0.00

0.00

17,146.38 $ 9,054,577.97 $ 162,356.88 $ 9,234.081.23 $

111,707.30 0.00
111,707.30

Total Liabilities and Fund Equity

$ _ _..:1~7'.:.;14~6~.3~8$ 9,054,577.97 $ 162,356.88 $ 9,234,081.23 $ 345,825.30

see notes to the general purpose financial statements.

-20-

WHITFIELD COUNTY BOARD OF EDUCATION COMBINING STATEMENT OF REVENUES. EXPENDITURES AND CHANGES IN FUND BALANCES
CAPITAL PROJECTS FUND YEAR ENDED JUNE 30. 1998

EXHIBIT"H"

See notes to the general purpose financial statements.

- 21 -

WHITFIELD COUNTY BOARD OF EDUCATION SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS
YEAR ENDED JUNE 30, 1998

SCHEDULE "1"

FUNDING AGENCY PROGRAM/GRANT
Agriculture, U, S, Department of Pass-Through From Office of Treasury and Fiscal Services National Forest Reserve Funds Pass-Through From Georgia Department of Education Food and Nutrition Program Food Services School Breakfast Program 1998 Grant National School Lunch Program 1998 Grant Food Distribution Program (1)
Total U. S. Department of Agriculture
Education, U. S. Department of Pass-Through From Georgia Department of Education Elementary and Secondary Education Act TItle I Grants to Local Educational Agencies 1998 Grant Title II Eisenhower Professional Development 1998 Grant Title VI Innovative Education Program Strategies 1998 Grant Goals 2000 State and Local Education Systemic Improvement Grants 1998 Grant Individuals with Disabilities Education Act Part B - Special Education Flow Through 1997 Grant 1998 Grant Preschool 1998 Grant Vocational Education Basic Grants to States High School Program Basic Grant 1998 Grant
Pass-Through From Hall County Board of Education d/b/a Piedmont Migrant Education Agency Elementary and Secondary Education Act Title I Migrant Education 1998 Grant
Total U. S. Department of Education

CFDA NUMBER

PASSTHROUGH
ENTITY ID
NUMBER

FEDERAL REVENUE IN PERIOD

EXPENDITURES IN PERIOD

10,665

NlA $ 4,115,60

(4)

* 10.553
* 10,555 10,550

N/A

281,349.65

(2)

NlA

1,212,170.05 $ 2,972,434.42 (3)

N/A

215,356.17

215,356.17

$ 1,712,991.47 $ 3,187,790.59

84,010 84.281 84.298

NlA $ n1,875.14 $

n1,875,14

N/A

32,929.92

32,929.92

NlA

45,726.43

45,726.43

84,276

NlA

164,503.85

164,503,85

84,027

NlA

84,027

NlA

84.173

NlA

-18,044.05 397,353.94
66,921.44

397,353,94 66,921.44

84.048

NlA

67,355.00

68,388,44 (3)

84.011

NlA

11,598.03

18,183.73 (3)

$ 1,540,219.70 $ 1,565,882.89

- 22-

WHITFIELD COUNTY BOARD OF EDUCATION SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS
YEAR ENDED JUNE 3D. 1998

SCHEDULE "1 n

Total Federal Financial Assistance

$ 3,278,323.31 $

N/A = Not Available

Notes to the Schedule of Expenditures of Federal Awards

(1) The amounts shown for the Food Distribution Program represents the Federally assigned value of nonmonetary assistance for donated commodities received and/or consumed by the system during the current fiscal year.
(2) Expenditures for the School Breakfast Program were not maintained separately and are included in the 1998 National School Lunch Program.
(3) Expenditures for this program include State, and/or Other Funds. Expenditures are not maintained by fund source.
(4) Funds earned on this program do not require reporting of expenditures.

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

The Board did not provide Federal Assistance to any Subrecipienl

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

4,778l85.62

See notes to the general purpose financial statements.

- 23-

WHITFIELD COUNTY BOARD OF EDUCATION SCHEDULE OF STATE REVENUE YEAR ENDED JUNE 30, 1998

SCHEDULE "2"

AGENCYIFUNDING
GRANTS Education, Georgia Department of Quality Basic Education General and Career Education Programs Special Education Programs Remedial Education Program Media Center Programs Staff Development Programs Indirect Cost Pupil Transportation Regular Bus Replacement Umited English Speaking Middle School Incentive Program Special Instructional Assistance In-School Suspension Mid-term Adjustment Migrant Mid-term Adjustment Counselors Grades 4 and 5 Technology Training Local Fair Share Deferred Summer Salaries (Prior Year) Deferred Summer Salaries (Current Year) Educational Equalization Funding Grant Food Services Vocational Education Other State Programs Ad Valorem Tax Adjustment Apprenticeship Program At-Risk Summer School Program Environmental Science Program Health Insurance Innovative Programs Mentoring Program Mentor Teacher Program Pay for Performance Program Preschool Handicapped Program PSATExams Remedial Summer School Program' Student Records Lottery Program Instructional Technology Classroom Technology
Georgia State Financing and Investment Commission Reimbursement on Construction Projects
Office of School Readiness Pre-Kindergarten Program
Office of Treasury and Fiscal Services Public School Employees Retirement
See notes to the general purpose financial statements.

GOVERNMENTAL FUND TYPES

SPECIAL

CAPITAL

GENERAL

REVENUE

PROJECTS

FUND

FUND

FUND

TOTAL

$ 22,778,023,00 4,005,860,00 655,481,00 960,540,00 285,224,00 5,974,708,00
986,617,00 319,846.00 393,523.00 810,397,00 1,221,973.06 254,326.00 248,842,00
1,663,00 101,633,00 129,790.00 -4,259,220.00 -4,542,979.00 4,934,340.00 2,032,629.00
$ 14,937.00
316,878.00 50,000,00 32,855.83 1,384.76
699,254.49 534,00
6,651.05 10,152,00 124,299.30 146,094.00
70.50 10,425.69 9,078.00

247,370.00

305,359.39

$ 22,778,023,00 4,005,860,00 655,481,00 960,540.00 285,224,00 5,974,708.00
986,617.00 319,846,00 393,523.00 810,397,00 1,221,973.06 254,326,00 248,842,00
1,663.00 101,633.00 129,790,00 -4,259,220.00 -4,542,979.00 4,934,340.00 2,032,629.00 247,370.00
14,937.00
316,878.00 50,000.00 32,855.83 1,384.76
699,254.49 534.00
6,651,05 10,152.00 124,299.30 146,094.00
70.50 10,425.69 9,078.00
305,359.39

141,518.00

$

163,548.00

66,032.95

163,548.00 66,032.95 141.518.00

$ 38,857,348.68 $

618,762.34 $

163,548.00 $ 39,639.659.02

- 24-

WHITFIELD COUNTY BOARD OF EDUCATION SCHEDULE OF APPROVED LOCAL OPTION SALES TAX PROJECTS
YEAR ENDED JUNE 30, 1998

SCHEDULE "3"

PROJECT
ConstrUction of a new elementary school, parking areas, and grounds, and providing furnishings, equipment and fixtures therefor
Construction of additional classrooms, instructional space at nine elementary schools, four middle schools and two high schools, as well as remodeling and renovating existing classrooms, media centers, offices, kitchens, cafeterias, gymnasiums, auditoriums, restrooms, roofs, parking areas and grounds at these schools, and prOViding furnishings, equipment, equipment and fixtures therefor

ORIGINAL ESTIMATED
COST (1)

CURRENT ESTIMATED
COST (2)

AMOUNT EXPENDED IN CURRENT
YEAR (3)

AMOUNT EXPENDED
IN PRIOR YEARS

$ 2,153,000,00 $ 2,153,000,00 $ 306,529.62 $

0,00

46,753,759,00 46,753,759,00

91,286.37

0,00

$ 48,906,759.00 $ 48,906,759.00 $ 397,815,99 $

0.00

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

See notes to the general purpose financial statements.

- 25-

WHITFIELD COUNTY BOARD OF EDUCATION SCHEDULE OF EXPENDITURES LOTTERY PROGRAMS YEAR ENDED JUNE 30. 1998

SCHEDULE "4"

EXPENDITURES
Current Instruction Support Services Pupil Services General Administration Food Services Operation

INSTRUCTIONAL TECHNOLOGY CLASSROOM TECHNOLOGY

PRE-KINDERGARTEN PROGRAM

TOTAL

$

305,359.39 $

59,353.40 $
4,911.33 1,608.96
437.66

364,712.79
4,911.33 1,608.96
437.66

Total Expenditures
RECAP: Salaries and Benefits Pre-Kindergarten Program Other Expenditures Instructional Technology Classroom Technology Pre-Kindergarten Program .

$

305,359.39 $

$

61,602.27

305,359.39 4,709.08

66,311.35 $_'=====3=71=,6=7,,;;;,0.=74=

$

371,670.74

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

WHITFIELD COUNTY BOARD OF EDUCATION ANALYSIS OF MINIMUM EXPENDITURE REQUIREMENTS - OVERALL
GENERAL FUND - QUALITY BASIC EDUCATION PROGRAMS YEAR ENDED JUNE 30. 1998

SCHEDULE "5"

Minimum Expenditure Requirements (Total Allotment)
Expenditures on Combined Program Basis Salaries (1) (2) Operations
Less: Expenditures for Media Center Programs in Excess of Total Media Allotment
Expenditures per Audit

FOURTEEN WEIGHTED AND MEDIA CENTER
PROGRAMS

100% TEST FOR OPERATIONS PORTION OF FOURTEEN WEIGHTED PROGRAMS

$ 28,621,621.00 $

739,315.00

$ 33,738,291.13 2,163,232.14$
$ 35,901,523.27

1,975,476.60

-672,632.38 $ 35,228,890.89

Amount of Underexpenditure for Total Allotment

$

0.00 $=====0=.0:=0

Note: (1) Salary accruals (July and August 1998 Deferred Salaries) reported as expenditures in the General Purpose Financial Statements are not included on this analysis in order to comply with program guidelines.
(2) Salary accruals (July and August 1997 Deferred Salaries) reported as expenditures in the prior year General Purpose Financial Statements are included on this analysis as required by program guidelines.

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

WHITFIELD COUNTY BOARD OF EDUCATION ANALYSIS OF MINIMUM EXPENDITURE REQUIREMENTS BY PROGRAM
GENERAL FUND - qUALITY BASIC EDUCATION PROGRAMS YEAR ENDED JUNE 30,1998

GENERAL AND CAREER EDUCATION PROGRAMS Kindergarten (*) Grades 1 3 (*) Sub-Total K3 Grades 4 5 (*) Grades 6 - 8 (*) Grades 9 12 (*) High School Laboratories (*) Vocational Education Laboratories (*) Total General and Career Education Programs
SPECIAL EDUCATION PROGRAMS Regular Programs Category I (*) Category II (*) Category III (*) Category IV (*) Category V (*) Sub-Total - Regular Category VI (Gifted) (*) Total Special Education Programs
REMEDIAL EDUCATION PROGRAM (*) Total Fourteen Weighted Programs
MEDIA CENTER PROGRAMS Salaries Operations Total Media Center Programs
Total Fourteen Weighted and Media Center Programs
STAFF DEVELOPMENT PROGRAMS Cost of Instruction Professional Development
Total Staff Development Programs (*) Identifies Fourteen Weighted Programs. (1) Salary accruals (July and August 1998 Deferred
Salaries) raported as expenditures in the General Purpose Financial Statements are not included on this analysis in order to comply with program guidelines. See notes to the general purpose financial statements.

ALLOTMENTS FROM DEPARTMENT OF EDUCATION

REQUIRED

ORIGINAL --li..

ORIGINAL

MID-TERM

$ 2,670,251,00

$ 2,403,225,90

6,905,755.00

6,215,179,50 $

$ 9,576,006,00 90 $ 8,618,405.40 $

3,028,341,00 90

2,725,506,90

4,640,639,00 90

4,356,575,10

2,819,819.00 90

2,537,837,10

1,620,373,00 90

1,458,335,70

892,645,00 90

803,560,50

$ 22,778,023.00

$ 20,500,220.70 $

217,260,00 217,260,00
217,260.00

$ 3,204,830,00

$ 2,864,347,00 $

0,00

$ 3,204,830,00

801,030.00

$ 4,005,860,00

$

655,481,00

$ 27,439,364,00

90 $ 2,864,347.00 $

90

720,927.00

$ 3,605,274,00 $

90 $

589,932,90 $

$ 24,695,427.60 $

0,00
0.00 0.00 217,260,00

$

788,298,00 90 $

709,468,20 $

172,242,00 90

155,017,80

$

960,540.00

$

864,486,00 $

4,457.00 4,457.00

$ 28,399,904,00

$ 25,559,913,60 $

221,717,00

$

82,771,00

202,453,00

$

82,771,00 $

202,453,00

$

285,224.00 100 $

285,224,00 $

28

(2) Salary accruals (July and August 1997 Deferred Salaries) reported as expenditures in the prior year General Purpose Financial Statements are included on this analysis as required by program guidelines.

946,00 946.00

SCHEDULE "6"

TOTAL REQUIRED

ACTUAL EXPENDITURES

SALARIES (1)(2) OPERATIONS

TOTAL

AMOUNT OF UNDEREXPENDITURE
FOR REQUIRED ALLOTMENT

$ 2,403,225.90 $ 3,053,635.14 $

130,362.70 $ 3,183,997.64

6,432,439.50

7,609,145.09

471,445.57

8,080,590.66

$ 8,835,665.40 $ 10,662,780.23 $

601,808.27 $ 11,264,588.50 $

0.00

2,725,506.90

3,690,951.67

211,175.15

3,902,126.82

0.00

4,356,575.10

5,695,934.12

569,686.92

6,265,621.04

0.00

2,537,837.10

3,726,325.54

195,427.64

3,921,753.38

0.00

1,458,335.70

1,791,663;95

51,302.65

1,642,966.60

0.00

803,560.50

1,276,897.29

205,608.51

1,482,505.80

0.00

$ 20,717,480.70 $ 26,844,552.80 $ 1,835,009.34 $ 28,679,562.14

$ 2,864,347.00 $

$ 2,864,347.00 $

720,927.00

$ 3,605,274.00 $

$

589,932.90 $

$ 24,912,687.60 $

506,330.14 $ 623,904.71 2,560,020.16 412,733.37
11,734.98
4,114,723.36 $
754,448.92
4,869,172.28 $
574,692.21 $
32,288,417.29 $

42,867.46 $ 61,898.00

549,197.60 685,802.71 2,560,020.16 412,733.37
11,734.98

104,765.46 $ 4,219,488.82

21,952.46

776,401.38

126,717,92 $ 4,995,890.20

13,749.34 $

588,441.55

1,975,476.60 $ 34,263,893.89

0.00 0.00
1,491.35

$

713,925.20 $ 1,449,873.64

$ 1,449,873.64

0.00

155,017.80

$

187,755.54

187,755.54

0.00

$

868,943.00 $ 1,449,873.64 $

187,755.54 $ 1,637,629.38

$ 25,781,630.60 $ 33,738,291.13 $ 2,163,232.14 $ 35,901,523.27 $

1,491.35

$

83,717.00

202,453.00

$ ====2;;;;86~,==17=0=.0=0

$

220,606.26 $

220,606.26

209,501.24

209,501.24

$

430,107.50 $

430,107.50 $ _...._ ....._ _O_.O~O

- 29 -

SECTIONll COMPLIANCE AND INTERNAL CONTROL REPORTS

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

DEPARTMENT OF AUDITS AND ACCOUNTS
254 Washington Street, S.W., Suite 214 Atlanta, Georgia 30334-8400
March 12, 1999

Honorable Roy E. Barnes, Governor Members of the General Assembly Members of the State Board of Education
and Superintendent and Members of the Whitfield County Board of Education
REPORT ON COMPLIANCE AND ON INTERNAL CONTROL OVER FINANCIAL REPORTING BASED ON AN AUDIT OF FINANCIAL STATEMENTS PERFORMED IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS
Ladies and Gentlemen:
We have audited the financial statements ofWhitfield County Board ofEducation as ofand for the year ended June 30, 1998, and have issued our report thereon dated March 12, 1999. This report was qualified for a scope limitation and for various departures from generally accepted accounting principles, as identified in the auditor's report on the general purpose financial statements. Except as discussed in the following paragraph, we conducted our audit in accordance with generally accepted auditing standards and the standards applicable to fmancial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States.
We did not observe the taking of either the Federal donated commodities inventory or the purchased foods inventory at June 30, 1998, nor could we satisfy ourselves as to the accuracy of the amounts stated as inventories through alternative procedures.
Compliance
As part of obtaining reasonable assurance about whether Whitfield County Board of Education's financial statements are free ofmaterial misstatement, we performed tests ofits compliance with certain provisions of laws, regulations, contracts and grants, noncompliance with which could have a direct and material effect on the determination offinancial statement amounts. However, providing an opinion on compliance with those provisions was not an objective ofour audit and accordingly, we do not express such an opinion. The results of our tests disclosed no instances of noncompliance that are required to be reported under Government Auditing Standards.

98YB-40

Internal Control Over Financial Reporting
In planning and perfonning our audit, we considered Whitfield County Board ofEducation's internal control over financial reporting in order to detennine our auditing procedures for the purpose of expressing our opinion on the financial statements and not to provide assurance on the internal control over financial reporting. However, we noted a certain matter involving the internal control over financial reporting and its operation that we consider to be a reportable condition. Reportable conditions involve matters coming to our attention relating to significant deficiencies in the design or operation of the internal control over financial reporting that, in our judgement, could adversely affect Whitfield County Board of Education's ability to record, process, summarize and report financial data consistent with assertions ofmanagement in the financial statements. The reportable condition is described in the accompanying Schedule ofFindings and Questioned Costs as item FS-755 1-98-03.
A material weakness is a condition in which the design or operation of one or more of the internal control components does not reduce to a relatively low level the risk that misstatements in amounts that would be material in relation to the financial statements being audited may occur and not be detected within a timely period by employees in the normal course ofperfonning their assigned functions. Our consideration of the internal control over financial reporting would not necessarily disclose all matters in the internal control that might be reportable conditions and accordingly, would not necessarily disclose all reportable conditions that are also considered to be material weaknesses. However, the reportable condition noted above is considered to be a material weakness.
This report is intended for the information of management, the Federal cognizant agency, Federal awarding agencies and pass through entities. This restriction is not intended to limit the distribution ofthis report which is a matter of public record.
Respectfully submitted,
~~~-J
Claude L. Vickers State Auditor
CLV:gp 98YB-40

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

DEPARTMENT OF AUDITS AND ACCOUNTS
254 Washington Street, S.W., Suite 214 Atlanta, Georgia 30334-8400
March 12, 1999

Honorable Roy E. Barnes, Governor Members ofthe General Assembly Members ofthe State Board of Education
and Superintendent and Members ofthe Whitfield County Board ofEducation
REPORT ON COMPLIANCE WITH REQUIREMENTS APPLICABLE TO EACH MAJOR PROGRAM
AND INTERNAL CONTROL OVER COMPLIANCE IN ACCORDANCE WITH OMB CIRCULARA-133
Ladies and Gentlemen:
Compliance
We have audited the compliance of Whitfield County Board of Education with the types of compliance
u.s. requirements described in the Office o/Management and Budget (OMB) Circular A-I33 Compliance
Supplement that are applicable to each of its major Federal programs for the year ended June 30, 1998. Whitfield County Board of Education's major Federal programs are identified in the accompanying Schedule of Findings and Questioned Costs. Compliance with the requirements of laws, regulations, contracts and grants applicable to each ofits major Federal programs is the responsibility of Whitfield County Board of Education's management. Our responsibility is to express an opinion on Whitfield County Board of Education's compliance based on our audit.
We conducted our audit of compliance in accordance with generally accepted auditing standards; the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States; and OMB Circular A-133,Audits o/States, Local Governments, and Non-Profit Organizations. Those standards and OMB Circular A-133 require that we plan and perform the audit to obtain reasonable assurance about whether noncompliance with the types of compliance requirements referred to above that could have a direct and material effect on a major Federal program occurred. An audit includes examining, on a test basis, evidence about the Whitfield County Board of Education's compliance with those requirements and performing such other procedures as we considered necessary in the circumstances. We believe that our audit provides a reasonable basis for our opinion. Our audit does not provide a legal determination on Whitfield County Board ofEducation's compliance with those requirements.

98SA-1O

In our opinion, the Whitfield County Board of Education complied, in all material respects, with the requirements referred to above that are applicable to each of its major Federal programs for the year ended June 30, 1998.
Internal Control Over Compliance
The management of Whitfield County Board of Education is responsible for establishing and maintaining effective internal control over compliance with requirements of laws, regulations, contracts and grants applicable to Federal programs. In planning and perfonning our audit, we considered Whitfield County Board ofEducation's internal control over compliance with requirements that could have a direct and material effect on a major Federal program in order to detennine our auditing procedures for the purpose of expressing our opinion on compliance and to test and report on internal control over compliance in accordance with OMB Circular A-133.
Our consideration ofthe internal control over compliance would not necessarily disclose all matters in the "internal control that might be material weaknesses. A material weakness is a condition in which the design or operation ofone or more ofthe internal control components does not reduce to a relatively low level ofrisk that noncompliance with applicable requirements of laws, regulations, contracts and grants that would be material in relation to a major Federal program being audited may occur and not be detected within a timely period by employees in the normal course of performing their assigned functions. We noted no matters involving the internal control over compliance and its operation that we consider to be material weaknesses.
This report is intended for the information of management, the Federal cognizant agency, Federal awarding agencies and pass through entities. This restriction is not intended to limit the distribution ofthis report which is a matter of public record.
Respectfully submitted,
~..,<ll.,?:~~
Claude L. Vickers State Auditor
CLV:gp 98SA-1O

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

~ffiLDCOUNTYBOARDOFEDUCATION
AUDITEE'S RESPONSE SUMMARY SCHEDULE OF PRIOR YEAR FINDINGS AND QUESTIONED COSTS
YEAR ENDED JUNE 30, 1998

PRIOR YEAR FINANCIAL STATEMENT FINDINGS AND QUESTIONED COSTS

FINDING CONTROL NUMBER AND STATUS

7551-93-01 7551-96-01 FS-7551-97-01

Further Action Not Warranted Unresolved - See Corrective Action/Responses Unresolved - See Corrective Action/Responses

CORRECTIVE ACTIONIRESPONSES

EXPENDITURESILIABILITffiSIDISBURSEMENTS Failure to Meet Expenditure Requirements Amount: $5,076.68 Finding Control Number: 7551-96-01

The underexpenditure of Quality Basic Education (QBE) funds of $5,076.68 for the Category V (Gifted), Special Education Program will be returned to the Georgia Department of Education through an increase in the Board's local fair share for the QBE programs in a subsequent fiscal period.

GENERAL FIXED ASSETS Failure to Maintain General Fixed Assets Account Group Finding Control Number: FS-7551-97-01

Due to staffmg limitations and budgetary considerations, the Board has decided not to pursue the recording of general fixed assets on the financial statements.

PRIOR YEAR FEDERAL AWARD FINDINGS AND QUESTIONED COSTS

FINDING CONTROL NUMBER AND STATUS

FA-7551-97-01

Previously Reported Corrective Action Implemented

SECTION IV FINDINGS AND QUESTIONED COSTS

WHITFIELD COUNTY BOARD OF EDUCATION SCHEDULE OF FINDINGS AND OUESTIONED COSTS
YEAR ENDED JUNE 30, 1998
I SUMMARY OF AUDITOR'S RESULTS
1. Type of Report Issued on the Financial Statements The auditor's opinion on the Whitfield County Board ofEducation's financial statements was qualified for a scope limitation and for various departures from generally accepted accounting principles.
2. Reportable Conditions in Internal Control Disclosed by the Audit ofthe Financial Statements The audit report for the Whitfield County Board of Education disclosed a financial statement reportable condition related to the following control category.
General Fixed Assets
The reportable condition described above is also considered to be a material weakness.
3. Noncompliance Material to the Financial Statements The audit ofthe Whitfield County Board ofEducation disclosed no instances of noncompliance that were deemed to be material to the fmancial statements.
4. Reportable Conditions in Internal Control Over Major Programs The audit report for the Whitfield County Board of Education did not disclose any reportable conditions in internal control over major programs.
5. Type of Report Issued on Compliance for Major Programs The auditor's opinion on the Whitfield County Board of Education's report on compliance with requirements applicable to major programs was unqualified.
6. Audit Findings Required to be Reported by Section .51 Oeal of OMB Circular A-133 The Whitfield County Board of Education's audit did not disclose audit findings required to be reported by section .510(a) ofOMB Circular A-133.
7. Major Programs Federal awards audited as major programs are as follows: 10.553 Food and Nutrition Program - Food Services - School Breakfast Program 10.555 Food and Nutrition Program - Food Services - National School Lunch Program
8. Type "A" Program Dollar Threshold The dollar threshold for type "A" programs was $300,000.00.
9. Low Risk Auditee The Whitfield County Board ofEducation did not qualify as a low risk auditee as defined by Section .530 ofOMB Circular A-133.
- 1-

~rnLDCOUNTYBOARDOFEDUCATION
SCHEDULE OF FINDINGS AND QUESTIONED COSTS YEAR ENDED JUNE 30. 1998
II . FINANCIAL STATEMENT FINDINGS AND QUESTIONED COSTS
EXPENDITURESILIABILITIESIDISBURSEMENTS Failure to Meet Expenditure Requirements Nonmaterial Noncompliance ~ount: $1,491.35 Finding Control Number: FS-7551-98-01
The Whitfield County Board ofEducation reported to the Georgia Department ofEducation on DE form 0420 underexpenditures of Quality Basic Education (QBE) funds of $1,491.35 for the Remedial Education Program. This underexpenditure occurred because the Board expended less than the minimum expenditure requirement for this QBE program. These funds should be returned to the Georgia Department ofEducation through an increase in the Board's local fair share for the QBE programs in a subsequent fiscal period.
Management's Response:
The underexpenditure of$I,491.35 ofQuality Basic Education (QBE) funds for Remedial Education will 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 year.
GENERAL LEDGER Failure to Transfer Local Matching Funds Nonmaterial Noncompliance Finding Control Number: FS-7551-98-02
The Board failed to transfer local matching funds from the Capital Projects Fund - Special Purpose Local Qption Sales Tax to the Capital Projects Fund - GSFIC and Capital Projects Fund - Lottery as required for the approved State Capital Outlay Project for the 1998 fiscal year. Both the instructions in Chapter 41 ofthe Financial Management for Georgia Local Units ofAdministration and the agreement signed by the Board to receive the funding through Georgia Department ofEducation require that the Board transfer local matching funds by year end and designate those funds by project name and number. A correcting audit adjustment was necessary to transfer $17,146.38 and $162,356.88 from the Capital Projects Fund - Special Purpose Local Option Sales Tax to GSFIC Project No. 99-755-090 and Lottery Project No. 99G/98S-755-068, respectively, as required.
Management's Response:
A correcting audit adjustment has been made to transfer $17,146.38 and $162,356.88 from the Capital Projects Fund - Special Purpose Local Options Sales Tax to GSFIC Project No. 99-755-090 and Lottery Project No. 99G/98S-755-068 respectively as required.
-2-

WHITFIELD COUNTY BOARD OF EDUCATION SCHEDULE OF FINDINGS AND OUESTIONED COSTS
YEAR ENDED JUNE 3D. 1998
IT FINANCIAL STATEMENT FINDINGS AND QUESTIONED COSTS GENERAL FIXED ASSETS Failure to Maintain General Fixed Assets Account Group Reportable Condition - Material Weakness Repeated From Prior Year Finding Control Number: FS-7551-98-03 The Whitfield County Board of Education did not maintain a system-wide General Fixed Assets Account Group within the formal accounting records as required by generally accepted accounting principles. This condition results in the general purpose financial statements of the Board being incomplete and not in accordance with generally accepted accounting principles. Appropriate action should be taken by the Board to establish accounting controls and procedures to provide for maintenanCf ofa General Fixed Assets Account Group. These subsidiary records should include an inventory ofland, buildings and equipment owned by the Board and should include, but may not be limited to, date acquired, acquisition cost, estimated replacement cost, location and description. Detailed records should be maintained of all additions and deletions to the General Fixed Assets Account Group. Management's Response: Due to staffing limitations and budgetary considerations, the Board has decided not to pursue the recording ofgeneral fixed assets on the financial statements. The Board will continue to review this decision each year. ill FEDERAL AWARD FINDINGS AND QUESTIONED COSTS No matters were reported.
-3-