Whitfield County Board of Education, Dalton, Georgia, report on audit of the financial statements for the fiscal year ended June 30, 2002

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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 AND ACCOUNT GROUP

2

B

COMBINED STATEMENT OF REVENUES, EXPENDITURES AND

CHANGES IN FUND BALANCES

ALL GOVERNMENTAL FUND TYPES

4

C

COMBINED STATEMENT OF REVENUES, EXPENDITURES AND

CHANGES IN FUND BALANCES - BUDGET AND ACTUAL

(NON-GAAP BASIS)

GENERAL AND SPECIAL REVENUE FUNDS

6

D NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

7

ADDITIONAL FINANCIAL INFORMATION

COMBINING STATEMENTS

SPECIAL REVENUE FUND

E

COMBINING BALANCE SHEET

22

F

COMBINING STATEMENT OF REVENUES, EXPENDITURES

AND CHANGES IN FUND BALANCES

24

CAPITAL PROJECTS FUND

G

COMBINING BALANCE SHEET

26

H

COMBINING STATEMENT OF REVENUES, EXPENDITURES

AND CHANGES IN FUND BALANCES

28

SCHEDULES

I SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS

30

2 SCHEDULE OF STATE REVENUE

32

3 SCHEDULE OF APPROVED LOCAL OPTION SALES TAX PROJECTS

35

ALLOTMENTS AND EXPENDITURES

GENERAL FUND - QUALITY BASIC EDUCAnON PROGRAMS (QBE)

4

BY PROGRAM

36

5

BY SITE

37

WHITFIELD 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 ON INTERNAL CONTROL OVER COMPLIANCE IN ACCORDANCE WITH OMS CIRCULAR A-133
SECTION III AUDITEE'S RESPONSE TO PRIOR YEAR FINDINGS AND QUESTIONED COSTS SUMMARY SCHEDULE OF PRIOR YEAR FINDINGS AND QUESTIONED COSTS
SECTION IV FINDINGS AND QUESTIONED COSTS SCHEDULE OF FINDINGS AND QUESTIONED COSTS

SECTION I FINANCIAL

RUSSELL W. HINTON
STATE AUDITOR (404) 6562174

DEPARTMENT OF AUDITS AND ACCOUNTS
254 Wa<;hmgton Street. S.W Suite 214 Atldnta. Georgia 30334-X400
July 25, 2003

Honorable Sonny Perdue, Governor Members of the General Assembly Members of the State Board of Education
and Superintendent and Members of the Whitfield County Board of Education
INDEPENDENT AUDITOR'S COMBINED REPORT ON GENERAL-PURPOSE FINANCIAL STATEMENTS AND SUPPLEMENTARY INFORMATIONSCHEDULE OF EXPENDITURES OF FEDERAL AWARDS
Ladies and Gentlemen:
We have audited the accompanying general-purpose financial statements of the Whitfield County Board of Education, as of and for the year ended June 30, 2002, as listed in the table of contents. These general-purpose financial statements are the responsibility of the Whitfield County Board of Education's management. Our responsibility is to express an opinion on these general-purpose financial statements based on our audit.
We conducted our audit in accordance with auditing standards generally accepted in the United States of America and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the 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.
As described in the notes to the general-purpose financial statements, the Board of Education's financial statements have been prepared using certain accounting practices and policies which, in our opinion, vary in some respects from generally accepted accounting principles. These variances are described as follows:

2002ARL-13

* The general-purpose financial statements of the Board of Education did not contain a
General Fixed Assets Account Group to account for property and equipment owned by the Board of Education which should be included to confonn to generally accepted accounting principles.
* School activity accounts maintained at the individual schools are not included in the
general-purpose financial statements. To confonn to generally accepted accounting principles, these accounts should be included in the general-purpose financial statements.
The aggregate effects on the general-purpose financial statements of these variances or omissions have not been detennined, but are believed to be material.
In our opinion, except for the effects on the general-purpose financial statements of the matters referred to in the preceding paragraph, the general-purpose financial statements referred to above present fairly, in all material respects, the financial position of the Whitfield County Board of Education as ofJune 30, 2002, and the results of its operations for the year then ended, in confonnity with accounting principles generally accepted in the United States of America.
In accordance with Government Auditing Standards, we have also issued our report dated July 25, 2003, on our consideration of the Whitfield County Board of Education's internal control over financial reporting and our tests of its compliance with certain provisions of laws, regulations, contracts and grants. That report is an integral part of an audit perfonned in accordance with Government Auditing Standards and sh.ould be read in conjunction with this report in considering the results of our audit.
Our audit was perfonned for the purpose of fonning 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 I through 5), which includes the Schedule of Expenditures of Federal Awards as required by U. S. Office of Management and Budget Circular A-I33, Audits of States, Local Governments, and Non-Profit Organizations, are presented for purposes of additional analysis and are not a required part of the general-purpose financial statements. Such infonnation has been subjected to the auditing procedures applied in the audit of the general-purpose financial statements and in our opinion, except for the effects ofthe matters referred to in the third paragraph, such infonnation is fairly stated, in all material respects, in relation to the general-purpose financial statements taken as a whole.
2002ARL-I3

A copy of this report has been filed as a permanent record in the office ofthe State Auditor and made available to the press ofthe State, as provided for by Official Code ofGeorgia Annotated Section 506-24.
Respectfully submitted,
~.~
Ru ell W. Hinton State Auditor
RWH:gp 2002ARlr 13

1 1 1 1
1 1 1 1
1 1 1 1
1 1 1 1
1 1 1 1
1 1 1 1
1 1 1 1
1 1 1 1
1
I

WHITFIELD COUNTY BOARD OF EDUCATION

WHITFIELD COUNTY BOARD OF EDUCATION COMBINED BALANCE SHEET
ALL FUND TYPES AND ACCOUNT GROUP JUNE 30, 2002

ASSETS
Cash and Cash Equivalents
Investments
Accounts Receivable
Inventones Food Donated Commodities Purchased Food
Amount Available In Debt service Fund
Amount to be Provided In Future Years For Payment of Bond Debt

GENERAL FUND

GOVERNMENTAL FUND TYPES

SPECIAL

CAPITAL

REVENUE

PROJECTS

FUND

FUND

$ 2,084,528 80 $

144,75021

9,472,73713

$ 47,732.04074

8,344,497 14

816,86595

1,909,300 15

35.02146 32.642.52

Total Assets

$ 19,901,76307 $ 1,029,280 14 $ 49,641.34089

LIABILITIES AND FUND EQUITY
LIABILITIES
Cash Overdraft Accounts Payable Salanes Payable Short-Term Debt Expired Grant Balances Payable Contracts Payable Retalnages Payable Deferred Revenue General Obligation Bonds Payable
Total liabilities
FUND EQUITY
Fund Balances Reserved For Bus Replacement Funds For Debt service For Expired Grant Balance/Questioned Costs For Inventones Food Donated Commodities Purchased Food For Purpose of Bond Issue For SPLOST Projects For State Capital Outlay Projects Unreserved DeSignated for Self-Insurance UndesIQnated
Total Fund EqUity

$ 2,797,05936 $ 7,711,34750 40,72998

$ 131,50220 479,117 91

342,746 82

4109

2,348,77841 736,73169

$ 10.549,136 84 $ 610,661 20 $ 3,428,256 92

$

296,666 94

$
1,074,902 72 7,981 ,056 57 $ 9,352.626 23 $

35,02146 32,64252
$

20,206,650 48 24,908,50649
1,097,927 00

350.954 96

000

418,61894 $ 46,213,08397

Total Liabilities and Fund Equrty

$ 19.901 ,76307 $ 1,029,28014 $ 49,641,34089

The notes to the general-purpose finanCial statements are an Integral part of thIS statement - 2-

EXHIBIT "A"

DEBT SERVICE
FUND

$

50,674 11

ACCOUNT GROUP
GENERAL LONG-TERM
DEBT

TOTALS

(Memorandum Only)

JUNE 30, 2002

JUNE 30, 2001

$ 2,229,27901 $ 9,542,886 41

57,255,451 98

25,336,21920

11,070,663 24

12,311,77976

$

50,67411

22,294,32589

35,02146 32,64252 50,67411
22,294,325 89

64,53947 22,88032

$

50,67411 $ 22,345,000 00 $ 92,968,05821 $ 47,278,30516

$

342.74682 $

2,928,561 56

8,190,465 41

40,72998

$ 22,345,00000

2,348,77841 736,73169 4109
22,345,00000

934,23761 2,603,502 64 7,405,43952
40,72998 36344
118,07909 967,07243
279.89

$ 22,345,00000 $ 36,933,054 96 $ 12,069,704 60

$

50,67411

000

$

50,67411

$

296,66694

50,67411

$

1,491 35

35,02146 32,64252 20,206,650 48 24,908,506 49 1,097,92700

64,53947 22,88032
27,900,68071

1,074,902 72 8,332,011 53

1,289,593 39 5,929,41532

$ 56,035,003 25 $ 35,208,600 56

$

50,67411 $ 22,345,000 00 $ 92,968,05821 $ 47,278,30516

- 3-

---- - ------------------------
WHITFIELD COUNTY BOARD OF EpUCATION COMBINED STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES
ALL GOVERNMENTAL FUND TYPES YEAR ENDED JUNE 30, 2002

REVENUES
State Funds Federal Funds Taxes Other Funds
Total Revenues
EXPENDITURES
Current Instruction Support Services Pupil ServiceS Improvement of Instructional Services Educabonal Media ServiceS General AdministratIOn School Administration BUSiness Administration Maintenance and Operation of Plant Student Transportal1on Services Central Support ServiceS Other Support ServiceS Food ServiceS Operation Communtly Services Operations
CapItal Outlay
Total Expenditures
Excess of Revenues over (under) Expenditures
OTHER FINANCING SOURCES (USES)
Accrued Interest on Bonds Sold Premiums on Bonds Sold Proceeds from General Obligation Bonds
Par Value Operating Transfers In Operating Transfers Out
Total Other FinanCing Sources (Uses)
Excess of Revenues and Other FinanCing Sources over (under) Expenditures and Other FlnallClng Uses
FUND BALANCE JULY 1
Food Inventory - Net Change In Penod Donated Commodities Purchased Food

GENERAL FUND

SPECIAL REVENUE
FUND

$ 54,338,38062 $ 5,47020
23,478,142 91 2,435,504 65
$ 80,257,498.38 $

825,980 61 5,552,74084
1,596,904 71
7,975,62616

$ 54,926,796,59 $
2,699,503 25 1,627,03796 2,221,68781
593,656 59 4,866,270 45
768,030 46 5,267,006 75 2,217,03291
964,25677
741,13110 18,96671
$ 76,911,377 35 $
$ 3,346,12103 $

2,421,58585
364,77046 244,427.96
54,34444 123,809 68 144,44956
107,19290
121,68639 4,832,88543
2,45000
8,417,60267
-441,97651

$

-421,06339

$

-421,06339

$ 2,925,057.64 $ 6,427,568.59

-441,97651 880,35126

-29,51801 9,76220

FUND BALANCE JUNE 30

$

9,352,626 23 $=~4=1=8=,6=18==94==

The notes to the general-purpose finanCial statements are an Integral part of thiS statement. -4-

EXHIBIT"B"

CAPITAL PROJECTS
FUND

DEBT SERVICE
FUND

TOTALS

(Memorandum Only)

YEAR ENDED

JUNE 30, 2002

JUNE 30, 2001

$

291,30840

11,071,452 25 862,92757 $

$ 12,225,688 22 $

$ 69223

55,455,669 63 $ 5,558,211 04
34,549,59516 4,896,029 16

51,292,22566 4,446,68519
35,464,646 60 5,186,71170

69223 $ 100,459,504 99 $ 96,390,26915

$

$

244,22900

37697

16,593,01473 $ 16,837,62070 $ $ -4,611,932.48 $

000 $ 57,348,38244 $ 52,784,18897

3,064,273 71 1,871,465 92 2,276,03225
717,466 27 5.Q10,720,01 1,012,25946 5,267,383 72 2,324,22581
964,25677 121,68639 4.832,885 43 743,581 10 16,611,981 44

1,984,859 88 1,768,831 03 2.224,88683
693,67997 4,896,270 02
954,596 69 4,767,23908 3,274,484 69
487,41128 18,477.11
4,257,800.80 756,77698
6,439,44707

000 $ 102,166,60072 $ 85,308,950 40

69223 $ 1,707,09573 $ 11,081,31875

$

$

158,27235

22,345,00000 421,06339

$ 22,924,335 74 $

$ 18,312,40326 $ 27,900,68071

49,98188 $

49,98188 158,27235

22,345,00000 421,06339 -421,06339

49,98188 $ 22,553,254 23

50,674 11 $ 20,846,15850 $ 11,081,31875

000

35,208.600 56

24,152,964 47

-29,51801 9,76220

-14,371 42 -11,31124

$ 46,213,08397 $

50,674 11 $ 56,035,00325 $ 35,208,60056

- 5-

WHITFIELD COUNTY BOARD OF EDUCATION COMBINED STATEMENT OF REVENUES EXPENDITURES AND CHANGES IN FUND BALANCES
BUDGET AND ACTUAL - INON-GMP BASIS) GENERAL AND SPECIAL REVENUE FUNDS
YEAR ENDED JUNE 30 2002

EXHIBIT "C"

REVENUES
State Funds Federal Funds Taxes Other Funds
Total Revenues
EXPENDITURES
Current Instruction Support Services Pupil ServiceS Improvement of Instrucl10nal ServiceS Educational Media ServiceS General Administration School Administration BUSiness Administration Maintenance and OperatIOn of Plant Student TransportatIOn Services Central Support Servrces Other Support ServICeS Food Services OperatIOn Enterpnse OperalJons Community Servrces Operations
Capital Outlay
Total expenditures
Excess of Revenues over (under) Expenditures
OTHER FINANCING USES
Other Uses
Excess of Revenues over (under) Expenditures and Other Fmanclng Uses
FUND BALANCE JULY 1 2001
FUND BALANCE JUNE 30 2002

GENERAL FUND

BUDGET

ACTUAL

$ 51,407,85200 $ 54,338,380 62

5,47020

23,403,92500

23,478,142 91

1,007,31500

2,435,504 65

$ 75,819,09200 $ 80,257,49838

$ 54,222,81400 $ 54,926 796 59

2,378,388 00 1,637,76300 2,216,13900
608.36100 5.110,80500
837,03100 5.107,70800 2,580.31900
675.89800

2,699,503 25 1,627,03796 2,221,68781
593.656 59 4,866,270 45
768.03046 5,26700675 2.217,03291
964,256 77

2,000 00 113,04900
60,00000

741,13110 18.96671

$ 75.550.27500 $ 76.911,377 35

$ 268,817 00 $ 3,346,121 03

-421.06339

$ 268,817 00 $ 2.925,05764

7,970,91236

6.427.56859

$ 8 239,72936 $
1

91352,62623

SPECIAL REVENUE FUND

BUDGET

ACTUAL

$ 636,50000 $ 825,98061

4,181,95100

5,552,74084

1,948,70000

1,596,904 71

$ 6,767,15100 $ 7,975,626 16

$ 1,460,907 00 $ 2,421,58585

196,02800 57,62000
121.58900

364,77046 244,42796
54,34444 123,80968 144,44956

150,68600 4,172.11000

107.19290
121,686 39 4,832.88543
2,45000

$ 6,158,940 00 $ 8.417.60267 $ 608,211 00 $ -441,97651

$ 608,21100 $ -441,97651

892.99332

792.93147

$ 1,501,204 32 $ 350,954 96

The notes to the general-purpose finanCial statements are an mtegral part of thiS statement - 6-

WHITFIELD COUNTY BOARD OF EDUCAnON

EXHIBIT "0"

NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30, 2002

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
REPORTING ENTITY
The Whitfield County Board of Education (School District) was established under the laws of the State of Georgia and operates under the guidance of a school board elected by the voters and a Superintendent appointed by the Board. The School District is organized as a separate legal entity and has the power to levy taxes and issue bonds. Its budget is not subject to approval by any other entity. Accordingly, the School District is a primary government and consists of all the organizations that compose its legal entity.
FUND ACCOUNTING
The School District uses funds and an account group to report on its financial position and the results 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. An account group is a financial reporting device designed to provide accountability for certain assets and liabilities that are not recorded in the funds because they do not directlY affect expendable available financial resources.
General Fixed Assets are recorded as expenditures in the various funds at the time of purchase. A General Fixed Assets Account Group is not presently maintained by the School District. To conform to generally accepted accounting principles, a General Fixed Assets Account Group should be maintained for reporting the cost of assets acquired by governmental fund types.
Although "school activity accounts" are maintained at the individual schools, neither the assets, liabilities and fund equity, nor the revenues, expenditures and changes in fund balances of these accounts are reflected in these financial statements. To conform to generally accepted accounting principles, these accounts should be recorded in the general-purpose financial statements.
The general-purpose financial statements account for all State, Federal, Taxes and Other funds under control of the School District, in compliance with generally accepted accounting principles applicable to governmental units, unless otherwise disclosed in these notes. Funds and the account group presented in this report are as follows:
GOVERNMENTAL FUND TYPES - are used to account for all or most of the School District's educational activities. Governmental Fund Types include:
GENERAL FUND - the fund used to account for all financial resources of the School District except those required to be accounted for in another fund. These transactions relate to resources obtained and used for services provided by a board of education.

-7-

WHITFIELD COUNTY BOARD OF EDUCAnON

EXHIBIT "D"

NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30, 2002

Note I: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
SPECIAL REVENUE FUND - the fund used to account for the proceeds of specific revenue sources (other than for major capital projects) that are legally restricted to expenditures for specified purposes. These funds are received primarily from the Georgia Department of Education and from the Federal government to accomplish specific educational objectives.
CAPITAL PROJECTS FUND - the fund used to account for financial resources to be used for the acquisition or construction of major capital facilities.
DEBT SERVICE FUND - the fund used to account for the accumulation ofresources for, and the ,payment of, general long-term principal, interest and paying agent fees.
ACCOUNT GROUP
GENERAL LONG-TERM DEBT ACCOUNT GROUP - A financial reporting device used to account for general obligation debt outstanding.
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 (Le., 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. Other liabilities, which are not expected to be financed from available spendable resources, are reported in the General Long-Term Debt Account Group.
Governmental funds are accounted for using the modified accrual basis of accounting under which:
Revenues are recognized when susceptible to accrual (i.e., when they become both measurable and available). "Measurable" means the amount of the transaction can be determined and "available" means collectible within the current period or soon enough thereafter to be used to pay liabilities of the current period. The School District considers receivables collected within sixty days after yearend to be available. Property taxes, sales taxes and interest are considered to be susceptible to accrual. Nonexchange transactions, in which the School District gives (or receives) value without directly receiving (or giving) equal value in exchange, include property taxes, local option sales taxes, intergovernmental grants and donations. Revenue for property taxes is recognized in the fiscal year for which the taxes are levied. Revenue from sales taxes is recognized in the fiscal year the resources are received or susceptible to accrual. Revenue from grants and donations is recognized in the fiscal year in which all eligibility requirements have been satisfied.

-8-

WHITFIELD COUNTY BOARD OF EDUCATION

EXHIBIT "0"

NOTES TO THE GENERAL-PURPOSE.FINANCIAL STATEMENTS

JUNE 30, 2002

Note I: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
Expenditures are generally recognized when the related fund liability is incurred.
A substantial number of personnel of the School District were employed for a one hundred and ninety day period beginning in August 2001 and ending in early June 2002. Employment contracts for these employment periods typically specify that compensation be paid in twelve equal monthly payments beginning in September 2001 and ending in August 2002. State grants to fund the State's share of these contracts are disbursed to the School District in the same twelve month period. In accordance with generally accepted accounting principles, salary and fringe benefit expenditures and the related revenue from the State to fund these contracts are recorded in the fiscal period covered by these financial statements.
BUDGET
The Whitfield County Board of Education's budget is a complete financial plan for the School District's fiscal year and is based upon estimates of expenditures together with probable funding sources. There is no statutory prohibition regarding overexpenditure ofthe budget at any level. The budget for all governmental funds is prepared by fund, function and object. The legal level of budget control was established by the Board at the aggregate level. The budget for governmental funds was prepared on a basis other than generally accepted accounting principles.
The budget process begins when the School District's administration prepares a tentative budget for the Board's approval. After approval ofthis tentative budget by the Board, such budget is advertised at least once in a newspaper of general 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 20-2-1 67(c), to the Georgia Department of Education. The Board may increase or decrease the budget at any time during the year. All unexpended budget authority lapses at fiscal year-end.
The Statement of Revenues, Expenditures and Changes in Fund Balances - Budget and Actual presents actual and budgeted data for the Special Revenue Fund. To facilitate comparison with the budget, the following adjustments have been made to fund balance as reflected on Exhibit "B" ofthis report:

- 9-

WHITFIELD COUNTY BOARD OF EDUCATION

EXHIBIT "0"

NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30, 2002

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES

Special Revenue
Fund

FUND BALANCE JULY 1, 2001

$ 880,351.26

Adjustments Inventories - July 1, 2001 Food Donated Commodities Purchased Foods

-64,539.47 -22,880.32

Fund Balance July 1,2001 (Budget Basis)

$ 792,931.47

Excess of Revenues and Other Financing Sources over (und~r) Expenditures and Other Financing Uses

-441,976.51

FUND BALANCE JUNE 30, 2002 (Budget Basis)

$ 350,954.96

CASH AND CASH EQUIVALENTS

COMPOSITION OF DEPOSITS Cash and cash equivalents consist ofcash on hand, demand deposits and short-term investments with original maturities of three months or less from the date of acquisition in authorized financial institutions. Georgia Laws OCGA 45-8-14 authorize the School District to deposit its funds in one or more solvent banks or insured Federal savings and loan associations.

INVESTMENTS

COMPOSITION OF INVESTMENTS Investments made by the School District in nonparticipating interest-earning contracts (such as certificates ofdeposit) and repurchase agreements are reported at cost. Participating interest-earning contracts and money market investments with a maturity at purchase of one 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 and equity investments are reported at fair value. The Official Code of Georgia Annotated Section 36-83-4 authorizes the School District to invest its funds and 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,

- 10 -

WHITFIELD COUNTY BOARD OF EDUCATION

EXHIBIT "0"

NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30, 2002

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES

(2) Obligations issued by the United States government,

(3) Obligations fully insured or guaranteed by the United States government or a United States government agency,

(4) Obligations of any corporation of the United States government,

(5) Prime banker's acceptances,

(6) The Local Government Investment Pool administered by the State of Georgia, Office of Treasury and Fiscal Services,

(7) Repurchase agreements, and

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

RECEIVABLES

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

PROPERTY TAXES

The Whitfield County Board of Commissioners fixed the property tax levy for the 2001 tax digest year (calendar year) on October 10,2001 (levy date). Taxes were due on December 20,2001 (lien date). Taxes collected within the current fiscal year or within 60 days after year-end on the 2001 tax digest are reported as revenue in fiscal year 2002. The Whitfield County Tax Commissioner bills and collects the property taxes for the School District, withholds 2.5% oftaxes collected as a fee for tax collection and remits the balance oftaxes collected to the School District. Property tax revenues during the fiscal year ended June 30, 2002 for maintenance and operations amounted to $23,339,058.09.

The tax millage rate levied for the 2001 tax year (calendar year) for the Whitfield County Board of Education was as follows (a mill equals $1 per thousand dollars of assessed value):

School Operations

18.460 mills

- 11 -

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

WHITFIELD COUNTY BOARD OF EDUCATION

EXHIBIT "0"

NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30, 2002

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
SALES TAXES
Special Purpose Local Option Sales Tax revenue during the year amounted to $11,071,452.25 and is to be used for capital outlay for educational purposes or debt service. This sales tax was authorized by local referendum and the sales tax must be re-authorized at least every five years.
INVENTORIES
FOOD INVENTORIES Inventories of donated food commodities used in the preparation of meals are reported on the Combined Balance Sheet at their Federally assigned value. Purchased foods inventories are reported on the Combined Balance Sheet at cost (first-in, first-out). Donated food commodities are recorded as revenues and expenditures at the time commodity items are received. Purchased foods inventories are recorded as expenditures at the time of purchase. The inventories reported on the balance sheet for donated food commodities and for purchased foods are equally offset by reservations of fund balance which indicates that these amounts do not constitute "available spendable resources" even though they are a component of net current assets.
COMPENSATED ABSENCES
Compensated absences represent obligations of the School District relating to employees' rights to receive compensation for future absences based upon service already rendered. This obligation relates only to vesting accumulating leave in which payment is probable and can be reasonably estimated. No liability has been recorded in the individual funds for the current portion of this obligation as this amount is deemed immaterial to the general-purpose financial statements.
Additionally, the dollar value of accumulated compensated absences at June 30, which will be payable from future resources has not been recorded in the General Long-Term Debt Account Group as this liability is also deemed to be immaterial to the fair presentation ofthese financial statements.
GENERAL OBLIGATION BONDS
The School District issues general obligation bonds to provide funds for the acquisition and construction of major capital facilities. Bond premiums and discounts, as well as issuance costs, are recognized in the financial statements during the year bonds are issued. General obligation bonds are direct obligations and pledge the full faith and credit ofthe government. The outstanding amount of these bonds is recorded in the General Long-Term Debt Account Group.
INTERFUND TRANSACTIONS
The School District has the following types of interfund transactions:

- 12 -

_.

WHITFIELD COUNTY BOARD OF EDUCATION

EXHIBIT "0"

NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30, 2002

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
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 AND INVESTMENTS
COLLATERALIZAnON OF DEPOSITS Official Code of Georgia Annotated (OCGA) Section 45-8-12 provides that there shall not be on deposit at any time in any depository for a time longer than ten days a sum ofmoney which has not been secured by surety bond, by guarantee of insurance, or by collateral. The aggregate of the face value of such surety bond and the market value of securities pledged shall be equal to not less than 110 percent ofthe public funds being secured after the deduction ofthe amount ofdeposit insurance. Ifa depository elects the pooled method (OCGA 45-8-13.1) the aggregate of the market value ofthe securities pledged to secure a pool ofpublic funds shall be not less than 110 percent ofthe daily pool balance. OCGA Section 45-8-11 (b) provides an officer holding public funds may, in his discretion, waive the requirement for security in the case of operating funds placed in demand deposit checking accounts.
Acceptable security for deposits consists of anyone of or any combination of the following:
(I) Surety bond signed by a surety company duly qualified and authorized to transact business within the State of Georgia,
(2) Insurance on accounts provided by the Federal Deposit Insurance Corporation,
(3) Bonds, bills, notes, certificates of indebtedness or other direct obligations of the United States or of the State of Georgia,
(4) Bonds, bills, notes, certificates of indebtedness or other obligations of the counties or municipalities of the State of Georgia,
(5) Bonds of any public authority created by the laws of the State of Georgia, providing that the statute that created the authority authorized the use of the bonds for this purpose,
- 13 -

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

WHITFIELD COUNTY BOARD OF EDUCATION

EXHIBIT "D"

NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30, 2002

Note 2: DEPOSITS AND INVESTMENTS

(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 or debt obligations issued by the Federal Land Bank, the Federal Home Loan Bank, the Federal Intermediate Credit Bank, the Central Bank for Cooperatives, the Farm Credit Banks, the Federal Home Loan Mortgage Association, and the Federal National Mortgage Association.

CATEGORIZATION OF DEPOSITS At June 30, 2002, the bank balances were $7,681,111.43. The amounts ofthe total bank balances are classified into three categories of credit risk:

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

The School District's deposits are classified by risk category at June 30, 2002, as follows:

Risk Category

Bank Balance

1

$ 211,140.48

2

7,469,970.95

3

0.00

Total

$ 7,681.111.43

CATEGORIZATION OF INVESTMENTS Investments are classified as to risk by the three categories described below:

Category 1 - Insured or registered, or securities held by the School District or the School District's agent in the School District's name.
Category 2 - Uninsured or unregistered, with securities held by the counterparty's trust department or agent in the School District's name,
Category 3 - Uninsured or unregistered, with securities held by the counterparty, or by its trust department or agent but not in the School District's name.

- 14 -

'. ~ .;

WHITFIELD COUNTY BOARD OF EDUCATION

EXHIBIT "0"

NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30, 2002

Note 2: DEPOSITS AND INVESTMENTS

At June 30, 2002, the carrying value of the School District's total investments was $57,289,700.89 which is materially the same as fair value. The investments are classified as to risk categories as follows:

Type of Investment
U. S. Government Repurchase Agreements
Total
Local Government Investment Pools
Total Investments

Risk Categories

2

3

Carrying Amount

Fair Value

$ 34,24891

$ 34.248.91 $ 34,24891

$ 932,478.57

$22,508.328 13 23,440,806.70 23,440,806 70

$--23.2 47857 $ 3424891 $22..5.fr8,ll8...U $23,475,055.61 $23,475,05561

33,814,645.28 33,814,64528 $57 289 700 89 $57 289 700 89

The carrying amounts shown above includes amounts maintained in an investment pool by the State of Georgia, Office of Treasury and Fiscal Services in which the School District owns no identifiable securities, The investment policy ofthe State of Georgia, 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 ofthe 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. The pool is not registered with the Securities and Exchange Commission as an investment company but does operate Georgia Fund 1 in a manner consistent with Rule 2a-7 of the Investment Company Act of 1940 and is considered to be a 2a-7 like pool. The pool's primary objectives are safety of capital, investment income, liquidity and diversification while maintaining principal ($1.00 per share value). Net asset value is calculated weekly to ensure stability, The pool distributes earnings (net of management fees) on a monthly basis and values participant's shares sold and redeemed based on $1.00 per share. Pooled cash and cash equivalents and investments are reported at cost which approximates fair value. The pool does not issue any legally binding guarantees to support the value of the shares. Participation in the pool is voluntary and deposits consist of funds from local governments; operating and trust funds of Georgia's state agencies, colleges and universities; and current operating funds of the State of Georgia's General Fund.

Investments in Georgia Fund 1 and Fund 6 are directed toward short-term instruments such as U. S. Treasury obligations, securities issued or guaranteed as to principal and interest by the U. S. Government or any of its agencies or instrumentalities, banker's acceptances and repurchase agreements. The weighted average maturity of Georgia Fund 1 may not exceed 60 days. The weighted average maturity for Georgia Fund 1 on June 30, 2002, was 0.12 years. The average investment duration for Fund 6 on June 30, 2002, was 0.75 years.

- 15 -

WHITFIELD COUNTY BOARD OF EDUCAnON

EXHIBIT "0"

NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30, 2002

Note 3: NON-MONETARY TRANSACTIONS

The School District receives food commodities from the United States Department of Agriculture (USDA) for school breakfast and lunch programs. These commodities are recorded at their Federally assigned value. See Note 1 - Inventories

Note 4: INTERFUND ASSETS AND LIABILITIES

Due to and due from other funds are recorded for interfund receivables and payables which arise from interfund transactions. The following analysis summarizes the status of all interfund transactions of the School District at June 30, 2002:

Due From Other Funds

Due To Other Funds

Capital Projects Fund Bond Proceeds Lottery Project Special Purpose Local Option Sales Tax

$ 411,780.00 1,153,076.54

$ 1,153,076.54 411,780.00

$ 1,564,856.54 $ 1.564,856.54

Note 5: RISK MANAGEMENT

The School District is exposed to various risks of loss related to torts; theft of, damage to, and destruction of assets; errors or omissions; job related illness or injuries to employees; acts of God and unemployment compensation.

The School District participates in the Georgia School Boards Association Risk and Insurance Management System, a public entity risk pool organized on July 1, 1994, to develop and administer a plan to reduce risk of loss on account of general liability, motor vehicle liability, or property damage, including safety engineering and other loss prevention and control techniques, and to administer one or more groups of self-insurance funds, including the processing and defense of claims brought against members of the system. The School District 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 (including coverage for flood and earthquake), general liability (including coverage for sexual harassment, molestation and abuse) and automobile risks. Payment of excess insurance for the system varies by line of coverage.

The School District 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 of the percentage of that fund's payroll to total payroll in order to cover estimated claims budgeted by management based on known claims and prior experience. The School District accounts for claims

- 16-

II t:..

WHITFIELD COUNTY BOARD OF EOUCAnON

EXHIBIT "0"

NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30, 2002

Note 5: RISK MANAGEMENT

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 $225,000.00 loss per occurrence, up to the statutory limit.

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

2001 2002

Beginning of Year Liability

Claims and Changes in Estimates

Claims Paid

End of Year Liability

$

0.00 $ 129,520.25 $ 129,520.25 $

0.00

$

0.00 $ 228.484.18 $ 228.484.18 $

0.00

The School District 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 ofthe percentage of that fund's payroll to total payroll in order to cover estimated claims budgeted by management based on known claims and prior experience. The School District 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.

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 of Year Liability

2001 2002

$

0.00 $ 22,738.00 $ 22,738.00 $

0.00

$

0.00 $

4.464.39 $

4.464.39 $

0.00

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

Position Covered

Amount

Superintendent All Other Employees

$ 100,000.00 $ 100,000.00

Note 6: 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, 2002, amounted to $398,563.08. Future minimum lease payments for these leases are as follows:

- 17 -

WHITFIELD COUNTY BOARD OF EDUCATION

EXHIBIT "0"

NOTES TO THE GENERAL-'PURPOSE FINANCIAL STATEMENTS

JUNE 30, 2002

Note 6: OPERATING LEASES

Year Ending

Amount

2003 2004 2005 2006 2007 2008

$ 516,781.60 336,245.14 305,847.45 229,638.24 229,638.24 64,199.76

Total

$ 1.682,350.43

Note 7: GENERAL LONG-TERM DEBT

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

Purpose

Interest Rates

Amount

General Government - Series 2002

2.00% - 4.50% $22.345,000.00

The changes in General Long-Term Debt during the fiscal year ended June 30, 2002, were as follows:

General Obligation
Bonds

Balance July 1, 2001

$

0.00

Additions G.O. Bonds

22,345,000.00

Balance June 30, 2002

$22.345.000.00

At June,30, 2002, payments due by fiscal year which includes principal and interest for these items are as follows:

- 18 -

WHITFIELD COUNTY BOARD OF EDUCATION

EXHIBIT "0"

NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30, 2002

Note 7: GENERAL LONG-TERM DEBT

Fiscal Year Ended June 30

General Obligation
Bonds

2003 2004 2005 2006 2007 2008

$ 666,425.00 4,784,825.00 4,900,785.00 4,918,022.50 4,923,300.00 4,759,450.00

Total Principal and Interest

$24.952,807.50

Note 8: SHORT-TERM DEBT

The School District obtained temporary loans to construct a house for the vocational department to sell, depositing the proceeds in its General Fund. Article IX, Section V, Paragraph V of the Constitution ofthe State of Georgia limits the aggregate amount of short-term debt to 75 percent of the total gross income from taxes collected in the preceding year and requires all short-term debt to be repaid no later than December 31 of the calendar year in which the debt was incurred.

Beginning Balance

Additions

Payments

Ending Balance

Temporary Loans

$ 40,729-..28 $_ 40,729.98 $ 40,729.98 $ 40,729_.98

Note 9: ON-BEHALF PAYMENTS

The School District has recognized revenues and expenditures in the amount of $805,245.60 for health insurance and retirement contributions paid on the School District's behalf by the following State Agencies.

Georgia Department of Education Paid to the Georgia Department of Community Health For Health Insurance of Non-Certified Personnel In the amount of $683,556.60

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$121,689.00

- 19-

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

WHITFIELD COUNTY BOARD OF EDUCATION

EXHIBIT "0"

NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30, 2002

Note 10: SIGNIFICANT COMMITMENTS

The following is an analysis ofsignificant outstanding construction or renovation contracts executed by the School District as of June 30, 2002:

Project

Unearned Executed Contracts

99G/98S-755-068 Antioch Elementary Classroom Addition Dawnville Elementary Phase I and II Dawnville Elementary Phase III Dug Gap Elementary Classroom and Gymnasium Addition Eastside Elementary Classroom Addition North Whitfield Middle CafeterialKitchen Addition Northwest High Classroom Renovations Northwest High Gymnasium Renovations Northwest High New Gymnasium Pleasant Grove Elementary Phase III Southeast High Classroom Renovations Southeast High Gymnasium Renovation Southeast High New P. E. Facility and Commons Addition Tunnel Hill Elementary Gymnasium Addition Valley Point Middle Additions

$ 87,987.24 9,811.03
249,042.83 692,022.50 1,183,120.00 278,584.10 496,435.45 339,269.81 514,289.66 501,251.74 140,512.64 327,958.92 451,982.47 114,906.00 243,015.20 139,238.43

$ 5,769.428.02

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

Note 11: CONTINGENT LIABILITIES

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

Note 12: 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 days per year. Unused days may be accumulated and carried forward to the next fiscal year subject to a maximum of fifteen 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 of earned but unused annual leave at their current rate of pay, limited to a maximum of twenty-five days. See Note 1 - Compensated Absences

- 20-

WHITFIELD COUNTY BOARD OF EDUCATION

EXHIBIT "0"

NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30, 2002

Note 13: RETIREMENT PLANS

TEACHERS RETIREMENT SYSTEM OF GEORGIA (TRS)

TRS PLAN DESCRIPTION Substantially all teachers, administrative and clerical personnel employed by local school districts are covered by the Teachers Retirement System of Georgia (TRS), which is a cost-sharing multiple employer defined benefit pension plan. TRS provides service retirement, disability retirement and survivors benefits for its members in accordance with State statute. The Teachers Retirement System of Georgia issues a separate stand alone financial audit report and a copy can be obtained from the Georgia Department of Audits and Accounts.

TRS CONTRIBUTIONS REQUIRED AND MADE Employees ofthe School District who are covered by TRS are required by State statute to contribute 5% of their gross earnings to TRS. The School District makes monthly employer contributions to TRS at rates adopted by the TRS Board of Trustees in accordance with State statute and as advised by their independent actuary. The required employer contribution rate is 9.24% and employer contributions for the current fiscal year and the preceding two fiscal years are as follows:

Fiscal Year

Percentage Contributed

Required Contribution

2002 2001 2000

100% 100% 100%

$ 4,597,631.68 $ 5,110,380.58 $ 4,843,982.04

- 21 -

WHITFIELD COUNTY BOARD OF EDUCATION COMBINING BALANCE SHEET SPECIAL REVENUE FUND JUNE 30, 2002

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

SCHOOL FOOD
SERVICES FUND

LOTTERY PROGRAMS

$

599,98691

24,348.83 $

145,851.14

35,021.46 32,642.52

Total Assets

$

691,999.72 $ ==1;..4=5:1::,8=5:::;1.=14==

LIABILITIES AND FUND EQUITY
LIABILITIES
Cash Overdraft Accounts Payable Salanes Payable Expired Grant Balances Payable Deferred Revenue
Total liabilities
FUND EQUITY
Fund Balances Reserved For Inventories Food Donated Commodities Purchased Food Unreserved Undeslgnated
Total Fund Equity

$

136,78189

$

57,182.26

2,115.29

216,198.52

6,953.96

$

273,38078 $

145,851 14

$

35,021.46

32,642.52

350,954.96 $

$

418,618.94 $

0.00 0.00

Total liabilities and Fund EqUity

$

691,999.72 $ ====1=45=,8=:5=1..1...4....

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

EXHIBIT "En

FEDERAL PROGRAMS

TOTALS

JUNE 30, 2002

JUNE 30, 2001

$

599,986.91 $

992,799.61

$

646,665.98

816,865.95

2,256,344.11

35,02146 32,64252

64,539.47 22,880.32

$

646,66598 $ 1A84,516.84 $ 3,336,563.51

$

318,454 81 $

455,236.70 $ 1,927,037.22

72,204 65

131,502.20

113,72396

255,96543

479,117.91

414,80774

36344

4109

4109

279.89

$

646,66598 $ 1,065,897 90 $ 2A56,21225

$

35,021.46 $

64,539.47

32,642.52

22,880.32

$

O::..:..=.;OO~

350,954.96

792,931.47

$

000 $

418,618 94 $ _----:8::..::8:..:::0J.::,3:,:::5..:...:1..::;26:::....

$

646,665.98 $ 1,484,51684 $ 3,336,563 51

- 23-

- - - - - -- -- ------
WHITFIELD COUNTY BOARD OF EDUCATION COMBINING STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES
SPECIAL REVENUE FUND YEAR ENDED JUNE 30. 2002

REVENUES
State Funds Federal Funds Other Funds
Total Revenues
EXPENDITURES
Current Instruction Support Services Pupil Services Improvement of Instructional Services Educational Media Services General Administration School Administration Student Transportation Services Other Support Services Food Services Operation Community Services Operations
Total Expenditures
Excess of Revenues over (under) Expenditures
FUND BALANCE JULY 1
Food Inventory - Net Change In Penod Donated Commodities Purchased Food

SCHOOL FOOD
SERVICES FUND

LOTTERY PROGRAMS

$

311,266.00 $

2,485,565.63

1,593,957.79

$ 4,390,789 42 $

514,71461 514,714.61

$

361,350.19

8,72189

$ 4,832,765.93

144,44956 73.47
11950

$ 4,832,76593 $

$

-441,976.51 $

880,351.26

514,71461 0.00 000

-29,518.01 9,76220

FUND BALANCE JUNE 30

$

418,618.94 $====0....=00=

See notes to the general-purpose finanCial statements - 24-

EXHIBIT"F"

FEDERAL PROGRAMS

TOTALS

YEAR ENDED

JUNE 30, 2002

JUNE 30, 2001

$

825,98061 $

610,147.82

$ 3,067,17521

5,552,74084

4,446,407 82

2,946.92

1,596,904.71

1,592,31216

$ 3,070,122.13 $ 7,975,62616 $ 6,648,867.80

$ 2,060,23566 $ 2,421,585 85 $ 2,251,360.82

356,048.57 244,427.96
54,344 44 123,809.68
107,11943 121,686.39
2,450.00

364,77046 244,427.96
54,344 44 123,80968 144,449.56 107,192.90 121,68639 4,832,885.43
2,45000

116,327.44 92,317 11 49,618.09 96,518.12 2,80945 74081 18,477 11
4,252,331.80

$ 3,070,12213 $ 8,417,60267 $ 6,880,500 75

$

000 $

-441,976.51 $

-231,63295

0.00

880,351.26

1,137,666 87

-29,518.01 9,762.20

-14,371.42 -11,311.24

$

0.00 $

418,618.94 $ =~8~8~0,;,3~5,;,,;1.=26==

- 25-

WHITFIELD COUNTY BOARD OF EDUCATION COMBINING BALANCE SHEET CAPITAL PROJECTS FUND JUNE 30, 2002

ASSETS Cash and Cash EqUivalents Investments Accounts Receivable Due from Other Funds
Total Assets
LIABILITIES AND FUND EQUITY LIABILITIES
Cash Overdraft Contracts Payable Retatnages Payable Due to Other Funds
Total Liabilities FUND EQUITY
Fund Balances Reserved For Purposes of Bond Issue For SPLOST Projects For State Capital Outlay Projects Unreserved Undeslgnated Total Fund EqUity
Total Liabilities and Fund EqUity

REGULAR

BOND PROCEEDS

GEORGIA STATE FINANCING AND
INVESTMENT COMMISSION

$

000

$ 1,097,92700

$ 22,457,654 02

$ ===-==:=,;;,,0~Oo= $ 22,457,654 02 $ =====1!::,0=97:!:,9=2=7=0==0

$ 1,097,92700
1,153,07654 $ 2,251 ,00354

$ 20,206,65048

$ 1,097,92700

$

000

000

000

$

000 $ 20,206,650 48 $ 1,097,92700

$-====o~oo= $ 22,457,654 02 $=....1..,0..9..7:=;,9=2=7=0==0

See notes to the general-purpose financial statements

- 26-

EXHIBIT"G"

SPECIAL PURPOSE LOCAL OPTION SALES TAX
$ 25,274,386 72 1,909,30015 1,153,07654 $

LOTTERY PROJECT

TOTALS

JUNE 30, 2002

JUNE 30, 2001

$ 1,097,92700 $ 2,789,426 19

47,732,04074

24,281,003 26

1,909,30015

1,915,40278

411,78000

1,564,856 54

640,46500

$ 28,336,76341 $

411,78000 $ 52,304,12443 $ 29,626,29723

$

342,74682

1,936,99841 $

736,73169

411 ,78000

$ 3,428,256 92 $

$ 411,78000
4n78000 $

1,440,673.82 2,348,778.41 $
736,73169 1,564,856 54
6,091,04046 $

118,079.09 967,072 43 640,46500
1,725,61652

$ 24,908,506 49 000 $
$ 24,908,506 49 $
$ 28,336/6341 $

$ 20,206,65048 24,908,506 49 $ 27,900,68071 1,097,92700

000

000

000

000 $ 46,213,08397 $ 27,900,680 71

- 27-

WHITFIELD COUNTY BOARD OF EDUCATION COMBINING STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES
CAPITAL PROJECTS FUND YEAR ENDED JUNE 30. 2002

REVENUES
State Funds Taxes Other Funds
Total Revenues
EXPENDITURES
Current Support Services BUSiness Admlnlslra!lon Maintenance and Operation of Plant
Capital Outlay Salanes Employee Benefits Travel of Employees ProfesSional and Technical Services Rents Communication SupplieS Other Expenditures Land and Land Improvements BUilding and BUilding Improvements EqUipment
Total Expenditures
Excess of Revenues over (under) Expenditures
OTHER FINANCING SOURCES (USES)
Premiums on Bonds Sold Proceeds from General Obligation Bonds
Par Value Operating Transfers In Operating Transfers Oul
Total Other FinanCing Sources (Uses)
Excess of Revenues and Other FinanCing Sources over (under) Expenditures and Other FinanCing Uses
FUND BALANCE JULY 1
ReSidual Equity Transfer

REGULAR

BOND PROCEEDS

GEORGIA STATE FINANCING AND
INVESTMENT COMMISSION

$

291,30840

$

000 $

198,61067

$

000 $

198,61067 $

291,30840

$

244,22900

15,00000 $

35,831 31

$

421,06339

1,138,076 54

$

421,06339 $ 1,397,30554 $

$

-421,06339 $ -1,198,694 87 $

202,69206
238,52337 52,78503

$

158,272 35

$

421,06339

22,345,000 00 $
-1,097,927 00

1,097,92700

$

421,06339 $ 21 ,405,345 35 $

1,097,927 00

$

000 $ 20,206,65048 $

1,150,71203

000

000

000

-52,78503

FUND BALANCE JUNE 30

$ =====O=,oo:=, $ 20,206,650 48 $ ====-1',:,09=7=1:,9=2=7=0==0

See notes to the general-purpose financial statements

- 28-

EXHIBIT"H"

SPECIAL PURPOSE LOCAL OPTION SALES TAX

LOTTERY PROJECT

TOTALS

YEAR ENDED

JUNE 30, 2002

JUNE 30, 2001

$ 11.071,452 25 664,316 90 $
$ 11,735,76915 $

$ --:0"-'0""0'-

291,30840 11,071,452 25 $
862,92757

11,499,653.52 1,374,751 16

o00 $ _=1.2L,:2=25=.=68-8=2=2- $ 12,874,404 68

$

37697

159,07310 35,144 80 2,52028
466,16093 22,00600 64149 78,91832 3,82000
900,000 00 13,051,44619 $
-27,76650

$ 14,692,341 58 $

$ -2,956,57243 $

$

244,22900

37697

78,43682 9,950 00

159,07310 35,144 80 2,52028
516,99224 22,00600 64149 78,91832 3,82000
2,038,076 54 $ 13,753.63846
-17,81650

88,38682 $ 16,837,62070 $

-88,38682 $ -4,611,932 48 $

673,63255 5,396,553 49
329,59326
6,399,77930
6,474,62538

$

$

-88,38682

$

-88,38682 $

$ -3,044,95925 $ 27,900,68071 52,78503

$

158,27235

88,38682

22,345,000 00 1,607,377 21 $ -1,186,31382

1,370,490 60 -1,370,49060

88,38682 $ 22,924,33574 $

000

000 $ 18,312,40326 $ 6,474,62538

000

27,900,68071

21,426,05533

000

$ 24,908,506 49 $====O=.=OO~ $ 46,213,08397 $ 27,900,68071

- 29-

WHITFIELD COUNTY BOARD OF EDUCATION SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS
YEAR ENDED JUNE 30, 2002

SCHEDULE "1"

FUNDING AGENCY PROGRAM/GRANT
Agnculture, U S Department of Child Nutntlon Cluster Pass-Through From Georgia Department of Education Food and Nutntlon Program Food Services School Breakfast Program National School Lunch Program
Total Child Nutntlon Cluster
Other Programs Pass-Through From Georgia Department of Education Food and Nutntlon Program Food Dlstnbutlon Program (1) Pass-Through From Office of Treasury and Fiscal Services National Forest Reserve Funds
Total U S Department of AgncuJture
Education, U S Department of SpeCial Education Cluster Pass-Through From Georgia Department of Education IndiViduals wrth Disabilities Education Act Part B - SpeCIal Education Flow Through CapaCity Building Improvement Preschool
Total SpeCial Education Cluster
Other Programs Pass-Through From Georgia Department of Education ComprehenSive School Reform Demonstration Project Elementary and Secondary Education Act Title I Grants to Local Educational AgenCIes TItle II Eisenhower ProfeSSional Development TItle III Technology literacy Challenge Fund Grants T,t1eVI Innovative Education Program Strategies Class SIZe Reduction Title VII Emergency Immigrant Education Vocational Education - BaSIC Grants to States High School Program BaSIC Grant

CFDA NUMBER

PASSTHROUGH
ENTITY ID
NUMBER

FEDERAL REVENUE IN PERIOD

EXPENDITURES IN PERIOD

10553 10555

NlA

$ 536,00512

(2)

N/A

1,806,664,76 $

4,689.87018 (3)

$ 2,342,66988 $

4,689,87018

10550 10665

NlA

142.89575

142,89575

NlA

5,47020

(4)

$ 2,491,035 83 $

4,832,76593

84 027 84 027 84173

NlA

$ 1,077,24651 $

1,077,246,51

NlA

33,52587

33.52587

N/A

111,07826

111,07826

$ 1,221,85064 $

1,221,85064

84 332
84 010 84 281 84 318 84 298 84 340 84.162
84 048

NlA

50,211 41

NlA

1,281,917 59

N/A

57,98933

N/A

1,50000

NlA

54,42567

N/A

225,35000

NlA

49,16257

N/A

70,73767

50.211 41
1,281.917 59 60,93625 1.50000 54,42567
225,35000 49,16257
70,73767

30 -

WHITFiElD COUNTY BOARD OF EDUCATION SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS
YEAR ENDED JUNE 30, 2002

SCHEDULE "1"

FUNDING AGENCY PROGRAM/GRANT
Education. U S Department of Other Programs Pass-Through From Hall County Board of Education d/b/a Piedmont Migrant Education Agency Elementary and Secondary Education Act TItle I Migrant Educallon
Total U S Department of Educallon

CFDA NUMBER

PASSTHROUGH
ENTITY ID
NUMBER

FEDERAL REVENUE IN PERIOD

EXPENDITURES IN PERIOD

84 011

N/A

$ 54.03033 $

54,03033

$ 3,067,175 21 $

3,070,122 13

Total Federal FinanCIal Assistance
NlA = Not Available

$ 5.558,211 04 $ ====7=,9=02=.:,,8;;;8=8,;;;06=

Notes to the Schedule of Expenditures of Federal Awards

(1) The amounts shown for the Food Dlstnbutlon Program represents the Federally assigned value of nonmonetary assistance for donated commodities receIVed and/or consumed by the system dunng the current fiscal year
(2) Expenditures for the School Breakfast Program were not maintained separately and are Included In the 2002 National School Lunch Program.
(3) Expenditures for thiS program Include State, and/or Other Funds ExpendJlures are not maintained by fund source
(4) Funds earned on thiS program do not require reporting of expenditures

Major Programs are Identified by an astensk (*) In front of the CFDA number

The School Dlstnct did not proVide Federal ASSistance to any SubreClplent

The accompanYing schedule of expendJlures of Federal awards Includes the Federal grant actIVIty of the Whitfield County Board of Education and IS presented on the modlfted accrual baSIS of accounting which IS the baSIS of accounting used In the presentation of the general-purpose finanCIal statements

See notes to the general-purpose finanCIal statements

- 31 -

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

WHITFIELD COUNTY BOARD OF EDUCATION SCHEDULE OF STATE REVENUE YEAR ENDED JUNE 30 2002

SCHEDULE "2"

AGENCY/FUNDING
GRANTS Education. Georgia Department of Quality BaSIC Education Direct InstructIOnal Cost Kindergarten Program Kindergarten Program - Early Intervention Program Pnmary Grades (1-3) Program Pnmary Grades - Early InterventIOn (1-3) Program Upper Elementary Grades (4-5) Program Upper Elementary Grades-Early Intervenllon (4-5) Program Middle School (6-8) Program High School General Education (9-12) Program VocatIOnal Laboratory (9-12) Program Students wrth Disabilities Category I Category II Category III Category IV Gifted Student - Category VI Remedial EducatIOn Program Speaal EducatIOn IlInerant SpeCial Education Supplemental Speech Alternative Education Program English Speakers of Other Languages (ESOl) Deferred Summer Salanes - (Pnor Year) Deferred Summer Salanes - (Current Year) 20 Days Additional Instruction Media Center Program Staff and Professional Development Indirect Cost Categoncal Grants Pupil Transportation Regular Bus Replacement NurSing ServiceS Pnnclpal Supplements VocatIOnal SUperviSOrs EducatIOn EqualIZation Funding Grant Food Sel'Vlces VocallOnal Education Other State Programs Apprenticeship Program Health Insurance JOint Evemng Programs K-3 Statewide Reading Program Mentor Teachers Outdoor Classrooms Post Secondary Options - Spnng Preschool Handicapped Program Lottery Programs Asslstlve Technology Computers In the Classroom
Georgia Institute of Technology Student Information System
Georgia State Flnancmg and Investment CommiSSion Reimbursement on Construction Projects

GOVERNMENTAL FUND TYPES

SPECIAL

CAPITAL

GENERAL

REVENUE

PROJECTS

FUND

FUND

FUND

TOTAL

$ 3,417,62200 459,97800
7,773,05700 1,157,90800 3,819,68200
777,07800 6,522,30800 4,901,38900 1,807,690 00
94,83300 960,19800 2,784,71600 929,30500 1,441,204 00
53,30300 35400
13,09000 479.57500 1,085,95300 -6,414,011 93 6,836,224 00 352,54900 1,177,83900 212,57400 6,745,33200
1,266,99200 361,354 00 239,70600 50,58100 69,744 00
3,370,64700 $ 311,266 00
240,23871
28,77967 683,55660 105,63515 151,47142
11,934 00 75000 49500
167,10500
8,80548 296.07684
141,644 20

$ 3,417,622 00 459,97800
7,773,05700 1,157,90800 3,819,68200
777,07800 6,522,308 00 4,901,38900 1,807,69000
94,83300 960,19800 2,784.71600 929,30500 1.441,204 00
53,30300 354 00
13,09000 479,57500 1,085,95300 -6,414,011 93 6,836,224 00 352,54900 1,177,839 00 212,57400 6,745,33200
1,266,99200 361,354 00 239.70600 50,581 00 69,744 00
3,370,64700 311,266 00 240,23871
28,77967 683,556 60 105,63515 151,47142
11,934 00 75000 49500
167,10500
8,80548 296,07684
141,64420

$ 291,308 40

291,30840

- 32-

WHITFIELD COUNTY BOARD OF EDUCATION SCHEDULE OF STATE REVENUE YEAR ENDED JUNE 30, 2002

SCHEDULE "Z'

AGENCY/FUNDING
GRANTS OffICe of School Readiness Pre-Kmdergarten Program
Office of Traasury and Fiscal Services PublIC SChool Employees Retirement
CONTRACT Education, Georgia Department of Foreign Language In Elementary SChool (FLES)

GOVERNMENTAL FUND TYPES

SPECIAL

CAPITAL

GENERAL

REVENUE

PROJECTS

FUND

FUND

FUND

TOTAL

$ 68.18809

$

121,68900

$

68,18809

121,68900

77,95300

77,95300

$ 54.338.38062 $ 825,98061 $ 291,30840 $ 55,455,66963

See notes to the general-purpose finanCIal statements

- 33-

WHITFIELD COUNTY BOARD OF EDUCATION SCHEDULE OF APPROVED LOCAL OPTION SALES TAX PROJECTS
YEAR ENPED JUNE 30 2002

SCHEDULE "3"

PROJECT
ConstructIOn of a new elementary school, parking areas and grounds and providing furnishings, eqUipment and fixtures therefor
Construdlon of addillonal classrooms, InstruclJonal space at nine elementary schools, four middle schools and two high schools, as well as remodeling and renovating eXisting classrooms, media centers, offices, kitchens, cafetenas, gymnaSiums, audltonums, restrooms, roofs, parking areas and grounds at these schools and prOViding furnishings, equipment and fixtures therefor
AcqUISition, constructIOn and eqUipping of a new elementary school. a new rnlddle school and a new high school, Including the acqUlSlllon of any fumlture, fixtures and eqUipment necessary or desirable therefor; renovations and Improvements at eXisting schools. including the acqulSlllon of any furniture. fixtures and equipment necessary or deSirable therefor, the acqUlslllOn, construction and equipping of a central warehouse facility, the acqUISition of school buses. and system-wide technology Improvements

ORIGINAL ESTIMATED
COST (1)

CURRENT ESTIMATED COSTS (2)

AMOUNT EXPENDED IN CURRENT
YEAR (3)

AMOUNT EXPENDED
IN PRIOR YEARS (3)

PROJECT STATUS

$ 2,153,00000 $ 6,488,361 18 $ 238,52337 $ 6,249,873 81 Ongoing

46,753,75900

46,259,049 00 13.880,72840 16,425,862 11 Ongoing

53,531,93700

53,531 ,93700

900.000 00

Ongoing

$ 102,438.696 00 $ 106,279,34718 $ 15,019,251 77 $ 22,675,73592

(1) The School Dlstnct's onglnal cost esllmate as speafied In the resolution calling for the ImposlllOn of the Local OpllOn Sales Tax
(2) The School Dlstnd's current estrmate of total cost for the projects Includes all cost from project Incepllon to complellon
(3) The voters of Whitfield County approved the Imposillon of a 1% sales tax to fund the above prOjects and retrre aSSOCIated debt Amounts expended for these projects may Include sales tax proceeds, state, local property taxes and/or other funds over the life of the projects

See notes to the general-purpose finanCial statements

- 35-

WHITFIELD COUNTY BOARD OF EDUCATION GENERAL FUND - aUALITY BASIC EDUCATION PROGRAM (aBE)
ALLOTMENTS AND EXPENDITURES - BY PROGRAM YEAR ENDED JUNE 30, 2002

SCHEDULE "4"

DESCRIPTION
DIrect Instrucllonal Programs KJndergarten Program Kindergarten Program-Early Intervention Program Pnrnary Grades (1-3) Program Pnrnary Grades-Early Intervention (1-3) Program Upper Elementary Grades (4-5) Program Upper Elementary Grades-Early Intervention (4-5) Program Middle School (6-8) Program High School General Education (9-12) Program Vocattonal Laboratory (9-12) Program Students WIth Dlsabllrt1es category I Category II category III Category IV Category V Gifted Student - category VI Remedial Educallon Program A1tematlve Education Program English Speakers of Other Languages (ESOL)
TOTAL DIRECT INSTRUCTIONAL PROGRAMS
MedICI Center Program Staff and Professional Development

ALLOTMENTS FROM GEORGIA DEPARTMENT OF
EDUCATION (1)

ELIGIBLE aBE PROGRAM COSTS

SALARIES

OPERATIONS

TOTAL

$

3,862.976 00 $ 5,685,899 98 $ 149.92290 $ 5,835,822.88

519,91800

511,24545

7.17984

518,42529

8,785.971 00

8,142,839.41

398.22542

8,541,064 83

1,308.797 00

1,052,284.22

15,66396

1,067,94818

4,307,32900

4,127,526.73

278,48688

4,406,01361

888,43900 7,372.236 00 5,540.094 00 2,043,252 00 5,405,70700
1.629,008 00 60,24900
542.06900 1.227.468 00

510,714 11 8,054,359.71 7.653,88242 1,866.865 50
77,54162 1,208.035 08 2,739,55344
384.92741 67,15735
1,384,837 97 200,106 70 767,15021
1,095,01420

9,60984 476,62441 534,56806 230,37045
15,05356 18.554 71 13.66099
1,486 43 3810
25.45650 1,44279
31,26325 10,06603

520,32395 8,530,984 12 8.188,45048 2.097,23595
92,59518 1,226.589 79 2,753,21443
386,41384 67,19545
1,410,294 47 201,54949 798,41346
1.105,080 23

$

43,493.51300 S 45,529.941 51 $ 2,217,67412 $ 47.747,61563

1,331,324.00 240,274.00

1.862,92757 232,63382

300,17665 160,434 83

2,163.104 22 393,06865

TOTAL aBE FORMULA FUNDS

$

45.065,111 00 $ 47,625.50290 $ 2,678,28560 $ 50.303,78850

(1) Compnsed of State Funds plus Local Five Mill Share

See notes to the general-purpose finanCIal statements.

36 -

. , '. I

r ' ....

I



WHITFIELD COUNTY BOARD OF EDUCATION GENERAL FUND - QUALITY BASIC EDUCATION PROGRAM (aBE)
ALLOTMENTS AND EXPENDITURES - BY SITE YEAR ENDED JUNE 30. 2002

SCHEDULE "5"

Northwest Whitfield County High School Phoenix High School New Hope Elementary School Southeast Whitfield County High School Eastbrook Middle School North Whitfield Middle School Valley Point Middle School Westside Middle School Antioch Elementary School Eastside Elementary School Vamell Elementary School Cohutta Elementary School Pleasant Grove Elementary School Westside Elementary School Dawnville Elementary School Tunnel Hill Elementary School Dug Gap Elementary School Valley POint Elementary School Whitfield/Dalton Altemative (Gateway) Whitfield Special Education Center Whitfield County/Dalton CrossRoads Academy Central Office (Alternative Education Program)
TOTAL
(1) Compnsed of State Funds plus Local FIve Mill Share.

ALLOTMENTS FROM GEORGIA DEPARTMENT OF EDUCATION (1)

ELIGIBLE aBE PROGRAM COSTS

$

5,505,881.00 $

6,580,369.53

138,302.00

508,995.30

2,208,651.00

2,296,266.95

4,409,769.00

5,200,849.85

2,805,859.00

2,944,39544

3,438,47400

3,763,599.78

1,699,815.00

1,800,874.51

2,050,833 00

2,348,796.17

1,972,092.00

2,018,444.03

2,413,641 00

2,623,978 79

1,994,631.00

2,128,95018

1,431,037.00

1.564,325.43

2,256,839.00

2,162,65315

2,586,223.00

2,765,374.28

2,577,458.00

2,431,036.42

1,392,624.00

1,567,129.08

1,793,392 00

2,105,738 92

2,275,923.00

2,337,565.17

147,42097

40,927.97

409,92371

542,06900

$

43,493,51300 $ 47,747,61563

See notes to the general-purpose financial statements. - 37-

SECTION II COMPLIANCE AND INTERNAL CONTROL REPORTS

RUSSELL W. HINTON
STATE AUDITOR
(4()4) 656 2174

DEPARTMENT OF AUDITS AND ACCOUNTS
254 Washmgton Street, S W Suite 214 Atlanta, Georgia 30334-8400
July 25, 2003

Honorable Sonny Perdue, 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 of Whitfield County Board of Education as of and for the year ended June 30,2002, and have issued our report thereon dated July 25, 2003. This report was qualified for various departures from generally accepted accounting principles, as identified in the auditor's report on the general-purpose financial statements. We conducted our audit in accordance with auditing standards generally accepted in the United States of America and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States.
Compliance
As part of obtaining reasonable assurance about whether Whitfield County Board of Education's financial statements are free of material misstatement, we performed tests of its 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 of our audit, and accordingly, we do not express such an opinion. The results ofour tests disclosed no instances ofnoncompliance that are required to be reported under Government Auditing Standards.
Internal Control Over Financial Reporting
In planning and performing our audit, we considered Whitfield County Board of Education's internal control over financial reporting in order to determine our auditing procedures for the purpose of expressing our opinion on the financial statements and not to provide assurance on the internal
2002YB-41

control over financial reporting. However, we noted a certain matter involving the internal control over financial reporting and its operation that we consider to be a reportable condition. Reportable conditions involve matters coming to our attention relating to significant deficiencies in the design or operation of the internal control over financial reporting that, in ourjudgment, could adversely affect Whitfield County Board of Education's ability to record, process, summarize and report financial data consistent with assertions of management in the financial statements. The reportable condition is described in the accompanying Schedule of Findings and Questioned Costs as item FS-7551-0202.
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 nonnal course of perfonning their assigned functions. Our consideration of the internal control over financial reporting would not necessarily disclose all matters in the internal control that might be reportable conditions and, accordingly, would not necessarily disclose all reportable conditions that are also considered to be material weaknesses. However, we consider item FS-7551-02-02 to be a material weakness.
This report is intended solely for the infonnation and use of the management, members of the Whitfield County Board of Education, Federal awarding agencies and pass-through entities and is not intended to be and should not be used by anyone other than these specified parties.
Respectfully submitted,
~.~
Rus ell W. Hinton State Auditor
RWH:gp 2002YB-41

1USSELL W. HINTON
STATE AUDITOR
(404) 656-2174

DEPARTMENT OF AUDITS AND ACCOUNTS
254 Wa<;hangton Street, S W. SUite 214 Atlanta, GeorgIa 30334-H400
July 25, 2003

Honorable Sonny Perdue, 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 WITH REQUIREMENTS APPLICABLE TO EACH MAJOR PROGRAM AND ON INTERNAL CONTROL OVER COMPLIANCE IN ACCORDANCE WITH OMB CIRCULAR A-I33
Ladies and Gentlemen:
Compliance
We have audited the compliance of Whitfield County Board of Education with the types of compliance requirements described in the Us. Office ofManagement and Budget (OMB) Circular A-133 Compliance Supplement that are applicable to each of its major Federal programs for the year ended June 30, 2002. Whitfield County Board of Education's major Federal programs are identified in the Summary of Auditor's Results Section of the accompanying Schedule of Findings and Questioned Costs. Compliance with the requirements of laws, regulations, contracts and grants applicable to each of its major Federal programs is the responsibility of 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 auditing standards generally accepted in the United States of America; the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States; and OMB Circular A133, Audits of 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 ofcompliance requirements referred to above that could have a direct and material effect on a major Federal program occurred. An audit includes examining, on a test basis, evidence about the 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 of Education's compliance with those requirements.
2002SA-IO

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, 2002.
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 performing our audit, we considered Whitfield County Board of Education's internal control over compliance with requirements that could have a direct and material effect on a major Federal program in order to determine our auditing procedures for the purpose of expressing our opinion on compliance and to test and report on internal control over compliance in accordance with OMS Circular A-133.
Our consideration ofthe internal control over compliance would not necessarily disclose all matters in the internal control that might be material weaknesses. A material weakness is a condition in which the design or operation ofone or more ofthe internal control components does not reduce to a relatively low level of risk that noncompliance with applicable requirements of laws, regulations, contracts and grants that would be material in relation to a major Federal program being audited may occur and not be detected within a timely period by employees in the normal course 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 solely for the information and use of the management, members of the Whitfield County Board of Education, Federal awarding agencies and pass-through entities and is not intended to be and should not be used by anyone other than these specified parties.
----~~.~ Respectfully submitted, Ru ell W. Hinton State Auditor
RWH:gp 2002SA-IO

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

WHITFIELD COUNTY BOARD OF EDUCATION AUDITEE'S RESPONSE
SUMMARY SCHEDULE OF PRIOR YEAR FINDINGS AND QUESTIONED COSTS YEAR ENDED JUNE 30, 2002

PRIOR YEAR FINANCIAL STATEMENT FINDINGS AND QUESTIONED COSTS

FINDING CONTROL NUMBER AND STATUS

FS-7551-98-01 FS-7551-00-01 FS-7551-01-01 FS-7551-0 1-02

Previously Reported Corrective Action Implemented Further Action Not Warranted Unresolved - No Corrective Action Implemented Unresolved - No Corrective Action Implemented

CORRECTIVE ACTIONIRESPONSES

GENERAL LEDGER Outstanding Loan Finding Control Number: FS-7551-0 1-01

This condition occurred because the School District did not realize the loan should be retired on December 31,2001. The Fiscal Year 2001 audit revealed this finding; however, the audit was conducted subsequent to December 31, 2001, thereby resulting in the same finding for two audit periods. Subsequent repayment ofloan has been made in accordance with constitutional limitations.

GENERAL FIXED ASSETS Failure to Maintain General Fixed Assets Account Group Finding Control Number: FS-7551-0 1-02

Due to current staffing limitations and budgetary considerations and GASB 34 implementation plans, the School District has decided not to pursue the recording of general fixed assets on the financial statements at this time.

SECTION IV FINDINGS AND QUESTIONED COSTS

WHITFIELD COUNTY BOARD OF EDUCAnON SCHEDULE OF FINDINGS AND QUESTIONED COSTS
YEAR ENDED JUNE 30, 2002
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 various departures from generally accepted accounting principles.
2. Reportable Conditions in Internal Control Disclosed by the Audit of the Financial Statements The audit report for the Whitfield County Board ofEducation disclosed a financial statement reportable condition related to the following control category.
General Fixed Assets
The reportable condition described above is considered to be a material weakness.
3. Noncompliance Material to the Financial Statements The audit of the Whitfield County Board of Education disclosed no instances of noncompliance that were deemed to be material to the financial statements.
4. Reportable Conditions in Internal Control Over Major Programs The audit report for the Whitfield County Board ofEducation did not disclose any reportable conditions in internal control over major programs.
5. Type of Report Issued on Compliance for Major Programs The auditor's opinion on the 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 .51O(a) ofOMB Circular A-B3 The Whitfield County Board of Education's audit did not disclose audit findings required to be reported by section .510(a) ofOMB Circular A-B3.
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 of Education qualified as a low risk auditee as defined by Section .530 ofOMB Circular A-B3.
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WHITFIELD COUNTY BOARD OF EDUCATION SCHEDULE OF FINDINGS AND QUESTIONED COSTS
YEAR ENDED JUNE 30, 2002
II FINANCIAL STATEMENT FINDINGS AND QUESTIONED COSTS
GENERAL LEDGER Outstanding Loan Nonmaterial Noncompliance Repeated From Prior Year Finding Control Number: FS-755 1-02-0 I
On December 31,2001, the General Fund ofthe Whitfield County Board ofEducation had an unpaid loan outstanding in the amount of $16,759.93. Article IX, Section V, Paragraph V of the Constitution of the State of Georgia provides, in part, as follows:
"The governing authority ofany county, municipality or other political subdivision ofthis state may incur debt by obtaining temporary loans in each year to pay expenses... Such loans shall be payable on or before December 31 of the calendar year in which .such loan is made... "
This condition occurred because the School District did not realize that the Board should retire the loan on December 31, 2001, as required. Repayment of loans should be made in conformity with constitutional limitations.
Management's Response:
This condition occurred because the School District did not realize the loan should be retired on December 31, 2001. The fiscal year 2001 audit revealed this finding; however, the audit was conducted subsequent to December 31, 2001, thereby resulting in the same finding for the audit periods June 30, 2001 and June 30, 2002. Subsequent repayment of the loan has been made in accordance with constitutional limitations.
GENERAL FIXED ASSETS Failure to Maintain General Fixed Assets Account Group Reportable Condition - Material Weakness Repeated From Prior Year Finding Control Number: FS-7551-02-02
The Whitfield County Board of Education did not maintain a system-wide General Fixed Assets Account Group within the fonnal accounting records as required by generally accepted accounting principles. This condition results in the general-purpose financial statements ofthe School District being incomplete and not in accordance with generally accepted accounting principles. Appropriate action should be taken by the School District to establish accounting controls and procedures to provide for maintenance ofa General Fixed Assets Account Group. These subsidiary records should include an inventory of land, buildings and equipment owned by the School District and should include, but may not be limited to, date acquired, acquisition cost, estimated replacement cost, location and description. Detailed records should be maintained ofall additions and deletions to the General Fixed Assets Account Group.
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,;
WHITFIELD COUNTY BOARD OF EDUCAnON SCHEDULE OF FINDINGS AND QUESTIONED COSTS
YEAR ENDED JUNE 30, 2002 II FINANCIAL STATEMENT FINDINGS AND QUESTIONED COSTS GENERAL FIXED ASSETS Failure to Maintain General Fixed Assets Account Group Reportable Condition - Material Weakness Repeated From Prior Year Finding Control Number: FS-7551-02-02 Management's Response: Due to current staff limitations, budgetary considerations and GASB 34 implementation plans, the School District has decided not to pursue the recording of general fixed assets as part ofthe audited financial statements. III FEDERAL AWARD FINDINGS AND QUESTIONED COSTS No matters were reported.
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