GA A800 ,RI
[33 T4.1 1c,q3-1</-
STATE OF GEORGIA DEPARTMENT OF AUDITS
254 WASHINGTON STREET ATLANTA, GEORGIA 30334

AUDIT REPORT CITY OF TIIOMASVILLE BOARD OF EDUCATJON
TIIOMAS COUNTY YEAR ENDED JUNE 30, 1994

CITY OF THOMASVILLE BOARD OF EDUCATION - THOMAS COUNTY - TABLE OF CONTENTS -

SECTION!

FINANCIAL

INDEPENDENT AUDITOR'S COMBINED REPORT ON GENERAL PURPOSE FINANCIAL STATEMENTS AND SUPPLEMENTARY INFORMATION SCHEDULE OF FEDERAL FINANCIAL ASSISTANCE

EXHIBITS

FINANCIAL STATEMENTS

COMBINED STATEMENTS - OVERVIEW

A

COMBINED BALANCE SHEET

ALL FUND TYPES

B

COMBINED STATEMENT OF REVENUES, EXPENDITURES AND

CHANGES IN FUND BALANCES

GOVERNMENTAL FUND TYPES

AND EXPENDABLE TRUST FUND

4

C

COMBINED STATEMENT OF REVENUES, EXPENDITURES AND

CHANGES IN FUND BALANCES -ACTUAL AND BUDGET

GOVERNMENTAL FUND TYPES

6

D

STATEMENT OF REVENUES, EXPENSES AND

CHANGES IN FUND BALANCES

FIDUCIARY FUND TYPE - NONEXPENDABLE TRUST FUND

7

E

STATEMENT OF CASH FLOWS

FIDUCIARY FUND TYPE - NONEXPENDABLE TRUST FUND

8

F NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

9

ADDITIONAL FINANCIAL INFORMATION

COMBINING STATEMENTS

SPECIAL REVENUE FUND

G

COMBINING BALANCE SHEET

20

H

COMBINING STATEMENT OF REVENUES, EXPENDITURES

AND CHANGES IN FUND BALANCES

22

CAPITAL PROJECTS FUND

I

COMBINING BALANCE SHEET

24

J

COMBINING STATEMENT OF REVENUES, EXPENDITURES AND

CHANGES IN FUND BALANCES

26

FIDUCIARY FUND TYPES

K

COMBINING BALANCE SHEET

28

L

COMBINING STATEMENT OF CHANGES IN ASSETS AND LIABILITIES

AGENCY FUNDS

29

CITY OF THOMASVILLE BOARD OF EDUCATION - THOMAS COUNTY - TABLE OF CONTENTS -

SECTION I

FINANCIAL

ADDITIONAL FINANCIAL INFORMATION

SCHEDULES

I SCHEDULE OF FEDERAL FINANCIAL ASSISTANCE

30

2 ANALYSIS OF CASH AND CASH EQUNALENTS

32

3 ACCOUNTS RECEIVABLE

33

SCHEDULE OF REVENUE

4

STATE FUNDS

34

5

LOCAL AND OTHER FUNDS

35

SCHEDULE OF EXPENDITURES BY OBJECT

6

GOVERNMENTAL FUND TYPES

37

7

LOTTERY PROGRAMS

38

8

FIDUCIARY FUND TYPE

EXPENDABLE TRUST FUND

40

ANALYSIS OF MINIMUM EXPENDITURE REQUIREMENTS

GENERAL FUND - QUALITY BASIC EDUCATION PROGRAMS

9

OVERALL

41

10

BY PROGRAM

42

11 SCHEDULE OF TRAVEL OF BOARD MEMBERS

44

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

CITY OF THOMASVILLE BOARD OF EDUCATION - THOMAS COUNTY - TABLE OF CONTENTS -
SECTION ill INTERNAL CONTROL REPORT ON INTERNAL CONTROL STRUCTURE IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS SINGLE AUDIT REPORT ON THE INTERNAL CONTROL STRUCTURE USED IN ADMINISTERING FEDERAL FINANCIAL ASSISTANCE PROGRAMS
SECTION IV FINDINGS AND IMPROPER OR QUESTIONED COSTS SCHEDULE OF FINDINGS AND IMPROPER OR QUESTIONED COSTS
SECTIONV PERTINENT VIEWS OF RESPONSIBLE OFFICIALS SCHEDULE OF PERTINENT VIEWS OF RESPONSIBLE OFFICIALS

SECTION I FINANCIAL

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

DEPARTMENT OF AUDITS
254 Washington Street, S.W., Suite 214 Atlanta, Georgia 30334-8400
June 2, 1995

Honorable Zell Miller, Governor Members of the General Assembly Members ofthe State Board ofEducation
and Superintendent and Members of the City of Thomasville Board of Education
INDEPENDENT AUDITOR'S COMBINED REPORT ON GENERAL PURPOSE FINANCIAL STATEMENTS AND SUPPLEMENTARY INFORMATION SCHEDULE OF FEDERAL FINANCIAL ASSISTANCE
Ladies and Gentlemen:
We have audited the general purpose financial statements (Exhibits A through F) of the City of Thomasville Board of Education, as of and for the year ended June 30, 1994, as listed in the table of contents. These financial statements are the responsibility of the Board's management. Our responsibility is to express an opinion on these financial statements based on our audit.
We conducted our audit in accordance with generally accepted auditing standards, Government Auditing Standards, issued by the Comptroller General of the United States, and the provisions of the Office of Management and Budget Circular A-128, "Audits of State and Local Governments". Those standards and 0MB Circular A-128 require that we plan and perform the audit to obtain reasonable assurance about whether the general purpose financial statements are free of material misstatement. An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the financial statements. An audit also includes assessing the accounting principles used and significant estimates made by management, as well as evaluating the overall financial statement presentation. We believe that our audit provides a reasonable basis for our opinion.
As described in the notes to the general purpose financial statements, the Board's financial statements have been prepared using certain accounting practices and policies which, in our opinion, vary in some respects from generally accepted accounting principles. These variances are described as follows:
* The general purpose financial statements of the Board did not contain a General Fixed Assets
Account Group to account for property and equipment owned by the Board which should be included to conform to generally accepted accounting principles.
94ARL-13

* 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 Board did not recognize as expenditures, in the year ended June 30, 1994, a portion of salaries
and the corresponding employer's cost of related benefits earned for contractual services completed prior to June 30, 1994. Also funds received, subsequent to June 30, 1994, from the Georgia Department ofEducation for the State's share of these unrecorded salaries and related benefits were not recorded as revenue in the year under review. Conversely, the similar expenditures and related revenues for contractual services completed prior to June 30, 1993, were improperly recorded in the year ended June 30, 1994. To confonn to generally accepted accounting principles, revenues should be recorded when available and measurable and expenditures should be recorded when incurred, rather than when funds are received or disbursed.
The aggregate effects on the general purpose financial statements of these variances or omissions have not been determined, 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 financial statements present fairly, in all material respects, the financial position ofthe City of Thomasville Board ofEducation as of June 30, 1994, and the results ofits operations and the cash flows of its nonexpendable trust fund for the year then ended, in conformity with generally accepted accounting principles.
Our audit was conducted for the purpose offorming an opinion on the general purpose financial statements of the City of Thomasville Board of Education taken as a whole. The combining statements (Exhibits G through L) and the financial schedules (Schedules 1 through 11 which includes the Schedule of Federal Financial Assistance) are presented for purposes of additional analysis and are not a required part of the general purpose financial statements ofthe City ofThomasville Board ofEducation. Such infonnation has been subjected to the auditing procedures applied in the audit ofthe financial statements and, in our opinion, except for the effects of the matters referred to in the third paragraph, such infonnation is fairly presented in all material respects in relation to the general purpose financial statements taken as a whole.
A copy ofthis 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.

CLV:jy 94ARL-13

Res~:::~
Claude L. Vickers State Auditor

CITY OF THOMASVILLE BOARD OF EDUCATION - THOMAS COUNTY - 1-

EXHIBIT"A"

==
Cash and Cash Equivalent&
Account& ReceiVable Inventories
Foad Donated ~ Pun:ha8ed Foad
Total-

GOVERNMENTAL FUND lYPES

SPECIAL

CAPITAL

GENERAL

REVENUE

PROJECTS

FUND

FUND

FUND

FIDUCIARY FUND TYPES TRUST AND AGENCY FUNDS

TOTALS
{Memorandum OnM
JUNE 30 1994 JUNE 30 1993

105,372.28 $ 478,343.36 $

68,067.36 $

59,950.91 $ 711,733.91 $ 1,570,749.34

62,715.19

189,822.55

160,429.00

412,966.74

597,767.08

5,030.42 8 707.13

5,030.42 8707.13

8,4TT.14 7 709.30

168 087.47 $ 681 903.46 $ 228 496.36 $

59950.91 S 1 138 438.20 $ 2184 702.86

LIAalJ ffil; ~Q E]l~Q l;Q!,,![D'.
~
Accounts Payable Salaries Payable Deferred Revenue Expired Grant Balances Payable Contracts Payable Retainages Payable Funds Held for Othenii
Total Liabilities
E!.llill..EQ!.!
Fund Balances ReseM!d For Bus Replacement Fund& For Endowment C0lpus For Expired Grant Balances/Questioned Costs Forll"M!f'ltorie6 Foad Donated Commodities Purchased Foad For state Capital outlay Projects
IJmeaeNed Designated for Equipment Purchaoes ~noted
Total Fund Equity

27,788.01 $

43,228.50 158,355.57
805.17

126,214.36

27 788.01 $ 202 389.24 $ 126 214.36 S

1120.91 1120.91 $

71,016.51 $ 158,355.57
805.17
126,214.36
1120.91
357 512.52 S

46,009.56 155,898.60
119.50 695,418.01 153,917.30
3 662.33
1055025.30

42,138.19 $

1,868.00

42,138.19 $
12,828.00 85 333.27
140 299.46 S

5,030.42 8,707.13
15,605.55 S
463 908.67 479514.22 $

102 282.00 102,282.00 $
102 282.00 S

44,TT0.25 $

$ 44,770.25
44,006.19

6,564.00 44,TT0.25
6,700.20

44,770.25 S
14 059.75 58 830.00 $

5,030.42 8,707.13 102 282.00
204,795.99 $
12,828.00 563 301.69
780 925.68 S

8,477.14 7,709.30 104 930.00 179,150.89
950 526.67 11296TT.56

Total Liabilities and Fund Equity

168 087.47 S 681 903.46 $ 228 496.36 $

59 950.91 $ 1138 438.20 $ 2184 702.86

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

CITY OF THOMASVILLE BOARD OF EDUCATION - THOMAS COUNTY COMBINED STATEMENT OF REVENUES EXPENDITURES AND CHANGES IN FUND BALANCES
GOVERNMENTAL FUND TYPES AND EXPENDABLE TRUST FUND YEAR ENDED JUNE 30 1994

RElll;;NUES
State Funds Federal Funds Local and Other Funds
Total Revenues
EXPENDITURES
Current Instruction Support Services Pupil Services Improvement of Instructional Services Educational Media Services General Administration School Administration Business Administration Maintenance and Operation of Plant Student Transportation Services Central Support Services Other Support Services Food Services Operation Other Operations of Non-Instructional Services
Capital Outlay
Total Expenditures
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

GOVERNMENTAL FUND TYPES

SPECIAL

CAPITAL

REVENUE

PROJECTS

FUND

FUND

$ 9,697,196.07 $

458,977.28 $

82,127.06

2,209,954.50

4 314,415.12

379 564.16

$ 14 093,738.25 $ 3,048 495.94 $

661,901.57 661,901.57

$ 9,665,693.94 $ 1,295,679.30

425,233.65 390,023.63 415,145.06 265,352.71 1,011,102.91 207,720.63 1,520,388.11
82,644.45 87,720.75 11,462.92

47,586.48 29,770.97
127,740.04
4,593.75 149.57
58,866.61 1.479,222.44
64,390.73 5 451.80 $

$ 14 082,488.76 $ 3,113451.69 $

$

11 249.49 $

-64 955.75 $

945,662.72 945 662.72 -283, 761.15

$

$

-292,038.21

$

-292,038.21 $

10,925.06 $

281,113.15

10,925.06 $

281,113.15

$

-280,788.72 $

-54,030.69 $

-2,648.00

421,088.18

535,993.80

104,930.00

-3,446.72 997.83

FUND BALANCE JUNE 30

$

140,299.46 $

479,514.22 $

102,282.00

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

EXHIBIT"B"

TOTAL

FIDUCIARY FUND TYPE EXPENDABLE TRUST FUND

TOTALS
!Memorandum On!:tl YEAR ENDED
JUNE 30 1994 JUNE 30 1993

$ 10,818,074.92 $ 2,292,081.56 4693 979.28
$ 17,804 135.76 $

0.00 $

10,818,074.92 $ 2,292,081.56 4 693 979.28

11,105,990.87 2,103,581.67 4,489 863.69

0.00 $ 17 804 135.76 $ 17,699,436.23

$ 10,961,373.24
472,820.13 419,794.60 415,145.06 393,092.75 $ 1,011,102.91 207,720.63 1,524,981.86 82,794.02 87,720.75 70,329.53 1,479,222.44 64,390.73 951114.52
$ 18,141 603.17 $
$ -337 467.41 $

$ 10,961,373.24 $ 9,972,995.72

9,596.55

472,820.13 419,794.60 415,145.06 402,689.30 1,011,102.91 207,720.63 1,524,981.86
82,794.02 87,720.75 70,329.53 1,479,222.44 64,390.73 951 114.52

378,401.33 312,331.89 397,150.20 364,125.31 1,047,347.93 208,481.55 1,441,766.74 80,387.22 116,892.96
1,186,864.76
2,784,826.25

9 596.55 $ 18151199.72 $ 18,291,571.86

-9 596.55 $ -347,063.96 $ -592 135.63

$

292,038.21

-292 038.21

$

0.00

$

292,038.21 $ 1,020,747.53

-292038.21

-1,020 747.53

$

0.00 $

0.00

$ -337,467.41 $ 1,062,011.98

-9,596.55 $ 21,646.75

-347,063.96 $ 1,083,658.73

-592, 135.63 1,686,586.20

-3,446.72 997.83

-3,446.72 997.83

-7,536.89 -3 254.95

$

722,095.68 $

12,050.20 $

734,145.88 $ 1,083,658.73

-5-

~ QE I!::tOMASVILlE BOARD QE ~~I!Q!:! - I!:lQMA$ !.Q\J!il)'. ~~~EQ ~T~~MfNT QE BE~NU!; EXeENQIT!.H~fS ANQ QH/1.N~E lt,j FIJNQ BALANCE
~U&. ~Q !ilQgLn ~RNM~tfi& E!.!tU2 TYPE~
YEAR ENPEP JUNE :30 1994

EXHIBIT"C"

~
State Funds Federal Funds Local and Other Funds
Total Revenues
lallel;t!IQ!Il,IR~S
Cuffent lnslruc:tion Support Services PupilServic:as Improvement of lnslruc:tional Services
Educational Madia SeMoos General Administration School Administration Business Administration Maintenance and Operation d Plant Student Transportation Services ~ I Support Services Other Support Services Food Services Operation Other Operations of Non-Instructional Services Capital Outlay
Talal~itures
Excess of Revenues cwer (under) ~itures
OTHEB F l ~ m OURC~ DJS:E.l
Other Sources Other Uses
Total Other Financing Sources (Uses)
Excess d Revenues and Other Financing Sources - (under) ~itures and Other Financing Uses
EYNQ BALANCE :J.Y~Y1 3~
ADJ!.lIM~NT
Prior Yaar (Net)
FQQQ IIM;NTORY t,l~T Q~~ IN e!;R!Qll
Oonalad Commodities PurchaHd Food

ACTUAL PER
EXHIBIT"II"

ACTUAL PER
ADJUSTMENTS BUDGET BASIS

BUDGET

VARIANCE FAVORABLE !l:!NFAVORABLE)

10,818,074.82 $ .. 2,292,081.56 4693,979.28
17,804,135.76 $

0.00 $ 10,818,074.92 $ 11,009,085Jl1 $ 2,292,081.56 2,155,106.00 4,693,979.28 4,520,685.00
0.00 $ 17,804,135.76 $ 17,684,876.91 $

-191,010.99 136,975.56 173,294.28
119,258.85

10,961,373.24 $
472,820.13 419,794.80 415,145.06 393,092.75 1,011,102.91 207,720.63 1,524,981.86 82,794.02
87,720.75 70,329.53 1,479,222.44 64,390.73 951.114.52
18,141,603.17 $
-337,467.41 $

0.00 $ 10,981,373.24 $ 11,236,367.72 $

472,820.13 419,794.80
415,145.06 393,092.75 1,011,102.91 207,720.63 1,524,981.86 82,794.02 87,720.75
70,329.53 1,479,222.44
64,390.73 951,114.52

491,354.00 490,748.00 521,103.00 375,398.00 1,014,821.00 224,710.00 1,487, 100.00
81,200.00 97,355.00 TT,287.00 1,378,715.00 124,100.00 1,636,000.00

0.00 $ 18,141.603.17 $ 19.236.258.72 $

0.00 $ -337.467.41 $ -1,551,381.81 $

274,994.48
18,533.87 70,953.40 105,957Jl4 -17,694.75 3,718.09 16,989.37 -37,881.86 -1,594.02 9,63425 6,957.47 -100,507.44 59,709.27 684,885.48
1,094.655.55
1,213.914.40

292,038.21 -292,038.21
0.00

292,038.21 $ -292,038.21
0.00 $

90,000.00 $ -90,000.00
0.00 $

202,038.21 -202.038.21
0.00

-337,467.41 $ 1,062,011 Jl8

0.00 $ -337,467.41 $ -1,551,381.81 $ -16,186.44 1,045,825.54 1,688,108.83

1,213,914.40 -&42,283.29

9,674.21

-9,674.21

-3,448.72

3,448.72

0.00

0.00

997.83

-997.83

0.00

0.00

FYt!!Q ~I eiN~E JUNE~ 1~

722,095.68 $ -13,737.55 $ 708,358.13 $ 146.401.23 $

561,956.90

The notes to the general purpose financial statements are an integral part of this statement. -6-

CITY OF THOMASVILLE BOARD OF EDUCATION - THOMAS COUNTY COMBINED STATEMENT OF REVENUES EXPENSES AND CHANGES IN FUND BALANCES
FIDUCIARY FUND TYPE - NONEXPENDABLE TRUST FUND YEAR ENDED JUNE 30 1994

EXHIBIT"D"

OPERATING REVENUES Donations
OPERATING EXPENSES Current Scholarships Operating Income (loss)
NONOPERATING REVENUE Interest Earned Total Income
FUND BALANCE JULY 1

ENDOWMENT FUND
MEGEN CARR SCHOLARSHIP
FUND

TOTALS (Memorandum Only)
YEAR ENDED JUNE 30 1994 JUNE 30 1993

$

0.00 $

0.00 $ _ _1:..:8..:9:..:9"5.c:,.25::..

$

700.00 $

700.00 $

0.00

$

-700.00 $

-700.00 $

18,995.25

1 460.97

1 460.97

1 221.30

$

760.97 $

760.97 $

20,216.55

46 018.83

46 018.83

25 802.28

FUND BALANCE JUNE 30

$

46,779.80 $

46,779.80 $

46,018.83

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

CITY OF THOMASVILLE BOARD OF EDUCATION - THOMAS COUNTY STATEMENT OF CASH FLOWS
FIDUCIARY FUND TYPE - NONEXPENDABLE TRUST FUND YEAR ENDED JUNE 30 1994

EXHIBIT"E"

Cash Flows from Operating Activities: Cash Received from Donations Cash Paid for Scholarships
Net Cash Provided (Used) by Operating Activities
Cash Flows from Investing Activities: Interest Received on Investments
Net Increase (Decrease) in Cash
Cash and Cash Equivalents - July 1

ENDOWMENT FUND
MEGEN CARR SCHOLARSHIP
FUND

TOTALS (Memorandum Onlt}
YEAR ENDED JUNE 30, 1994 JUNE 30, 1993

$ 18,99525

$

-700.00 $

-700.00

0.00

$

-700.00 $

-700.00 $ 18,995.25

$

1,460.97 $ 1,460.97 $

1,221.30

$

760.97 $

760.97 $ 20,216.55

$

46,018.83 $ 46,018.83 $ 25,802.28

Cash and Cash Equivalents - June 30

$

46,779.80 $ 46,779.80 $ 46,018.83

The notes to the general purpose financial statements are an integral part of this statement. -8-

CITY OF THOMASVILLE BOARD OF EDUCATION - THOMAS COUNTY NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS JUNE30 1994

EXHIBIT"F"

Note I: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
The City ofThomasville Board ofEducation (Board) was established under the laws ofthe State of Georgia and operates under the guidance of a school board elected by the voters and a Superintendent, appointed by the Board. With the exception ofthe departures from generally accepted accounting principles disclosed in the following paragraphs, the financial statements of the Board have been prepared in conformity with generally accepted accounting principles as applied to government units. The Governmental Accounting Standards Board (GASB) is the accepted standard-setting body for establishing governmental accounting and financial reporting standards.
The more significant of the Board's accounting policies are described below.
REPORTING ENTITY
In evaluating how to define the government unit for financial reporting purposes, management has considered the criteria set forth in GASB Codification of Governmental Accounting and Financial Reporting Standards, Section 2100, "Defining the Financial Reporting Entity". The primary government consists of all the organizations that compose the legal entity of the City ofThomasville Board ofEducation.
Based upon the application of the above criteria, the City ofThomasville Board ofEducation is determined to be the lowest level ofgovernment exercising oversight responsibility and control over all activities related to public education in Thomasville, Georgia. The Board is not included in any other governmental "reporting entity" as defined by GASB Codification of Governmental Accounting and Financial Reporting Standards.
Board members were elected by the public and have decision making authority, the power to designate management, the ability to significantly influence operations, and the ability to determine the amount of tax revenues flowing to the Board.
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.

- 9-

CITY OF THOMASVILLE BOARD OF EDUCATION. THOMAS COUNTY NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS JUNE30 1994

EXHIBIT"F"

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
Although "school activity accounts" are maintained at the individual schools, neither the assets, liabilities and fund equity, nor the revenues, expenditures and changes in fund balances of these accounts are reflected in these financial statements. To conform to generally accepted accounting principles, these accounts should be recorded in the general purpose financial statements.
The general purpose financial statements account for all State, Federal, Local and Other Funds under control ofthe Board, in compliance with generally accepted accounting principles applicable to governmental units, unless otherwise disclosed in these notes. Funds presented in this report are as follows:
GOVERNMENTAL FUND TYPES - are used to account for all or most of a Board's general 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 traditionally provided by a board of education.
SPECIAL REVENUE FUND - the fund used to account for the proceeds of specific revenue sources (other than for major capital projects) that are legally restricted to expenditures for specified purposes. These funds are primarily received from the Georgia Department of Education and from the Federal government to accomplish specific objectives and are required to be accounted for separately. Also included are proceeds received from State, Federal, Local and Other sources for operations of the school food services fund. This fund could be accounted for as an enterprise fund; however, the Board chooses not to provide for depreciation, but to maintain the fund on a modified accrual basis and to report the fund as a special revenue fund under governmental fund types, which is acceptable under generally accepted accounting principles for governmental entities.
CAPITAL PROJECTS FUND - the fund used to account for financial resources to be used for the acquisition or construction of major capital facilities.
FIDUCIARY FUND TYPES - the trust and agency funds used to account for assets held by a government unit in a trustee capacity or as an agent for individuals, private organizations, other government units and/or other funds. These funds include:
NONEXPENDABLE TRUST FUND Megen Carr Scholarship Fund - the fund used to account for an endowment of which the corpus is to be invested and preserved intact with the resultant income to be used to provide scholarships to graduating seniors of Thomasville High School on the basis of need, demonstrated ability and desire.
EXPENDABLE TRUST FUND Self-Insured Employee Benefit Fund the fund used to account for Unemployment Compensation contributions and expenditures.
- 10 -

CITY OF THOMASVILLE BOARD OF EDUCATION - THOMAS COUNTY NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS JUNE30 1994

EXHIBIT"F"

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
AGENCY FUNDS - the funds used to account for assets held for other funds, governments, or individuals.
BASIS OF ACCOUNTING
The accounting and financial reporting treatment applied to a fund is determined by its measurement focus. All governmental funds and the expendable trust fund are accounted for using a current financial resources measurement focus. With this measurement focus, only current assets and current liabilities generally are included on the balance sheet. Operating statements of these funds present increases (i.e., revenues and other financing sources) and decreases (i.e., expenditures and other financing uses) in net current assets. Their reported fund balance is considered a measure of available spendable resources.
Liabilities which are expected to be financed from available spendable resources are reported as liabilities in the governmental funds.
The nonexpendable trust fund is accounted for on a flow of economic resources measurement focus. With this measurement focus, all assets and liabilities associated with the operation of this fund are included on the balance sheet. Operating statements present increases (e.g., revenues) and decreases (e.g., expenses) in net total assets.
Agency funds are purely custodial in nature and do not involve measurement of results of operations.
Governmental funds and the expendable trust fund are accounted for using the modified accrual basis of accounting under which:
Revenues are recognized when susceptible to accrual (i.e., when they become both measurable and available). "Measurable" means the amount ofthe transaction can be determined and "available" means collectible within the current period or soon enough thereafter to be used to pay liabilities ofthe current period. Those revenues considered susceptible to accrual are property taxes, intergovernmental grants and investment income. Property taxes are considered available ifthey are collected and remitted by the collecting agent to the Board within 60 days after fiscal year-end.
Expenditures are generally recognized when the related fund liability is incurred.
A departure from the above definitions is the accounting treatment afforded the final two payments on General Fund teachers' and bus drivers' contracts, and the resources available from the Georgia Department of Education for the State's share ofthese contracts. During fiscal year 1994, a substantial number of personnel of the Board were employed for a one hundred and ninety day period beginning in late August 1993 and ending in early June 1994. Personnel contracts for this employment period specify that compensation be paid
in twelve equal monthly payments beginning in September 1993 and ending in August 1994. State grants to
fund the State's share of these contracts were disbursed from the Georgia Department of Education to the Board in the same twelve months. As ofJune 30, 1994, compensation under these employment contracts had been earned, but two of the twelve monthly payments, due for July and August 1994, had not been made.
- 11 -

CITY OF THOMASVILLE BOARD OF EDUCATION - THOMAS COUNTY NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS JUNE30 1994

EXHIBIT"F"

Note I: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
Payments for these two months were made and recorded as expenditures by the Board subsequent to June 30, 1994. Also, the State's portion ofthe compensation paid in July and August 1994 was received and recorded as revenue in the fiscal year subsequent to June 30, 1994. Conversely, the similar expenditures and related revenues for contractual services completed prior to June 30, 1993, were recorded in the year ended June 30, 1994. Generally accepted accounting principles require that revenues be recorded when available and measurable and that expenditures be recorded when incurred, rather than when funds are received or disbursed.
The accrual basis of accounting, as required by generally accepted accounting principles, is utilized by the nonexpendable trust fund. Under the accrual basis of accounting, revenues are recorded when earned and expenses are recorded at the time liabilities are incurred.
Agency funds are accounted for using the modified accrual basis of accounting in recognizing assets and liabilities.
BUDGET
The City ofThomasville Board ofEducation has a legally authorized nonappropriated budget which is formally approved by the Board at the aggregate level. Budgets are prepared to provide a basis for funding operations and there is no legal prohibition regarding overexpenditure of the aggregate budget. The budget process begins when the Board's administration prepares a tentative aggregated budget for the Board's approval. After approval of this tentative budget by the Board, such budget is advertised at least once in a newspaper ofgeneral circulation in the locality. At the next regular meeting ofthe Board after advertisement, the Board receives comments on the tentative budget, makes revisions as necessary and adopts a final school budget. This final budget is then submitted, in accordance with provisions of the Quality Basic Education Act, OCGA Section 20-2-167, to the Georgia Department ofEducation.
The Board prepares its budget on the modified accrual basis, which is the same basis on which it presents its financial statements. The budget comparison on Exhibit "C" presents actual and budget data for all governmental funds on a combined basis. To facilitate comparison with the budget, donated and purchased food inventories as reflected on Exhibit "B" have been eliminated from fund balance.
CASH AND CASH EQUIVALENTS
COMPOSITION OF DEPOSITS Cash and cash equivalents consist of deposits (including certificates of deposit and savings accounts) in authorized financial institutions. Georgia Laws authorize the Board to deposit its funds in one or more solvent banks, insured Federal savings and loan associations, or insured State chartered building and loan associations. The placement ofproceeds from bond issues in certificates of deposit is limited to financial institutions located within the State.

- 12 -

CITY OF THOMASVILLE BOARD OF EDUCATION - THOMAS COUNTY NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS JUNE30 1994

EXHIBIT"F"

Note I: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES

RECEIVABLES

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

PROPERTY TAXES

The City of Thomasville fixed the property tax levy for the 1993 tax year (calendar year) on September 27, 1993 (levy date). Taxes were due on December 20, 1993. The lien date for property taxes was January 1, 1993. Taxes collected within the current fiscal year or within 60 days after year-end are reported as revenue in fiscal year 1994 since their collection meets the criteria of GASB codification section P70.103. The City of Thomasville Clerk bills and collects the property taxes for the Board of Education and remits the taxes collected to the Board.

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

School Operations

17 0 mills

INVENTORIES

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

INTERFUND TRANSACTIONS The Board has the following types of interfund transactions:

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

- 13 -

CITY OF THOMASVILLE BOARD OF EDUCATION. THOMAS COUNTY NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS JUNE30 1994

EXHIBIT "F"

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
Operating transfers are recorded for all interfund transactions other than reimbursements.
MEMORANDUM ONLY -TOTAL COLUMNS
Total columns on the general pwpose 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, results of operations or cash flows in conformity with generally accepted accounting principles. Neither are such data comparable to a consolidation. Interfund eliminations have not been made in the aggregation ofthis data.
Note 2: DEPOSITS
COLLATERALIZATION OF DEPOSITS Official Code of Georgia Annotated (OCGA) Section 45-8-12 provides that there shall not be on deposit at any time in any depository for a time longer than ten days a sum of money which has not been secured by surety bond, by guarantee ofinsurance, or by collateral in an amount of not less than 110 percent of the public funds being secured after the deduction ofthe amount of deposit insurance. OCGA Section 45-8-11 provides an officer holding public funds may, in his discretion, waive the requirement for security in the case of operating funds placed in demand deposit checking accounts.
Acceptable security for deposits consists of any one of or any combination of the following:
(1) Surety bond signed by a surety company duly qualified and authorized to transact business within the State ofGeorgia,
(2) Insurance on accounts provided by the Federal Deposit Insurance Corporation,
(3) Bonds, bills, notes, certificates of indebtedness or other direct obligations ofthe United States or ofthe State of Georgia,
(4) Bonds, bills, notes, certificates ofindebtedness or other obligations of the counties or municipalities of the State of Georgia,
(5) Bonds ofany public authority created by the laws ofthe State of Georgia, providing that the statute that created the authority authorized the use of the bonds for this purpose,
(6) Industrial revenue bonds and bonds of development authorities created by the laws of the State of Georgia, and

- 14 -

CITY OF THOMASVILLE BOARD OF EDUCATION - THOMAS COUNTY NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS JUNE30 1994

EXHIBIT"F"

Note 2: DEPOSITS

(7) Bonds, bills, notes, certificates ofindebtedness, or other obligations of a subsidiary corporation of the United States government, which are fully guaranteed by the United States government both as to principal and interest and debt obligations issued by the Federal Land Bank, the Federal Home Loan Bank, the Federal Intermediate Credit Bank, the Central Bank for Cooperatives, the Farm Credit Banks, the Federal Home Loan Mortgage Association, and the Federal National Mortgage Association.

CATEGORIZATION OF DEPOSITS At June 30, 1994, the bank balances were $2,647,250.74. 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 Board or by the Board's agent in the Board's name.
Category 2 - Cash collateralized with securities held by the pledging financial institution's trust department or agent in the Board's name.
Category 3 - Uncollateralized deposits. (This includes any bank balance that is collateralized with securities held by the pledging financial institution, or by its trust department or agent but not in the Board's name.)

The Board's deposits are classified by risk category at June 30, 1994, as follows:
Risk Category
1 2 3
Total
Note 3: NON-MONETARY TRANSACTIONS

Bank Balance
$ 345,000.00 384,836.60
1917 414.14
$ 2 647 250 74

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

Note 4: RISK MANAGEMENT

The Board has established a limited risk management program for Unemployment Compensation. Estimated claims are budgeted by management based on known claims and prior experience. The General Fund transfers funds each year to the Unemployment Compensation Fund to cover costs for all funds except the School Food Services Fund. During fiscal year 1994, a total of$9,596.55 was paid in claims.

- 15 -

CITY OF THOMASVILLE BOARD OF EDUCATION - THOMAS COUNTY
NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS
JUNE30 1994

EXHIBIT"F"

Note 5: SIGNIFICANT COMMITMENTS

At June 30, 1994, the Board had encumbrances in the amount of$202,514.72 for the unperformed portion of purchase orders, contracts and other commitments for goods and services associated with the Lottery Programs. Lottery funds in the amount of $202,166.85 are available to fund these encumbrances. The revenues and expenditures associated with these encumbrances will be recognized in the subsequent fiscal year. Encumbrances outstanding do not constitute expenditures or liabilities in the current year because these commitments will be honored during the subsequent year. These encumbrances are identified by Lottery Program as follows:

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

$ 824.48
80,396.16 7,014.23
81,363.85 32 916.00

$ 202 514 72

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

Note 6: CONTINGENT LIABILITIES

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

Note 7: RETIREMENT PLANS

TEACHERS RETIREMENT SYSTEM OF GEORGIA (TRS)

TRS PLAN DESCRIPTION Substantially all teachers, administrative and clerical personnel employed by local school systems are covered by the Teachers Retirement System of Georgia (TRS), which is a cost-sharing multiple employer public employee retirement system (PERS).

TRS provides service retirement, disability retirement and survivors benefits for its members. A member is eligible for service retirement after 30 years ofcreditable service, regardless of age, or after 10 years of service and attainment of age 60. A member is eligible for early retirement after 25 years of creditable service and attainment of age 55, at a reduced benefit. Retirement benefits paid to members are equal to 2% of the average of the member's two consecutive highest paid years of service multiplied by the number of years of creditable service up to 40 years. The normal retirement pension is payable monthly for life. Options are available for distribution ofthe member's monthly pension at a reduced rate to a designated beneficiary on the
member's death.

Retirement benefits also include death and disability benefits. A disabled member or surviving spouse is entitled to receive annually an amount equal to the member's service retirement benefit or disability retirement,

- 16 -

CITY OF THOMASVILLE BOARD OF EDUCATION - THOMAS COUNTY NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS
JUNE30 1994

EXHIBIT"F"

Note 7: RETIREMENT PLANS

whichever is greater. The death benefit is the amount that would be payable to the member's beneficiary had the member retired on the date of death on either a service retirement allowance or a disability retirement allowance, whichever is larger. The benefit is based on the member's creditable service (minimum of 10 years of service) and compensation up to the time of disability or death.

Members become fully vested after ten years of service. If a member terminates with less than ten years of service, no vesting ofemployer contributions occurs, but the member's contributions are refunded with interest.

The Board's payroll for employees covered by 1RS for the year ended June 30, 1994, was $9,696,369.70; total payroll was $11,178,703.07.

IRS CONTRIBUTIONS REQUIRED AND MADE Employees of the Board who are covered by IRS are required to contribute 6% of their gross earnings to TRS. The Board makes monthly employer contributions to IRS at rates adopted by the IRS Board of Trustees as advised by their independent actuary. For fiscal year 1994 that rate for employer contributions was 11.81%. The interest rate assumption (rate of return on investments) was 7.50%.

Total contributions made during fiscal year 1994 amounted to $1,726,924.05, ofwhich $1,145,141.14 was made by the Board and $581,782.91 was made by employees. These contributions represented 11.81% (Board) and 6% (employees) of covered payroll.

1RS FUNDING STATUS AND PROGRESS The amount of the total pension benefit obligation is based on a standardized measurement established by Statement No. 5 ofthe Governmental Accounting Standards Board (GASB) that, with some exceptions, must be used by a PERS. The standardized measurement is the actuarial present value of credited projected benefits. This valuation method reflects the present value of estimated pension benefits that will be paid in future years as a result of employee services performed to date, and is adjusted for the effects of projected salary increases. A standardized measure ofthe pension benefit obligation was adopted by the GASB to enable readers of PERS financial statements to assess that PERS funding status on a going-concern basis, assess progress made in accunrulating sufficient assets to pay benefits when due, and make comparisons among other PERS and among other employers.

Total unfunded pension benefit obligation ofIRS as ofJune 30, 1993, was as follows:

Total pension benefit obligation

$13,912,014,000.00

Net assets available for benefits, at cost Unfunded pension benefit obligation

12 821 722 000.00
$ I 090 292 ooo 00

- 17 -

CITY OF THOMASVILLE BOARD OF EDUCATION - THOMAS COUNTY NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS JUNE30 1994

EXHIBIT"F'

Note 7: RETIREMENT PLANS
The measurement ofthe total pension benefit obligation is based on an actuarial valuation as ofJune 30, 1993. Net assets available to pay pension benefits were valued as of the same date. TRS does not make separate measurements of assets and pension benefit obligation for individual employers.
Total contributions from all employers to TRS for fiscal year ended June 30, 1994 were $521,550,000.00. The Board's contribution for the year ended June 30, 1994 of $1,145, 141.14 was actuarially determined and represented .2196% of total contributions made by all participating employers.
Ten year historical trend information is presented in the 1994 TRS Component Unit Financial Report. This information is useful in assessing TRS's accumulation of sufficient assets to pay pension benefits as they become due.
PUBLIC SCHOOL EMPLOYEES RETIREMENT SYSTEM OF GEORGIA (PSERS)
PSERS PLAN DESCRIPTION Substantially all bus drivers, maintenance, custodial, and lunchroom personnel employed by local school systems are covered by the Public School Employees Retirement System ofGeorgia (PSERS). All employer's contributions are made by the State ofGeorgia.
PSERS provides service retirement, disability retirement and survivors benefits for its members. A member is eligible for normal service retirement after lOyears ofservice and attainment ofage 65. A member applying for service retirement with l Oyears of service and retires between the ages of60 and 65 receives a reduced benefit. Monthly retirement benefits paid to members are equal to $8.00 per month multiplied by the number of years of creditable service. Options are available for distribution of the member's monthly pension at a reduced rate to a designated beneficiary on the member's death.
Retirement provisions include death and disability benefits. Disability benefits are the same as ifthe employee had retired at age 65 as long as the employee has 15 or more years ofcreditable service. Death benefits are dependent upon the number ofyears of service. Ifthere are less than ten years of service, a lump sum refund of the employee's contributions and interest are made to the beneficiary. Ifthere are more than ten years of service, the beneficiary shall receive for life half of what the employee would have received upon retirement.
Members become fully vested after ten years of service. Ifa member terminates with less than ten years of service, no vesting ofemployer contributions occurs, but the member's contributions are refunded with interest.
There were 90 employees covered underPSERS for the year ended June 30, 1994.
PSERS CONTRIBUTIONS REQUIRED AND MADE Covered employees are required by State statute to contribute $4.00 a month for the nine month school year. Unlike TRS, the Board makes no contribution to PSERS. The State of Georgia is required by statute to make

- 18 -

CITY OF THOMASVILLE BOARD OF EDUCATION - THOMAS COUNTY NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS JUNE30 1994

EXHIBlT"F"

Note 7: RETIREMENT PLANS
employer contributions actuarially determined and approved and certified by the PSERS' Board of Trustees. Total contributions from employees ofthe Board made during fiscal year 1994 amounted to $3,044.00. Total contribution for all school systems made by the State of Georgia to PSERS for fiscal year ended June 30, 1994, was $9,150,000.00.
Note 8: SURETY BONDS
Dr. Fred N. Dorminy, School Superintendent through December 31, 1993, was bonded in the amount of $25,000.00 with the Fidelity and Deposit Company, Baltimore, Maryland, their Bond No. 996-46-62.
Dr. James S. Cable, School Superintendent, effective January 1, 1994 through April 17, 1994, was bonded in the amount of$25,000.00 with the Fidelity and Deposit Company, Baltimore, Maryland, their Bond No. 996-46-62.
The School Superintendent, Dr. Lee A. Shiver, effective April 18, 1994, was bonded in the amount of $25,000.00 with the Fidelity and Deposit Company, Baltimore, Maryland, their Bond No. 3058-02-37, on which premium was paid through July 1, 1994.

- 19 -

QITY OF TMQMAS\/11 LE BOARD 9f fPl JCATIQN - THQMA CQI JNTY COMBINING RA! ANQE SHE~
P;CIAI RfVENUf Ft lNP
~

cash and cash Equivalents Acoount6 Receivable
I""""'""" Food Donated Commodities Pun:ha&ed Food
Total Assets

ELEMENTARY ANO SECONDARY EDUCATION

SCHOOL FOOD
SERVICES LOTTERY ...-.!:lliQ_ ~

STATE PRESCHOOL HANDICAPPEO
PROGRAM

CHAPTER1

EDUCATION OF EDUCATION OF

CHILDREN IN

DEPRIVED

STATE SCHOOLS CHILDREN

CHAPTER2 BLOCK GRANT FLOW THROUGH

$ 533,814.92

0.00 $

0.00 $

3,970.54 $

0.00

17,803.07 $ 28,731.45

92,223.55

5,030.42 ~

$ 565,355.54 $ 28 731.45 $

0.00 $

0.00 $

96194.09 $

0.00

LIABII ITlfS AND FIJNQ fOUJTY
~ Cosh"""'rall
-Accounts Payable
Salaries Payable Deferred Revenue Expired Grant Balances
Total Liabilities

S 17,409.49 68,431.83

26,675.82 1,250.46
805.17

20,643.85 75,550.24
96194.09

Fund Balances Re&eM!d For Expired Grant Balances/ OUestioned Costs For Inventories Food Donated Commodities Purchased Food
Unreserved
u,_.,nated
Total Fund Equity
Total LiabilitieS and Fund Equity

1,868.00
5,030.42 ~
15,805.55
463908.~S__lLl!LS_ _........,o~.oo~s _ _---'o~.oo=s _ _---'o~.oo=s _ _ _~o~.oo~ s ~9514.22S__lLl!LS _ _........,o~.oo~s _ _ _o~.oo~s--~~.oo~s _ _ _~o=.oo~

s 565355.54$ 2a,131.45s ______o_.oo_s _ _ _o_.oo_s

96 194.09 s _____o_.oo_

See notes to the general purpose financial statements

-20-

ACT TITLE 11-
EISENHO'NER MATHEMATICS
AND SCIENCE EDUCATION

INDMOUALS WITH

DISABILITIES EDUCATION ACT

TITLEVI B

FLON

PRESCHOOL

~

PROORAM

0.00 S

223.21 S

1,826.12

CARL D. PERKINS VOCATIONAL ANO
APPLIED
TECHNOLOGY ACT P. L 101-392

SOUTHEASTERN REGIONAL VISION
FOR EDUCATION
{SEB.Y

GATEWAY DEMONSTRATIOf\l
PROGRAM

TOTALS JUNE 30 1994 JUNE 30 1993

138.91 $ 539,973.70 $ 429,627.93

15,845.61

24,000.00 $

10,954.52

264.35

189,822.55

286,473.34

5,030.42 8 707.13

8,4TT.14 7 709.30

0.00 $~ $

1,826.12 $

24,000.00 S

10954.52 $

403.26 $ 743,533.60 $ 732 287.71

3,243.32 $ 12,825.50

$ 278.12 1,548.00

24,000.00 $

10,954.52 $

S 16068.82 S

1826.12 $

24 000.00 $

10954.52 $

$ 403.26

61,630.34 43,228.50 $ 158,355.57
805.17

403.26 $ 264 019.58 $

40,275.81 155,898.60
119.50 196293.91

0.00 $ ______QJ!Q_ $ 0.00 $ ______QJ!Q_ $
0.00 $ 16 068.82 $

0.00 $ 0.00 $
1826.12 $

0.00 $ 0.00 $
24 000.00 $

0.00 $ 0.00 $
10,954.52 S

1,868.00

0.00 0.00 $

5,030.42 $ 8707.13
15,605.55 S
<163908.67 479514.22 $

8,4TT.14 7 709.30 16,186.44
519,607.36
535993.60

403.26 $ 743,533.80 $ 732,287.71

CITY Of IHQMAVlj LE BQA.RQ Qf fPU9AJ}QN ~ JHQMA$ COi :flV COMBINING STATEMENT QF BfVl;NlJfS WENDIJURfS AND CMANGES /N fUNP RAl.ANCf;S
Sf>EC1Al RfYFNUE FlJNP VeAR 'ENDEP IUNE 30 1994

SCHOOL

FOOD

SERVICES

LOTTERY

~~

STATE
PRESCHOOL HANDICAPPED
PROGRAM

ELEMENTARY AND SECONDARY EDlJCATION

CHAPTER1

EDUCATION OF EDUCATION OF

CHILDREN IN

DEPRIVED

STATE SCHOOLS

CHILDREN

CHAPTER2 BLOCK GRANT FLOW THROUGH

state Funds Federal Funds Local and Other Fund&
Total Revenues
fXPf;NQITI IRES
Current lnatructiOn Suppo,tSeMces Pupil Service& lmpn:,wment Of Instructional Sefvioes General Administration Maintenance and Operation Of Plant student Transportation Servic:;es
-Central Support SeNices
Other Suppo,t Food SeMces Operation Other Operations on Non-Instructional
Capital Outlay
Total Expenditures
Excess Of Revenues OYef (under) Expenditures
OTHER; FINANCING SQURCfS
Operating Transfers In
Excess d Revenues and Other Financing Sources CNef (under) Expenditures
FUND BAI ANCE .!ULY 1
Food Inventory Net Change In Period Donated Commodities Pu!dla,;edFood

84,852.00 $ 334,983.28 $ 962,650.37 374564.16 - - - -
$ 1 422 066.53 $ 334 983.28 $

$ 281,950.53 $
36,636.48 4,738.09 21,738.45 4,593.75

$ 1,476,097.22

788.20

-.54,030.69 $

-914.02 $

-54,030.69 $ 535,993.80
3,446.n ~

0.00 $ 0.00

39,142.00 $

3,186.00 $

39142.oo s_ ____31,=86.00 $

906,568.32 S 906568.32 $

39,142.00 $

3,096.19 S 89.81

743,859.60 $
2,571.87 98,940.94

58,070.69 3,125.22

_ , = 39142.oo s_ _ 3186.00 S

0.00 S

0.00 $

906568.32 $ 0.00 $

0.00 $ 0.00

0.00 S 0.00

0.00 $ 0.00

33,734.00 33 734.00 33,65122
82.78
33 734.00 0.00
0.00 0.00

FUND RAI ANCE II INE 30

s 479 514.22 s ~ s _ ___,o.,.oo::,s _ _ ___,o.,.oo::,s _ _ __,o.,.oo::,s _ _ _ _o~.oo:::.

See notes to the general purpose financial statements.

-22-

EXHIBtTH"

ACT TITlEII-
EISENHC:>V'IER MATHEMATICS AND SCIENCE
EDUCATION

INDIVIDUALS WITH

DISABILITIES EDUCATION ACT

TITLEVI B

FLOW

PRESCHOOL

THROUGH

PROGRAM

CARL D. PERKINS VOCATIONAL AND
APPLIED
TECHNOLOGY ACT P. L. 101-392

SOUTHEASTERN REGIONAL VISION
FOR EDUCATION
{SERVE)

GAT8NAY DEMONSTRATION
PROGRAM

TOTALS JUNE30 1994 JUNE 30 1993

19,386.00 S 139,297.61 $ 19 386.00 $ 139 297.61 S

28,517.00 $ 28517.00 $

24,000.00 S 5 000.00
29 000.00 $

26,292.21 $ 26 292.21 $

$ 66,322.99
66322.99 $

458,977.28 S 2,209,954.SO
379 564.16
3048495.94 $

117,130.00 2,036,545.26
295 755.31
2 449430.57

$ 122,071.00 $

19,386.00

10,565.00 2,359.93 4,152.11

149.57

26,605.51 $ 385.00 715.08 803.69
7.72

19 386.00 $ 139 297.61 S

0.00 $

0.00 $

28 517.00 $ 0.00 $

0.00 $ 0.00

0.00 $ 0.00

0.00 $ 0.00

0.00 $ ______!Ul2, $

0.00 $

39,011.04 $
39011.04 S -10,011.04 S 10011.04
0.00 $ 0.00
0.00 $

26,292.21
26292.21 $ 0.00 S 0.00 $ 0.00 0.00 $

$ 1,932.26
64,390.73 66 322.99 $
0.00 $

1,295,679.30 $
47,586.48 29,770.97 127,740.04
4,593.75 149.57
58,666.61 1,479,222.44
64,390.73 5 451.80
3113451.69 S
-64,955.75 S

979,322.60 3,994.86 15,231.22
102,071.01 11,540.62 17,777.23
1, 186,864.76
2 316,802.30 132,628.27

10 925.06

8 344.87

0.00 $ 0.00

-54,030.69 $ 535,993.80

140,973.14 405,812.SO

-3,446.72 997.83

-7,536.89 -3 254.95

0.00 $

479514.22 $

535 993.80

-23-

CJTY OF THOMASVILLE BOARD OF EDUCATION - THOMAS COUNTY COMBINING BALANCE SHEET CAPITAL PROJECTS FUND JUNE 30 1994

Cash and Cash Equivalents Accounts Receivable

GEORGIA STATE

PROJECT 91/91$-789-040

PROJECT 91 /91 S-789-041

$

0.00 $

0.00

Total Assets

$

o.oo s=====o=.o=o

LIABILITIES AND FUND EQUITY
LIABILITIES
Cash Overdraft Contracts Payable Retainages Payable
Total Liabilities
FUND EQUITY
Fund Balances Reserved For State Capital Outlay Projects

$

o.oo s____-'o"'.o=-o

Total Liabilities and Fund Equity

$

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

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

EXHIBIT"!"

FINANCING AND INVESTMENT COMMISSION

PROJECT

PROJECT

92/925-789-114

93/94-789-079

and

PROJECT

and

94-789-080

92/925-789-115 95/945-789-091

TOTALS JUNE 30, 1994 JUNE 30, 1993

$

0.00 $

0.00 $

102,282.00 $

102,282.00 $

711,158.63

85,823.00

74606.00

160,429.00

243,106.68

$

85,823.00 $

74,606.00 $

102,282.00 $

262,711.00 $

954,265.31

$

7,349.73 $

78,473.27

$

85,823.00 $

26,864.91 47,741.09
74;606.00

$

34,214.64

126,214.36 $

695,418.01

153,917.30

$

160,429.00 $

849,335.31

0.00

o.oo $ _ _....:.1~02::..,2:;.;8~2.:.;:;.o"'-o

102,282.00

104,930.00

$

85,823.00 $

74,606.00 $

102,282.00 $

262,711.00 $~==954==,2=6=5.=3=1

-25-

CITY OF THOMASVILLE BOARD OF EDUCATION - THOMAS COUNTY COMBINING STATEMENT OF REVENUES EXPENDITURES AND CHANGES IN FUND BALANCES
CAPITAL PROJECTS FUND YEAR ENDED JUNE 30 1994

REVENUES
State Funds EXPENDITURES
Capital Outlay Building and Building Improvements
Excess of Revenues over (under) Expenditures OTHER FINANCING SOURCES
Operating Transfers In Excess of Revenues and Other Financing Sources
over (under) Expenditures FUND BALANCE JULY 1

GEORGIA STATE

PROJECT 91/91S-789-040

PROJECT 91/915-789-041

$

0.00 $

0.00

$

9 356.63 $

4 230.00

$

-9,356.63 $

-4,230.00

$

9,356.63 $

4 230.00

$

0.00 $

0.00

0.00

0.00

FUND BALANCE JUNE 30

$

0.00 $====,,,,;;,;0,;;;00;;,

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

EXHIBIT"J"

FINANCING AND INVESTMENT COMMISSION

PROJECT

PROJECT

92/925-789-114

93/94-789-079

and

PROJECT

and

94-789-080

92/925-789-115 95/945-789-091

TOTALS YEAR ENDED JUNE 30, 1994 JUNE 30, 1993

$

309,813.17 $

352,088.40 $

0.00 $

661,901.57 $ 1,667,633.19

$

474246.81 $

$

-164 433.64 $

457,829.28 $ -105,740.88 $

0.00 $ 0.00 $

945,662.72 $ 2,784,826.25 -283,761.15 $ -1,117,193.06

$

157 789.64 $

$

-6,644.00 $

6644.00

105 740.88 $ 0.00 $

3,996.00 $

281,113.15 $ 1,007,402.66

3,996.00 $ 98,286.00

-2,648.00 $ 104,930.00

-109,790.40 214,720.40

$

0.00 $

0.00 $

102,282.00 $

102,282.00 $

104,930.00

-27-

Mm Cash and Cash EquiValent&

CfTY Of IH9MASYII I ERQABQ PE EQUCATION IH9M!,S CQUNTV OOMBINING BALANCE SHEfT
EIPUC1ABY FUND rxess
JUNE30 1994

EXHIBIT'1<"

NONEXPENDABLE lRUSTFUND MEGEN CARR SCHOLARSHIP FUND

EXPENDABLE lRUSTFLIND SELF-INSURED EMPLOYEE BENEFIT FUND UNEMPLOYMENT COMPENSATION
FUND

AGENCY FUNDS

TOTALS JUNE 30 1994 JUNE 30 1993

----"16="9"'.a"'o s_ _ _1_,2.:050=.20.._s ____1._120=.9-1 s 59950.91 S 71 327.91

LIAILITIES ANP FUNQ E9lffTY
~ Funds Held for others

1120.91 S

1120.91 $_~3=66=2=.3~3

u-Fund Balances R...,_, For Endowment Corpus
ui-.gnated
Total Fund Equity

44,no.25 ---~2=009=.s~ss _ _ _1=2=050=20~s _ _ _~o=.oo~ _ _ _ _"16=n~9=M~S _ _ _1=2=050=20~$ _ _ _~0=.00~$

44,770.25 $ 14 059.75 58 830.00 $

44,no.25 22 895.33 67 665.58

Total Liabilities and Fund Equity

----"16="9"'M"'s _ _ _1_,2.0.50=20.._s _ _ _ _1._120=.9-1s 59 950.91 $ 71 327.91

See notes to the general purpose financial statements

-28-

CITY OF THOMASVILLE BOARD OF EDUCATION - THOMAS COUNTY COMBINING STATEMENT OF CHANGES IN ASSETS AND LIABILITIES
FIDUCIARY FUND TYPE - AGENCY FUNDS YEAR ENDED JUNE 30 1994

EXHIBIT"L"

COMMUNITIES IN SCHOOLS ASSETS
Cash and Cash Equivalents
LIABILITIES Funds Held for Others
soglAL SERVICE ASSETS
Cash and Cash Equivalents
LIABILITIES Funds Held for Others
SPECIAL FUND ASSETS
Cash and Cash Equivalents
LIABILITIES Funds Held for Others
TOTALS -AGENCY FUNDS ASSETS
Cash and Cash Equivalents
LIABILITIES Funds Held for Others

BALANCE JULY 1 1993

ADDITIONS

DEDUCTIONS

BALANCE JUNE 30 1994

$

0.00 $

48.83 $

48.83 $

0.00

$

0.00 $

48.83 $

48.83 $

0.00

$

938.55 $

945.00 $

1,077.30 $

806.25

$

938.55 $

945.00 $

1,077.30 $

806.25

$

2 723.78 $

7,562.27 $

9,971.39 $

314.66

$

2,723.78 $

7,562.27 $

9,971.39 $

314.66

$

3,662.33 $

8 556.10 $

11,097.52 $

1,120.91

$

3 662.33 $

8,556.10 $

11,097.52 $

1,120.91

See notes to the general purpose financial statements.

-29-

CITY QE THOMASVILLE BOARD OE l;PUCATION -THOMAS COUNTY SCHEDULE Of FEDERAL FINANCIAL ASSISTANCE
YEAR ENDED JUNE 30 1994

SCHEDULE "1"

FUNDING AGENCY
PROGRAM/GRANT

Agriculture, u. s. Department of

Through Georgia Department of Education

Food and Nutrition Program

s.....- Food Services School

Program

1994 Grant

National School lunch Program

1993 Grant

1994 Grant

Food Distribution Program (1)

CFDA ~

AWARDS IN PERIOD

FEDERAL FUNDS RECEIVED IN PERIOD(NET OF REFUNDS}

FEDERAL REVENUE IN PERIOD

EXPENDITURES IN PERIOD

10.553 $
10.555 10.555 10.550

186,767.42 $
676,071.72 99811.23

186,767.42 $
5,963.32 668,863.79 N/A

186,767.42
676,071.72 $ 99811.23

(2)
1,376,285.99 (3) 99811.23

Talal U. S. Department of Agriculture

$ 962650.37 $

861594.53 $ 962650.37 $ 1476,097.22

Education, U. S. Department of Direct P.L.81-874 1994Grant Through Georgia Department of Education Elementary and Secondary Education Act Chapter 1 Education of Children in State Schools 1994Regular
Education or Deprived Children
1993 Regular 1993 Summer Program 1993Carry-Over 1994Regular 1994 Summer Program Chapter 2 Block Grant - Flow Through 1994Regular THle II EisenhoWer Mathematics and Science Education
1993Regular 1994 Regular Individuals with Disabilities Education Act THle VI, B Flow Through 1993 Regular 1993 Carry-Over 1994Regular Preschool Program 1992 Carry-Over 1993 Regular 1993 Carry-Over 1994Regular Vocational Education Basic Grants to States High School Program Basic Grant 1993 Grant 1994 Grant Consumer and Homemaking Education
1994Grant Tech-Prep Education
1993 Grant 1994 Grant

84.041 $
84.009 84.010 84.010 84.010 84.010 84.010
84.151
84.164 84.164
84.027 84.027 84.027 84.173 84.173 84.173 84.173
84.048 84.048 84.049 84.243 84.243

4,728.08 $
3,186.00
158,360.00 750,975.00
76,034.00 33,734.00
19,386.00
14,452.00 137,246.00
28,517.00 26,028.00
36,609.80 16,875.00 24000.00

4,728.00$

4,728.00

(5)

3,186.00 142,633.22
13,984.n 158,360.00 642,000.00
33,734.00

3,186.00 $

3,186.00

13,984.n 158,360.00 730,986.94
3,236.61

13,984.n 158,360.00 730,986.94
3,236.61

33,734.00

33,734.00

9,101.00 19,386.00

19,386.00

19,386.00

54,9TT.93 14,452.00 109,000.00
17,798.00 1,863.07
28,517.00

14,452.00 124,845.61
28,517.00

14,452.00 124,845.61
28,517.00

15,513.06 27,9TT.45
16,875.00
21,963.61

36,609.80 16,875.00
24000.00

(4) (4)
39011.04 (3)

Total U. S. Department of Education

$ 1,330 130.88

1336050.11 $ 1212901.73 $ 1 169,699.97

- 30 -

CITY OF THOMASVILLE BOARD OF EDUCATION THOMAS COUNTY SCHEOUL E OF FEDERAi FINANCIAi ASSISTANCE
YEAR ENQED JUNE 30 1994

SCHEDULE 1

FUNDING AGENCY PROGRAM/GRANT
Health and Human Selvlces, U. S. Department of Direct Gateway Demonstration Program Contract No. 90EX0033101

CFDA ~

AWARDS IN PERIOD

FEDERAL FUNDS RECEIVED IN PERIOD(NET OF REFUNDS)

FEDERAL REVENUE IN PERIOD

EXPENDITURES IN PERIOD

93.578 $ 124100.00 $

66058.64 $

66322.99 $

66322.99

OTHER ffPERAL ASSISIANQE
Defense, U. s. Department of
Direct United States Air Force R.O.T.C. Program 1994Grant

$ 23 914.26 $

23914.26 $ 23 914.26

(5)

Education, U. S. Department of
Through Univet'sity of North Carolina at Greensboro Southeastern Regional Vtsion for Education (SERVE) Contract No. RP91002010

$

29910.00 $

29898.08 $

26292.21 $

26292.21

Total Federal Financial Assistance

$ 2470705.51 $

2317515.62 $ 2292081.56 $ 2738412.39

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

(1) The amounts sha.m for the Food Distribution Program represents the Federally assigned value of nonmonetary
. - n e e for donated commodities distributed to the system by the Georgia Department of Education. (2) ExpendltUres for the School Breakfast Program were not maintained separately and are
included in the 1994 National School Lunch program.
(3) ExpendltUres for this program Include State, and/or Local and Other Funds. ExpendltUres are not maintained by fund source.
(4) ExpendltUres on this program were not maintained by fund source. (5) Funds eamed on this program do not reqUire reporting of expend~ures.

Sae note& to the general purpose financial statements.

31

CITY OF THOMASVILLE BOARD OF EDUCATION THOMAS COUNTY ANALYSIS OF CASH AND CASH EQUIVALENTS JUNE 30 1994

SCHEDULE "2''

NONINTEREST BEARING ACCOUNTS
Commercial Bank, Thomasville, Georgia
NationsBank of Georgia, N. A., Thomasville, Georgia
INTEREST BEARING ACCOUNTS
Commercial Bank, Thomasville, Georgia
Certificate of Deposit No.41373 (5.25%) Money Market Account (3.50%) Passbook Savings Account (3.50%)
Trust Company Bank of South Georgia, N. A., Thomasville, Georgia
Money Market Account (2.60%)

$

61,838.16

10,000.00

$

71,838.16

$ 45,000.00 1,779.80
59,301.03

533,814.92

639,895.75

$ ==7=11..,.7=3=3.=9=1

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

CITY OF THOMASVILLE BOARD OF EDUCATION - THOMAS COUNTY ACCOUNTS RECEIVABLE JUNE 30 1994

SCHEDULE 3

Bicycle Ride Across Georgia Food and Nutrition
City of Thomasville City Wide School Tax Summer Food Service Program
Education, Georgia Department of Food Services National School Lunch Program Vocational Education Federal Funds Basic Grants Tech-Prep Education Lottery Programs Computers in Classrooms Media Center and Library Equipment Federal Programs ESEA - Chapter 1 Education of Deprived Children Individuals with Disabilities Education Act Title VI, B Preschool Program
Georgia State Financing and Investment Commission Reimbursement on Construction Projects
Health and Human Services, U. S. Department of Gateway Demonstration Program
University of North Carolina at Greensboro SERVE Project

GOVERNMENTAL FUND TYPES

SPECIAL

CAPITAL

GENERAL REVENUE PROJECTS

FUND

FUND

FUND

TOTAL

$ 5,093.25

$ 5,093.25

$ 54,082.84

5,501.89

54,082.84 5,501.89

7,207.93

8,632.35

24,000.00
6,993.00 21,738.45

92,223.55

15,845.61

7,207.93
8,632.35 24,000.00
6,993.00 21,738.45
92,223.55
15,845.61

$ 160,429.00 160,429.00

264.35 10,954.52

264.35 10,954.52

$ 62,715.19 $ 189,822.55 $ 160,429.00 $ 412,966.74

See notes to the general purpose financial statements. - 33 -

CITY Of THOMASYSJCLHLEEDBUOLAERODFOsFwEDeUCRAETVIEONNUETHOMAS COUNTY
YEAR ENDED JUNE 30 1994

SCHEDULE "4"

AGENCY/fUNPJNG
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 Middle School Incentive Special Instructional Assistance In-School Suspension Mid-term Adjustment Local Fair Share Food Se<vices Educational Eq.,alization Funding Grant Vocational Education other State Programs Innovative Grant Leadership Seminar -Teacher Program Preschool Handicapped Program Supervision and Assessment of Student and Beginning Teachers and PerformanceBased Certification Teachers' Retirement Tuition for the Mult~Handicapped l.attery Programs Algebra Classrooms Computers in Classrooms Distant Leaming Media Center and Library Equipment Pre-Kindergarten Program
FINANCING AND INVESTMENT COMMISSION, GEORGIA STATE Reimbursement on Construction Projects
GEORGIA PUBLIC TELECOMMUNICATIONS COMMISSION Lottery Program Distance Leaming
OTHER Education, Georgia Department of Reimbursement on Scan Fonns

GOVERNMENTAL FUND TYPES

SPECIAL

CAPITAL

GENERAL

REVENUE

PROJECTS

FUND

FUND

FUND

TOTAL

$ 6,004,039.00 1,059,660.00 197,269.00 264,505.00 84,297.00 1,787,951.00
28,356.00 9,925.00
197,265.00 194,846.00 67~74.00 87,810.00 -1,119,272.00
$ 807,528.00
2,248.00
4,800.00 1,000.00
720.00

84,852.00 39,142.00

750.00 7,197.27 7,327J!IJ

1,510.83 43,457.00
7,700.00 21,738.45 255,842.00

$ 6,004,039.00 1,059,660.00 197,269.00 264,505.00 84,297.00 1,787,951.00
28,356.00 9,925.00
197,265.00 194,846.00 67,974.00 87,810.00 -1,119,272.00 84,852.00 807,528.00
2,248.00
4,800.00 1,000.00
720.00 39,142.00
750.00 7,197.27 7,327.80
1,510.83 43,457.00
7,700.00 21,738.45 255,842.00

$ 661,901.57

661,901.57

4,735.00 1 000.00

4,735.00 1 000.00

$ 9 697 196.07 $ 458977.28 $ 661901.57 $ 10 818 074.92

See notes to the general purpose financial statements.

34.

CITY OF THOMASVILLE BOARD OF EDUCATION THOMAS COUNTY SCHEDULE "5" SCHEDULE OF LOCAL AND OTHER REVENUE YEAR ENDED JUNE 30 1994

Taxes City Wide School Tax
other Compensation for Loss of Assets Donations Indirect Cost Special Revenue Fund Interest Earned Lost and Damaged Books Rent Sales Lunches and Breakfast School Assets Shared Service Contributions Boards of Education Baker County Mitchell County .Thomas County City of Thomasville Thomas Technical Institute Summer Food Service Program City of Thomasville Tuition other

GOVERNMENTAL FUND TYPES

SPECIAL

GENERAL

REVENUE

FUND

FUND

TOTAL

$ 4,164,289.69

$ 4,164,289.69

827.95 29,609.80
31,318.38 13,304.40
375.15 $ 3,000.00
458.00

9,994.14
348,854.47 4,577.23

827.95 29,609.80
31,318.38 13,304.40 10,369.29
3,000.00
348,854.47 5,035.23

300.00 300.00 37,573.50 5,535.00
24,515.22 3,008.03

5,000.00 5,501.89 5,636.43

300.00 300.00 37,573.50 5,535.00 5,000.00
5,501.89 24,515.22
8,644.46

$ 4,314,415.12 $ 379,564.16 $ 4,693,979.28

See notes to the general purpose financial statements. - 35 -

CITY OF THOMASVILLE BOARD OF EDUCATION - THOMAS COUNTY SCHEDULE OF EXPENDITURES BY OBJECT GOVERNMENTAL FUND TYPES YEAR ENDED JUNE 30 1994

SCHEDULE ''6"

EXPENDITURES
Operating Costs Salaries Employee Benefits Travel of Employees Professional and Technical Services Travel of Board Members Water, Sewer and Cleaning Services Repair and Maintenance Services Rents Insurance Communications Tuition Commodity Hauling Shared Services other Purchased Services Supplies Energy Food Usage Books, Textbooks and Periodicals Dues and Fees Interest Expense Federal Indirect Costs other Expenditures
Nonoperating Costs Equipment

GENERAL FUND

SPECIAL REVENUE
FUND

TOTAL

$ 9,835,671.06 $ 1,343,032.01 $ 11,178,703.07

2,391,495.05

317,359.23

2,708,854.28

21,506.14

15,132.29

36,638.43

57,468.56

21,741.55

79,210.11

971.00

971.00

32,167.43

1,390.00

33,557.43

218,695.83

16,143.53

234,839.36

38,173.75

38,173.75

38,605.00

38,605.00

45,405.14

1,916.27

47,321.41

14,175.80

3,292.20

17,468.00

6,645.58

6,645.58

11,260.00

11,260.00

26,265.25

1,607.77

27,873.02

415,355.09

368,650.54

784,005.63

345,091.67

29,677.00

374,768.67

638,998.44

638,998.44

221,297.77

17,582.26

238,880.03

16,918.41

4,079.90

20,998.31

11,695.24

11,695.24

31,318.38

31,318.38

56,183.84

18,238.19

74,422.03

284,086.73

276,646.55

560,733.28

Total Expenditures

$ 14,082,488.76 $ 3,113,451.69 $ 17,195,940.45

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

CITY OF THOMASVILLE BOARD OF EDUCATION. THOMAS COUNTY SCHEDULE OF EXPENDITURES BY OBJECT LOTTERY PROGRAMS YEAR ENDED JUNE 30 1994

EXPENDITURES
Operating Costs Salaries Employee Benefits Travel of Employees Repair and Maintenance Services other Purchased Services Supplies Energy Dues and Fees other Expenditures
Nonoperating Costs Equipment
Total Expenditures

ALGEBRA CLASSROOMS

COMPUTERS IN
CLASSROOMS

DISTANT LEARNING

$

1,510.83

$

4,593.75

3,827.48

$

43,496.04

$

1,510.83 $

43,496.04 $

8,421.23

See notes to the general purpose financial statements. 38

SCHEDULE '7"

MEDIA CENTER AND
LIBRARY EQUIPMENT

PREKINDERGARTEN
PROGRAM

G.P.T.C. DISTANT LEARNING

TOTAL

$

$

670.00

21,068.45

94,704.32 29,511.75
1,273.41
788.20 94,996.10 $
5,451.80 135.00
1,041.75
28,093.42

$ 4,735.00

94,704.32 29,511.75
1,273.41 4,593.75 1,458.20 126,137.86 5,451.80
135.00 1,041.75

71,589.46

$

21,738.45 $

255,995.75 $

4,735.00 $ 335,897.30

- 39 -

CITY OF THOMASVILLE BOARD OF EDUCATION - THOMAS COUNTY SCHEDULE OF EXPENDITURES BY OBJECT
FIDUCIARY FUND TYPE - EXPENDABLE TRUST FUND YEAR ENDED JUNE 30 1994

SCHEDULE "8"

EXPENDITURES
Operating Costs Unemployment Claims

$ ====9,.5.9.=6=.5=5

See notes to the general purpose financial statements. - 40 -

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

SCHEDULE "9"

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

THIRTEEN WEIGHTED AND MEDIA CENTER
PROGRAMS

STAFF DEVELOPMENT
PROGRAM

$

7,613,032.00 $

84,548.00

$

8,355,796.51

601,987.22 $

$

8,957,783.73 $

85,080.43 85,080.43

-150,640.06

$

8,807,143.67 $

-35,970.42 49,110.01

$

0.00 $

35,437.99

See notes to the general purpose financial statements. - 41 -

CITY Of Jl::IOMASYII I ERQABQ OE EDUCATION - UK?MAS mt INJY
ANAi Y1 OF M1NIMlJM fXPNQffi JBE BEOI. IIREMENI' - RY Pffl?GBAU Gf;NERAl FVNQ - Ql W-ITY ASIC EQl )CATION PBQGBAMS
YfAB ENPEP IUNE 30 1994

GFNBAI AND CAREER EDUCATION PRQGBAMS
Kindergarten r>
Grades 1 - 3 r) Sub-Total - K-3
Grades 4 - 5 r)
Grades 6 - 8 r) Grades 9 -12 r) High Sohool Laboratories r) Vocational Education Laboratories r)
Total General and Career Education Program& SPCIAL fpt !CATION PROGRAMS
RegLier Progr&m6 catego,y I r) catego,y II r) Calego,y Ill r) Calego,y IV r) Itinerant S - Speech Sub-Total - Regular catego,y V (Gifted) (") Total Special Education Programs
REMfQIAI fpllCATIQN PROGRAM C1
MFDIA CENJFR PROGRAMS
Total Thirteen Weighted and Media Center

STAFF PEYEI QpMfNT PRQGRAMS (1)

Cost d Instruction

'

..--..1Dew1op,nent

TolBI SlaffDewlop,nenl

(") Identifies Thirteen Weighted Programs. (1) $9,802.80 of the allolment for Professional Dewlop,nenl
has been transferred to Cost cl Instruction as authorized by OCGA 20-2-182.
See notes to the general purpose financial statements

ALLOTMENTS FROM DEPARTMENT OF EDUCATION

REQUIRED

TOTAL

ORIGINAL ...Ji_

ORIGINAL

Ml~TERM

REOUIREO

640,913.00

576,821.70 $

1700253.00
s 2,341,166.00

1530227.70 $ 2,107,049.40 S

847,794.00 90

763,014.60

1,287,140.00 90

1,158,426.00

913,178.00 90

821,860.20

381,169.00 90

343,052.10

233 592.00 6 004039.00

90
s

210 232.80 5 403 635.10 $

0.00 $

576,821.70

1530227.70

0.00 S 2,107,049.40

763,014.60

87,559.00

1,245,965.00

821,860.20

343,052.10

210 232.80

87559.00 $ 5491194.10

995,678.00

896,110.20 $

0.00 $

896,110.20

995,678.00 90 $ 63 982.00 90
1059660.00 197 269.00 90 264 505.00 90

896,110.20 $ 57 583.80
953 694.00 $ 177 542.10 $ 238 054.50 $

0.00 S
0.00 $ 0.00 $ 0.00 $

896,110.20 57 583.80
953 694.00 1n542.10 238 054.50

s 7,525,473.00

s s,n2,925.70 $

87559.00 $ 6,860,484.70

28,747.80 100 $ 55 549.20 100

28,747.80 $ 55 549.20

251.00 $

28,998.80 55549.20

84 297.00

84,297.00 $

251.00 $

84,548.00

7,609,nO.OO

6,857,222.70 $

87,810.00 $ 6,945.032.70

42 -

SCHEDULE ''10''

REQUIRED ALLOTMENT

SALARIES ACTUAL

DISlRIBUTION BY RESPECTIVE PORTIONS

AMOUNT OF UNDEREXPENDITURE
FOR REQUIRED ALLOTMENT

REQUIRED ALLOTMENT

OPERATIONS

AMOUNT OF

UNDEREXPENDITURE

FOR REQUIRED

ACTUAL

ALLOTMENT

562,547.70 $

551,480.87

14,274.00 $

22,943.02

1484279.10

1590355.66

"5 948.60

79 360.10

s 2,046,826.80 S 2,141,836.53 S

0.00

60,222.60 $

102,303.12 $

0.00

740,896.20

943,295.83

0.00

22,118.40

60,872.20

0.00

1,193,416.40

1,460,628.18

0.00

52,568.60

108,929.64

0.00

787,612.50

1,155,066.27

0.00

34,247.70

136,595.65

0.00

328,813.20

395,733.69

0.00

14,238.90

23,739.66

0.00

184 279.50

407 217.34

0.00

25 953.30

30 393.76

0.00

5 281 844.60 s 6503n7.84 s

0.00

209 349.50 s 462 834.03 $

0.00

11,469.60
310,590.00 s
507,7frl.40
40,784.40

378,627.65 752,575.03 130,729.36

554.40 6,266.70 S 13,031.10 1,315.80 1,429.20 2 901.60

3,631.83 22,527.78
2,082.60

870,611.40 $ 1,261,932.04 $

0.00

25,498.80 $

28,242.21 $

0.00

56 079.00

80 318.47 $

0.00

1504.80

5435.10 $

0.00

926690.40 S 1342250.51

27 003.60 $

33sn.31

174582.90 $

196 003.37 $

0.00

2 959.20 S

4 095.61 $

0.00

186 602.20 $

313 764.79 $

0.00

51 252.30 S 101 380.27 $

0.00

6,569,920.10 s 8,355,796.51 $

0.00

290,564.60 $

601,987.22 $

0.00

6 569 920.10 $ 8,355,796.51 $

28,998.80 $ 55 549.20

64,969.22 $ 20111.21

0.00 35,437.99

84,548.00 $

85,080.43 $

35,437.99

0.00

375,112.60 S 687,067.65 $

35,437.99

- 43 -

CITY OF THOMASVILLE BOARD OF EDUCATION - THOMAS COUNTY SCHEDULE OF TRAVEL OF BOARD MEMBERS YEAR ENDED JUNE 30 1994

SCHEDULE "11"

BOARD MEMBER ADDRESS
Mr. Richard G. Mooney, Ill, Chairman (*) P. 0. Box 1116 Thomasville, Georgia 31799
Mr. Nathaniel H. Abrams, Jr. (i
1412 Orange Street Thomasville, Georgia 31792
Mr. Kenneth S. Cone(*) 112 Winslow Drive Thomasville, Georgia 31792
Mr. Frederick D. Jefferson (*) P. 0. Box710 Thomasville, Georgia 31799
Mrs. Deborah H. Lofliss (*) 129 Robin Hood Drive Thomasville, Georgia 31792
Mrs. Lucille Morris (*) 308 West Calhoun Street Thomasville, Georgia 31792
Mr. Wimam H. Raney P. 0. Box2566 Thomasville, Georgia 31799
Mrs. Almeda D. Simpson 129 Crestwood Drive Thomasville, Georgia 31792
Mr. Curtis Thomas (j 1105 Wright Street Thomasville, Georgia 31792

$

227.48

228.90

102.53

412.09
s ====9=7=1.=00.,

rl Denotes Board Members Serving as of June 30, 1994

See notes to the general purpose financial statements.

- 44 -

SECTION II COMPLIANCE

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

DEPARTMENT OF AUDITS
254 Washington Street, S.W., Suite 214 Atlanta, Georgia 30334-8400
June 2, 1995

Honorable Zell Miller, Governor Members ofthe General Assembly Members ofthe State Board ofEducation
and Superintendent and Members ofthe City ofThomasville Board of Education
COMPLIANCE REPORT BASED ON AN AUDIT OF THE FINANCIAL STATEMENTS PERFORMED IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS
Ladies and Gentlemen:
We have audited the general purpose financial statements of the City of Thomasville Board of Education as of and for the year ended June 30, 1994, and have issued our report thereon dated June 2, 1995. This report was qualified for various departures from generally accepted accounting principles, as identified in the auditor's report on the general purpose financial statements.
We conducted our audit in accordance with generally accepted auditing standards and Government Auditing Standards issued by the Comptroller General of the United States. Those standards require that we plan and perform the audit to obtain reasonable assurance about whether the general purpose financial statements are free of material misstatement.
Compliance with laws, regulations, contracts, and grants applicable to City of Thomasville Board of Education is the responsibility ofthe Board's management. As part of obtaining reasonable assurance about whether the general purpose financial statements are free of material misstatement, we performed tests of the Board's compliance with certain provisions oflaws, regulations, contracts, and grants. However, the objective of our audit of the financial statements was not to provide an opinion on overall compliance with such provisions. Accordingly, we do not express such an opinion.
The results of our tests indicate that, with respect to the items tested, the City of Thomasville Board of Education complied, in all material respects, with the provisions referred to in the preceding paragraph. With respect to items not tested, nothing came to our attention that caused us to believe that the Board had not complied, in all material respects, with those provisions.

94CRL-10

This report is intended for the information of management, the Federal cognizant audit agency and other Federal grantor agencies. This restriction is not intended to limit the distribution of this report which is a matter of public record.
Respectfully submitted,
&'~~
Claude L. Vickers State Auditor
CLV:jy 94CRL-I0

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

DEPARTMENT OF AUDITS
254 Washington Street, S.W., Suite 214 Atlanta, Georgia 30334-8400
June 2, 1995

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

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

Ladies and Gentlemen:

We have audited the general purpose financial statements of the City of Thomasville Board ofEducation as ofand for the year ended June 30, 1994, and have issued our report thereon dated June 2, 1995. This report was qualified for various departures from generally accepted accounting principles, as identified in the auditor's report on the general purpose financial statements.

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

(1) Political Activity

(5) Allowable Costs/Cost Principles

(2) Civil Rights

(6) Drug-Free Workplace Act

(3) Cash Management

(7) Audit Follow-Up/Resolution

(4) Federal Financial Reports

(8) Administrative Requirements

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

94CRL-70

Material instances of noncompliance consist offailures to follow the general requirements that caused us to conclude that the misstatements resulting from those failures are material to the Federal financial assistance programs. The results of our tests of compliance disclosed a material instance of noncompliance that is described in the Schedule of Findings and Improper or Questioned Costs.
We considered this material instance of noncompliance in forming our opinion on whether the City of Thomasville Board of Education's general purpose financial statements are presented fairly, in all material respects, in conformity with generally accepted accounting principles, and this report does not affect our report dated June 2, 1995, on those financial statements.
Except as described above, the results ofour procedures to determine compliance indicate that, with respect to the items tested, the City ofThomasville Board of Education, complied, in all material respects, with the requirements listed in the second paragraph ofthis report, and with respect to items not tested, nothing came to our attention that caused us to believe that the Board had not complied, in all material respects with those requirements. Additionally, the results ofour procedures disclosed immaterial instances of noncompliance with those requirements which are also described in the Schedule of Findings and Improper or Questioned Costs.
This report is intended for the information of management, the Federal cognizant audit agency and other Federal grantor agencies. This restriction is not intended to limit the distribution of this report which is a matter of public record.
Respectfully submitted,
~~
Claude L. Vickers State Auditor
CLV:jy 94CRL-70

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

DEPARTMENT OF AUDITS
254 Washington Street, S.W., Suite 214 Atlanta, Georgia 30334-8400
June 2, 1995

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

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

Ladies and Gentlemen:

We have audited the general purpose financial statements of the City of Thomasville Board of Education as of and for the year ended June 30, 1994, and have issued our report thereon dated June 2, 1995. This report was qualified for various departures from generally accepted accounting principles, as identified in the auditor's report on the general purpose financial statements.

We have also audited the City of Thomasville Board of Education's compliance with the requirements governing:

(1) Types of Services Allowed or Unallowed

(5) Applicable Special Tests and Provisions

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

(6) Other Requirement Claims for Advances and Reimbursements

(4) Reporting

These requirements are applicable to the major Federal financial assistance programs, which are identified in the Schedule ofFederal Financial Assistance, for the year ended June 30, 1994. The management of the City ofThomasville Board ofEducation is responsible for the Board's compliance with those requirements. Our responsibility is to express an opinion on compliance with those requirements based on our audit.

94CRL-80

We conducted our audit ofcompliance in accordance with generally accepted auditing standards; Government Auditing Standards issued by the Comptroller General of the United States; and Office ofManagement and Budget (0MB) Circular A-128, "Audits of State and Local Governments". Those standards and 0MB Circular A-128 require that we plan and perform the audit to obtain reasonable assurance about whether material noncompliance with the requirements referred to above occurred. An audit includes examining, on a test basis, evidence about the Board's compliance with those requirements. We believe that our audit provides a reasonable basis for our opinion.
In our opinion, the City of Thomasville Board of Education complied, in all material respects, with the requirements as disclosed in the second paragraph that are applicable to its major Federal financial assistance programs for the year ended June 30, 1994.
This report is intended for the information of management, the Federal cognizant audit agency and other Federal grantor agencies. This restriction is not intended to limit the distribution of this report which is a matter of public record.
Respectfully submitted,
~~
Claude L. Vickers State Auditor
CLV:jy 94CRL-80

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

DEPARTMENT OF AUDITS
254 Washington Street, S.W., Suite 214 Atlanta, Georgia 30334-8400
June 2, 1995

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

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

Ladies and Gentlemen:

We have audited the general purpose financial statements of the City of Thomasville Board ofEducation as ofand for the year ended June 30, 1994, and have issued our report thereon dated June 2, 1995. This report was qualified for various departures from generally accepted accounting principles, as identified in the auditor's report on the general purpose financial statements.

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

(1) Types of Services Allowed or Unallowed

(2) Eligibility

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

94CRL-120

With respect to the items tested, the results of those procedures disclosed no material instances of noncompliance with the requirements listed in the second paragraph. With respect to items not tested, nothing came to our attention that caused us to believe that the City of Thomasville Board of Education had not complied, in all material respects, with those requirements.
This report is intended for the information of management, the Federal cognizant audit agency and other Federal grantor agencies. This restriction is not intended to limit the distribution of this report which is a matter of public record.
7:
Claude L. Vickers State Auditor
CLV:jy 94CRL-120

SECTION III INTERNAL CONTROL

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

DEPARTMENT OF AUDITS
254 Washington Street, S.W., Suite 214 Atlanta, Georgia 30334-8400
June 2, 1995

Honorable Zell Miller, Governor Members ofthe General Assembly Members ofthe State Board ofEducation
and Superintendent and Members ofthe City of Thomasville Board ofEducation
REPORT ON INTERNAL CONTROL STRUCTURE IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS
Ladies and Gentlemen:
We have audited the general purpose financial statements of the City of Thomasville Board of Education as of and for the year ended June 30, 1994, and have issued our report thereon dated June 2, 1995. This report was qualified for various departures from generally accepted accounting principles, as identified in the auditor's report on the general purpose financial statements.
We conducted our audit in accordance with generally accepted auditing standards, and Government Auditing Standards issued by the Comptroller General of the United States. Those standards require that we plan and perform the audit to obtain reasonable assurance about whether the general purpose financial statements are free of material misstatement.
In planning and performing our audit of the general purpose financial statements of the City of Thomasville Board of Education for the year ended June 30, 1994, we considered the internal control structure in order to determine our auditing procedures for the purpose of expressing our opinion on the general purpose financial statements and not to provide assurance on the internal control structure.
The management ofthe City of Thomasville Board ofEducation is responsible for establishing and maintaining an internal control structure. In fulfilling this responsibility, estimates and judgments by management are required to assess the expected benefits and related costs of internal control structure policies and procedures. The objectives ofan internal control structure are to provide management with reasonable, but not absolute, assurance that assets are safeguarded against loss from unauthorized use or disposition, and that transactions are executed in accordance with management's authorization and recorded properly to permit the preparation
94ICL-3

ofgeneral purpose financial statements in accordance with generally accepted accounting principles. Because ofinherent limitations in any internal control structure, errors or irregularities may nevertheless occur and not be detected. Also, projection of any evaluation of the structure to future periods is subject to risk that procedures may become inadequate because of changes in conditions or that the effectiveness ofthe design and operation of policies and procedures may deteriorate.

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

(I Cash and Cash Equivalents

(6) Employee Compensation

(2) Inventories

(7) General Ledger

(3) Revenue/Receivables/Receipts

(8) General Fixed Assets

(4) Procurement

(5) Expenditures/Liabilities Disbursements

For all ofthe internal control categories listed above, we obtained an understanding of the design of relevant policies and procedures and whether they have been placed in operation, and we assessed control risk.

We noted certain matters involving the internal control structure and its operation that we consider to be reportable conditions under standards established by the American Institute of Certified Public Accountants. Reportable conditions involve matters coming to our attention relating to significant deficiencies in the design or operation ofthe internal control structure that, in our judgment, could adversely affect the entity's ability to record, process, summarize, and report financial data consistent with the assertions of management in the general purpose financial statements.

As descnbed in the Schedule ofFindings and Improper or Questioned Costs, reportable conditions were noted in the following control categories:

(1) Employee Compensation

(2) General Ledger

(3) General Fixed Assets

A material weakness is a reportable condition in which the design or operation of one or more of the specific internal control structure elements does not reduce to a relatively low level the risk that errors or irregularities in amounts that would be material in relation to the general purpose financial statements being audited may occur and not be detected within a timely period by employees in the normal course of performing their assigned functions.

94ICL-3

Our consideration of the internal control structure would not necessarily disclose all matters in the internal control structure that might be reportable conditions and, accordingly, would not necessarily disclose all reportable conditions that are also considered to be material weaknesses as defined above. However, we believe that all ofthe reportable conditions disclosed above are also considered to be material weaknesses.
These conditions were considered in determining the nature, timing, and extent of the procedures to be performed in our audit of the City of Thomasville Board of Education's financial statements and this report does not affect our report thereon dated June 2, 1995.
This report is intended for the information of management, the Federal cognizant audit agency and other Federal grantor agencies. This restriction is not intended to limit the distribution of this report which is a matter of public record.
7~
Claude L. Vickers State Auditor
CLV:jy 94ICL-3

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

DEPARTMENT OF AUDITS
254 Washington Street, S.W., Suite 214 Atlanta, Georgia 30334-8400
June 2, 1995

Honorable Zell Miller, Governor Members ofthe General Assembly Members ofthe State Board ofEducation
and Superintendent and Members ofthe City of Thomasville Board of Education
SINGLE AUDIT REPORT ON THE INTERNAL CONTROL STRUCTURE USED IN ADMINISTERING FEDERAL FINANCIAL ASSISTANCE PROGRAMS
Ladies and Gentlemen:
We have audited the general purpose financial statements of the City ofThomaville Board of Education as of and for the year ended June 30, 1994, and have issued our report thereon dated June 2, 1995. This report was qualified for various departures from generally accepted accounting principles, as identified in the auditor's report on the general purpose financial statements. We have also audited the City of Thomasville Board of Education's compliance with requirements applicable to major Federal financial assistance programs and have issued our opinion thereon dated June 2, 1995.
We conducted our audit in accordance with generally accepted auditing standards; Government Auditing Standards issued by the Comptroller General of the United States; and the provisions of Office of Management and Budget (0MB) Circular A-128, "Audits of State and Local Governments". Those standards and 0MB Circular A-128 require that we plan and perform the audit to obtain reasonable assurance about whether the general purpose financial statements are free of material misstatement and about whether the City ofThomasville Board ofEducation complied with laws and regulations, noncompliance with which would be material to a major Federal financial assistance program.
In planning and performing our audit for the year ended June 30, 1994, we considered the Board's internal control structure in order to determine our auditing procedures for the purpose of expressing our opinion on the Board's general purpose financial statements and on its compliance with requirements applicable to major Federal financial assistance programs and to report on the internal control structure in accordance with 0MB Circular A-128. This report addresses our consideration of internal control structure policies and procedures

94ICL-7

relevant to compliance with requirements applicable to Federal financial assistance programs. We have addressed internal control structure policies and procedures relevant to our audit of the general purpose financial statements in a separate report dated June 2, 1995.

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

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

GENERAL REQUIREMENTS

SPECIFIC REQUIREMENTS

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

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

(5) Allowable Costs/Cost Principles

(4) Reporting

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

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

For all of the internal control structure categories listed above, we obtained an understanding of the design of relevant policies and procedures and determined whether they have been placed in operation, and we assessed control risk.

During the year ended June 30, 1994, the City of Thomasville Board ofEducation expended 75% of its total Federal financial assistance under major Federal financial assistance programs.

94ICL-7

We performed tests of controls, as required by 0MB Circular A-128, to evaluate the effectiveness of the design and operation of internal control structure policies and procedures that we considered relevant to preventing or detecting material noncompliance with general requirements and specific requirements, as descnbed above that are applicable to each of the Board's major Federal financial assistance programs, which are identified in the Schedule ofFederal Financial Assistance. Our procedures were less in scope than would be necessary to render an opinion on these internal control structure policies and procedures. Accordingly, we do not express such an opinion.
We noted certain matters involving the internal control structure and its operation that we consider to be reportable conditions under standards established by the American Institute of Certified Public Accountants. Reportable conditions involve matters coming to our attention relating to significant deficiencies in the design or operation ofthe internal control structure that, in our judgment, could adversely affect the Board's ability to administer Federal financial assistance programs in accordance with applicable laws and regulations.
As described in the Schedule ofFindings and Improper or Questioned Costs, reportable conditions were noted in the following control category:
Administrative Requirements
A material weakness is a reportable condition in which the design or operation of one or more of the internal control structure elements does not reduce to a relatively low level the risk that noncompliance with Jaws and regulations that would be material to a Federal financial assistance program may occur and not be detected within a timely period by employees in the normal course of performing their assigned functions.
Our consideration of the internal control structure policies and procedures used in administering Federal financial assistance would not necessarily disclose all matters in the internal control structure that might be reportable conditions and, accordingly, would not necessarily disclose all reportable conditions that are also considered to be material weaknesses as defined above. However, we believe that the reportable conditions described above are also considered to be material weaknesses.
These conditions were considered in determining the nature, timing, and extent of the procedures to be performed in our audit of the City of Thomasville Board of Education's compliance with requirements applicable to its major Federal financial assistance programs for the year ended June 30, 1994, and this report does not affect our report thereon dated June 2, 1995.
This report is intended for the information of management, the Federal cognizant audit agency and other Federal grantor agencies and should not be used for any other purpose. This restriction is not intended to limit the distribution of this report which is a matter of public record.

CLV:jy 94ICL-7

R,~~
Claude L. Vickers State Auditor

SECTIONN FINDINGS AND IMPROPER OR QUESTIONED COSTS

CITY OF THOMASVILLE BOARD OF EDUCATION - THOMAS COUNTY SCHEDULE OF FINDINGS AND IMPROPER OR QUESTIONED COSTS YEAR ENDED JUNE 30 1994
PRIOR YEAR
AUDIT FOLLOW-UP/RESOLUTION Uncollateralized Deposits Financial Statements Finding Resolved Audit Control Number 7891-93-02
The audit report for the year ended June 30, 1993, noted that the Board failed to have its bank balances fully collateralized as provided for by the Official Code of Georgia Annotated Section 45-8-12. In the year under review, funds on deposit were adequately collateralized by the bank as required.
AUDIT FOLLOW-UP/RESOLUTION Delegation of Superintendent's Duties Financial Statements Finding Resolved Audit Control Number 7891-93-03
The audit report for the year ended June 30, 1993, noted that the Board disbursed funds as an allotment to the high school principal's account. The practice of allotting funds to the principal's account is a delegation ofthe Superintendent's duty as disbursing officer, as required by the Official Code of Georgia 20-2-109. For the year under review, audit tests indicated that the practice of disbursing funds as allotments to individual school accounts was discontinued.
AUDIT FOLLOW-UP/RESOLUTION Failure to Meet Expenditure Requirements Financial Statements Amount: $6,700.20 Audit Control Number 7891-93-04
The audit report for the year ended June 30, 1993, disclosed that the Staff Development-Professional Development Program had an underexpenditure of Quality Basic Education (QBE) funds of $6,700.20 for the required minimum allotment. For the year under review, no adjustment was made to the Board's local fair share by the Georgia Department of Education to refund this underexpenditure as required. The underexpenditure of $6,700.20 should be returned to the Georgia Department of Education through an increase in the Board's local fair share for QBE programs in a subsequent fiscal year.

CITY OF THOMASVILLE BOARD OF EDUCATION - THOMAS COUNTY SCHEDULE OF FINDINGS AND IMPROPER OR QUESTIONED COSTS YEAR ENDED JUNE 30 1994
PRIOR YEAR/CURRENT YEAR
GENERAL FIXED ASSETS Failure to Maintain General Fixed Asset Account Group Financial Statements Reportable Condition - Material Weakness Audit Control Number 7891-93-01
The audit report for the year ended June 30, 1993, noted that the management of the City of Thomasville Board ofEducation had chosen not to maintain a system-wide General Fixed Assets Account Group within the formal accounting records as required by generally accepted accounting principles. In the year under review, the Board did not establish a General Fixed Assets Account Group within the formal accounting records. This condition results in the general purpose financial statements of the Board being incomplete and not in accordance with generally accepted accounting principles. Appropriate action should be taken by the Board to establish accounting controls and procedures to provide for maintenance of a 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.
CURRENT YEAR
EXPENDITURES/LIABILITIES/DISBURSEMENTS Failure to Meet Expenditure Requirements Financial Statements Nonmaterial Noncompliance Amount: $35,437.99 Audit Control Number 7891-94-01
For the year under review, the Board reported to the Georgia Department ofEducation on DE Form 420 "General Fund QBE Program Expenditure Summary" expenditures totaling $64,969.22 for the Staff Development - Cost of Instruction Program. A review of underlying source documentation for the Quality Basic Education (QBE) Program disclosed that the Board expended more than 15 percent of its initial allotment offunds for Professional Development Stipends for StaffDevelopment-Cost of Instruction program purposes resulting in an underexpenditure of$35,437.99 for the required allotment of $55,549.20 for the Staff Development -Professional Development Stipends Program. This questioned cost resulted from management's reliance on incorrect information received from the Georgia Department of Education, resulting in a violation of Official Code ofGeorgia 20-2-182. The underexpenditure of$35,437.99 should be returned to the Georgia Department of Education through an increase in the Board's local fair share for the QBE program in a subsequent fiscal period.

CITY OF THOMASVILLE BOARD OF EDUCATION - THOMAS COUNTY SCHEDULE OF FINDINGS AND IMPROPER OR QUESTIONED COSTS YEAR ENDED JUNE 30 1994
CURRENT YEAR
EXPENDITURES/LIABILITIES/DISBURSEMENTS - Financial Statements ALLOWABLE COSTS/COST PRINCIPLES - Federal Financial Assistance Improper Expenditures Major Program Nonmaterial Noncompliance Amount: $1,800.00 Audit Control Number 7891-94-02
In the year under review, expenditures of $1,800.00 were made from the Board's School Food Service Fund (CFDA 10.553 and 10.555) as bonuses to employees whose cafeteria had the highest percentage increase in participation by students. Bonuses are in violation of Article ill, Section VI, Paragraph VI of the Constitution of the State of Georgia which provides, in part, as follows:
"The General Assembly shall not grant or authorize extra compensation to any public officer, agent, or contractor after the service has been rendered or the contract entered into."
These improper expenditures occurred because management neglected the specific limitations imposed upon the Board by Georgia Laws. Appropriate action should be taken by the Board to secure reimbursement of the $1,800.00 for deposit to the Board's School Food Service Fund.
EXPENDITURES/LIABILITIES/DISBURSEMENTS - Financial Statements ALLOWABLE COSTS/COST PRINCIPLES - Federal Financial Assistance Improper Expenditures Major Program Nonmaterial Noncompliance Amount: $68.00 Audit Control Number 7891-94-03
In the year under review, expenditures of $68.00 were made from the Board's School Food Service Fund (CFDA 10.553 and 10.555) for employees to attend Weight Watcher meetings. The Official Code of Georgia Annotated Section 20-2-411 provides, in part, as follows:
"...school funds shall be used for educational purposes and may be used to pay the salaries of personnel and to pay for the utilization of school facilities, including school buses; for extracurricular and interscholastic activities, including events, music, and athletic programs within individual schools and between schools in the same or different school systems when such activities are sponsored by local boards ofeducation as an integral part of the total school program; and for no other purpose...".

CITY OF THOMASVILLE BOARD OF EDUCATION - THOMAS COUNTY SCHEDULE OF FINDINGS AND IMPROPER OR QUESTIONED COSTS YEAR ENDED JUNE 30 1994
CURRENT YEAR
EXPENDITURES/LIABILITIES/DISBURSEMENTS - Financial Statements ALLOWABLE COSTS/COST PRINCIPLES - Federal Financial Assistance Improper Expenditures Major Program Nonmaterial Noncompliance Amount: $68.00 Audit Control Number 7891-94-03
The Code ofFederal Regulations, in 7 CFR 210.14 provides, in part, as follows:
"Revenues received by the nonprofit school food service are to be used only for the operation or improvement of such food service...".
Expenditures ofthis nature are considered to be beyond the customary scope of expenditures for "educational purposes". These improper expenditures occurred because management neglected the specific limitations imposed upon the Board by Georgia Laws and Federal Regulations. Appropriate action should be taken by the Board to secure reimbursement of the $68.00 for deposit to the Board's School Food Service Fund.
EMPLOYEE COMPENSATION Improper Use of Accumulated Sick Leave Financial Statements Reportable Condition - Material Weakness Nonmaterial Noncompliance Finding Resolved Audit Control Number 7891-94-04
In the year under review, the Superintendent authorized the transfer of accumulated sick leave from employees' accounts who were about to retire to employees' accounts who were still employed by the Board.
The Board's sick leave policy does not allow for the sharing or pooling ofaccumulated sick leave. Subsequent to the year under review, the Board made appropriate corrections to the sick leave records. These corrections created a deficiency in accumulated sick leave for two Board employees as they had previously utilized the transferred leave, resulting in an overpayment of salaries for those individuals. The overpayments were corrected with the salary payments of the individuals involved being reduced accordingly.

CITY OF THOMASVILLE BOARD OF EDUCATION - THOMAS COUNTY SCHEDULE OF FINDINGS AND IMPROPER OR QUESTIONED COSTS YEAR ENDED ruNE 30 1994
CURRENT YEAR
GENERAL LEDGER - Financial Statements ADMINISTRATIVE REQUIREMENTS - Federal Financial Assistance Incorrect Financial Report Reportable Condition - Material Weakness Audit Control Number 7891-94-05
For the year under review, a comparison ofthe Board's financial report (DE form 0046) for the School Food Service Fund (CFDA 10.553 and 10.555) to the accounting records disclosed that the financial report was not supported by the accounting records. The School Food Service Fund is maintained on a "stand-alone" computer system during the year and ending balances are entered into the accounting system via journal entry. The journal entries entered into the accounting system were incorrect and various errors were made during data entry. Procedures should be implemented to ensure that the financial data entered into the accounting system is accurate and verifiable to the accounting records.
ADMINISTRATIVE REQUIREMENTS Inadequate Inventory Records Federal Financial Assistance Major Program Reportable Condition - Material Weakness Material Noncompliance Audit Control Number 7891-94-06
Property management records maintained by the Board for the Elementary and Secondary Education Act, Chapter 1, Education ofDeprived Children (CFDA 84.010) were incomplete and failed to meet the property management standards as set forth in Chapter 8 of the Georgia Financial Accounting Handbook for Local School System (GFAH). Accounting records maintained by the Board and presented for examination did not contain the inventory items purchased during 1994. This condition occurred because management disregarded the provisions ofGFAH. Perpetual inventory records should include historical information regarding additions and deletions made to the equipment inventory during each fiscal year, when applicable. Periodic inventory counts should be made and reconciled to the property records to ensure the accuracy ofthe Board's inventory records.

SECTIONV PERTINENT VIEWS OF RESPONSIBLE OFFICIALS

CITY OF THOMASVILLE BOARD OF EDUCATION - THOMAS COUNTY SCHEDULE OF PERTINENT VIEWS OF RESPONSIBLE OFFICIALS YEAR ENDED JUNE 30 1994
AUDIT FOLLOW-UP/RESOLUTION Delegation of Superintendent's Duties Financial Statements Finding Resolved Audit Control Number 7891-93-03
Although the audit follow-up finding states that the finding has been "resolved", our comment addresses the manner in which the audit finding was resolved. The auditors state that the practice has been "discontinued". This is inaccurate. The attached documentation shows the basis on which the practice was continued. No mention of"discontinuation" of this practice was made in the auditor's exit report on 6-2-95. In the letter from Alden Snow (January 24, 1995), Mr. Snow states that "any profits derived from the sale of the contracted meals may be shared with the school principal in any ratio that you desire". Copies of other guidelines from the Financial Review Section are also attached.
Auditors Note: While the Board may "Share" these funds with a school principal, (allocate funds to a specific school) the Superintendent's duties as disbursing officer (O.C.G.A. 20-2-109) extends to these funds. The practice of allotting funds to the principal should be discontinued.
EXPENDITURES/LIABILITIES/DISBURSEMENTS - Financial Statements ALLOWABLE COSTS/COST PRINCIPLES - Federal Financial Assistance Improper Expenditures Major Program Nonmaterial Noncompliance Amount: $1,800.00 Audit Control Number 7891-94-02
The expenditure ofSchool Food Service funds for "participation incentive bonuses" for school food service employees was approved unanimously by the Thomasville City Board ofEducation at their regular meeting on March 10, 1992. In subsequent years, the participation bonus has been approved as an attachment to the yearly salary and pay scale for school nutrition employees.
This audit exception was mentioned in the exit report on 6-2-95, but not mentioned to the Food Service Director during the audit process. Had this been mentioned prior to the audit exit report to the Food Service Director, I believe adequate documentation could have been produced to legitimize the activity.

CITY OF THOMASVILLE BOARD OF EDUCATION - THOMAS COUNTY SCHEDULE OF PERTINENT VIEWS OF RESPONSIBLE OFFICIALS YEAR ENDED JUNE 30 1994
EXPENDITURE/LIABILITIES/DISBURSEMENTS - Financial Statements ALLOWABLE COSTS/COST PRINCIPLES - Federal Financial Assistance Improper Expenditures Major Program Nonmaterial Noncompliance Amount: $68.00 Audit Control Number 7891-94-03
In an effort to promote improved eating habits and healthy lifestyle habits among school food service employees, the School Nutrition Director obtained verbal approval from Ms. Annette Bomar, State Director of the School Nutrition Program, to offer "At Work Weight Watchers" as an in-service program for interested staff members in the fall of 1992.
Note: The City ofThomasville Board ofEducation has elected not to provide comments for inclusion in this report other than the above.