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AUDIT REPORT CITY OF THOMASVILLE BOARD OF EDUCAnON
THOMAS COUNTY, GEORGIA YEAR ENDED JUNE 30, 1997
STATE OF GEORGIA DEPARTMENT OF AUDITS AND ACCOUNTS
254 WASHINGTON STREET
ATLANTA, GEORGIA 30334-8400

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

SECTION I

FINANCIAL

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

EXHIBITS

GENERAL PURPOSE FINANCIAL STATEMENTS

COMBINED STATEMENTS - OVERVIEW

A

COMBINED BALANCE SHEET

ALL FUND TYPES AND ACCOUNT GROUP

2

B

COMBINED STATEMENT OF REVENUES, EXPENDITURES AND

CHANGES IN FUND BALANCES

ALL GOVERNMENTAL FUND TYPES

AND EXPENDABLE TRUST FUND

4

C

COMBINED STATEMENTOF REVENUES, EXPENDITURES AND

CHANGES IN FUND BALANCES - BUDGET AND ACTUAL

GENERAL AND SPECIAL REVENUE FUNDS

7

D

COMBINED STATEMENT OF REVENUES, EXPENSES AND

CHANGES IN FUND BALANCES

FIDUCIARY FUND TYPE - NONEXPENDABLE TRUST FUNDS

8

E

COMBINED STATEMENT OF CASH FLOWS

FIDUCIARY FUND TYPE - NONEXPENDABLE TRUST FUNDS

9

F NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

11

ADDITIONAL FINANCIAL INFORMATION

COMBINING STATEMENTS

SPECIAL REVENUE FUND

G

COMBINING BALANCE SHEET

22

H

COMBINING STATEMENT OF REVENUES, EXPENDITURES

AND CHANGES IN FUND BALANCES

24

FIDUCIARY FUND TYPES

I

COMBINING BALANCE SHEET

26

J

COMBINING STATEMENT OF CHANGES IN ASSETS AND LIABILITIES

AGENCY FUNDS

28

SCHEDULES

1 SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS

29

2 SCHEDULE OF STATE REVENUE

31

3 SCHEDULE OF EXPENDITURES

LOTTERY PROGRAMS

32

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

SECTION I

FINANCIAL

ADDITIONAL FINANCIAL INFORMATION

SCHEDULES

ANALYSIS OF MINIMUM EXPENDITURE REQUIREMENTS

GENERAL FUND - QUALITY BASIC EDUCATION PROGRAMS

4

OVERALL

33

5

BY PROGRAM

34

SECTIONll
COMPLIANCE AND INTERNAL CONTROL REPORTS
REPORT ON COMPLIANCE AND ON INTERNAL CONTROL OVER FINANCIAL REPORTING BASED ON AN AUDIT OF FINANCIAL STATEMENTS PERFORMED IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS
REPORT ON COMPLIANCE WITH REQUIREMENTS APPLICABLE TO EACH MAJOR PROGRAM AND INTERNAL CONTROL OVER COMPLIANCE IN ACCORDANCE WITH OMB CIRCULAR A-B3

SECTION ill AUDITEE'S RESPONSE TO PRIOR YEAR FINDINGS AND QUESTIONED COSTS SUMMARY SCHEDULE OF PRIOR YEAR FINDINGS AND QUESTIONED COSTS

SECTION IV FINDINGS AND QUESTIONED COSTS SCHEDULE OF FINDINGS AND QUESTIONED COSTS

SECTION I FINANCIAL

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

DEPARTMENT OF AUDITS AND ACCOUNTS
254 Washington Street, S.w., Suite 214 Atlanta, Georgia 30334-8400
April 22, 1998

Honorable Zell Miller, Governor Members of the General Assembly Members of the State Board of Education
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 EXPENDITURES OF FEDERAL AWARDS
Ladies and Gentlemen:
We have audited the accompanying general-purpose financial statements of the City of Thomasville Board of Education, as of and for the year ended June 30, 1997, as listed in the table of contents. These generalpurpose financial statements are the responsibility of the City of Thomasville Board of Education's management. Our responsibility is to express an opinion on these general-purpose fmancial statements based on our audit.
We conducted our audit in accordance with generally accepted auditing standards and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States. Those standards require that we plan and perform the audit to obtain reasonable assurance about whether the financial statements are free of material misstatement. An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the financial statements. An audit also includes assessing the accounting principles used and significant estimates made by management, as well as evaluating the overall financial statement presentation. We believe that our audit provides a reasonable basis for our opinion.
As described in the notes to the general-purpose fmancial 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.
97ARL-13

* School activity accounts maintained at the individual schools are not included in the general-purpose
financial statements. To conform to generally accepted accounting principles, these accounts should be included in the general-purpose financial statements.
* The Board did not recognize as expenditures, in the year ended June 30, 1997, a portion of salaries
and the corresponding employer's cost of related benefits earned for contractual services completed prior to June 30, 1997. Also funds received, subsequent to June 30, 1997, from the Georgia Department of Education for the State's share of these unrecorded salaries and related benefits were not recorded as revenue in the year under review. Conversely, the similar expenditures and related revenues for contractual services completed prior to June 30, 1996, were improperly recorded in the year ended June 30, 1997. To conform to generally accepted accounting principles, revenues should be recorded when available and measurable and expenditures should be recorded when incurred, rather than when funds are received or disbursed.
The aggregate effects on the general-purpose 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 general-purpose financial statements referred to above present fairly, in all material respects, the financial position of the City of Thomasville Board of Education as of June 30, 1997, and the results of its operations and the cash flows of its nonexpendable trust funds for the year then ended, in conformity with generally accepted accounting principles.
In accordance with Government Auditing Standards, we have also issued our report dated April 22, 1998, on our consideration of the City of Thomasville Board of Education's internal control over financial reporting and our tests of its compliance with certain provisions of laws, regulations, contracts and grants.
Our audit was performed for the purpose of forming an opinion on the general-purpose financial statements ofthe City of Thomasville Board of Education taken as a whole. The accompanying combining statements (Exhibits G through J) and the financial schedules (Schedules I through 5), which includes the Schedule of Expenditures of Federal Awards as required by U. S. Office of Management and Budget Circular A-B3, Audits ofStates, Local Governments, and Non-Profit Organizations, are presented for purposes of additional analysis and are not a required part of the general-purpose financial statements. Such information has been subjected to the auditing procedures applied in the audit ofthe general-purpose financial statements and in our opinion, except for the effects of the matters referred to in the third paragraph, such information is fairly presented in all material respects in relation to the general-purpose financial statements taken as a whole.
97ARL-13

A copy of this report has been filed as a permanent record in the office of the State Auditor and made available to the press of the State, as provided for by Official Code of Georgia Annotated Section 50-6-24.
Respectfully submitted,
~
Claude L. Vickers State Auditor
CLV:ds 97ARL-13

CITY OF THOMASVILLE BOARD OF EDUCAnON - THOMAS COUNTY

CITY OF THOMASVILLE BOARD OF EDUCATION - THOMAS COUNTY COMBINED BALANCE SHEET
ALL FUND TYPES AND ACCOUNT GROUP JUNE 30, 1997

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

GOVERNMENTAL FUND TYPES

SPECIAL

CAPITAL

GENERAL

REVENUE

PROJECTS

FUND

FUND

FUND

$ 344,329.29 $ 433,790,24 $

0,00

1,187,213.43

27,452,08

339,822,35

8,969.71 10,287,78

Total Assets

$ 1,558,994.80 $ 792,870.08 $====0='0=0

Total Liabilities and Fund Equity

$ 1,558,994,80 $ 792,870.08 $====0='0=0

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

EXHIBIT "A"

FIDUCIARY FUND TYPES TRUST AND AGENCY FUNDS

ACCOUNT GROUP GENERAL
LONG-TERM DEBT

TOTALS (Memorandum Only) JUNE 30,1997 JUNE 30,1996

$

102,526.89

$

880,646.42 $

550,014.79

1,187,213.43

1,036,332.43

367,274.43

826,281.96

______ $ $ ===1=02~,=52=6=.8:=,9 $

8,969.71 10,287.78

7,832.56 9,787.84

...;..11..;.:3;.z.:,O:.::9...;..7;.:;;;.2~5

164,568.13

113,097.25 $ 2,567,489.02 $ 2,594,817.71

$

207,853.80

$

236,973.20

253,823.45

265,173.04

256,410.61

12,551.56

13,331.97

$

5,096.28

5,096.28

4,189.54

$

113,097.25

113,097.25

164,568.13

$

5,096.28 $

113,097.25 $

620,339.77 $

912,729.06

$

85,237.93

12,192.68

$

97,430.61

$

102,526.89 $

$

27,369.00 $

20,012.00

85,237.93

45,460.25

35,437.99

8,969.71 10,287.78

7,832.56 9,787.84

1,815,284.83

28,044.42 1,535,513.59

$ 1,947,149.25 $ 1,682,088.65

113,097.25 $ 2,567,489.02 $ 2,594,817.71

- 3-

CITY OF THOMASVILLE BOARD OF EDUCATION - THOMAS COUNTY COMBINED STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES
ALL GOVERNMENTAL FUND TYPES AND EXPENDABLE TRUST FUND YEAR ENDED JUNE 30,1997

FUND BALANCE JUNE 30

$ 1,394,268.89 $

455,449.75 $ ................0;;:.=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 Only)
YEAR ENDED JUNE 30, 1997 JUNE 30,1996

$ 12,709,309.79 2,392,144.59 5,239,566.38 752,305.38 $
$ 21,093,326.14 $

$ 2,294.29

12,709,309.79 $ 2,392,144.59 5,239,566.38 754,599.67

13,191,699.58 2,340,626.47 5,026,070.10 822,625.16

2,294.29 $ 21,095,620.43 $ 21,381,021.31

$ 12,807,468.99 $

1,071,953.50 645,672.19 444,338.38
350,128.96 1,396,623.10
287,176.36 1,678,424.14
94,820.41 117,267.16
65,155.22 1,653,762.37
197,822.75

51,470.88 10,615.94

$ 20,872,700.35 $

$

220,625.79 $

0.00 $ 12,807,468.99 $ 13,009,659.76

1,071,953.50 645,672.19 444,338.38 350,128.96
1,396,623.10 287,176.36
1,678,424.14 94,820.41
117,267.16 65,155.22
1,653,762.37 197,822.75

824,874.44 512,794.17 433,848.19 351,162.28 1,361,994.99 174,506.26 1,563,098.34
82,812.17 103,431.00 194,793.42 1,624,366.96 1,556,673.04

51,470.88 10,615.94

64,887.87

0.00 $ 20,872l00.35 $ 21,858,902.89

2,294.29 $

222,920.08 $

-477,881.58

$

43,031.53

-43,031.53

$

0.00

$

220,625.79 $

1,627,455.76

1,137.15 499.94

$

229,456.00

$

43,031.53

54,878.45

-43,031.53

-54,878.45

$

0.00 $

229,456.00

2,294.29 $ 6,926.94

222,920.08 $ 1,634,382.70

-248,425.58 1,881,686.62

1,137.15 499.94

858.35 263.31

$ 1,849,718.64 $

9,221.23 $ 1,858,939.87 $ 1,634,382.70

-5-

THIS PAGE LEFT BLAHK

CITY OF THOMASVILLE BOARD OF EDUCATION - THOMAS COUNTY COMBINED STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES
BUDGET AND ACTUAL GENERAL AND SPECIAL REVENUE FUNDS
YEAR ENDED JUNE 30, 1997

EXHIBIT"C"

GENERAL FUND

BUDGET

ACTUAL

REVENUES

State Funds Federal Funds Taxes Other Funds

$ 11,078,965,00 $ 11,533,996,73

31,400,00

32,248,87

4,754,253,00

5,239,566,38

70,794,00

273,667,07

Total Revenues

$ 15,935,412,00 $ 17,079,479,05

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
Capital Outlay Debt Service

$ 10,844,173,00 $ 10,959,493,17

854,797,00 479,445,00 425,832,00 216,168,00 1,309,163,00 292,674.00 1,647,482,00 110,554,00 113,443.00
16,801.00

960,152,75 468,780,61 431,096,54 228,466,70 1,348,388.45 287,176,36 1,615,860.94
94,820.41 117,267,16
11,203,51

42,750,00

42,846.00 62,086,82

Total Expenditures

$ 16,353,282,00 $ 16,627,639.42

Excess of Revenues over (under) Expenditures

$ -417,870.00 $ 451,839,63

OTHER FINANCING SOURCES (USES)

Other Sources Other Uses

$

-33,000.00 $

-43,031,53

Total Other Financing Sources (Uses)

$

-33,000,00 $

-43,031.53

Excess of Revenues and Other Financing Sources over (under) Expenditures and Other Financing Uses $
FUND BALANCE JULY 1,1996
Adjustments Food Inventory - Net Change in Period
Donated Commodities Purchased Food

-450,870.00 $ 947,637,12
-214,75

408,808,10 985,460,79

FUND BALANCE JUNE 30,1997

$ 496,552,37 $ 1,394,268,89

SPECIAL REVENUE FUND

BUDGET

ACTUAL

$ 1,227,634,20 $ 1,175,313,06

2,540,812.16

2,359,895,72

530,121,78

478,638,31

$ 4,298,568,14 $ 4,013,847,09

$ 2,039,143.19 $ 1,847,975,82

120,663.00 248,217.50
14,556.00 127,631,00 47,722.00

111,800.75 176,891,58
13,241.84 121,662.26 48,234.65

32,531,00 1,660.00

62,563.20

61,656,00 1,605,544.00

53,951.71 1,653,762,37

$ 4,299,323,69 $ 4,090,084.18

$

-755.55 $

-76,237.09

$

34,123.50 $

43,031.53

$

34,123.50 $

43,031.53

$

33,367,95 $

-33,205,56

533,918.01

487,018.22

-3,029.21

1,137.15 499.94

$ 564,256,75 $ 455,449.75

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

CITY OF THOMASVILLE BOARD OF EDUCATION - THOMAS COUNTY COMBINED STATEMENT OF REVENUES, EXPENSES AND CHANGES IN FUND BALANCES
FIDUCIARY FUND TYPE - NONEXPENDABLE TRUST FUNDS YEAR ENDED JUNE 30.1997

EXHIBIT "D"

FUND BALANCE JUNE 30

$

50,227.08 $

37,982.30 $

88,209.38 $ ==4=7=,7...0...5...,.9.0=5

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

CITY OF THOMASVILLE BOARD OF EDUCATION - THOMAS COUNTY COMBINED STATEMENT OF CASH FLOWS
FIDUCIARY FUND TYPE - NONEXPENDABLE TRUST FUNDS YEAR ENDED JUNE 30,1997

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 Noncapital Financing Activities: Initial Contribution by Benefactor
Cash Flows from Investing Activities: Interest Received on Investments
Net Increase (Decrease) in Cash
Cash and Cash Equivalents - July 1

MEGAN CARR SCHOLARSHIP
FUND

BOBBY SINGLETARY
FAMILY SCHOLARSHIP
FUND

TOTALS (Memorandum Only)
YEAR ENDED JUNE 30,1997 JUNE 30, 1996

$

31,98 $

12,500,00 $

12,531,98 $

690.00

-4,000,00

$

31,98 $

12,500,00 $

12,531,98 $

-3,310,00

$

25,000,00 $

25,000,00

$

2,489,15 $

482,30 $

2,971.45 $

2,478,99

$

2,521,13 $

37,982.30 $

40,503.43 $

-831.01

47,705.95

0,00

47,705,95

48,536,96

Cash and Cash EqUivalents - June 30

$

50,227,08 $

37,982,30 $

88,209,38 $ ====4"..7,!:=70=5~,9~5

The notes to the general purpose financial statements are an integral part of this statement. -9-

THIS PAGE LEFT BLANK

CITY OF THOMASVILLE BOARD OF EDUCATION - THOMAS COUNTY NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS JUNE 30, 1997

EXHIBIT "F"

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
REPORTING ENTITY
The City of Thomasville Board of Education (Board) was established under the laws of the State of Georgia and operates under the guidance of a school board elected by the voters and a Superintendent appointed by the Board. The Board is organized as a separate legal entity and has the power to determine tax revenues flowing to the Board. Its budget is not subject to approval by any other entity. Accordingly, the Board is a primary government and consists of all the organizations that compose its legal entity.
FUND ACCOUNTING
The Board uses funds and an account group to report on its financial position and the results of its operations. Fund accounting is designed to demonstrate legal compliance and to aid fmancial management by segregating transactions related to certain governmental functions or activities. A fund is a separate accounting entity with a self-balancing set of accounts. An account group is a financial reporting device designed to provide accountability for certain assets and liabilities that are not recorded in the funds because they do not directly affect expendable available financial resources.
General Fixed Assets are recorded as expenditures in the various funds at the time of purchase. A General Fixed Assets Account Group is not presently maintained by the Board. To conform to generally accepted accounting principles, a General Fixed Assets Account Group should be maintained for reporting the cost of assets acquired by governmental fund types.
Although "school activity accounts" are maintained at the individual schools, neither the assets, liabilities and fund equity, nor the revenues, expenditures and changes in fund balances 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 fmancial statements account for all State, Federal, Taxes and Other funds under control of the Board, in compliance with generally accepted accounting principles applicable to governmental units, unless otherwise disclosed in these notes. Funds and the account group presented in this report are as follows:
GOVERNMENTAL FUND TYPES - are used to account for all or most of a Board's educational activities. Governmental Fund Types include:
GENERAL FUND - the fund used to account for all fmancial resources ofthe Board except those required to be accounted for in another fund. These transactions relate to resources obtained and used for services provided by a board of education.
SPECIAL REVENUE FUND - the fund used to account for the proceeds ofspecific revenue sources (other than for major capital projects) that are legally restricted to expenditures for specified purposes. These funds are received primarily from the Georgia Department of Education and from the Federal government to accomplish specific educational objectives.
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CITY OF THOMASVILLE BOARD OF EDUCAnON - THOMAS COUNTY NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS JUNE 30, 1997

EXHIBIT "F"

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
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 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 FUNDS Megan Carr Scholarship Fund and Bobby Singletary Family Scholarship Fund- the funds used to account for endowments 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 Ben Karsh Scholarship Fund - the fund used to account for the principal and earnings which may be expended to provide scholarships to graduating students from Thomasville High School who have demonstrated exemplary character, scholastic achievement, atWetic ability and spirit.
AGENCY FUNDS - the funds used to account for assets held in a fiduciary capacity for other funds, governments, or individuals.
ACCOUNT GROUP
GENERAL LONG-TERM DEBT ACCOUNT GROUP - A financial reporting device used to account for material capital lease obligations.
BASIS OF ACCOUNTING
The accounting and fmancial reporting treatment applied to a fund is determined by its measurement focus. All governmental and expendable trust funds are accounted for using a current financial resources measurement focus. With this measurement focus, only current assets and current liabilities generally are included on the balance sheet. Operating statements of these funds present increases (i.e., revenues and other financing sources) and decreases (i.e., expenditures and other financing uses) in net current assets. Their reported fund balance is considered a measure of available spendable resources.
Liabilities which are expected to be financed from available spendable resources are reported as liabilities in the governmental funds. Other liabilities, which are not expected to be financed from available spendable resources, are reported in the General Long-Term Debt Account Group.
The nonexpendable trust funds are accounted for on a flow of economic resources measurement focus. With this measurement focus, all assets and liabilities associated with the operation of these funds are included on
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CITY OF THOMASVILLE BOARD OF EDUCAnON - THOMAS COUNTY NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS JUNE 30, 1997

EXHIBIT "F"

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
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 and expendable trust funds are accounted for using the modified accrual basis of accounting under which:
Revenues are recognized when susceptible to accrual (i.e., when they become both measurable and available). "Measurable" means the amount ofthe transaction can be determined and "available" means collectible within the current period or soon enough thereafter to be used to pay liabilities of the current period. Those revenues considered susceptible to accrual are property taxes, intergovernmental grants and investment income. Property taxes are considered available if they are collected and remitted by the collecting agent to the Board within 60 days after fiscal year-end.
Expenditures are generally recognized when the related fund liability is incurred.
A departure from the above definitions is the accounting treatment afforded the final two payments on General Fund teachers' and bus drivers' contracts, and the resources available from the Georgia Department of Education for the State's share of these contracts. During fiscal year 1997, a substantial number of personnel ofthe Board were employed fora one hundred and ninety day period beginning in late August 1996 and ending in early June 1997. Personnel contracts for this employment period specify that compensation be paid in twelve equal monthly payments beginning in September 1996 and ending in August 1997. 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 of June 30, 1997, compensation under these employment contracts had been earned, but two of the twelve monthly payments, due for July and August 1997, had not been made. Payments for these two months were made and recorded as expenditures by the Board subsequent to June 30, 1997. Also, the State's portion of the compensation paid in July and August 1997 was received and recorded as revenue in the fiscal year subsequent to June 30, 1997. Conversely, the similar expenditures and related revenues for contractual services completed prior to June 30, 1996, were recorded in the year ended June 30, 1997. 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 nonexpendable trust funds. 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.

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CITY OF THOMASVILLE BOARD OF EDUCAnON - THOMAS COUNTY NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS JUNE 30, 1997

EXHIBIT "F"

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
BUDGET
The City of Thomasville Board of Education's budget is a complete financial plan for the Board's fiscal year and is based upon estimates of expenditures together with probable funding sources. There is no statutory prohibition regarding overexpenditure of the budget at any level. The budget for all governmental funds is prepared by fund, function and object. The legal level of budget control was established by the Board at the aggregate level. The budget for governmental funds was prepared in accordance with generally accepted accounting principles.
The budget process begins when the Board's administration prepares a tentative 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 of general circulation in the locality. At the next regular meeting ofthe Board after advertisement, the Board receives comments on the tentative budget, makes revisions as necessary and adopts a final school budget. This final budget is then submitted, in accordance with provisions of the Quality Basic Education Act, OCGA Section 20-2-167, to the Georgia Department of Education. The Board may increase or decrease the budget at any time during the year. All unexpended budget authority lapses at fiscal year-end.
CASH AND CASH EQUIVALENTS
COMPOSITION OF DEPOSITS Cash and cash equivalents consist of deposits in authorized financial institutions. Georgia Laws authorize the Board to deposit its funds in one or more solvent banks, insured Federal savings and loan associations, or insured State chartered building and loan associations.
INVESTMENTS
COMPOSITION OF INVESTMENTS Investments made by the Board are stated at cost. The Official Code of Georgia Annotated Section 36-83-4 authorizes the Board to invest its funds. In selecting among options for investment or among institutional bids for deposits, the highest rate of return shall be the objective, given equivalent conditions of safety and liquidity. Funds may be invested in the following:
(1) Obligations issued by the State of Georgia or by other states,
(2) Obligations issued by the United States government,
(3) Obligations fully insured or guaranteed by the United States government or a United States government agency,
(4) Obligations of any corporation of the United States government,
(5) Prime banker's acceptances,
- 14-

CITY OF THOMASVILLE BOARD OF EDUCAnON - THOMAS COUNTY NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS JUNE 30, 1997

EXHIBIT "F"

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES

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

(7) Repurchase agreements, and

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

RECEIVABLES

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

PROPERTY TAXES

The City of Thomasville fixed the property tax levy for the 1996 tax year (calendar year) on September 11, 1996 (levy date). Taxes were due on December 20, 1996. The lien date for property taxes was January 1, 1996. Taxes collected within the current fiscal year or within 60 days after year-end are reported as revenue in fiscal year 1997 since their collection meets the criteria of GASB codification section P70.1 03. The City of Thomasville Clerk bills and collects the property taxes for the Board of Education, withholds 1.25% of taxes collected as a fee for tax collection and remits the balance of taxes collected to the Board.

The tax millage rate levied for the 1996 tax year (calendar year) for the City of Thomasville Board of Education were as follows (a mill equals $1 per thousand dollars of assessed value):

School Operations

lL..3.2 mills

INVENTORIES

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

- 15 -

CITY OF THOMASVILLE BOARD OF EDUCAnON - THOMAS COUNTY NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS JUNE 30,1997

EXillBIT "F"

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
INTERFUND TRANSACTIONS
The Board has the following types of interfund transactions:
Reimbursements of expenditures/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.
Operating transfers are recorded for all interfund transactions other than reimbursements.
MEMORANDUM ONLY - TOTAL COLUMNS
Total columns on the general purpose financial statements are captioned "Memorandum Only" to indicate that they are presented only to facilitate financial analysis. Data in these columns do not present fmancial position, 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 of this data. Certain reclassifications have been made to the comparative data to conform to the current year classifications.
Note 2: DEPOSITS AND INVESTMENTS
COLLATERALIZATION OF DEPOSITS Official Code of Georgia Annotated (OCGA) Section 45-8-12 provides that there shall not be on deposit at any time in any depository for a time longer than ten days a sum of money which has not been secured by surety bond, by guarantee of insurance, or by collateral. The aggregate of the face value of such surety bond and the market value of securities shall be equal to not less than 110 percent ofthe public funds being secured after the deduction of the amount of deposit insurance. OCGA Section 45-8-11 provides an officer holding public funds may, in his discretion, waive the requirement for security in the case of operating funds placed in demand deposit checking accounts.
Acceptable security for deposits consists of anyone of or any combination of the following:
(1) Surety bond signed by a surety company duly qualified and authorized to transact business within the State of Georgia,
(2) Insurance on accounts provided by the Federal Deposit Insurance Corporation,
(3) Bonds, bills, notes, certificates of indebtedness or other direct obligations ofthe United States or of the State of Georgia,
(4) Bonds, bills, notes, certificates of indebtedness or other obligations of the counties or municipalities of the State of Georgia,
- 16-

CITY OF THOMASVILLE BOARD OF EDUCATION - THOMAS COUNTY NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS JUNE 30,1997

EXHIBIT "F"

Note 2: DEPOSITS AND INVESTMENTS

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

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

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

CATEGORIZATION OF DEPOSITS At June 30, 1997, the bank balances were $2,546,279.61. The amounts of the total bank balances are classified into three categories of credit risk:

Category 1 - Cash that is insured (e.g., Federal depository insurance) or collateralized with securities held by the Board or by the Board's agent in the Board's name.
Category 2 - Cash collateralized with securities held by the pledging financial institution's trust department or agent in the Board's name.
Category 3 - Uncollateralized deposits. (This includes any bank balance that is collateralized with securities held by the pledging fmancial 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, 1997, as follows:

Risk Category

Bank Balance

1

$ 375,385.61

2

2,004,255.43

3

166,638.57

Total

$ 2,546,279.61

CATEGORIZATION OF INVESTMENTS At June 30, 1997, the carrying amount of the Board's total investments was $1,187,213.43 and consisted entirely of funds invested in the Local Government Investment Pool administered by the State of Georgia, Office of Treasury and Fiscal Services which are not required to be categorized since the Board did not own any specific identifiable securities in the pool. The investment policy of the State of Georgia, Office of Treasury and Fiscal Services for the Local Government Investment Pool does not provide for investment in derivatives or similar investments.

- 17 -

CITY OF THOMASVILLE BOARD OF EDUCAnON - THOMAS COUNTY NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS JUNE 30, 1997

EXHIBIT "F"

Note 3: NON-MONETARY TRANSACTIONS

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

Note 4: RISK MANAGEMENT

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

The Board participates in the Georgia School Boards Association Risk and Insurance Management System, a public entity risk pool organized on July 1, 1994 to develop and administer a plan to reduce risk of loss on account ofgeneral liability, motor vehicle liability, or property damage, including safety engineering and other loss prevention and control techniques, and to administer one or more groups of self-insurance funds, including the processing and defense of claims brought against members of the system. The Board pays an annual premium to the system for its general insurance coverage. Additional coverage is provided through agreements by the system with two companies according to their specialty for property, boiler and machinery, general liability and automobile risks. Payment of excess insurance for the system varies by line of coverage. Property and blanket bond coverage was purchased to cover 100% of specific losses in excess of $50,000.00 per occurrence, up to $100,000,000.00 for each occurrence. Boiler and machinery coverage was purchased to cover 100% of specific losses in excess of $1 00,000.00 per occurrence. General liability coverage was purchased to cover 100% of specific losses in excess of $500,000.00 per occurrence. Auto liability was purchased to cover 100% of specific losses in excess of $100,000.00 per occurrence after member deductible.

The Board is self-insured with regard to unemployment compensation claims. The Board accounts for claims within the General Fund with expenditure and liability being reported when it is probable that a loss has occurred, and the amount of that loss can be reasonably estimated.

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

1996 1997

Beginning of Year Liability

Claims and Changes in Estimates

$

0.00 $

4,958.38 $

$

2,587.00 $

14,388.00 $

Claims Paid

End ofYear Liability

2,371.38 $ 16,975.00 $

2,587.00 0.00

The Board participates in the Georgia School Boards Association Workers' Compensation Fund, a public entity risk pool organized on July 1, 1992 to develop, implement, and administer a program of workers' compensation self-insurance for its member organizations. The Board pays an annual premium to the Fund

- 18 -

CITY OF THOMASVILLE BOARD OF EDUCATION - THOMAS COUNTY NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS JUNE 30,1997

EXHIBIT "F"

Note 4: RISK MANAGEMENT

for its general insurance coverage. Additional insurance coverage is provided through an agreement by the Fund with the United States Fidelity and Guaranty Company to provide coverage for potential losses sustained by the Fund in excess of $350,000.00 loss per occurrence, up to the statutory limit. Also, should losses within the retained limit of $350,000.00 aggregate to more than seventy-five percent (75%) of the standard experience rated premium during the policy term, the policy with the United States Fidelity and Guaranty Company will pay the next $1,000,000.00 of loss.

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

Position Covered

Amount

Superintendent All Other Employees

$ 50,000.00 $ 50,000.00

Note 5: GENERAL LONG-TERM DEBT

CAPITAL LEASES The City of Thomasville Board of Education has entered into various lease agreements as lessee for equipment. These lease agreements qualify as capital leases for accounting purposes and, therefore, have been recorded at the present value of the future minimum lease payments as of the date of their inception.

The changes in General Long-Term Debt during the fiscal year ended June 30, 1997, were as follows:

Capital Leases

Balance July 1, 1996

$ 164,568.13

Deductions Payments

51,470.88

Balance June 30, 1997

$ 113,097.25

At June 30, 1997, payments due by fiscal year which includes principal and interest for these items are as follows:

- 19-

CITY OF THOMASVILLE BOARD OF EDUCAnON - THOMAS COUNTY NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS JUNE 30,1997

EXIDBIT "F"

Note 5: GENERAL LONG-TERM DEBT

Fiscal Year Ended June 30

Capital Leases

1998 1999

$ 62,281.96 62,281.96

Total Principal and Interest

$ 124,563.92

Deduct: Imputed Interest

11,466.67

Net Present Value of Future Minimum Lease Payments

$ 113,097.25

Note 6: ON-BEHALF PAYMENTS

The Board has recognized revenues and expenditures in the amount of$333,584.78 for health insurance and retirement contributions paid on the Board's behalf by the following State Agencies.

Georgia Department of Education Paid to the State Merit System of Personnel Administration For Health Insurance of Non-Certified Personnel In the amount of$278,514.30

Paid to the Teachers Retirement System of Georgia For Teachers Retirement System (TRS) Employer's Cost In the amount of $20,807.48

Office of Treasury and Fiscal Services Paid to the Public School Employees Retirement System For Public School Employees Retirement (PSERS) Employer's Cost In the amount of $34,263.00

Note 7: 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.

- 20-

CITY OF THOMASVILLE BOARD OF EDUCADON - THOMAS COUNTY NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS JUNE 30,1997

EXHIBIT "F"

Note 8: RETIREMENT PLANS

TEACHERS RETIREMENT SYSTEM OF GEORGIA (TRS)

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

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

Fiscal Year

Percentage Contributed

Required Contribution

1997 1996 1995

100% 100% 100%

$ 1,421,568.25 $ 1,336,244.14 $ 1,224,400.20

- 21 -

CITY OF THOMASVILLE BOARD OF EDUCATION - THOMAS COUNTY COMBINING BALANCE SHEET SPECIAL REVENUE FUND JUNE 30, 1997

Total Assets
LIABILITIES AND FUND EQUITY
LIABILITIES
Cash Overdraft Accounts Payable Salaries Payable Expired Grant Balances Payable
Total Liabilities
FUND EQUITY
Fund Balances Reserved Food Donated Commodities Purchased Food Unreserved Undesignated
Total Fund Equity
Total Liabilities and Fund Equity

$ 551,211.36 $ 133,328.11 $ 197,228.42

$

89,189.65

$

19,840.65 $

29,142.13

22,972.67

75,920.96

104,185.98

85,066.10

$

95,761.61 $ 133,328.11 $ 197,228.42

$

8,969.71

10,287.78

436,192.26 $

$ 455,449.75 $

0.00 $ 0.00 $

0.00 0.00

$ 551,211.36 $ 133,328.11 $ 197,228.42

See notes to the general purpose financial statements.

- 22-

EXHIBIT"G"

OTHER

TOTALS

PROGRAMS JUNE 30, 1997 JUNE 30, 1996

$

291.84 $ 522,979.89 $

24,532.48

534,000.00

339,822.35

510,712.81

8,969.71 10,287.78

7,832.56 9,787.84

$ ===2~9=1=.8==4 $

882,059.73 $ 1,086,865.69

$

89,189.65 $ 232,386.28

$

291.84

72,247.29

98,499.02

265,173.04

256,410.61

12,551.56

$

291.84 $ 426,609.98 $ 599,847.47

$

8,969.71 $

10,287.78

7,832.56 9,787.84

$

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

436,192.26

469,397.82

$

..;.0.:.:.0.;..0 $ 455,449.75 $ 487,018.22

$ ===2=9=1==.8=4 $

882,059.73 $ 1,086,865.69

- 23-

CITY OF THOMASVILLE BOARD OF EDUCATION - THOMAS COUNTY COMBINING STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES
SPEC~LREVENUEFUND
YEAR ENDED JUNE 30,1997

REVENUES
State Funds Federal Funds Other Funds
Total Revenues
EXPENDITURES
Current Instruction Support Services Pupil Services Improvement of Instructional Services Educational Media Services General Administration School Administration Maintenance and Operation of Plant Student Transportation Services Other Support Services Food Services Operation
Capital Outlay Debt Service
Principal
Total Expenditures
Excess of Revenues over (under) Expenditures
OTHER FINANCING SOURCES
Capital Leases Operating Transfers In
Total Other Financing Sources
Excess of Revenues and Other Financing Sources over (under) Expenditures
FUND BALANCE JULY 1
Food Inventory - Net Change in Period Donated Commodities Purchased Food
FUND BALANCE JUNE 30

SCHOOL FOOD
SERVICES FUND

LOTTERY PROGRAMS

FEDERAL PROGRAMS

$ 109,696.00 $ 1,032,222.50 478,638.31
$ 1,620,556.81 $

917,226.06 $ 1,327,673.22
917,226.06 $ 1,327,673.22

$ 733,989.10 $
106,847.85 3,320.35

$ 1,653,762.37

45,927.15 62,563.20
1,424.11

990,022.04
4,952.90 149,183.91
13,241.84 121,662.26
2,268.50
52,527.60

$ 1,653,762.37 $ $ -33,205.56 $

954,071.76 $ 1,333,859.05

-36,845.70 $

-6,185.83

$

36,845.70 $

$

36,845.70 $

$ -33,205.56 $ 487,018.22

0.00 $ 0.00

1,137.15 499.94

6,185.83 6,185.83
0.00 0.00

$ 455,449.75 $

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

See notes to the general purpose financial statements.

- 24-

EXHIBIT"H"

OTHER PROGRAMS

TOTALS YEAR ENDED JUNE 30,1997 JUNE 30,1996

$ 148,391.00 $ 1,175,313.06 $ 1,691,699.00

2,359,895.72 2,304,956.75

478,638.31

482,297.01

$ 148,391.00 $ 4,013,847.09 $ 4,478,952.76

$ 123,964.68 $ 1,847,975.82 $ 2,211,039.70

24,387.32 39.00

111,800.75 176,891.58
13,241.84 121,662.26 48,234.65 62,563.20
53,951.71 1,653,762.37

186,574.61 101,544.22 21,745.61 127,443.81 44,575.68 69,831.92
411.00 128,396.67 1,624,366.96
2,704.18

14,998.62

$ 148,391.00 $ 4,090,084.18 $ 4,533,632.98

$

0.00 $

-76,237.09 $

-54,680.22

$

14,998.62

$

43,031.53

2,384.42

$

43,031.53 $

17,383.04

$

0.00 $

-33,205.56 $

-37,297.18

0.00

487,018.22

523,193.74

1,137.15 499.94

858.35 263.31

$======0=.0==0 $ 455,449.75 $ 487,018.22

- 25-

CITY OF THOMASVILLE BOARD OF EDUCATION - THOMAS COUNTY COMBINING BALANCE SHEET FIDUCIARY FUND TYPES JUNE 30.1997

ASSETS Cash and Cash Equivalents

NONEXPENDABLE TRUST FUNDS

BOBBY

SINGLETARY

MEGAN CARR

FAMILY

SCHOLARSHIP SCHOLARSHIP

FUND

FUND

EXPENDABLE TRUST FUND BEN KARSH SCHOLARSHIP
FUND

$

50,227.08 $

37,982.30 $ ====9=,2=2=1,=23=

LIABILITIES AND FUND EQUITY LIABILITIES
Funds Held for Others FUND EQUITY
Fund Balances Reserved For Endowment Corpus Unreserved Undesignated Total Fund Equity
Total Liabilities and Fund Equity

$

47,737.93 $

37,500.00

2,489.15

482:30 $ _ _---:::9.1.=,2::2..:.,:1.::.23::..

$

50,227.08 $

37,982.30 $ _ _--::;9=,2=2..;..;1.=23.:;..

$

50,227.08 $

37,982.30 $ ======95,2=21=.=23=

See notes to the general purpose financial statements.

- 26-

EXHIBIT "I"

TOTALS AGENCY FUNDS JUNE 30, 1997 JUNE 30, 1996

$

5,096.28 $

102,526.89 $ ===5=8=,8=2:=2=:.4=3

$

5,096.28 $

5,096.28 $

4:.1..1':. .:8:,: .9;.;: .5. .:.,.4

$

85,237.93 $

45,460.25

$

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

12,192.68

9,172.64

$

0.00 $

97.430.61 $ _ _-,54=-:.z.:,6::.::3;:2;.;::.8.=...9

$ =====5=,0=9=6.=2=8 $

102,526.89 $ ===5=8=,8=2=2,.4..3=

- 27-

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, 1997

EXHIBIT"J"

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

$

1,569.68 $

550.00 $ ====9;;;4,;;;0.~80~ $ ===1;.='1;.;,7=8~.8,;;;,8

$

2,619.86 $===1==7,=30~7=.2=5 $

16,009.71 $=====3;0:,9;,;1=7.=4,;;;,0

$

2,619.86 $===1==7,=30~7=.2=5 $

16,009.71 $=====3;0:,9=1=7,=40==

$

4,189.54 $===1=7,=85==7=.2=5 $

16,950.51 $ =====5=,0=9=6.=28==

$

4,189.54 $=====17".,8=5=7=.2=5 $

16,950.51 $ =====5=,0=9=6.=28==

See notes to the general purpose financial statements.

- 28-

CITY OF THOMASVILLE BOARD OF EDUCATION - THOMAS COUNTY SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS YEAR ENDED JUNE 30,1997

SCHEDULE "1"

FUNDING AGENCY PROGRAM/GRANT
Agriculture, U. S. Department of Pass-Through From Georgia Department of Education Food and Nutrition Program Food Services School Breakfast Program 1997 Grant National School Lunch Program 1997 Grant Food Distribution Program (1)
Total U. S. Department of Agriculture
Corporation For National and Community Service Pass-Through From Georgia Department of Education Learn and Serve America School and Community Based Programs 1997 Grant
Education, U. S. Department of Pass-Through From Georgia Department of Education Elementary and Secondary Education Act Title I Grants to Local Educational Agencies 1996 Summer 1997 Grant 1997 Summer State Program Improvements Grants 1997 Grant Title II Eisenhower Professional Development 1997 Grant Title VI Innovative Education Program Strategies 1997 Grant Goals 2000 State and Local Education Systemic Improvement Grant 1997 Grant Individuals with Disabilities Education Act Part B - Special Education Flow Through 1997 Grant Preschool 1997 Grant Vocational Education - Basic Grants to States High School Program Basic Grant 1997 Grant Tech-Prep Education 1997 Grant
Total U. S. Department of Education

CFDA NUMBER

PASSTHROUGH
ENTITY ID
NUMBER

FEDERAL REVENUE IN PERIOD

EXPENDITURES IN PERIOD

* 10.553
* 10.555 10.550

N/A $ 222,870.82

(2)

N/A

727,137.21 $ 1,571,547.90 (3)

N/A

82,214.47

82,214.47

$ 1,032,222.50 $ 1,653,762.37

94,004

N/A

$

668,25 $

6,128.91 (3)

* 84.010 * 84.010 * 84.010
84.218
84.281
84.298

N/A

$

68,143.09 $

N/A

892,184.57

N/A

726.07

N/A

2,048.90

N/A

13,117.40

N/A

23,179.00

68,143.09 892,184.57
726.07 2,048.90
13,117.40
23,179.00

84.276

N/A

51,218.09

51,218.09

84.027

N/A

84.173

N/A

147,814.95 34,634.13

147,814.95 34,634.13

84.048 84.243

N/A

54,241.00

54,241.00

N/A

5,500.00

6,100.00 (3)

$ 1,292,807.20 $ 1,293,407.20

- 29-

CITY OF THOMASVILLE BOARD OF EDUCATION - THOMAS COUNTY SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS YEAR ENDED JUNE 30,1997

SCHEDULE "1"

FUNDING AGENCY PROGRAM/GRANT
Labor, U, S. Department of Pass-Through From the Southwest Georgia Regional Development Commission Job Training Partnership Act 95-B-97-CR 96-B-97-CR
Total U. S. Department of Labor
OTHER FEDERAL ASSISTANCE
Defense. U. S. Department of Direct United States Air Force R.O.T.C. Program 1997 Grant

CFDA NUMBER

PASSTHROUGH
ENTITY ID
NUMBER

FEDERAL REVENUE IN PERIOD

EXPENDITURES IN PERIOD

17.250 17.250

N/A

$

N/A

$

31,843.56 $ 2,354.21
34,197.77 $

31,968.73 (3) 2.354.21
34.322.94

$

32.248.87

(4)

Total Federal Financial Assistance

$ 2,392.144.59 $ 0====:2.,;,98;;,;7..,6.;;;;;2.1...4..;;;.2

N/A = Not Available

Notes to the Schedule of Expenditures of Federal Awards

(1) The amounts shown for the Food Distribution Program represents the Federally assigned value of nonmonetary assistance for donated commodities received and/or consumed by the system during the current fiscal year.
(2) Expenditures for the School Breakfast Program were not maintained separately and are included in the 1997 National School Lunch Program.
(3) Expenditures for this program include State. and/or Other Funds. Expenditures are not maintained by fund source.
(4) Funds earned on this program do not require reporting of expenditures.

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

The Board did not provide Federal Assistance to any SUbrecipient.

The accompanying schedule of expenditures of Federal awards includes the Federal grant activity of the City of Thomasville Board of Education and is presented on the modified accrual basis of accounting which is the basis of accounting used in the presentation of the financial statements for the governmental funds.

See notes to the general purpose financial statements.

- 30-

CITY OF THOMASVILLE BOARD OF EDUCATION - THOMAS COUNTY SCHEDULE OF STATE REVENUE YEAR ENDED JUNE 30,1997

SCHEDULE "2"

AGENCY/FUNDING
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 Program Special Instructional Assistance In-School Suspension Counselors Grades 4 and 5 Technology Training Local Fair Share Educational Equalization Funding Grant Food Services Other State Programs Advanced Placement Exams Apprenticeship Program Alternative Program At-Risk Summer School Program Health Insurance Innovative Programs Mentoring Program Preschool Handicapped Program Remedial Summer School Program Teachers' Retirement Tuition for the Multi-Handicapped Lottery Programs Instructional Technology Pre-Kindergarten Program
Office of Treasury and Fiscal Services Public School Employees Retirement

GOVERNMENTAL FUND TYPES

SPECIAL

GENERAL

REVENUE

FUND

FUND

TOTAL

$ 6,825,276.00 1,296,390.00 293,618.00 292,151.00 94,596.00 2,009,361.00
31,988.00 7,357.00
249,106.00 308,748.00
76,857.00 20,063.00 54,313.00 -1,274,156.00 821,235.00
$
236.85 50,000.00
21,004.51 278,514.30
5,000.00 3,500.00
6,415.54 20,807.48
7,352.05

$
109,696.00 101,500.00 46,891.00 70,660.00 846,566.06

6,825,276.00 1,296,390.00
293,618.00 292,151.00
94,596.00 2,009,361.00
31,988.00 7,357.00
249,106.00 308,748.00
76,857.00 20,063.00 54,313.00 -1,274,156.00 821,235.00 109,696.00
236.85 50,000.00 101,500.00 21,004.51 278,514.30
5,000.00 3,500.00 46,891.00 6,415.54 20,807.48 7,352.05
70,660.00 846,566.06

34,263.00

34,263.00

$ 11,533,996.73 $ 1,175,313.06 $ 12,709,309.79

See notes to the general purpose financial statements.

- 31 -

CITY OF THOMASVILLE BOARD OF EDUCATION - THOMAS COUNTY SCHEDULE OF EXPENDITURES LOTIERY PROGRAMS YEAR ENDED JUNE 30,1997

SCHEDULE "3"

EXPENDITURES
Current Instruction Support Services Pupil Services Improvement of Instructional Services School Administration Maintenance and Operation of Plant Other Support Services

INSTRUCTIONAL TECHNOLOGY

PRE-KINDERGARTEN PROGRAM

TOTAL

$

70,660.00 $

663,329.10 $
106,847.85 3,320.35
45,927.15 62,563.20
1,424.11

733,989.10
106,847.85 3,320.35
45,927.15 62,563.20
1,424.11

Total Expenditures

$

70,660.00 $

883,411.76 $ _ _,;,9.5.4..,.0.7..1...7...6..

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

$

832,649.55

70,660.00 50,762.21

$

954,071.76

See notes to the general purpose financial statements.

- 32-

CITY OF THOMASVILLE BOARD OF EDUCATION - THOMAS COUNTY ANALYSIS OF MINIMUM EXPENDITURE REQUIREMENTS - OVERALL
GENERAL FUND - QUALITY BASIC EDUCATION PROGRAMS YEAR ENDED JUNE 30, 1997

SCHEDULE "4"

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

FOURTEEN WEIGHTED AND MEDIA CENTER
PROGRAMS

100% TEST FOR OPERATIONS PORTION OF FOURTEEN WEIGHTED PROGRAMS

$

8,707,435.00 $ _ _--=2:::.:45~,5~6~4.:.:::,0~0

$

9,617,620.84

573,553.76 $ _ _--=:5=.:20:..l.:,3::..;1:..::.3~.6~0

$

10,191,174.60

-130,404.55 $ _--...:1~0l.::,0.::.:60::..!..,7:..:.7..::.0:.::.0~5

$

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

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

CITY OF THOMASVILLE BOARD OF EDUCATION - THOMAS COUNTY ANALYSIS OF MINIMUM EXPENDITURE REQUIREMENTS - BY PROGRAM
GENERAL FUND - QUALITY BASIC EDUCATION PROGRAMS YEAR ENDED JUNE 30, 1997

GENERAL AND CAREER EDUCATION PROGRAMS Kindergarten (0) Grades 1 - 3 (0) Sub-Total- K-3 Grades 4 - 5 (0) Grades 6 8 (0) Grades 9 - 12 (0) High School Laboratories (0) Vocational Education Laboratories (0) Total General and Career Education Programs
SPECIAL EDUCATION PROGRAMS Regular Programs Category I (0) Category " (0) Category III (0) Category IV (0) Sub-Total- Regular Category VI (Gifted) (0) Total Special Education Programs
REMEDIAL EDUCATION PROGRAM (0) Total Fourteen Weighted Programs
MEDIA CENTER PROGRAMS Salaries Operations Total Media Center Programs
Total Fourteen Weighted and Media Center Programs

ALLOTMENTS FROM DEPARTMENT OF EDUCATION

REQUIRED

ORIGINAL

%

ORIGINAL

MID-TERM

$

787,580.00

$

708,822.00 $

1,964,541.00

1,768,086.90

$ 2,752,121.00 90 $ 2,476,908.90 $

843,570.00 90

759,213.00

1,473,175.00 90

1,325,857.50

937,580.00 90

843,822.00

561,534.00 90

505,380.60

257,296.00 90

231,566.40

$ 6,825,276.00

$ 6,142,748.40 $

0.00 0.00
0.00

$ 1,211,155.00

$ 1,090,039.50 $

0.00

$ 1,211,155.00 90 $ 1,090,039.50 $

85,235.00 90

76,711.50

$ 1,296,390.00

$ 1,166,751.00 $

$

293,618.00 90 $

264,256.20 $

$ 8,415,284.00

$ 7,573,755.60 $

$

234,634.00 90 $

211,170.60 $

57,517.00 90

51,765.30

$

292,151.00

$

262,935.90 $

$ 8,707,435.00

$ 7,836,691.50 $

0.00
0.00 0.00 0.00
0.00 0.00
0.00

STAFF DEVELOPMENT PROGRAMS Cost of Instruction Professional Development
Total Staff Development Programs (0) Identifies Fourteen Weighted Programs.
See notes to the general purpose financial statements.

$

26,321.00

68,275.00

$

26,321.00 $

68,275.00

0.00 0.00

$

94,596.00 100 $

94,596.00 $ ....._ ....-='0..0..0..

- 34

SCHEDULE "5"

TOTAL REQUIRED

ACTUAL EXPENDITURES

SALARIES

OPERATIONS

TOTAL

AMOUNT OF UNDEREXPENDITURE
FOR REQUIRED ALLOTMENT

$

708,822.00 $

634,204.21 $

13,862.74 $

648,066.95

1,768,086.90

1,817,484.54

90,556.50

1,908,041.04

$ 2,476,908.90 $ 2,451,688.75 $

104,419.24 $ 2,556,107.99 $

0.00

759,213.00

883,900.85

52,658.82

936,559.67

0.00

1,325,857.50

1,620,882.50

94,938.27

1,715,820.77

0.00

843,822.00

1,213,881.15

157,057.42

1,370,938.57

0.00

505,380.60

614,243.11

34,631.29

648,874.40

0.00

231,566.40

448,755.34

37,146.52

485,901.86

0.00

$ 6,142,748.40 $ 7,233,351.70 $

480,851.56 $ 7,714,203.26

$ 1,090,039.50 $

25,235.72 439,500.39 $ 1,055,645.21 135,346.41

$ 10,843.78 11,590.16
745.55

25,235.72 450,344.17 1,067,235.37 136,091.96

$ 1,090,039.50 $

1,655,727.73 $

23,179.49 $ 1,678,907.22

0.00

76,711.50

99,136.39

10,439.88

109,576.27

0.00

$ 1,166,751.00 $

1,754,864.12 $

33,619.37 $ 1,788,483.49

$

264.256.20 $

260,089.63 $

5,842.67 $

265,932.30

0.00

$ 7,573,755.60 $

9,248,305.45 $

520,313.60 $ 9,768,619.05

$

211,170.60 $

369,315.39

$

369,315.39

0.00

51,765.30

$

53,240.16

53,240.16

0.00

$

262,935.90 $

369,315.39 $

53,240.16 $

422,555.55

$ 7,836,691.50 $

9,617,620.84 $

573,553.76 $ 10,191,174.60 $

0.00

$

26,321.00

68,275.00

$ = ........=94,;,:,5;;:9=6=.0.0..

$

86,132.35 $

86,132.35

11,285.55

11,285.55

$

97,417.90 $

97,417.90 $

.........._..,;;,;0.,;;,00;"

- 35 -

SECTION II COMPLIANCE AND INTERNAL CONTROL REPORTS

CLAUDE L. VICKERS
STATE AUDITOR (404) 6562174

DEPARTMENT OF AUDITS AND ACCOUNTS
254 Washington Street, S.w., Suite 214 Atlanta, Georgia 30334-8400
April 22, 1998

Honorable Zell Miller, Governor Members of the General Assembly Members of the State Board of Education
and Superintendent and Members of the City of Thomasville Board of Education
REPORT ON COMPLIANCE AND ON INTERNAL CONTROL OVER FINANCIAL REPORTING BASED ON AN AUDIT OF FINANCIAL STATEMENTS PERFORMED IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS
Ladies and Gentlemen:
We have audited the financial statements of City of Thomasville Board of Education as of and for the year ended June 30, 1997, and have issued our report thereon dated April 22, 1998. This report was qualified for various departures from generally accepted accounting principles, as identified in the auditor's report on the general-purpose fmancial statements. We conducted our audit in accordance with generally accepted auditing standards and the standards applicable to fmandal audits contained in Government Auditing Standards, issued by the Comptroller General of the United States.
Compliance
As part of obtaining reasonable assurance about whether City of Thomasville Board of Education's financial statements are free of material misstatement, we performed tests of its compliance with certain provisions of laws, regulations, contracts and grants, noncompliance with which could have a direct and material effect on the determination of fmancial statement amounts. However, providing an opinion on compliance with those provisions was not an objective of our audit and accordingly, we do not express such an opinion. The results of our tests disclosed no instances of noncompliance that are required to be reported under Government Auditing Standards.
Internal Control Over Financial Reporting
In planning and performing our audit, we considered City of Thomasville Board of Education's internal control over financial reporting in order to determine our auditing procedures for the purpose of expressing our opinion on the financial statements and not to provide assurance on the internal control over financial reporting. However, we noted a certain matter involving the internal control over financial reporting and its
97YB-40

operation that we consider to be a reportable condition. Reportable conditions involve matters coming to our attention relating to significant deficiencies in the design or operation of the internal control over financial reporting that, in our judgement, could adversely affect City of Thomasville Board of Education's ability to record, process, summarize and report fmancial data consistent with assertions of management in the fmancial statements. The reportable condition is described in the accompanying Schedule of Findings and Questioned Costs as item FS-7891-97-01.
A material weakness is a condition in which the design or operation of one or more of the internal control components does not reduce to a relatively low level the risk that misstatements in amounts that would be material in relation to the financial statements being audited may occur and not be detected within a timely period by employees in the normal course of performing their assigned functions. Our consideration of the internal control over financial reporting would not necessarily disclose all matters in the internal control that might be reportable conditions and accordingly, would not necessarily disclose all reportable conditions that are also considered to be material weaknesses. However, the reportable condition described above is considered to be a material weakness.
This report is intended for the information of management, the Federal cognizant agency, Federal awarding agencies and pass through entities. This restriction is not intended to limit the distribution ofthis report which is a matter of public record.
Respectfully submitted,

CLV:ds 97YB-40

Claude 1. Vickers State Auditor

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

DEPARTMENT OF AUDITS AND ACCOUNTS
254 Washington Street, S.w., Suite 214 Atlanta, Georgia 30334-8400
April 22, 1998

Honorable Zell Miller, Governor Members of the General Assembly Members of the State Board of Education
and Superintendent and Members of the City of Thomasville Board of Education
REPORT ON COMPLIANCE WITH REQUIREMENTS APPLICABLE TO EACH MAJOR PROGRAM AND INTERNAL CONTROL OVER COMPLIANCE IN ACCORDANCE WITH OMB CIRCULAR A-I 33
Ladies and Gentlemen:
Compliance
We have audited the compliance of City of Thomasville Board of Education with the types of compliance
us. requirements described in the Office 0/Management and Budget (OMB) Circular A-i33 Compliance
Supplement that are applicable to each of its major Federal programs for the year ended June 30, 1997. City of Thomasville Board of Education's major Federal programs are identified in the accompanying Schedule of Findings and Questioned Costs. Compliance with the requirements of laws, regulations, contracts and grants applicable to each of its major Federal programs is the responsibility of City of Thomasville Board of Education's management. Our responsibility is to express an opinion on City of Thomasville Board of Education's compliance based on our audit.
We conducted our audit of compliance in accordance with generally accepted auditing standards; the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States; and OMB Circular A-133, Audits o/States, Local Governments, and Non-Profit Organizations. Those standards and OMB Circular A-133 require that we plan and perform the audit to obtain reasonable assurance about whether noncompliance with the types of compliance requirements referred to above that could have a direct and material effect on a major Federal program occurred. An audit includes examining, on a test basis, evidence about the City of Thomasville Board of Education's compliance with those requirements and performing such other procedures as we considered necessary in the circumstances. We believe that our audit provides a reasonable basis for our opinion. Our audit does not provide a legal determination on City of Thomasville Board of Education's compliance with those requirements.

97SA-10

In our opinion, the City of Thomasville Board of Education complied, in all material respects, with the requirements referred to above that are applicable to each of its major Federal programs for the year ended June 30, 1997.
Internal Control Over Compliance
The management of City of ThomasviIle Board of Education is responsible for establishing and maintaining effective internal control over compliance with requirements of laws, regulations, contracts and grants applicable to Federal programs. In planning and performing our audit, we considered City of Thomasville Board ofEducation's internal control over compliance with requirements that could have a direct and material effect on a major Federal program in order to determine our auditing procedures for the purpose of expressing our opinion on compliance and to test and report on internal control over compliance in accordance with OMB Circular A-l33.
Our consideration of the internal control over compliance would not necessarily disclose all matters in the internal control that might be material weaknesses. A material weakness is a condition in which the design or operation of one or more ofthe internal control components does not reduce to a relatively low level ofrisk that noncompliance with applicable requirements of laws, regulations, contracts and grants that would be material in relation to a major Federal program being audited may occur and not be detected within a timely period by employees in the normal course of performing their assigned fimctions. We noted no matters involving the internal control over compliance and its operation that we consider to be material weaknesses.
This report is intended for the information of management, the Federal cognizant agency, Federal awarding agencies and pass through entities. This restriction is not intended to limit the distribution ofthis report which is a matter of public record.

CLV:ds 97SA-1O

Claude L. Vickers State Auditor

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

CITY OF THOMASVILLE BOARD OF EDUCATION - THOMAS COUNTY AUDITEE'S RESPONSE
SUMMARY SCHEDULE OF PRIOR YEAR FINDINGS AND QUESTIONED COSTS YEAR ENDED JUNE 30, 1997

PRIOR YEAR FINANCIAL STATEMENT FINDINGS AND QUESTIONED COSTS

FINDING CONTROL NUMBER AND STATUS

7891-93-01 7891-94-01

Unresolved - See Corrective Action Response Previously Reported Corrective Action Implemented

CORRECTIVE ACTIONIRESPONSES

GENERAL FIXED ASSETS Failure to Maintain General Fixed Assets Account Group Finding Control Number 7891-93-01

A General Fixed Assets Account Group has not been established. School system staff continues to do informal planning in considering the feasibility of establishing fixed asset accounting.

PRIOR YEAR FEDERAL AWARD FINDINGS AND QUESTIONED COSTS

FINDING CONTROL NUMBER AND STATUS

7891-96-01

Previously Reported Corrective Action Implemented

SECTION IV FINDINGS AND QUESTIONED COSTS

CITY OF THOMASVILLE BOARD OF EDUCATION - THOMAS COUNTY SCHEDULE OF FINDINGS AND QUESTIONED COSTS YEAR ENDED JUNE 30, 1997
I SUMMARY OF AUDITOR'S RESULTS
1. Type of Report Issued on the Financial Statements The auditor's opinion on the City of Thomasville Board of Education's financial statements was qualified for various departures from generally accepted accounting principles.
2. Reportable Conditions in Internal Control Disclosed by the Audit of the Financial Statements The audit report for the City of Thomasville Board of Education disclosed a financial statement reportable condition related to the following control category.
General Fixed Assets
The reportable condition described above is considered to be a material weakness.
3. Noncompliance Material to the Financial Statements The audit of the City of Thomasville Board of Education disclosed no instances of noncompliance that were deemed to be material to the financial statements.
4. Reportable Conditions in Internal Control Over Major Programs The audit report for the City of Thomasville Board of Education did not disclose any reportable conditions in internal control over major programs.
5. Type of Report Issued on Compliance for Major Programs The auditor's opinion on the City of Thomasville Board of Education's report on compliance with requirements applicable to major programs was unqualified.
6. Audit Findings Required to be Reported by Section .51O(a) ofOMB Circular A-l33 The City of Thomasville Board of Education's audit did not disclose audit findings required to be reported by section .510(a) ofOMB Circular A-l33.
7. Major Programs Federal awards audited as major programs are as follows: 10.553 Food and Nutrition Program - Food Services - School Breakfast Program 10.555 Food and Nutrition Program - Food Services - National School Lunch Program 84.010 Elementary and Secondary Education Act - Title I - Grants to Local Educational Agencies
8. Type "A" Program Dollar Threshold The dollar threshold for type "A" programs was $300,000.00.
9. Low Risk Auditee The City of Thomasville Board of Education did not qualify as a low risk auditee as defined by Section .530 ofOMB Circular A-l33.
- 1-

CITY OF THOMASVILLE BOARD OF EDUCATION - THOMAS COUNTY SCHEDULE OF FINDINGS AND QUESTIONED COSTS YEAR ENDED JUNE 30, 1997
II FINANCIAL STATEMENT FINDINGS AND QUESTIONED COSTS GENERAL FIXED ASSETS Failure to Maintain General Fixed Assets Account Group Reportable Condition - Material Weakness Repeated From Prior Year Finding Control Number: FS-7891-97-01 The City of Thomasville Board of Education did not maintain a system-wide General Fixed Assets Account Group within the formal accounting records as required by generally accepted accounting principles. This condition results in the general purpose financial statements of the Board being incomplete and not in accordance with generally 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 bythe 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. ill FEDERAL AWARD FINDINGS AND QUESTIONED COSTS No matters were reported.
-2-