Audit report, East Central Regional Library, Augusta, Georgia, year ended June 30, 1999

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AUDIT REPORT

EAST CENTRAL GEORGIA REGIONAL LffiRARY

AUGUSTA, GEORGIA

YEAR ENDED JUNE 30, 1999

I

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

EAST CENTRAL GEORGIA REGIONAL LIBRARY - TABLE OF CONTENTS -

SECTION I

FINANCIAL

INDEPENDENT AUDITOR'S COMBINED REPORT ON GENERAL PURPOSE FINANCIAL STATEMENTS AND SUPPLEMENTARY INFORMATION

EXHIBITS

GENERAL PURPOSE FINANCIAL STATEMENTS

COMBINED STATEMENTS - OVERVIEW

A

COMBINED BALANCE SHEET

ALL FUND TYPES AND ACCOUNT GROUP

2

B

COMBINED STATEMENT OF REVENUES, EXPENDITURES AND

CHANGES IN FUND BALANCES

ALL GOVERNMENTAL FUND TYPES

4

C

COMBINED STATEMENT OF REVENUES, EXPENDITURES AND

CHANGES IN FUND BALANCES - BUDGET AND ACTUAL

GENERAL AND SPECIAL REVENUE FUNDS

5

D NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

6

ADDmONAL FINANCIAL INFORMATION

SCHEDULES

SCHEDULE OF REVENUE

1

STATE

14

2

LOCAL

15

3 SCHEDULE OF SALARIES AND TRAVEL

16

SECTIONTI FINDINGS AND QUESTIONED COSTS SCHEDULE OF FINDINGS AND QUESTIONED COSTS

SECTION I FINANCIAL

RUSSELL W. HINTON
STATE AUDITOR (404) 656-2174

DEPARTMENT OF AUDITS AND ACCOUNTS
254 Washington Street, S.w., Suite 214 Atlanta, Georgia 30334-R400
August 4, 2000

Honorable Roy E. Barnes, Governor Members ofthe General Assembly Members of the Board of Regents of the University System of Georgia
and Director and Members ofthe East Central Georgia Regional Library Board
INDEPENDENT AUDITOR'S COMBINED REPORT ON GENERAL PURPOSE
FINANCIAL STATEMENTS AND SUPPLEMENTARY INFORMATION
Ladies and Gentlemen:
We have audited the accompanying general pwpose financial statements ofthe East Central Georgia Regional Library, as of and for the year ended June 30, 1999, as listed in the table of contents. These general pwpose financial statements are the responsibility of the East Central Georgia Regional Library's management. Our responsibility is to express an opinion on these general pwpose financial statements based on our audit.
We conducted our audit in accordance with generally accepted auditing standards. Those standards require that we plan and perform the audit to obtain reasonable assurance about whether the general pwpose 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 pwpose financial statements, the Library's financial statements have been prepared using a certain accounting practice and policy which, in our opinion, varies in some respects from generally accepted accounting principles. This variance is described as follows:
* The general purpose financial statements of the Library did not contain a General Fixed Assets
Account Group to account for property, equipment and inexhaustible collections and books owned by the Library which should be included to conform to generally accepted accounting principles.
The aggregate effects on the general pwpose financial statements of this variance or omission have not been determined, but are believed to be material.
99ARL-42A

In our opinion, except for the effects on the general purpose financial statements of the matter referred to in the third paragraph, the general purpose financial statements referred to above present fairly, in all material respects, the financial position of the East Central Georgia Regional Library as of June 30, 1999, and the results of its operations for the year then ended, in conformity with generally accepted accounting principles.
Our audit was performed for the purpose of forming an opinion on the general purpose financial statements of the East Central Georgia Regional Library taken as a whole. The accompanying financial schedules (Schedules 1 through 3), as listed in the table of contents, 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 of the general purpose financial statements and in our opinion is fairly presented in all material respects in relation to the general purpose financial statements taken as a whole.
A copy of this report has been filed as a permanent record in the office of the State Auditor and mad.:: available to the press of the State, as provided for by Official Code of Georgia Annotated Section 50-6-24.
Respectfully submitted,
~A.. Q(L~.~~ Russell W. Hinton State Auditor
RWH:jb 99ARL-42A

EAST CENTRAL GEORGIA REGIONAL LIBRARY

EAST CENTRAL GEORGIA REGIONAL LIBRARY COMBINED BALANCE SHEET
ALL FUND TYPES AND ACCOUNT GROUP JUNE 30, 1999

ASSETS Cash and Cash Equivalents Investments Accounts Receivable Amount to be Provided in Future Years
For Payment of Compensated Absences
Total Assets
LIABILITIES AND FUND EQUITY LIABILITIES
Accounts Payable Salaries Payable Expired Grant Balances Payable Compensated Absences
Total Liabilities FUND EQUITY
Fund Balances Reserved. For Continuation of Federal Program Unreserved Undesignated Total Fund Equity
Total Liabilities and Fund Equity

GOVERNMENTAL FUND

SPECIAL

GENERAL

REVENUE

FUND

FUND

$ 316,002,81 $

0.00

180,261.00

1,429.42

$ 497,693.23 $ ====0=,0=:0,=

$

1,122.32

$

1,122.32

$ 496,570.91 $

0.00

$ 496,570.91 $

0.00

$. 497,693.23 $ ====0:=.0=:0,=

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

EXHIBIT "A"

TYPES CAPITAL
PROJECTS FUND

$

15,504.67

ACCOUNT GROUP GENERAL
LONG-TERM DEBT

TOTALS

(Memorandum Only)

JUNE 30, 1999

JUNE 30, 1998

$

331,507.48 $

518,714.61

180.261.00

76,498.44

1,429.42

$

88.554.66

88,554.66

93.112.45

$

15.504.67 $

88.554.66 $

601.752.56 $ ==6=8=:8=,3=25=.:=50==

$

107.839.52

232,262.21

$

1,122.32

$

88.554.66

88,554.66

93,112.45

$

88.554.66 $

89.676.98 $

433,214.18

$ _ _....;1;,..::;5.z.::.5~04..:...;;;..67'--

$

1;..;;;5=.5~04";";'.;;;..67,--

$

15.504.67 $

$

698.00

$ _ _5;;..;1'-=2=,0-'-75.;;..;.;;;..58;;....

254,413.32

$

512,075.58 $ _.-.:2::.;:5;.;;;;5",-,,1..;.1..:..;1'..;;.;32;;;...

88,554.66 $

601,752.56 $ =====6~8=8f:,3=25=.=50==

- 3-

EAST CENTRAL GEORGIA REGIONAL LIBRARY COMBINED STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES
ALL GOVERNMENTAL FUND TYPES YEAR ENDED JUNE 30, 1999

EXHIBIT"B"

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

EAST CENTRAL GEORGIA REGIONAL LIBRARY COMBINED STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES
BUDGET AND ACTUAL GENERAL AND SPECIAL REVENUE FUNDS
YEAR ENDED JUNE 30, 1999

EXHIBIT"C"

GENERAL FUND

BUDGET

ACTUAL

REVENUES

State Funds Local Funds Other Funds

$ 1.088.181,69 $ 1,087.059,37

1.593.244,00

1.743.262,03

174,687,00

346.680.10

Total Revenues

$ 2.856,112,69 $ 3.177.001,50

EXPENDITURES

Current Public Services Support Services Maintenance and Operation Information Technology

$ 1,891.079.91 $ 1,849,988.44

765,422.59

793.709.48

340,506,53

249.626.66

35.000,00

24,476.77

Total Expenditures

$ 3,032,009.03 $ 2.917,801.35

Excess of Revenues over (under) Expenditures

$ -175.896.34 $ 259,200.15

OTHER FINANCING SOURCES (USES)

Other Sources Other Uses

$

5.000.00

-6,182.00 $ -15,452.00

Total Other Financing Sources (Uses)

$

-1.182.00 $

-15,452.00

Excess of Revenues and Other Financing Sources over (under) Expenditures and Other Financing Uses $ -177,078.34 $

243.748.15

FUND BALANCE JULY 1,1998

282.669,75

252.822.76

FUND BALANCE JUNE 30,1999

$ 105,591.41 $ 496,570.91

SPECIAL REVENUE FUND

BUDGET

ACTUAL

$

0,00 $

0,00

$

0.00 $

0.00

$

698.00 $

698.00

$

698.00 $

698.00

$

-698.00 $

-698.00

$

-698.00 $

-698.00

698.00

698.00

$

0.00 $

0.00

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

EAST CENTRAL GEORGIA REGIONAL LIBRARY

EXHIBIT liD"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30, 1999

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
REPORTING ENTITY
The East Central Georgia Regional Library (Library) operates pursuant to Official Code of Georgia Annotated Sections 20-5-40 through 20-5-59 to provide public library services with costs shared by participating local governmental agencies and grants from the State of Georgia. With the exception of the departure from generally accepted accounting principles disclosed in these notes, the financial statements of the Library have been prepared in conformity with generally accepted accounting principles as applied to governmental units and unless otherwise disclosed in these notes, the financial statements present all fund types and account groups of the Library.
The Library Board consists of 12 members; 1 member elected by Burke County Library Board, 2 members elected by Columbia County Library Board, 1 member elected by Glascock County Library Board, 1 member elected by Lincoln County Library Board, 6 members elected by Richmond County Library Board and 1 member elected by Warren County Library Board. The Library Board is without authority to determine the amount of its funding, except by submission of budget requests to local governmental units from which the Library receives support and to the State of Georgia for State and Federal funding. Membership in the Library and participation in library services is at the discretion of each participating governmental agency. The Library Board has the power to designate management, the power to retain unreserved fund balances of local and other funds for continued operations and is the lowest level of oversight responsibility for the Library's operations. The East Central Georgia Regional Library is therefore determined to be a joint venture.
FUND ACCOUNTING
The Library uses funds and an account group to report on its financial position and the results of its operations. Fund accounting is designed to demonstrate legal compliance and to aid financial management by segregating transactions related to certain governmental functions or activities.
A fund is a separate accounting entity with a self-balancing set of accounts. An account group is a financial reporting device designed to provide accountability for certain assets and liabilities that are not recorded in the funds because they do not directly affect expendable available financial resources.
General Fixed Assets, which includes the Library's inexhaustible collections and books, 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 Library. 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.
The general purpose financial statements account for all State, Local and Other funds under control of the Library, 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:

- 6-

EAST CENTRAL GEORGIA REGIONAL LIBRARY

EXHIBIT "D"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30. 1999

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
GOVERNMENTAL FUND TYPES - used to account for all or most of the Library's general activities. Governmental Fund Types include:
GENERAL FUND - the fund used to account for all financial resources of the Library except those required to be accounted for in another fund. These transactions relate to resources obtained and used for services provided by a Library.
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. The primary type of special revenue fund consists of proceeds received from State and Federal sources to accomplish specific objectives and are required to be accounted for separately.
CAPITAL PROJECTS FUND - the fund used to account for financial resources to be used for the acquisition or construction of major capital facilities.
ACCOUNT GROUP
GENERAL LONG-TERM DEBT ACCOUNT GROUP - used to account for compensated absences not appropriately accounted for and recorded in other fund types.
BASIS OF ACCOUNTING
The accounting and financial reporting treatment applied to a fund is determined by its measurement focus. All governmental funds are accounted for using a current financial resources measurement focus. With this measurement focus, only current assets and current liabilities are generally included on the balance sheet. Operating statements of these funds present increases (i.e., revenues and other fmancing sources) and decreases (i.e., expenditures and other financing uses) in net current assets. Their reported fund balance is considered a measure of available spendable resources.
Liabilities which are expected to be financed from available spendable resources are reported as liabilities in the governmental funds. Other liabilities, which are not expected to be financed from available spendable resources, are reported in the General Long-Term Debt Account Group.
Governmental funds are accounted for using the modified accrual basis of accounting under which:
Revenues are recognized when susceptible to accrual (i.e., when they become both measurable and available). "Measurable" means the amount 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 intergovernmental grants and investment income.
Expenditures are generally recognized when the related fund liability is incurred.
-7-

EAST CENTRAL GEORGIA REGIONAL LIBRARY

EXHIBIT "D"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30. 1999

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
BUDGET
The East Central Georgia Regional Library's budget is a complete financial plan for the Library'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 ofbudget control was established by the Library at the aggregate level. The budget for governmental funds was prepared in accordance with generally accepted accounting principles.
The budget process begins when the Library's administration prepares a tentative aggregated budget for the Board's approval. After approval of this tentative budget by the Board, copies are sent to all local funding agencies. After funding approval is received from all local funding agencies, the Board makes revisions as necessary and adopts the budget. The budget is then submitted to the Board of Regents of the University System of Georgia as a part of the Library's annual application for State aid. 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 Library 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 Library in nonparticipating interest-eamingcontracts (such as certificates ofdeposit) and repurchase agreements are reported at cost. Participating interest-earning contracts and money market investments with a maturity at purchase of one year or less are reported at amortized cost. Both participating interest-earning contracts and money market investments with a maturity at purchase greater than one year are reported at fair value. The Official Code of Georgia Annotated Section 36-83-4 authorizes the Library to invest its funds. In selecting among options for investment or among institutional bids for deposits, the highest rate ofreturn shall be the objective, given equivalent conditions of safety and liquidity. Fundsmay 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,
- 8-

EAST CENTRAL GEORGIA REGIONAL LIBRARY

EXHIBIT "D"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30. 1999

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
(4) Obligations of any corporation of the United States government,
(5) Prime banker's acceptances,
(6) The Local Government Investment Pool administered by the State of Georgia, Office of Treasury and Fiscal Services,
(7) Repurchase agreements, and
(8) Obligations of other political subdivisions of the State of Georgia.
RECEIVABLES
Receivables consist of grant reimbursements due on State or other grants for expenditures made but not reimbursed, allotted funds from participating local governments, 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.
COMPENSATED ABSENCES
Compensated absences represent obligations of the Library relating to employees' rights to receive compensation for future absences based upon services already rendered. This obligation relates only to vesting accumulating leave in which payment is probable and can be reasonably estimated. No liability has been recorded in the individual funds for the current portion of this obligation as this amount is deemed immaterial to the general purpose financial statements.
INTERFUND TRANSACTIONS
The Library has the following types of interfund transactions:
Reimbursements of expenditures initially made from a fund that are properly applicable to another fund are recorded as expenditures in the reimbursing fund and as reductions of expenditures in the fund that is reimbursed.
Operating transfers are recorded for all interfund transactions other than reimbursements.
MEMORANDUM ONLY - TOTAL COLUMNS
Total columns on the general purpose financial statements are captioned "Memorandum Only" to indicate that they are presented only to facilitate financial analysis. Data in these columns do not present financial position or results of operations in conformity with generally accepted accounting principles, nor is such data
-9-

EAST CENTRAL GEORGIA REGIONAL LIBRARY

EXHIBIT liD"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30.1999

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
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 pledged shall be equal to not less than 110 percent ofthe public funds being secured after the deduction ofthe amount ofdeposit insurance. OCGA Section 45-8-11 (b) provides an officer holding public funds may, in his discretion, waive the requirement for security in the case of operating funds placed in demand deposit checking accounts.
Acceptable security for deposits consists of anyone of or any combination of the following:
(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 of the United States or of the State of Georgia,
(4) Bonds, bills, notes, certificates of indebtedness or other obligations of the counties or municipalities of the State of Georgia,
(5) Bonds of any public authority created by the laws ofthe State of Georgia, providing that the statute that created the authority authorized the use ofthe bonds for this purpose,
(6) Industrial revenue bonds and bonds of development authorities created by the laws of the State of Georgia, and
(7) Bonds, bills, notes, certificates of indebtedness, or other obligations of a subsidiary corporation of the United States government, which are fully guaranteed by the United States government both as to principal and interest or debt obligations issued by the Federal Land Bank, the Federal Home Loan Bank, the Federal Intermediate Credit Bank, the Central Bank for Cooperatives, the Farm Credit Banks, the Federal Home Loan Mortgage Association, and the Federal National Mortgage Association.

-10 -

EAST CENTRAL GEORGIA REGIONAL LIBRARY

EXHIBIT "D"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30, 1999

Note 2: DEPOSITS AND INVESTMENTS

CATEGORIZATION OF DEPOSITS At June 30, 1999, the bank balances were $222,635.82. 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 Library or by the Library's agent in the Library's name.
Category2 - Cash collateralized with securities held by the pledging financial institution's trust department or agent in the Library'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 Library's name.)

The Library's deposits are classified by risk category at June 30, 1999, as follows:

Risk Category
1 2 3
Total

Bank Balance
$ 192,343.85 0.00
30,291.97
$ 222,635.82

CATEGORIZATION OF INVESTMENTS At June 30, 1999, the fair value of the Library's total investments was $107,032.54 and this entire amount consisted of funds in a Working Capital Management Account. This amount is not required to be categorized since the Library did not own any specific identifiable securities in the account. The investment policy ofthe Working Capital Management Account does not provide for investments in derivatives or similar investments.

Note 3: RISK MANAGEMENT

The Library is exposed to various risks ofloss 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 Library has obtained commercial insurance for risk of loss associated with torts and assets. The Library has neither significantly reduced coverage for these risks nor incurred losses (settlements) which exceeded the Library's insurance coverage in any of the past three years.

The Richmond County Commissioners are providing commercial insurance for risk of loss associated with natural disaster and the Commissioners are providing through self-insurance for the Library's risk of loss associated with errors or omissions, job related illness or injuries to employees and unemployment compensation.

- 11 -

EAST CENTRAL GEORGIA REGIONAL LIBRARY

EXHIBIT "D"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30, 1999

Note 3: RISK MANAGEMENT

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

Position Covered

Amount

All Employees

$ 75,000.00

Note 4: GENERAL LONG-TERM DEBT

The changes in General Long-Term Debt during the fiscal year ended June 30, 1999, were as follows:

Compensated Absences

Balance July 1, 1998

$ 93,112.45

Deductions Annual Leave Earned and Utilized (Net)

4,557.79

Balance June 30, 1999

$ 88.554.66

Note 5: ACCUMULATED EMPLOYEES' LEAVB

The Library's personnel earn annual leave based upon employment status and years of employment, up to a maximum of twenty-one (21) days. Accumulated annual leave, up to a maximum of twenty-six (26) days, can be carried forward into the next calendar year. Employees who retire or otherwise terminate employment are paid, at their current rate of pay, for accumulated unused annual leave up to the maximum allowed accumulation. See Note 1 - Compensated Absences

Note 6: RETIREMENT PLANS

TEACHERS RETIREMENT SYSTEM OF GEORGIA (TRS)

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

TRS CONTRIBUTIONS REQUIRED AND MADE Employees ofthe Library who are covered by TRS are required by State statute to contribute 5% oftheir gross earnings to TRS. The Library makes monthly employer contributions to TRS at rates adopted by the TRS

- 12-

EAST CENTRAL GEORGIA REGIONAL LIBRARY

EXHIBIT "D"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

ruNE 30, 1999

Note 6: RETIREMENT PLANS

Board of Trustees in accordance with State statute and as advised by their independent actuary. The required employer contribution rate is 11.95% and employer contributions for the current fiscal year and the preceding two fiscal years are as follows:

Fiscal Year

Percentage Contributed

Required Contribution

1999 1998 1997

100% 100% 100%

$ 176,998.43 $ 169,948.46 $ 173,077.62

- 13-

EAST CENTRAL GEORGIA REGIONAL LIBRARY SCHEDULE OF STATE REVENUE YEAR ENDED JUNE 30, 1999

SCHEDULE "1"

AGENCY/FUNDING
GRANTS Technical and Adult Education, Georgia Department of Public Libraries Salaries Travel Library Materials Maintenance and Operation Talking Book Centers

GOVERNMENTAL FUND TYPE GENERAL FUND

$

597,594.69

15,377.68

197,514.00

189,914.00

86,659.00

$

1,087,059.37

See notes to the general purpose financial statements. -14 -

EAST CENTRAL GEORGIA REGIONAL LIBRARY SCHEDULE OF LOCAL REVENUE YEAR ENDED JUNE 30,1999

SCHEDULE "2"

LOCAL SOURCES Board of Education Glascock County County Governments Boards of Commissioners Columbia Lincoln Richmond Warren . County Libraries Burke Columbia Warren

GOVERNMENTAL FUND TYPE GENERAL FUND

$

300.00

109,736.36 897.53
1,597,900.00 1,200.00
22,828.14 9,500.00 900.00

$

1,743,262.03

See notes to the general purpose financial statements. -15-

EAST CENTRAL GEORGIA REGIONAL LIBRARY SCHEDULE OF SALARIES AND TRAVEL YEAR ENDED JUNE 30,1999

SCHEDULE "3"

NAME
Allen, Anderson, Anderson, Andrews, Atkinson, Balderson, Barron, Beachum, Beck, Bell, Bennett, Bess, Brantley, Brinson, Brisco, Broadwater, Brooks, Burnett, Burton, Bush, Carter, Clark, Cody, Cooke, Cooks, Courtney, Crosson, Curry, Davis, Dickey, Dorsey, Downs, Dunbar, Eaton, Elam, Ellis, Evans, Evans, Fashion, Faulks Ferrang, Fisher, Fortune, Fowler,

Gloria J. Helen B. Kahlia M.
Arlether L.
Patricia M. Myrtle E. Deborah Mary Linda P.
Audrey L.
Christina Dorcas A. Brandon J. Leslie G. Chistopher S. Ebony A. WilliamJ. Ruvenia S. Turkessa I. Lakenya D. LaDonna J. Shakeya S.
Gay L.
Selena M.
Katrina L.
Joanne B. Kathleen R.
Kimberly L. Debra R.
BrettW. Eleaiseia T. Gregory Terri Barbara A. Cathy Kenneth Diane Tracee F. Mashell Y. Mildred L, Edward G. Lee Ann Latonya Clarice

TITLE CATEGORY
Library Assistant II Clerk Typist II Student Assistant Student Assistant Library Assistant III Libray Assistant I Librarian I Chief of Extension Pre-Professional Asst Pre-Professional Asst Branch Manager Asst Chief Public Serv Student Assistant Student Assistant Custodian I Student Assistant Building/Ground Maint Student Assistant Library Assistant III Student Assistant Library Assistant I Student Assistant Student Assistant Student Assistant Student Assistant Off Set Equip Operator Library Assistant I Student Assistant Student Assistant Student Assistant Student Assistant Custodian Library Assistant II Chief Acquisitions Student Assistant Building/Ground Maint Library Assistant I Student Assistant Librarian I Pre-Professional Asst Asst Chief Ext Services Assistant Director Student Assistant Library Assistant III
- 16 -

SALARIES

TRAVEL

$

20,661.42

23,054.69

3,231.57

151.93

27,834.08

10,304.52

28,790.77 $

52,507.66

26,248.81

26,377.97

30,198.11

51,423.43

618.01

4,248.16

7,705.60

4,462.49

9,808.43

231.75

9,156.00

. 615.43

21,931.65

3,139.15

651.48

1,086.67

6,002.36

18,873.85

15,804.54

1,063.49

63.09

520.15

388.83

17,658.49

22,795.14

52,482.66

20,187.77

14,938.87

18,635.93

25.75

34,267.00

25,604.37

50,416.73

53,848.75

1,393.10

19,330.69

58.25 581.97
82.50 341.01
15.75 79.50 237.95
78.25 214.20 1,320.50
439.50

EAST CENTRAL GEORGIA REGIONAL LIBRARY SCHEDULE OF SALARIES AND TRAVEL YEAR ENDED JUNE 30, 1999

SCHEDULE "3"

NAME

TITLE CATEGORY

SALARIES

TRAVEL

Garnett, Gay, Golgart, Gray, Greene, Gross, Hardin, Hardy, Harris, Hensley, Hillesland, Hodges, Holmes, Jackson, Jackson, Jenkins, Johnson, Lairscy, Lawson, Leach, Leonard, Lively, Marcheck, Maxwell, McCoy, McCray, McKie, McKinney, Mills, Moody, Morgan, Morrison, Moss, Nipple, Owens, Poplin, Ramsey, Rhone, Samuels, Sandy, Sapp, Singh, Shook, Singley,

Brenda H. June R.
Patricia K. William K. Janet L.
Karen Charlie
Cherylle L.
Donna Barandy
Lisa L.
Wanda Brenda B. Aaron T. Verneisa M. Betty Gary M. Dianne M. Josie A. Richard G. Melissa Linda J. Steven F. Mary
Paul L.
Annie M. Erin T. Brian C.
Kia L.
Shaneeka M. Laketa S. Nancy B. Lashandra R. Venishia S. Tonia D.
Annie J.
Veda R. Nigel K. Angela Maria Vonda R. Ajay Surina R. Helen

Library Assistant III Library Aide Chief of Public Services Library Assistant III Pre-Professional Asst Librarian III Bldg and Grounds Service Library Assistant III Library Assistant II Student Assistant Library Assistant III Business Manager Library Assistant II Student Assistant Library Assistant III Library Assistant III Student Assistant Student Assistant Student Assistant Director Mender Library Assistant II Student Assistant Library Assistant I Library Assistant I Secretary III Student Assistant Student Assistant Student Assistant Student Assistant Student Assistant Branch Manager Student Assistant Student Assistant Library Assistant I Library Assistant IV Student Assistant Student Assistant Library Assistant II Library Assistant I Library Assistant II Student Assistant Student Assistant Branch Manager

$

20,511.18 $

6,630.00

52,482.66

13,971.08

26,244.93

52,482.66

7,853.52

4,141.74

19,881.43

1,284.95

2,230.17

23,048.35

21,158.17

1,852.75

1,911.57

28,631.19

2,894.32

4,595.25

5,038.03

72,609.02

17,513.40

24,391.05

4,377.05

4,702.57

10,154.31

25,726.83

154.50

4,969.82

3,864.06

2,296.90

196.99

30,478.92

2,860.28

121.03

21,286.04

2,772.00

3,190.47

2,075.48

20,755.67

19,781.49

3,261.20

138.60

1,171.65

26,341.43

27.25 12.00 452.03
25.00
5,959.33

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~

EAST CENTRAL GEORGIA REGIONAL LIBRARY SCHEDULE OF SALARIES AND TRAVEL YEAR ENDED JUNE 30.1999

SCHEDULE "3"

NAME
Souza, Stallings, Sullivan, Swearingen, Swint, Thomas, Thompson, Torres, Towns, Turner, Waldrop, Walker, Walker, Webb, Wiemeier, Wilder, Williams, Williams, Williams, Wilson, Zwanziger,

George A. Jennifer Peter G. AmieE. Charles G. Jeanine N. Erika N. Lolani Kevin Vonda Claudia D. AliceD. Jason D. SilkyF. Karen Roberta B. Barbara M. Betty D. Toya L. Virginia Amanda K.

Totals per Report

TITLE CATEGORY
Library Assistant II Student Assistant Asst. Ext. Services Coord Student Assistant Chief of Audio Visual Student Assistant Student Assistant Student Assistant Student Assistant Library Assistant II Librarian I Librarian I Student Assistant Student Assistant Library Assistant II Asst Chief of Tech Serv Library Assistant III Library Assistant III Student Assistant Library Assistant II Student Assistant

SALARIES

TRAVEL

$

19,092.37

4,029.21

24,519.72 $

4,222.59

52,482.66

2,285.34

3,577.98

3,294.29

5.15

16,946.59

33,955.74

36,951.82

39.45

535.60

7,723.35

49,570.67

3,823.14

28,396.43

206.00

19,420.54

2,925.24

119.50 2,503.10
25.00 1,663.30
12.00

$ 1,654,779.93 $===14=,2=4=7.::::8=9

- 18 -

SECTIONll FINDINGS AND QUESTIONED COSTS

EAST CENTRAL GEORGIA REGIONAL LIBRARY SCHEDULE OF FINDINGS AND QUESTIONED COSTS
YEAR ENDED JUNE 30, 1999
PRIOR YEAR
AUDIT FOLLOW-UPIRESOLUTION Payroll Underpayments Finding Resolved Finding Control Number: 7212-98-03
The audit report for the year ended June 30, 1998, stated that a sample of employee compensation payments disclosed that salary underpayments in the total amount of$1,708,37 were made to six employees. For the year under review, the Library implemented procedures to ensure that all salaries paid were in accordance with the approved salary schedule.
PRIORYE~CillUffiNTYEAR
GENERAL FIXED ASSETS Failure to Maintain General Fixed Assets Account Group Finding Control Number: 7212-93-02
The audit report for the year ended June 30, 1998, noted that the Library did not 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 management of the East Central Georgia Regional Library chose not to establish a General Fixed Assets Account Group. This condition results in the general purpose financial statements of the Library being incomplete and not in accordance with generally accepted accounting principles. Appropriate action should be taken by the Library to establish accounting controls and procedures to provide for the maintenance of a General Fixed Assets Account Group. These subsidiary records should include an inventory of land, buildings, equipment and inexhaustible collections and books owned by the Library, Detailed recordsshould be maintained of all additions and deletions to the General Fixed Assets Account Group.
CASH AND CASH EQUIVALENTS Uncollateralized Deposits Finding Control Number: 7212-98-01
The audit report for the year ended June 30, 1998, stated that the East Central Georgia Regional Library failed to have its deposits fully collateralized as provided for by the Official Code of Georgia Annotated Section 50-17-59. In the year under review, the Library again failed to have its bank balances fully collateralized, This noncompliance occurred because of management's failure to monitor the collateralization of balances at individual banks. The Library should implement procedures to monitor the collateralization of deposits to ensure compliance at all times with State laws governing deposits.
- 1-

EAST CENTRAL GEORGIA REGIONAL LIBRARY SCHEDULE OF FINDINGS AND QUESTIONED COSTS
YEAR ENDED JUNE 30, 1999
PRIOR YEAR/CURRENT YEAR CASH AND CASH EQUIVALENTS REVENUESIRECEIVABLESIRECEIPTS GENERAL LEDGER Inadequate Internal Control Procedures Finding Control Number: 7212-98-02 The audit report for the year ended June 30, 1998, stated that a review ofthe Library's internal control policies and procedures noted deficiencies in providing for adequate internal control. During the year under review, some improvement was noted in strengthening control procedures, however, the following deficiencies still existed at year end: CASH AND CASH EQUIVALENTS:
The bank reconciliation function was not separated from the General Ledger Posting and check preparation functions. REVENUESIRECEIVABLESIRECEIPTS: The cash receipts function was not separated from the General Ledger Posting function, Cash receipts were not maintained by receipt number and did not include adequate documentation. GENERAL LEDGER: Journal entry documentation could not be provided by the Library, In addition, journal entries were not reviewed and approved by someone independent of the general ledger journal entry function, These conditions were a result of management's decision to limit the number of administrative staff made responsible for accounting functions and their failure to institute proper controls over these areas. The Library should review the accounting procedures in place, design procedures which would enhance proper internal controls relative to the above control categories and implement those procedures to strengthen the internal control over the accounting functions.
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