Audit report, Ocmulgee Regional Library, Eastman, Georgia, year ended June 30, 1996

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AUDIT REPORT OCMULGEE REGIONAL LffiRARY
EASTMAN, GEORGIA YEAR ENDED JUNE 30, 1996

STATE OF GEORGIA DEPARTMENT OF AUDITS
254 WASHINGTON STREET
ATLANTA. GEORGIA 30334

OCMULGEE REGIONAL LIBRARY - TABLE OF CONTENTS -

SECTION I

FINANCIAL

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

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

3

C

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

ADDITIONAL FINANCIAL INFORMATION

COMBINING STATEMENTS

SPECIAL REVENUE FUND

E

COMBINING BALANCE SHEET

14

F

COMBINING STATEMENT OF REVENUES, EXPENDITURES AND

CHANGES IN FUND BALANCES

15

SCHEDULES

1 SCHEDULE OF FEDERAL FINANCIAL ASSISTANCE

16

2 CASH AND CASH EQUIVALENTS

17

SCHEDULE OF REVENUE

3

STATE

18

4

OTHER

19

SCHEDULE OF EXPENDITURES BY OBJECT

5

GOVERNMENTAL FUND TYPES

20

6

LOTTERY PROGRAM

21

7 MEMBERSHIP OF LIBRARY BOARD

22

8 SCHEDULE OF SALARIES AND TRAVEL

23

OCMULGEE REGIONAL LffiRARY - TABLE OF CONTENTS -
SECTIONll COMPLIANCE COMPLIANCE REPORT BASED ON AN AUDIT OF THE FINANCIAL STATEMENTS PERFORMED IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS SINGLE AUDIT REPORT ON COMPLIANCE WITH THE GENERAL REQUIREMENTS APPLICABLE TO FEDERAL FINANCIAL ASSISTANCE PROGRAMS SINGLE AUDIT REPORT ON COMPLIANCE WITH SPECIFIC REQUIREMENTS APPLICABLE TO NONMAJOR FEDERAL FINANCIAL ASSISTANCE PROGRAM TRANSACTIONS
SECTION ill INTERNAL CONTROL REPORT ON INTERNAL CONTROL STRUCTURE IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS SINGLE AUDIT REPORT ON THE INTERNAL CONTROL STRUCTURE USED IN ADMINISTERING FEDERAL FINANCIAL ASSISTANCE PROGRAMS
SECTION IV FINDINGS AND IMPROPER OR QUESTIONED COSTS SCHEDULE OF FINDINGS AND IMPROPER OR QUESTIONED COSTS

SECTION I FINANCIAL

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

DEPARTMENT OF AUDITS
254 Washington Street, S.W., Suite 214 Atlanta, Georgia 30334-8400
March 7, 1997

Honorable Zell Miller, Governor Members ofthe General Assembly Members ofthe State Board ofEducation
and Director and Members of the Ocmulgee Regional Library Board
INDEPENDENT AUDITOR'S COMBINED REPORT ON GENERAL PURPOSE FINANCIAL STATEMENTS AND SUPPLEMENTARY INFORMATIONSCHEDULE OF FEDERAL FINANCIAL ASSISTANCE
Ladies and Gentlemen:
We have audited the general purpose financial statements (Exhibits A through D) of the Ocmulgee Regional Library, as of and for the year ended June 30, 1996, as listed in the table of contents. These financial statements are the responsibility ofthe Library's management. Our responsibility is to express an opinion on these financial statements based on our audit.
We conducted our audit in accordance with generally accepted auditing standards and the standards for financial and compliance audits contained in Government Auditing Standards, issued by the Comptroller General of the United States, and the provisions of the Office of Management and Budget Circular A-128, "Audits of State and Local Governments". Those standards and OMB Circular A-128 require that we plan and perform the audit to obtain reasonable assurance about whether the general purpose financial statements are free of material misstatement. An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the financial statements. An audit also includes assessing the accounting principles used and significant estimates made by management, as well as evaluating the overall financial statement presentation. We believe that our audit provides a reasonable basis for our opinion.
As described in the notes to the general purpose financial statements, the Library'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. 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.
96ARL-44

The aggregate effects on the general purpose financial statements ofthis variance or omission have not been determined, but are believed to be material.
In our opinion, except for the effects on the general purpose financial statements ofthe matter referred to in the third paragraph, the general purpose financial statements presentfairly, in all material respects, the financial position ofthe Ocmulgee Regional Library as ofJune 30, 1996, and the results ofits operations for the year then ended, in conformity with generally accepted accounting principles. In accordance with Government Auditing Standards, we have also issued a report dated March 7, 1997, on our consideration of the Library's internal control structure and a report dated March 7, 1997, on its compliance with laws and regulations.
Our audit was conducted for the purpose of forming an opinion on the general purpose financial statements of the Ocmulgee Regional Library taken as a whole. The combining statements (Exhibits E and F) and the financial schedules (Schedules 1 through 8 which includes the Schedule ofFederal Financial Assistance), 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 of the Ocmulgee Regional Library. 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 ofthis report has been filed as a permanent record in the office ofthe 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,

CLV:dt 96ARL-44

Claude L. Vickers State Auditor

OCMULGEE REGIONAL LIBRARY - 1-

OCMULGEE REGIONAl. LIBRARY COMBINED BALANCE SHEET
ALL FUND TYPES AND ACCOUNT GROUp JUNE 30,1996

EXHIBlT"A"

~ Cash and Cash Equivalents Amount to be Provided in Future Years
For Payment of Co~nsated Absences
Total Assets

GOVERNMENTAL FUND TYPES

SPECIAL

GENERAL

REVENUE

FUND

FUND

$

38,515,97 $

305,80

ACCOUNT GROUP
GENERAL LONG-TERM
DEBT

TOTALS

(Memorandum Only)

JUNE 30,1996

JUNE 30,1995

$

38,821.77 $

11,252.55

$

96,918.68

96,918.68

97,877.01

$

38,515.97 $

305,80 $

96,918.68 $

135.740.45 $

109,130.22

LIABILITIES AND FUND EaUITY

LIABILITIES

Accounts Payable ~nsated Absences

Total Liabilities

FUND EqUITY

Fund Balances

Reserved

For Govemor's Emergency Fund Project

$

For Continuation of Federal Programs

$

Unreserved Undesignated

Total Fund Equity

$

33,940.00 $
33,940.00 $
4,575.97 38,515.97 $

Total Liabilities and Fund Equity

$

38,515.97 $

$

96,918.68 $

$

96,918.68 $

$ 96,918.68
96,918.68 $

1,932.96 97,877.01
99,810.63

305.80 305.80
0.00 305.80

$

33,940.00

305.80 $

$

34,245.80 $

4,575.97

$

38,821.77 $

6,058.04 6,058.04
3,261.55 9,319.59

305,80 $

96,918,68 $

135,740.45 $

109,130.22

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

OCMULGEE REGIONAL LIBRARY COMBINED STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES
ALL GOVERNMENTAL FUND TYPES YEAR ENDED JUNE 30,1996

EXHIBIT-B-

REVENUES
State Funds Federal Funds Other Funds
Total Revenues
EXPENDITURES
Current Program Services Technical Services Circulation Administration Maintenance and Operations
Total Expenditures
Excess of Revenues over (under) Expenditures
FUND BALANCE JULY 1

GENERAL FUND

SPECIAL REVENUE
FUND

TOTALS (Memorandum Only)
YEAR ENDED JUNE 30, 1996 JUNE 30,1995

$ 408,429.36 $ 150,242.05
$ 558,671.41 $

10,000,00 $ 67,300.00
77,300.00 $

418,429.36 $ 67,300.00 150,242.05
635,971.41 $

459,476,08 66,575.65 128,306.43
654,358.16

$ 144,583.53 $ 44,015.79 99,783.71
221,403,24 13,630.72

$ 523,416.99 $

$

35,254.42 $

3,261.55

35,471.43 $ 3,578.65
44,002.16
83,052.24 $ -5,752.24 $ 6,058.04

180,054.96 $ 44,015.79 103,362.36 265,405.40 13,630.72
606,469.23 $
29,502.18 $
9,319.59

163,720.34 41,249.54 101,868.28 348,725.19 19,427.94
674,991.29
-20,633.13
29,952.72

FUND BALANCE JUNE 30

$

38,515.97 $

305.80 $

38,821.77 $ _ _..;;.19,.3.1.,;,;;;9..5.9-.

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

THIS PAGE LEn BLANK

OCMULGEE REGIONAL LIBRARY STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES
BUDGET AND ACTUAL GENERAL AND SPECIAL REVENUE FUNDS
YEAR ENDED JUNE 30,1996

EXHIBITC

REVENUES
State Funds Federal Funds Other Funds
Total Revenues
EXPENDITURES
Current Program Services Technical Services Circulation Administration Maintenance and Operations
TotalExpend~ures
Excess of Revenues over (under) Expenditures
FUND BALANCE JULY 1,1995
Adjustments
FUND BALANCE JUNE 30, 1996

GENERAL FUND

BUDGET

ACTUAL

$ 364,429,33 $ 408,429,36

149,700.00

150,242.05

$ 514,129.33 $ 558,671,41

SPECIAL REVENUE FUND

BUDGET

ACTUAL

$ 10,000,00 $ 10,000.00

76,000.00

67,300.00

$ 86,000.00 $ n,3OO.00

$ 145,667.50 $ 144,583.53

44,483.88

44,015.79

98,652.82

99,783.71

212,654.29

221,403.24

12,670.84

13,630,72

$ 514,129.33 $ 523,416.99

$

0,00 $ 35,254.42

3,733,95

3,261.55

367.20

$

4,101,15 $ 38,515,97

$ 42,384.31 $ 35,471,43

3,587.36 46,861.13

3,578.65 44,002.16

$ 92,832.80 $ 83,052.24

$ -6,832.80 $ -5,752,24

5,585.64

6,058,04

782.88

$

-464.28 $

305~.8O,;"

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

OCMULGEE REGIONAL LIDRARY

EXIDBIT "0"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30. 1996

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
The Ocmulgee Regional 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 ofthe 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 Governmental Accounting Standards Board (GASB) is the accepted standard-setting body for establishing governmental accounting and financial reporting principles.
The more significant of the Library's accounting policies are described below.
REPORTING ENTITY
In evaluating how to define the governmental unit for financial reporting purposes, management has considered the criteria set forth in GASB Codification of Governmental Accounting and Financial Reporting Standards, Section 2100, "Defining the Financial Reporting Entity". Based upon the application of the above criteria, the Ocmulgee Regional Library is determined to be a joint venture.
The Library Board consists of ten members; two members appointed by the Bleckley County Library Board, two members appointed by the Dodge County Library Board, two members appointed by the Pulaski County Library Board, two members appointed by the Telfair County Library Board and, two members appointed by the Wilcox County Library Board. The Board is without authority to determine the amount of its funding, except by submission ofbudget 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 Board has the power to designate management, the power to retain unreserved fund balances of local funds for continued operations and is the lowest level of oversight responsibility for the Library's operations.
The Ocmulgee Regional Library is located in Eastman, Georgia, and serves Bleckley, Dodge, Pulaski, Telfair and Wilcox Counties.
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.

- 6-

OCMULGEE REGIONAL LIBRARY

EXIllBIT "D"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30. 1996

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
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 generalpurpose financial statements account for all State, Federal 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:
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 of specific revenue sources 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.
ACCOUNT GROUP
GENERAL LONG-TERM DEBT ACCOUNT GROUP - used to account for material 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 ofthese funds present increases (i.e., revenues) and decreases (i.e., expenditures) 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.

- 7-

OCMULGEE REGIONAL LmRARY

EXHIBIT "D"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30. 1996

Note 1: SUMrv1A.R.Y OF SIGNIFICANT ACCOUNTING POLICIES
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.
BUDGET
The Ocmulgee 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 Georgia Department of Education, Division ofPublic Library Services 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 ofdeposits (including savings and N.O.W. accounts) 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.
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 ~een recorded in the individual funds for the current portion of this obligation as this amount is deemed immaterial to the general purpose financial statements.

- 8-

OCMULGEE REGIONAL LIBRARY

EXHIBIT "0"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30. 1996

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
INTERFUND TRANSACTIONS
The Library has the following type of interfund transactions:
Reimbursements ofexpenditures initially made from a fund that are properly applicable to another fund are recorded as expenditures in the reimbursing fund and as reductions of expenditures in the fund that is reimbursed.
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 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
COLLATERALIZATION OF DEPOSITS Official Code of Georgia Annotated (OCGA) Section 45-8-12 provides that there shall not be on deposit at any time in any depository for a time longer than ten days a sum of money which has not been secured by surety bond, by guarantee ofinsurance, or by collateral. The aggregate of the face value of such surety bond and the market value ofsecurities pledged shall be equal to not less than 110 percent ofthe public funds being secured after the deduction 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 of the United States or ofthe State of Georgia,
(4) Bonds, bills, notes, certificates ofindebtedness or other obligations of the counties or municipalities ofthe 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 of the bonds for this purpose,
- 9-

OCMULGEE REGIONAL LffiRARY

EXHIBIT "0"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30. 1996

Note 2: DEPOSITS

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

(7) Bonds, bills, notes, certificates ofindebtedness, or other obligations of a subsidiary corporation

ofthe 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, 1996, the bank balances were $61,155.35. The bank balances were entirely covered by Federal depository insurance.

Note 3: RISK MANAGEMENT

The Library 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 Library has obtained commercial insurance for risk of loss associated with torts, assets and job related illnesses or injuries to .employees. 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 Library has elected to self-insure for all losses related to natural disasters. In addition, the Library has elected to self-insure for errors or omissions, which includes, among other risks, risks for sexual harassment and discrimination. The Library has not experienced any losses related to these risks in the past three years.

The Library is self-insured with regard to unemployment compensation claims. The Library 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. The Library has not experienced any unemployment compensation claims during the last two years.

- 10 -

OCMULGEE REGIONAL LffiRARY

EXHIBIT "D"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30. 1996

Note 4: GENERAL LONG-TERM DEBT

The changes in General Long-Term Debt during the fiscal year ended June 30, 1996, were as follows:

Compensated Absences

Balance July 1, 1995

$ 97,877.67

Additions Leave Earned and Utilized (Net)

-958.99

Balance June 30, 1996

$ 96,918.68

Note 5: 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 Library believes that such disallowances, if any, will be

immaterial to its overall financial position.

.

Note 6: ACCUMULATED EMPLOYEES' LEAVB

It is the Regional Library's policy to provide up to 20 days per year of vacation leave for the Director. All other full-time personnel accrue up to 15 work days per year. Upon retirement or termination of employment, employees will be paid at their current rate ofpay for all accumulated unused vacation leave earned. See Note 1 - Compensated Absences

Note 7: RETIREMENT PLANS

TEACHERS RETIREMENT SYSTEM OF GEORGIA (TRS)

TRS PLAN DESCRIPTION All full-time 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 public employee retirement system (PERS).

TRS provides service retirement, disability retirement and survivors benefits for its members in accordance with State statute. A member is eligible for service retirement after 30 years of service, regardless of age, or after 10 years of service and attainment of age 60. A member is eligible for early retirement after 25 years of creditable service and attainment of age 55, at a reduced benefit. Retirement benefits paid to members are equal to 2% of the average of the member's two consecutive highest paid years of service multiplied by the

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OCMULGEE REGIONAL LffiRARY

EXHIBIT "0"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30. 1996

Nme7: RETIREMENT PLANS
number of years of creditable service up to 40 years. The normal retirement pension is payable monthly for life. Options are available for distribution of the member's monthly pension at a reduced rate to a designated beneficiary on the member's death.
Retirement benefits also include disability and death benefits. A disabled member or surviving spouse is entitled to receive annually an amount equal to the member's service retirement benefit or disability retirement, whichever is greater. The death benefit is the amount that would be payable to the member's beneficiary had the member retired on the date of death on either a service retirement allowance or a disability retirement allowance, whichever is larger. The benefit is based on the member's creditable service (minimum of 10 years of service) and compensation up to the time of disability or death.
Members become fully vested after ten years of service. If a member terminates with less than ten years of service, no vesting of employee contributions occurs, but the member's contributions are refunded with interest.
The Library's payroll for employees covered by TRS for the year ended June 30, 1996, was $352,437.99; total payroll was $376,775.06.
TRS CONTRIBUTIONS REQUIRED AND MADE Employees of the Library who are covered by TRS are required by State statute to pay 5% of their gross earnings to TRS. The Library makes monthly employer contributions to TRS at rates adopted by the TRS Board ofTrustees in accordance with State statute and as advised by their independent actuary. At June 30, 1996, the TRS Library employer contribution rate was 11.81%. The interest rate assumption (rate of return on investments) was 7.50%.
Total contributions made during fiscal year 1996 amounted to $59,244.72, of which $41,622.89 was made by the Library and $17,621.83 was made by employees. These contributions represented 11.81% (Library) and 5% (employees) of covered payroll.
TRS FUNDING STATUS AND PROGRESS The amount of the total pension benefit obligation is based on a standardized measurement established by Statement No.5 ofthe Governmental Accounting Standards Board (GASB) that, with some exceptions, must be used by a PERS. The standardized measurement is the actuarial present value of credited projected benefits. This valuation method reflects the present value of estimated pension benefits that will be paid in future years as a result of employee services performed to date, and is adjusted for the effects of projected salary increases. A standardized measure of the pension benefit obligation was adopted by the GASB to enable readers of PERS financial statements to assess that PERS funding status on a going-concern basis, assess progress made in accumulating sufficient assets to pay benefits when due, and make comparisons ampng other PERS and among other employers.

- 12 -

OCMULGEE REGIONAL LffiRARY

EXIllBIT "0"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30, 1996

Note 7: RETIREMENT PLANS

Total unfunded pension benefit obligation ofTRS as of June 30, 1995, was as follows:

Total pension benefit obligation

$ 17,442,607,000.00

Net assets available for benefits, at cost

15,857,066,000.00

Unfunded pension benefit obligation

$ 1.585,541.000.00

The measurement ofthe total pension benefit obligatipn is based on an actuarial valuation as of June 30, 1995. Net assets available to pay pension benefits were valued as of the same date. TRS does not make separate measurements of assets and pension benefit obligation for individual employers.

Total contributions from all employers to TRS for fiscal year ended June 30, 1996, were $607,275,000.00. The Library's contribution for the year ended June 30, 1996, of $41,622.89 was actuarially determined and represented .0069% oftotal contributions made by all participating employers.

Ten year historical trend information is presented in the 1996 TRS Component Unit Financial Report. This information is useful in assessing TRS's accumulation of sufficient assets to pay pension benefits as they become due.

Note 8: SURETY BONDS

All employees ofthe Library are bonded in the amount of$30,000.00 with the S1. Paul Property and Liability Insurance Company, 81. Paul, Minnesota, their Bond No. 400HX1507, on which premium was paid through August 21, 1996.

- 13 -

OCMULGEE REGIONAL LIBRARY COMBINING BALANCE SHEET SPECIAL REVENUE FUND JUNE 30,1996

EXHIBIT"E"

ASSETS Cash and Cash Equivalents

LOTTERY PROGRAM

LIBRARY SERVICES AND

CONSTRUCTION ACT

TITLE I

TITLE VI

PUBLIC

LIBRARY

LIBRARY

LITERACY

SERVICES

PROGRAM

TOTALS JUNE 30,1996 JUNE 30,1995

$

0.00 $

0.00 $

305.80 $

305.80 $ _ _7.,.6..2...3...8...0.

LIABILITIES AND FUND EQUITY

LIABILITIES

Accounts Payable

FUND EqUITY

Fund Balances

Reserved

For Continuation of Federal Programs

Unreserved

Undesignated

$

Total Fund Equity

$

Total Liabilities and Fund Equity $

0.00 $ 0.00 $
0.00 $

$ _ _1~,565=.:.:..7..;;.,6

$
..;;.O.:.::.OO~
0.00 $

305.80 $ 0.00
305.80 $

305.80 $

6,058.04

0.00

0.00

305.80 $ _ _6;,:,.,058;';"';"0"",04.;.

0.00 $

305.80 $

305.80 $

7-.:;.623-..-.8.0...

See notes to the general purpose financial statements.

-14 -

OCMULGEE REGIONAL LIBRARY COMBINING STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES
SPECIAL REVENUE FUND YEAR ENDED JUNE 30,1996

EXHIBIT-P

"

LIBRARY SERVICES AND

CONSTRUCTION ACT

TITLE I

TITLE VI

PUBLIC

LIBRARY

TOTALS

LOTIERY

LIBRARY

LITERACY

YEAR ENDED

PROGRAM

SERVICES

PROGRAM JUNE 30,1996 JUNE 30,1995

REVENUES

State Funds Federal Funds

$ 10,000.00

$

$ 31,000.00 $ 36,300.00

10,000.00 $ 100,976.05

67,300.00

66,575.65

Total Revenues

$ 10,000.00 $ 31,000.00 $ 36,300.00 $ n,3OO.00 $ 167,551.70

EXPENDITURES

Current Program Services Circulation Administration

$ 2O,1n.20 $ 15,294.23 $

3,578.65

$ 10,000.00

12,878.39

21,123.n

35,471.43 $ 3,578,65
44,002.16

33,355.31 3,576.58
138,574.36

Total Expenditures

$ 10,000.00 $ 36,634.24 $ 36,418.00 $ 83,052.24 $ 175,506.25

Excess of Revenues over (under) Expenditures $

0.00 $ -5,634.24 $

-118.00 $

-5,752.24 $

-7,954.55

FUND BALANCE JULY 1

0.00

5,634.24

423.80

6,058.04

14,012.59

FUND BALANCE JUNE 30

$ _ _.._0;,;;.0.0. $

0.00 $

305.80 $ _ _,;;,;305;;,;;;,;;..80. $

6,:,;;, 058,;;;;, ;;;, ;,;.04-.

See notes to the general purpose financial statements.

-15-

OCMULGEE REGIONAL LIBRARY SCHEDULE OF FEDERAL FINANCIAL ASSISTANCE
YEAR ENDED JUNE 30, 1996

SCHEDULE "1"

FUNDING AGENCY PROGRAM/GRANT
Education, U, S. Department of Direct Ubrary Services and Construction Act TrtJe VI - Ubrary Literacy Program 1995 Grant 1996 Grant
Through Georgia Department of Education Ubrary Services and Construction Act TrtJe I - Public Ubrary Services 1995 Institutions Grant 1995 Carry-Over Basic Grant
Total Federal Financial Assistance

CFDA NUMBER

FEDERAL REVENUE IN PERIOD

EXPENDITURES IN PERIOD

84.167 $ 84.167

10,000.00 $ 26,300.00

10,423.80 25,994.20

84.034 84.034

12,000.00 19,000.00

17,634.24 19,000.00

$

67,300.00 $===73~,=05=2=.2=4

The Ubrary had no major programs as defined by the Single Audit Act of 1984.

See notes to the general purpose financial statements. - 16 -

OCMULGEE REGIONAL LIBRARY CASH AND CASH EQUIVALENTS
JUNE 30. 1996
INTEREST BEARING ACCOUNTS
Citizens Bank and Trust, Eastman, Georgia
Money Market Account (3.20%) N.O.W. Accounts (2.60%) Passbook Savings Accounts (3.20%)

SCHEDULE "2"

$

2,606.21

34,706.25

1,509.31

$ 38,821.n

See notes to the general purpose financial statements.

- 17 -

OCMULGEE REGIONAL LIBRARY SCHEDULE OF STATE REVENUE
YEAR ENDED JUNE 30,1996

SCHEDULE "3"

AGENCYIFUNDING
GRANTS Community Affairs, Georgia Department of Through Dodge County Board of Commissioners Governor's Emergency Fund Expansion Project Heating and Air Conditioning Repairs
Education, Georgia Department of Public Libraries Salaries and Travel Library Materials Maintenance and Operations Lottery Program Technology Installation

GOVERNMENTAL FUND TYPES

SPECIAL

GENERAL

REVENUE

FUND

FUND

TOTAL

$

9,000.00

35,000.00

$ 9,000.00 35,000.00

295,527.36 37,751.00 31,151.00
-----$

295,527.36 37,751.00 31,151.00
10,000.00 . 10,000.00

$ 408,429.36 $ 10,000.00 $ 418,429.36

See notes to the general purpose financial statements.

- 18 -

OCMULGEE REGIONAL LIBRARY SCHEDULE OF OTHER REVENUE
YEAR ENDED JUNE 30. 1996
LOCAL SOURCES Boards of Education Bleckley County Dodge County Telfair County Wilcox County City Governments Cochran Eastman County Governments Boards of Commissioners Bleckley Dodge Telfair Wilcox Public Libraries Bleckley County Dodge County Pulaski County Telfair County Wilcox County
OTHER SOURCES Donations Interest Earned Photocopy Sales Other

SCHEDULE "4"

GOVERNMENTAL FUND TYPE GENERAL FUND

$

900.00

12,895.44

4,961.64

2,261.64

5,169.89 10,755.20

4,818.36 11,583.00 4,962.00 4,445.28
34,248.08 16,357.58
9,000.00 14,965.26
5,541.84

1,212.54 1,483.23
985.00 3,696.07

$ ===1=5=,0,=24=2=.0=5

See notes to the general purpose financial statements. - 19 -

OCMULGEE REGIONAL LIBRARY SCHEDULE OF EXPENDITURES BY OBJECT
GOVERNMENTAL FUND TYPES YEAR ENDED JUNE 30, 1996

SCHEDULE "5"

EXPENDITURES
Operating Costs Salaries Employee Benefits Travel of Employees Professional and Technical Services Property Services Supplies Ubrary Books and Materials Communications and Insurance Dues and Fees Other Expenditures
Nonoperating Costs Equipment
Total Expenditures

GENERAL FUND

SPECIAL REVENUE
FUND

TOTAL

$ 346,075,06 $
98,263.97 7,290.23 1,129.33
19,150.23 3,170.49
37,251.00 7,360.20 400.00 839.88

30,700.00 $
7,242.08 2,577.59
4,108.67 18,297.90
957.03
1,087.08

376,775.06 105,506.05
9,867.82 1,129.33 19,150.23 7,279.16 55,548.90 8,317.23
400.00 1,926.96

2,486.60

18,081.89

20,568.49

$ 523,416.99 $

83,052.24 $ 606,469.23

See notes to the general purpose financial statements. - 20 -

OCMULGEE REGIONAL LIBRARY SCHEDULE OF EXPENDITURES BY OBJECT
LOTTERY PROGRAM YEAR ENDED JUNE 30, 1996
EXPENDITURES Nonoperating Costs Equipment

SCHEDULE "6"
TECHNOLOGY INSTALLATION $====10=,0==:0:=0=,0=,=0

See notes to the general purpose financial statements. - 21 -

OCMULGEE REGIONAL LIBRARY MEMBERSHIP OF LIBRARY BOARD
YEAR ENDED JUN~ 30. 1996
BOARD MEMBER ADDRESS
Mrs. Mildred McCranie, Chairperson (*) 600 9th Avenue Eastman, Georgia 31023
Mrs. Gwen Adams (*) 304 Church Street Abbeville, Georgia 31001
Mr. Earl Cannon (*) Route 2, Box 1220 Abbeville, Georgia 31001
Mrs. Caroline Conner (*) 108 Clark Drive Hawkinsville, Georgia 31036
Mrs. Doris Griffin (*) 1104 Lynn Place Cochran, Georgia 31014
Mr. H. Frederick Mullis (*) 304 Oak Street Eastman, Georgia 31023
Mrs. Joann Padgett (*) P. O. Box 133 Cochran, Georgia 31014
Mr. E. C. Ryals, III (*) 1006 Redbud Road McRae, Georgia 31055
Mrs. Mary Lynde Way (*) McCormick Avenue Hawkinsville, Georgia 31036
Mrs. Ruby White (*) Route 2, Box 4-B McRae, Georgia 31055
Mrs. Marjorie Wimberly Route 1, Box 2205 Jim Wimberly Road Cochran, Georgia 31014
(*) Denotes Board Members Serving as of June 30, 1996

See notes to the general purpose financial statements.

- 22 -

SCHEDULE '7"

OCMULGEE REGIONAL LIBRARY SCHEDULE OF SALARIES AND TRAVEL
YEAR ENDED JUNE 30,1996

SCHEDULE "8"

"
PERSONNEL

Bartlett, Cranford, Durr, Flowers, Gay, Harrell, Johnson, Kersey, Kersey, Morgan, Noles, Richards, Sheffield, Smith, Welch, Whigham, Wilson, Wrights,

UllianE. Beth L. BettyJ. Johnny Carolyn Lewis E. NeIlC. Evelyn Jane Stephanie D. Harris Jr. EmilyS. Stephen F. Christy M. Barbara Dorothy R. John S. David C. Kathy

POSITION

SALARIES

TRAVEL

Clerk

$

Clerk

Assistant Director

Custodian

Extension Services Ubrarian

Audio-Visual Librarian

Branch Manager

Branch Manager

Clerk

Technical Services Librarian

Administrative Assistant

Circulation Librarian

Clerk

Branch Manager

Literacy Coordinator

Assistant Director

Director

Assistant Branch Director

722.50 3,837.78 45,836.40 10,808.04 15,183.96 36,429.00 $ 5,148.00 6,047.30 4,369.00 37,503.60 12,480.00 43,636.40 4,946.28 15,896.04 20,300.00 41,034.80 62,736.40 9,859.56

91.75
267.50 650.50
1,988.32 1,209.15 5,660.60

$

376,775.06 $===9=,8=6=7=:.8=2

See notes to the general purpose financial statements.
- 23-

SECTION II COMPLIANCE

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

DEPARTMENT OF AUDITS
254 Washington Street, S.w., Suite 214 Atlanta, Georgia 30334-8400
March 7, 1997

Honorable Zell Miller, Governor Members of the General Assembly Members ofthe State Board ofEducation
and Director and Members of the Ocmu1gee Regional Library Board
COMPLIANCE REPORT BASED ON AN AUDIT OF THE FINANCIAL STATEMENTS PERFORMED IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS
Ladies and Gentlemen:
We have audited the general purpose financial statements of the Ocmulgee Regional Library as of and for the year ended June 30, 1996, and have issued our report thereon dated March 7, 1997. This report was qualified for a departure from generally accepted accounting principles, as identified in the auditor's report on the general purpose financial statements.
We conducted our audit in accordance with generally accepted auditing standards and Government Auditing Standards, issued by the Comptroller General of the United States. Those standards require that we plan and perform the audit to obtain reasonable assurance about whether the general purpose financial statements are free of material misstatement.
Compliance with laws, regulations, contracts, and grants applicable to Ocmulgee Regional Library is the responsibility of the Library's management. As part of obtaining reasonable assurance about whether the general purpose financial statements are free of material misstatement, we performed tests of the Library's compliance with certain provisions oflaws, regulations, contracts, and grants. However, the objective of our audit of the financial statements was not to provide an opinion on overall compliance with such provisions. Accordingly, we do not express such an opinion.
The results of our tests disclosed no instances of noncompliance that are required to be reported herein under Government Auditing Standards.

96CRL-10

This report is intended for the information of management, the Federal cognizant audit agency and other

Federal grantor agencies. This restriction is not intended to limit the distribution of this report which is a

matter of public record.

.

Respectfully submitted,
ff~~
Claude L. Vickers State Auditor

CLV:dt 96CRL-IO

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

DEPARTMENT OF AUDITS
254 Washington Street, S.w., Suite 214 Atlanta, Georgia 30334-8400
March 7, 1997

Honorable Zell Miller, Governor Members of the General Assembly Members ofthe State Board ofEducation
and Director and Members of the Ocmulgee Regional Library Board

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

Ladies and Gentlemen:

We have audited the general purpose financial statements of the Ocmulgee Regional Library as of and for the year ended June 30, 1996, and have issued our report thereon dated March 7, 1997. This report was qualified for a departure from generally accepted accounting principles, as identified in the auditor's report on the general purpose financial statements.

We have applied procedures to test the Ocmulgee Regional Library's compliance with the following requirements applicable to each of its Federal financial assistance programs, which are listed in the Schedule ofFederal Financial Assistance, for the year ended June 30, 1996:

(1) Political Activity

(5) Allowable Costs/Cost Principles

(2) Civil Rights

(6) Drug-Free Workplace Act

(3) Cash Management

(7) Audit Follow-UplResolution

(4) Federal Financial Reports

(8) Administrative Requirements

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

96CRL-50

With respect to the items tested, the results of those procedures disclosed no material instances of noncompliance with the requirements listed in the second paragraph of this report. With respect to items not tested, nothing came to our attention that caused us to believe that the Ocmulgee Regional Library had not complied, in all material respects, with those requirements. However, the results of our procedures disclosed an immaterial instance of noncompliance with those requirements, which is described in the Schedule of Findings and Improper or Questioned Costs.
This report is intended for the information of management, the Federal cognizant audit agency and other Federal grantor agencies. This restriction is not intended to limit the distribution of this report which is a matter of public record.
Respectfully submitted,

CLV:dt 96CRL-50

Claude L. Vickers State Auditor

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

DEPARTMENT OF AUDITS
254 Washington Street, S.w., Suite 214 Atlanta, Georgia 30334-8400
March 7, 1997

Honorable Zell Miller, Governor Members of the General Assembly Members ofthe State Board ofEducation
and Director and Members of the Ocmulgee Regional Library Board
SINGLE AUDIT REPORT ON COMPLIANCE WITH SPECIFIC REQUIREMENTS APPLICABLE TO NONMAJOR FEDERAL FINANCIAL ASSISTANCE PROGRAM TRANSACTIONS
Ladies and Gentlemen:
We have audited the general purpose financial statements of the Ocmulgee Regional Library as of and for the year ended June 30, 1996, and have issued our report thereon dated March 7, 1997. This report was qualified for a departure from generally accepted accounting principles, as identified in the auditor's report on the general purpose financial statements.
In connection with our audit of the fiscal year 1996 general purpose financial statements of the Ocmulgee Regional Library and with our consideration of the Library's control structure used to administer Federal financial assistance programs, as required by Office of Management and Budget (OMB) Circular A-128, "Audits of State and Local Governments", we selected certain transactions applicable to certain nonmajor Federal financial assistance programs for the year ended June 30, 1996. As required by OMB Circular A-128, we have perfonned auditing procedures on the selected transactions to test compliance with the requirements governmg:
Types of Services Allowed or Unallowed
Our procedures were substantially less in scope than an audit, the objective of which is the expression of an opinion on the Ocmulgee Regional Library's compliance with these requirements. Accordingly, we do not express such an opinion.

96CRL-120

With respect to the items tested, the results of those procedures disclosed no material instances of noncompliance with the requirements listed in the second paragraph. With respect to items not tested, nothing came to our attention that caused us to believe that the Ocmulgee Regional Library had not complied, in all material respects, with those requirements.
This report is intended for the information of management, the Federal cognizant audit agency and other Federal grantor agencies. This restriction is not intended to limit the distribution of this report which is a matter of public record.
Respectfully submitted,

CLV:dt 96CRL-120

Claude L. Vickers State Auditor

SECTION III INTERNAL CONTROL

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

DEPARTMENT OF AUDITS
254 Washington Street, S.w., Suite 214 Atlanta, Georgia 30334-8400
March 7, 1997

Honorable Zell Miller, Governor Members ofthe General Assembly Members ofthe State Board ofEducation
and Director and Members ofthe Ocmulgee Regional Library Board
REPORT ON INTERNAL CONTROL STRUCTURE IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS
Ladies and Gentlemen:
We have audited the general purpose financial statements of the Ocmulgee Regional Library as of and for the year ended June 30, 1996, and have issued our report thereon dated March 7, 1997. This report was qualified for a departure from generally accepted accounting principles, as identified in the auditor's report on the general purpose financial statements.
We conducted our audit in accordance with generally accepted auditing standards, and Government Auditing Standards, issued by the Comptroller General of the United States. Those standards require that we plan and perform the audit to obtain reasonable assurance about whether the general purpose financial statements are free of material misstatement.
The management ofthe Ocmulgee Regional Library is responsible for establishing and maintaining an internal control structure. In fulfilling this responsibility, estimates and judgments by management are required to assess the expected benefits and related costs of internal control structure policies and procedures. The objectives of an internal control structure are to provide management with reasonable, but not absolute, assurance that assets are safeguarded against loss from unauthorized use or disposition, and that transactions are executed in accordance with management's authorization and recorded properly to permit the preparation ofgeneral purpose financial statements in accordance with generally accepted accounting principles. Because ofinherent limitations in any internal control structure, errors or irregularities may nevertheless occur and not be detected. Also, projection of any evaluation of the structure to future periods is subject to risk that procedures may become inadequate because of changes in conditions or that the effectiveness of the design and operation of policies and procedures may deteriorate.

96ICL-4

In planning and performing our audit ofthe general purpose financial statements of the Ocmulgee Regional Library for the year ended June 30, 1996, we obtained an understanding ofthe internal control structure. With respect to the internal control structure, we obtained an understanding of the design of relevant policies and procedures and whether they have been placed in operation, and we assessed control risk in order to determine our auditing procedure for the purpose of expressing our opinion on the general purpose financial statements and not to provide an opinion on the internal control structure. Accordingly, we do not express such an opmlOn.
We noted certain matters involving the internal control structure and its operation that we consider to be reportable conditions under standards established by the American Institute of Certified Public Accountants. Reportable conditions involve matters coming to our attention relating to significant deficiencies in the design or operation of the internal control structure that, in our judgment, could adversely affect the entity's ability to record, process, summarize, and report financial data consistent with the assertions of management in the general purpose financial statements.
As described in the Schedule ofFindings and Improper or Questioned Costs, reportable conditions were noted in the following control categories:
(1) Accounting Controls (Overall)
(2) Expenditures/LiabilitieslDisbursements
(3) General Fixed Assets
.
A material weakness is a reportable condition in which the design or operation of one or more of the specific internal control structure elements does not reduce to a relatively low level the risk that errors or irregularities in amounts that would be material in relation to the general purpose financial statements being audited may occur and not be detected within a timely period by employees in the normal course of performing their assigned functions.
Our consideration of the internal control structure would not necessarily disclose all matters in the internal control structure that might be reportable conditions and, accordingly, would not necessarily disclose all reportable conditions that are also considered to be material weaknesses as defined above. However, as described in the Schedule of Findings and Improper or Questioned Costs, the following control categories include reportable conditions that are also considered to be material weaknesses:
(1) Accounting Controls (Overall)
(2) General Fixed Assets
These conditions were considered in determining the nature, timing, and extent of the procedures to be performed in our audit ofthe Ocmulgee Regional Library's financial statements and this report does not affect our report thereon dated March 7, 1997.
96ICL-4

This report is intended for the information of management, the Federal cognizant audit agency and other Federal grantor agencies. This restriction is not intended to limit the distribution of this report which is a matter of public record.
Respectfully submitted,

CLV:dt 96ICL-4

Claude L. Vickers State Auditor

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

DEPARTMENT OF AUDITS
254 Washington Street, S.w., Suite 214 Atlanta, Georgia 30334-8400
March 7, 1997

Honorable Zell Miller, Governor Members of the General Assembly Members ofthe State Board ofEducation
and Director and Members ofthe Ocmulgee Regional Library Board
SINGLE AUDIT REPORT ON THE INTERNAL CONTROL STRUCTURE USED IN ADMINISTERING FEDERAL FINANCIAL ASSISTANCE PROGRAMS
Ladies and Gentlemen:
We have audited the general purpose financial statements of the Ocmulgee Regional Library as of and for the year ended June 30, 1996, and have issued our report thereon dated March 7, 1997. This report was qualified for a departure from generally accepted accounting principles, as identified in the auditor's report on the general purpose financial statements.
We conducted our audit in accordance with generally accepted auditing standards; Government Auditing Standards, issued by the Comptroller General of the United States; and the provisions of Office of Management and Budget (OMB) Circular A-128, "Audits of State and Local Governments". Those standards and OMB Circular A-128 require that we plan and perform the audit to obtain reasonable assurance about whether the general purpose financial statements are free of material misstatement.
In planning and performing our audit for the year ended June 30, 1996, we considered the Library's internal control structure in order to determine our auditing procedures for the purpose of expressing our opinion on the Library's general purpose financial statements and to report on the internal control structure in accordance with OMB Circular A-128. This report addresses our consideration of internal control structure policies and procedures relevant to compliance with requirements applicable to Federal financial assistance programs. We have addressed internal control structure policies and procedures relevant to our audit of the general purpose financial statements in a separate report dated March 7, 1997.
The management ofthe Ocmulgee Regional Library is responsible for establishing and maintaining an internal control structure. In fulfilling this responsibility, estimates and judgments by management are required to assess the expected benefits and related costs of internal control structure policies and procedures. The
96ICL-15

objectives of an internal control structure are to provide management with reasonable, but not absolute, assurance that assets are safeguarded against loss from unauthorized use or disposition, that transactions are ex~cuted in accordance with management's authorization and recorded properly to permit the preparation of general purpose financial statements in accordance with generally accepted accounting principles, and that Federal financial assistance programs are managed in compliance with applicable laws and regulations. Because of inherent limitations in any internal control structure, errors, irregularities, or instances of noncompliance may nevertheless occur and not be detected. Also, projection ofany evaluation ofthe structure to future periods is subject to the risk that procedures may become inadequate because of changes in conditions or that the effectiveness of the design and operation of policies and procedures may deteriorate.

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

GENERAL REQUIREMENTS

SPECIFIC REQUIREMENTS

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

(1) Types of Services Allowed or Unallowed
(2) Reporting
(3) Applicable Special Tests and Provisions

(5) Allowable Costs/Cost Principles (6) Drug-Free Workplace Act

(4) Qther Requirements Claims for Advances and Reimbursements

(7) Audit Follow-Up/Resolution

(8) Administrative Requirements

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

During the year ended June 30, 1996, the Qcmulgee Regional Library had no major Federal financial assistance programs and expended 50% of its total Federal financial assistance under the following nonmajor Federal financial assistance program:

Library Services and Construction Act Title I - Public Library Services

We performed tests of controls, as required by QMB Circular A-128, to evaluate the etI:ectiveness of the design and operation of internal control structure policies and procedures that we considered relevant to preventing or detecting material noncompliance with general requirements and specific requirements as

96ICL-15

described above that are applicable to the aforementioned nonmajor Federal financial assistance program. Our procedures were less in scope than would be necessary to render an opinion on these internal control structure policies and procedures. Accordingly, we do not express such an opinion.

We noted a certain matter involving the internal control structure and its operation that we consider to be a reportable condition under standards established by the American Institute of Certified Public Accountants. Reportable conditions involve matters coming to our attention relating to significant deficiencies in the design or operation ofthe internal control structure that, in our judgment, could adversely affect the Library's ability to administer Federal financial assistance programs in accordance with applicable laws and regulations.

As described in the Schedule ofFindings and Improper or Questioned Costs, a reportable condition was noted in the following control category:

Administrative Requirements

A material weakness is a reportable condition in which the design or operation of one or more of the internal control structure elements does not reduce to a relatively low level the risk that noncompliance with laws and regulations that would be material to a Federal financial assistance program may occur and not be detected within a timely period by employees in the normal course of performing their assigned functions.

Our consideration of the internal control structure policies and procedures used in administering Federal financial assistance would not necessarily disclose all matters in the internal control structure that might be reportable conditions and, accordingly, would not necessarily disclose all reportable conditions that are also considered to be material weaknesses as defined above. However, we believe that the reportable condition described above is also considered to be a material weakness.

This report is intended solely for the use ofmanagement, the Federal cognizant audit agency and other Federal

grantor agencies and should not be used for any other purpose. This restriction is not intended to limit the

a distribution ofthis report which is a matter of public record.

~bmtt~ed~'~~___

CLV:dt 96ICL-15

Claude L. Vickers State Auditor

SECTION IV FINDINGS AND IMPROPER OR QUESTIONED COSTS

OCMULGEE REGIONAL LffiRARY SCHEDULE OF FINDINGS AND IMPROPER OR OUESTIONED COSTS
YEAR ENDED JUNE 30,1996
PRIOR YEAR/CURRENT YEAR
ACCOUNTING CONTROLS (OVERALL) - Financial Statements ADMINISTRATIVE REQUIREMENTS - Federal Financial Assistance Inadequate Separation ofDuties Reportable Condition - Material Weakness Audit Control Number 6452-93-01
The audit report for the year ended June 30, 1995, stated that the Library did not provide for adequate separation ofemployee duties in the performance of accounting functions and related procedures. In the year under review, no improvement regarding adequate separation of employee duties was noted. This deficiency was a result of management's decision to limit the number of administrative staff made responsible for accounting functions. Management should periodically review this decision to determine if employee duties can be reassigned to achieve a higher degree of internal control with existing staff.
Note: All Federal Financial Assistance Programs listed in the Schedule of Federal Financial Assistance, Schedule "I" of this report are affected by this finding.
GENERAL FIXED ASSETS Failure to Maintain General Fixed Assets Account Group Financial Statements Reportable Condition - Material Weakness Audit Control Number 6452-93-02
The audit report for the year ended June 30, 1995, noted that the management of the Ocmulgee Regional Library had chosen not to maintain a system-wide General Fixed Assets Account Group within the formal accounting records as required by generally accepted accounting principles. In the year under review, the Library did not establish a General Fixed Assets Account Group within the formal accounting records. This condition results in the general purpose financial statements of the 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 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 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.
- 1-

OCMULGEE REGIONAL LmRARY SCHEDULE OF FINDINGS AND IMPROPER OR OUESTIONED COSTS
YEAR ENDED JUNE 30. 1996
PRIOR YEAR/CURRENT YEAR
CASH MANAGEMENT Excessive Cash Balances Federal Financial Assistance Nonmaterial Noncompliance Audit Control Number 6452-94-01
The audit report for the year ended June 30, 1995, stated that a review of cash management procedures for the Title I - Public Library Services Program (CFDA 84.034) disclosed that cash draws utilizing DE Form 0147, "Quarterly Report of Expenditures and Estimated Requirements for Grant Funds", were made in advance ofimmediate cash needs, resulting in the accumulation ofexcessive cash balances. For the year under review, audit tests of cash management procedures again revealed excessive cash balance accumulations by the Library. During fiscal year 1996, the program had an average cash balance of$1,574.17 with excessive ending monthly cash balances in seven months. The excessive balances are a result of management's failure to adequately forecast the cash needs ofthis program. Procedures should be implemented to minimize the time elapsing between the transfer of funds from the Georgia Department ofEducation and disbursement of such funds by the Library.
CURRENT YEAR
EXPENDITURESILIABILITIESIDISBURSEMENTS Failure to Submit Travel Expense Reports Timely Financial Statements Reportable Condition Nonmaterial Noncompliance Audit Control Number 6452-96-01
The Director received $500.00 per month for travel advances without completing travel expense reports documenting the travel related subsequent expenditure and/or repayment of unearned advanced funds as required by Chapter 40 of the Financial Management for Georgia Local Units of Administration. In the subsequent period, the Director completed the required reports including odometer reading for reimbursed mileage. However, we could not determine the accuracy of the amounts reimbursed for mileage due to the untimely completion ofthe reports and the failure ofthe Library to maintain a record of the mileage usage for the Library owned vehicle utilized by the Director. The Library Board should review the documentation submitted to determine if a refund is necessary:
Note: The Ocmulgee Regional Library was provided an opportunity to include pertinent comments from the Library's management concerning these audit findings, conclusions and recommendations. The Library has elected not to provide comments for inclusion in this report.
-2-