Audit report, Piedmont Regional Library, Winder, Georgia, year ended June 30, 1997

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AUDIT REPORT PIEDMONT REGIONAL LIBRARY
WINDER, GEORGIA YEAR ENDED JUNE 30, 1997

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

PIEDMONT REGIONAL LIDRARY - 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

COMBINED STATEMENT OF REVENUES, EXPENSES AND

CHANGES IN FUND BALANCES

FIDUCIARY FUND TYPE - NONEXPENDABLE TRUST FUNDS

6

E

COMBINED STATEMENT OF CASH FLOWS

FIDUCIARY FUND TYPE - NONEXPENDABLE TRUST FUNDS

7

F NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

9

ADDITIONAL FINANCIAL INFORMATION

COMBINING STATEMENTS

SPECIAL REVENUE FUND

G

COMBINING BALANCE SHEET

16

H

COMBINING STATEMENT OF REVENUES, EXPENDITURES AND

CHANGES IN FUND BALANCES

17

FIDUCIARY FUND TYPE

I

COMBINING BALANCE SHEET

18

SCHEDULES

SCHEDULE OF REVENUE

1

STATE

19

2

FEDERAL

20

3 SCHEDULE OF EXPENDITURES

LOTTERY PROGRAM

21

4 SCHEDULE OF SALARIES AND TRAVEL

22

PIEDMONT REGIONAL LffiRARY - TABLE OF CONTENTS -
SECTIONll FINDINGS AND QUESTIONED COSTS SCHEDULE OF FINDINGS AND QUESTIONED COSTS

SECTION I FINANCIAL

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

DEPARTMENT OF AUDITS AND ACCOUNTS
254 Washington Street, S.w., Suite 214 Atlanta, Georgia 30334-8400
May 21,1998

Honorable Zell Miller, Governor Members of the General Assembly Members of the State Board of Technical and Adult Education
and Director and Members of the Piedmont 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-purpose financial statements of the Piedmont Regional Library, as of and for the year ended June 30, 1997, as listed in the table of contents. These general-purpose financial statements are the responsibility of the Piedmont Regional Library's management. Our responsibility is to express an opinion on these general-purpose financial statements based on our audit.
We conducted our audit in accordance with generally accepted auditing standards. 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. 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.
In our opinion, the general-purpose financial statements referred to above present fairly, in all material respects, the financial position of the Piedmont Regional Library as of June 30, 1997, and the results of its operations and the cash flows of its nonexpendable trust funds for the year then ended, in conformity with generally accepted accounting principles.
Our audit was performed for the purpose of forming an opinion on the general-purpose financial statements of the Piedmont Regional Library taken as a whole. The accompanying combining statements (Exhibits G through I) and the financial schedules (Schedules 1 through 4), 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 ofthe general-purpose financial statements and in our opinion, is fairly presented in all material respects in relation to the generalpurpose financial statements taken as a whole.
97ARL-40

A copy of this report has been filed as a permanent record in the office of the State Auditor and made available to the press of the State, as provided for by Official Code of Georgia Annotated Section 50-6-24.
aSUbmitted,

CLV:ds 97ARL-40

Claude L. Vickers State Auditor

PIEDMONT REGIONAL LffiRARY

PIEDMONT REGIONAL LIBRARY COMBINED BALANCE SHEET
ALL FUND TYPES AND ACCOUNT GROUP JUNE 30,1997

ASSETS
Cash and Cash Equivalents
Accounts Receivable
General Fixed Assets Equipment Inexhaustible Collections and Books

GOVERNMENTAL FUND TYPES

SPECIAL

CAPITAL

GENERAL REVENUE PROJECTS

FUND

FUND

FUND

$ 75,905.75 $ 3,823.82 $

0.00

2,116.34

Total Assets

$ 78,022.09 $ 3,823,82 $ ======0=.0=,=0

LIABILITIES AND FUND EQUITY
LIABILITIES
Accounts Payable Expired Grant Balances Payable
Total Liabilities
FUND EQUITY
Investment in General Fixed Assets
Fund Balances Reserved For Endowment Corpus Unreserved Designated for Bookmobile Replacement Undesignated
Total Fund Balances
Total Fund Equity

$ 2,330,65 $ 3,823.82 $ 2,330.65 $ 3,823.82

$ 30,000.00

45,691.44 $

0.00 $

0.00

$ 75,691.44 $

0.00 $

0.00

$ 75,691.44 $

0.00 $

0.00

Total Liabilities and Fund Equity

$ 78,022.09 $ 3,823.82 $ =====0.=00=

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

EXHIBIT"A"

FIDUCIARY FUND TYPE NONEXPENDABLE TRUST FUNDS

ACCOUNT GROUP GENERAL FIXED ASSETS

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

$

2,383.84

$ 82,113.41 $ 90,688.24

2,116.34

1,800.80

$

705,682.56

705,682.56

705,063.56

0.00

0.00

0.00

$ ===~2;;;;,,3~8;,;;;3,;,;;.8;,,;,,4 $

705,682.56 $ 789,912.31 $ 797,552.60

$

6,154.47 $ 11,175.68

397.71

$

6,154.47 $ 11,573.39

$

705,682.56 $ 705,682.56 $ 705,063.56

$

2,200.00

$

2,200.00 $

2,200.00

183.84

30,000.00 45,875.28

30,000.00 48,715.65

$

-=2:l.:,3:..:8:.;:,3:..::.8...:...4

$ 78,075.28 $ 80,915.65

$

-=2:l.:.3:..:8:.;:,3:..::.8...:...4 $

705,682.56 $ 783,757.84 $ 785,979.21

$

2,383.84 $

705,682.56 $ 789,912.31 $ 797,552.60

-3-

PIEDMONT REGIONAL LIBRARY COMBINED STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES
ALL GOVERNMENTAL FUND TYPES YEAR ENDED JUNE 30,1997

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
Residual Equity Transfer

GENERAL FUND

SPECIAL REVENUE
FUND

CAPITAL PROJECTS
FUND

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

$ 308,358,28 $ 6,550,00 $ 15,000.00
116,425.77
$ 424,784,05 $ 21,550.00 $

0,00 $ 0.00 $

314,908,28 $ 15,000.00
116,425,77
446,334.05 $

305,000,05 15,000,00
123,407,31
443,407.36

$ 427,633.44 $ 21,550.00 $

0,00 $

$ 427,633.44 $ 21,550.00 $

$ -2,849.39 $

0.00 $

75,393.74

0.00

3,147,09

0.00 $ 0,00 $ 3,147,09 -3,147.09

449,183.44 $
449,183.44 $ -2,849.39 $ 78,540.83 0.00

157,625.16 84,428.46
100,857.62 103,820.64
11,563,30
458,295,18
-14,887,82
93,428.65

FUND BALANCE JUNE 30

$ 75,691.44 $

0.00 $

0.00 $

75,691.44 $

78,540.83

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

PIEDMONT REGIONAL LIBRARY

EXHIBIT "C"

COMBINED STATEMENT OF REVENUES. EXPENDITURES AND CHANGES IN FUND BALANCES

BUDGET AND ACTUAL

GENERAL AND SPECIAL REVENUE FUNDS

YEAR ENDED JUNE 30. 1997

REVENUES
State Funds Federal Funds Other Funds
Total Revenues
EXPENDITURES
Current Program Services
Excess of Revenues over (under) Expenditures
FUND BALANCE JULY 1. 1996
Adjustments Residual Equity Transfer

GENERAL FUND

BUDGET

ACTUAL

$ 307,174.46 $ 308,358.28 99,471.90 116,425.77
$ 406,646.36 $ 424.784.05

$ 406,646.36 $ 427,633.44

$

0.00 $ -2,849.39

780,457.30 75,393.74

-373.99

3,147.09

SPECIAL REVENUE FUND

BUDGET

ACTUAL

$ 6,550.00

$ 15.000.00

15,000.00

$ 15.000.00 $ 21.550.00

$ 15.000.00 $

$

0.00 $

397.71

-397.71

21.550.00 0.00 0.00

FUND BALANCE JUNE 30,1997

$ 780,083.31 $ 75.691.44

$ ======0=.0.0... $ =========",0=:.0==0

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

PIEDMONT REGIONAL LIBRARY COMBINED STATEMENT OF REVENUES, EXPENSES AND CHANGES IN FUND BALANCES
FIDUCIARY FUND TYPE - NONEXPENDABLE TRUST FUNDS YEAR ENDED JUNE 30,1997

EXHIBIT "D"

OPERATING REVENUES Donations
OPERATING EXPENSES Current Library Books and Materials Operating Income (Loss)
NONOPERATING REVENUES Interest Earned Total Income (Loss)
FUND BALANCE JULY 1

LUCILLE NIX MEMORIAL
FUND

TED E.
ROBERTS BOOK FUND

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

$

0.00 $

0,00 $

0.00 $

600,00

$

0,00 $

111.94 $

111.94 $

106.93

$

0.00 $

-111.94 $

-111.94 $

493.07

65,97

54.99

120,96

76.20

$

65.97 $

-56.95 $

9.02 $

569.27

1,216.63

1,158,19

2,374.82

1,805.55

FUND BALANCE JUNE 30

$

1,282,60 $

1,101.24 $

2,383,84 $ ===2,.",3=7=4.=82=

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

PIEDMONT REGIONAL LIBRARY COMBINED STATEMENT OF CASH FLOWS FIDUCIARY FUND TYPE - NONEXPENDABLE TRUST FUNDS
YEAR ENDED JUNE 30,1997

EXHIBIT"E"

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

LUCILLE NIX MEMORIAL
FUND

TED E. ROBERTS BOOK FUND

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

$

600.00

$

0.00 $

-111.94 $

-111.94

-106.93

$

0.00 $

-111,94 $

-111.94 $

493.07

65.97

54,99

120,96

76.20

$

65,97 $

-56,95 $

9.02 $

569.27

1,216.63

1,158.19

2,374.82

1,805.55

Cash and Cash Equivalents - June 30

$

1,282,60 $

1,101.24 $

2,383.84 $ =====2;;;,0,3:=7=4;;;;.8=2

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

THIS PAGE LEFT BLANK

PIEDMONT REGIONAL LIBRARY

EXHIBIT "F"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30,1997

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
REPORTING ENTITY
The Piedmont 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. 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 17 members; 4 members appointed by the Banks County Library Board, 7 members appointed by the Barrow County Library Board and 6 members appointed by the Jackson County Library Board. The 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 funds for continued.operations and is the lowest level of oversight responsibility for the Library's operations. The Piedmont Regional Library is therefore determined to be a joint venture.
FUND ACCOUNTING
The Library uses funds and an account group to report on its fmancial 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.
The general purpose financial statements account for all State, Federal and Other funds under control ofthe 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.

- 9-

PIEDMONT REGIONAL LIBRARY

EXHIBIT "F"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30, 1997

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
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.
FIDUCIARY FUND TYPE - the trust funds used to account for assets held by a government unit in a trustee capacity or as an agent for individuals, private organizations, other government units and/or other funds. These funds include:
NONEXPENDABLETRUSTFUNDS Lucille Nix Memorial Fund and Ted E. Roberts Book Fund - the funds used to account for endowments ofwhich the corpus is to be invested and preserved intact with the resultant income to be used to purchase books.
ACCOUNT GROUP
GENERAL FIXED ASSETS ACCOUNT GROUP - used to account for all general fixed assets acquired by the Library which includes equipment and inexhaustible collections and books. The land and buildings that house the Library are owned by Barrow County.
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 financing sources) and decreases (i.e., expenditures and other financing uses) in net current assets. Their reported fund balance is considered a measure of available spendable resources.
Liabilities which are expected to be financed from available spendable resources are reported as liabilities in the governmental funds.
Nonexpendable trust funds are accounted for on a flow of economic resources measurement focus. With this measurement focus, all assets and liabilities associated with the operation of these funds are included on the balance sheet. Operating statements present increases (e.g., revenues) and decreases (e.g., expenses) in net total assets.
Governmental funds are accounted for using the modified accrual basis of accounting under which:
- 10-

PIEDMONT REGIONAL LIBRARY

EXHIBIT "F"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30. 1997

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
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.
The accrual basis of accounting, as required by generally accepted accounting principles, is utilized by the nonexpendable trust funds. Under the accrual basis of accounting, revenues are recorded when earned and expenses are recorded at the time liabilities are incurred.
BUDGET
The Piedmont 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 of budget 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 Department of Technical and Adult Education 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.
RECEIVABLES
Receivables consist of grant reimbursements due on Federal, 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.
- 11 -

PIEDMONT REGIONAL LffiRARY

EXHffiIT "F"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30, 1997

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
GENERAL FIXED ASSETS
General fixed assets purchased, including capital outlay costs, are recorded as expenditures in the various funds at the time ofpurchase. All purchased general fixed assets are valued at cost where historical records are available and at estimated historical cost where no historical records exist. Donated general fixed assets are recorded at fair market value as of the date donated. Disposals are deleted at recorded cost. No depreciation has been provided on General Fixed Assets. The cost of normal maintenance and repairs that do not add to the value of the assets or materially extend the useful lives of the assets is not capitalized. The values of inexhaustible collections and books at the Library are not readily determinable, therefore, the Library has not capitalized them.
INTERFUND TRANSACTIONS
The Library has the following types of interfund transactions:
Reimbursements of expenditures/expenses initially made from a fund that are properly applicable to another fund are recorded as expenditures/expenses in the reimbursing fund and as reductions of expenditures/expenses in the fund that is reimbursed.
Residual equity transfers are recorded for nonrecurring or nonroutine permanent transfers of equity.
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 fmancial analysis. Data in these columns do not present fmancial position, results of operations or cash flows in conformity with generally accepted accounting principles, nor is such data comparable to a consolidation. Interfund eliminations have not been made in the aggregation ofthis data.
Note 2: DEPOSITS
COLLATERALIZATION OF DEPOSITS Official Code of Georgia Annotated (OCGA) Section 45-8-12 provides that there shall not be on deposit at any time in any depository for a time longer than ten days a sum of money which has not been secured by surety bond, by guarantee 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 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:

- 12 -

PIEDMONT REGIONAL LIBRARY

EXHIBIT "F"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30, 1997

Note 2: DEPOSITS

(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 ofindebtedness or other direct obligations of the United States or of the State of Georgia,

(4) Bonds, bills, notes, certificates of indebtedness or other obligations of the counties or municipalities of the State of Georgia,

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

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

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

CATEGORIZATION OF DEPOSITS At June 30, 1997, the bank balances were $96,451.86. The bank balances were entirely covered by Federal depository insurance.

Note 3: GENERAL FIXED ASSETS

A summary of changes in the General Fixed Assets Account Group during the fiscal year are as follows: Equipment

Balance July 1, 1996

$ 705,063.56

Additions

1,519.00

Deductions

900.00

Balance June 30, 1997

$ 705,682.56

- 13 -

PIEDMONT REGIONAL LIBRARY

EXHffiIT "F"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30, 1997

Note 4: 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 assets and job related illness 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 torts, assets and natural disaster. 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.

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

Position Covered

Amount

Director Blanket - All Other Employees

$ 10,000.00 $ 10,000.00

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: 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

- 14 -

PIEDMONT REGIONAL LIBRARY

EXHIBIT "F"

NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS

JUNE 30, 1997

Note 6: RETIREMENT PLANS

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 Board of Trustees in accordance with State statute and as advised by their independent actuary. The required employer contribution rate is 11.81% and employer contributions for the current fiscal year and the preceding two fiscal years are as follows:

Fiscal Year

Percentage Contributed

Required Contribution

1997 1996 1995

100% 100% 100%

$ 24,324.96 $ 23,391.37 $ 22,827.57

- 15 -

PIEDMONT REGIONAL LIBRARY COMBINING BALANCE SHEET
SPECIAL REVENUE FUND
JUNE 30, 1997

EXHIBIT"G"

ASSETS Cash and Cash Equivalents

LOTTERY PROGRAM

FEDERAL PROGRAM

TOTALS
JUNE 30,1997 JUNE 30,1996

$

13-.5..6..2... $

3,688.20 $ _ _..3..,8;,;;;2,.3.-.82==$ _ _.,;":7,.4.4.0.,;,;,,.7.7...

LIABILITIES AND FUND EQUITY LIABILITIES
Accounts Payable Expired Grant Balance Payable
Total Liabilities FUND EQUITY
Fund Balances Unreserved Undesignated
Total Liabilities and Fund Equity

$

135.62 $

3,688.20 $

3,823.82 $

7,043.06

397.71

$

135.62 $

3,688,20 $

3,823.82 $

7,440.77

0.00

0.00

0.00

0.00

$

135.62 $ 3,688.20 $

3,823.82 $====.7..,..4...4...0.,.;,;".7;"",7

See notes to the general purpose financial statements.

- 16-

PIEDMONT REGIONAL LIBRARY

EXHIBIT "H"

COMBINING STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES

SPECIAL REVENUE FUND

YEAR ENDED JUNE 30, 1997

REVENUES
State Funds Federal Funds
Total Revenues
EXPENDITURES
Current Program Services Administration
Total Expenditures
Excess of Revenues over (under) Expenditures
FUND BALANCE JULY 1

LOTIERY PROGRAM

FEDERAL PROGRAM

TOTALS YEAR ENDED JUNE 30, 1997 JUNE 30, 1996

$ 6,550.00 $

$ 15,000.00

$ 6,550.00 $ 15,000.00 $

6,550.00 $ 15,000.00
21,550.00 $

9,602.29 15,000.00
24,602.29

$ 6,550.00 $ 15,000.00 $

$ 6,550.00 $ 15,000.00 $

$

0.00 $

0.00 $

0.00

0.00

21,550.00 $
21,550.00 $ 0.00 $ 0.00

24,568.74 33.55
24,602.29
0.00
0.00

FUND BALANCE JUNE 30

$

0.00 $

0.00 $

0.00 $===~O;,;;;'O;,;"O

See notes to the general purpose financial statements.

-17-

PIEDMONT REGIONAL LIBRARY COMBINING BALANCE SHEET
FIDUCIARY FUND TYPE JUNE 30, 1997

EXHIBIT "I"

ASSETS Cash and Cash Equivalents

NONEXPENDABLE TRUST FUNDS

LUCILLE NIX

TED E.

MEMORIAL

ROBERTS

FUND

BOOK FUND

TOTALS JUNE 30, 1997 JUNE 30, 1996

$

1,282.60 $ ====1=,1=0=1.;;:24= $ ===2:0;,3=8=3.=84= $ ===2;:0,3=7=4=.8:=2

FUND EqUITY
Fund Balances Reserved For Endowment Corpus Unreserved Undesignated

$

1,200.00 $

82.60

1,000,00 $ 101.24

2,200,00 $
183.84

2,200.00 174.82

Total Liabilities and Fund Equity

$

1,282.60 $

1,101,24 $

2,383.84 $ ===2;:0,=37=4=,8:=2

See notes to the general purpose financial statements.

-18-

PIEDMONT REGIONAL LIBRARY SCHEDULE OF STATE REVENUE
YEAR ENDED JUNE 30,1997

SCHEDULE "1"

AGENCY/FUNDING
GRANTS Technical and Adult Education, Georgia Department of Public Libraries Salaries and Travel Library Materials Maintenance and Operation Lottery Program Assistive Technology

GOVERNMENTAL FUND TYPES

SPECIAL

GENERAL

REVENUE

FUND

FUND

TOTAL

$ 210,044,28 51,457.00 46,857.00
-----$

$ 210,044.28 51,457.00 46,857.00

6,550.00

6,550.00

$ 308,358.28 $

6,550.00 $ 314,908.28

See notes to the general purpose financial statements.

- 19-

PIEDMONT REGIONAL LIBRARY SCHEDULE OF FEDERAL REVENUE
YEAR ENDED JUNE 30, 1997 .
AGENCY/FUNDING GRANT Education, U. S. Department of Through Georgia Department of Technical and Adult Education Library Services and Construction Act Title I - Public Library Services

SCHEDULE "2"
GOVERNMENTAL FUND TYPE SPECIAL REVENUE FUND
$====15=,0=0=0=,:.0==0

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

PIEDMONT REGIONAL LIBRARY SCHEDULE OF EXPENDITURES
LOTTERY PROGRAM YEAR ENDED JUNE 30. 1997
EXPENDITURES Program Services Books and Materials Supplies Equipment

SCHEDULE "3"

ASSISTIVE TECHNOLOGY

$

825.99

25.63

5,698.38

$

6,550.00

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

PIEDMONT REGIONAL LIBRARY SCHEDULE OF SALARIES AND TRAVEL
YEAR ENDED JUNE 30.1997

SCHEDULE "4"

PERSONNEL

Albritton, Braselton, Duke, Duong, Forrester, Gamer, Harper, Harris, Hayes, Holliday, Holmes, Hoover, Johnson, Krebs, Ray, Roberts, Smith, Stewart, Suggs, Thompson,

Debbie Vickie H. Page E. Tuyen T. Jessica R. Joseph H. Mendalyn J. Harriet H. Sharon G. Sandra R. Nancy M. Anna R.
Jack L.
Jane G. Nancy C. Ted E. Roger D. Summer A. Amanda Rose S.

Total Cash Basis

Accruals June 30,1996 June 30, 1997

POSITION
Clerk Circulation Desk Aide Aide Aide Security Aide Clerk Bookkeeper Cataloger Librarian Librarian Security Clerk Director Former Director Security Aide Aide Secretary

SALARIES

TRAVEL

$

2,068.50

13,650.00

2,263.70

299.25

1,509.32

27.50

2,350.81

4,592.00

5,990.38 $

39,116.20

44,272.00

45,732.00

15.00

2,362.50

21,380.83

25,426.80

60.00

454.76

1,479.63

16,392.00

35.50 649.37
22.50 890.12
607.44 . 161.75

$ 229,443.18 $ 2,366.68

-19.50 64.25

$ 229,443.18 $

2,411.43

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

SECTION II FINDINGS AND QUESTIONED COSTS

PIEDMONT REGIONAL LIBRARY SCHEDULE OF FINDINGS AND QUESTIONED COSTS
YEAR ENDED JUNE 30, 1997
PRIOR YEAR
AUDIT FOLLOW-UP/RESOLUTION Inadequate Separation of Duties Finding Resolved Finding Control Number 6072-93-01
The audit report for the year ended June 30, 1996, stated that the Library had not provided for adequate separation of employee duties in the performance of accounting functions and the related procedures for all funds. For the year under review, the Library implemented internal accounting control procedures to provide for adequate separation of employee duties in the performance of the accounting functions and related procedures.
PRIOR YEARJCURRENT YEAR
ACCOUNTING CONTROLS (OVERALL) Board Member Conflict of Interest Finding Resolved Finding Control Number 6072-96-01
The audit report for the year ended June 30, 1996, stated that an employee of the Piedmont Regional Library also served as a Board member of the Piedmont Regional Library Board. This condition also existed for the year under review. Subsequent to the close of the fiscal year, the employee in question resigned from the Library Board.