Troup-Harris-Coweta Regional Library, LaGrange, Georgia, report on audit of the financial statements for the fiscal year ended June 30, 2002

GA .A800
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STATE OF GEORGIA DEPARTMENT OF AUDITS AND ACCOUNTS
I
TROUP-HARRIS-COWETA REGIONAL LIBRARY
LAGRANGE, GEORGIA REPORT ON AUDIT
OF THE FINANCIAL STATEMENTS
FOR THE FISCAL YEAR ENDED JUNE 30, 2002
Russell W. Hinton State Auditor

TROUP-HARRIS-COWETA REGIONAL LIBRARY - TABLE OF CONTENTS -

SECTION I

FINANCIAL

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

EXHIBITS

GENERAL-PURPOSE FINANCIAL STATEMENTS

COMBINED STATEMENTS-OVERVIEW

A

COMBINED BALANCE SHEET

ALL FUND TYPES AND ACCOUNT GROUP

2

B

COMBINED STATEMENT OF REVENUES, EXPENDITURES AND

CHANGES IN FUND BALANCES

ALL GOVERNMENTAL FUND TYPES

AND EXPENDABLE TRUST FUND

4

C

COMBINED STATEMENT OF REVENUES, EXPENDITURES AND

CHANGES IN FUND BALANCES - BUDGET AND ACTUAL

GENERAL AND SPECIAL REVENUE FUNDS

7

D NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

8

ADDITIONAL FINANCIAL INFORMATION

SCHEDULES

SCHEDULE OF REVENUE

1

STATE

16

2

FEDERAL

17

3

LOCAL

18

4 SCHEDULE OF SALARIES AND TRAVEL

19

SECTION II FINDINGS AND QUESTIONED COSTS SCHEDULE OF FINDINGS AND QUESTIONED COSTS

SECTION I FINANCIAL

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

DEPARTMENT OF AUDITS AND ACCOUNTS
254 Washington Street, S.W. Suite 214 Atlanta, Georgia 30334-8400
August 28, 2003

Honorable Sonny Perdue, Governor Members of the General Assembly Members of the Board of Regents of the University System of Georgia
and Director and Members of the Troup-Harris-Coweta 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 ofthe Troup-Harris-Coweta Regional Library, as of and for the year ended June 30, 2002, as listed in the table ofcontents. These general-purpose financial statements are the responsibility of the Troup-Harris-Coweta 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 auditing standards generally accepted in the United States of America. Those standards require that we plan and perform the audit to obtain reasonable assurance about whether the general-purpose financial statements are free ofmaterial 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 a certain accounting practice and policy which, in our opinion, varies in some respects from generally accepted accounting principles. This variance is described as follows:

* The general-purpose financial statements ofthe 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.



2002ARL-42

The aggregate effect on the general-purpose financial statements ofthis variance or omission has not been determined, but is believed to be material.
In our opinion, except for the effects on the general-purpose financial statements of the matter referred to in the third paragraph, the general-purpose financial statements referred to above present fairly, in all material respects, the financial position ofthe Troup-Harris-Coweta Regional Library as of June 30, 2002, and the results of its operations for the year then ended, in conformity with accounting principles generally accepted in the United States of America.
Our audit was performed for the purpose of forming an opinion on the general-purpose financial statements of the Troup-Harris-Coweta Regional Library taken as a whole. The accompanying 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 ofthe general-purpose financial statements ofthe Troup-Harris-Coweta Regional Library. Such information has been subjected to the auditing procedures applied in the audit ofthe general-purpose financial statements and in our opinion, except for the effects of the matter discussed in the third paragraph, such information is fairly stated, 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 ofthe State, as provided for by Official Code ofGeorgia Annotated Section 506-24.

RWH:as 2002ARL-42

State Auditor

TROUP-HARRIS-COWETA REGIONAL LIBRARY

TROUP-HARRIS-COWETA REGIONAL LIBRARY COMBINED BALANCE SHEET
ALL FUND TYPES AND ACCOUNT GROUP JUNE 30, 2002

ASSETS Cash and Cash Equivalents Investments Accounts Receivable Amount to be Provided in Future Years
For Payment of Compensated Absences
Total Assets
LIABILITIES AND FUND EQUITY LIABILITIES
Compensated Absences Deferred Revenue
Total Liabilities FUND EQUITY
Fund Balances Unreserved Undesignated
Total Liabilities and Fund Equity

GOVERNMENTAL FUND TYPES

SPECIAL

GENERAL

REVENUE

FUND

FUND

$ 437,566.02 $

0.00

167,310.07

$ 604,876.09 $ ====0.=00=

$ 604,876.09 $ - - - - -0.0-0

$ 604,876.09 $

0.00

======

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

EXHIBIT"A"

FIDUCIARY FUND TYPE EXPENDABLE TRUST FUND

$

2,016.00

1,252.50

ACCOUNT GROUP
GENERAL LONG-TERM
DEBT

TOTALS (Memorandum Onll} JUNE 30, 2002 JUNE 30, 2001

$ 439,582.02 $ 404,560.04

168,562.57

148,434.48

4,904.89

$ 51,674.79

51,674.79

45,658.19

$

3,268.50 $ 51,674.79 $ 659,819.38 $ 603,557.60

$ 51,674.79 $ $ 51,674.79 $

51,674.79 $ 51,674.79 $

45,658.19 36,879.37
82,537.56

$ _ _ _3_.,_26_8_.5_0

$ 608,144.59 $ 521,020.04

$

3.,268.50 $ 51,674.79 $ 659,819.38 $ 603,557.60

-3-

TROUP-HARRIS-COWETA REGIONAL LIBRARY COMBINED STATEMENT OF REVENUES. EXPENDITURES AND CHANGES IN FUND BALANCES
ALL GOVERNMENTAL FUND TYPES AND EXPENDABLE TRUST FUND YEAR ENDED JUNE 30. 2002

REVENUES
State Funds Federal Funds Local Funds Other Funds
Total Revenues
EXPENDITURES
Current Public Services Technical Services Support Services Maintenance and Operations Information Technology
Total Expenditures
Excess of Revenues over (under) Expenditures
OTHER FINANCING SOURCES {USES)
Net Increase (Decrease) in Fair Value of Investment
Excess of Revenues and Other Financing Sources over (under) Expenditures and Other Financing Uses
FUND BALANCE JULY 1

GOVERNMENTAL FUND

GENERAL

SPECIAL REVENUE

FUND

FUND

$ 626,081.33 $ 63,486.37
503,477.12 47,176.09
$ 1,176,734.54 $ 63,486.37

$ 484,949.86 $ 18,340.35

119,556.87

385,845.76

35,523.28

114,684.36

569.00

9,622.74

$ 1,105,605.85 $ 63,486.37

$ 71,128.69 $

0.00

15,731.86
$ 86,860.55 $ 518,015.54

0.00 0.00

FUND BALANCE JUNE 30

$ 604,876.09 $===o=.o=o

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

EXHIBIT"B"

TYPES TOTAL

FIDUCIARY FUND TYPE EXPENDABLE TRUST FUND

TOTALS

(Memorandum Only)

YEAR ENDED

JUNE 30, 2002

JUNE 30, 2001

$ 626,081.33 63,486.37 503,477.12 47,176.09 $
$ 1,240,220.91 $

$ 69.00

626,081.33 $ 63,486.37
503,477.12 47,245.09

605,770.23 4,770.63
499,803.52 61,150.71

69.00 $ 1,240,289.91 $ 1, 171,495.09

$ 503,290.21 $ 119,556.87 421,369.04 114,684.36 10,191.74
$ 1,169,092.22 $
$ 71,128.69 $

0.00 $

503,290.21 $ 119,556.87 421,369.04 114,684.36
10,191.74

555,151.62 115,731.74 395,600.70 112,254.91
783.41

0.00 $ 1,169,092.22 $ 1, 179,522.38

69.00 $

71,197.69 $

-8,027.29

15,731.86 _ _ _1_9_5._00_

15,926.86

18,993.75

$ 86,860.55 $ 518,015.54

264.00 $ 3,004.50

87,124.55 $ 521,020.04

10,966.46 510,053.58

$ 604,876.09 $

3,268.50 $

608, 144.59 $ ==5=21=,0=2=0=.0=4

-5-

TROUP-HARRIS-COWETA REGIONAL LIBRARY COMBINED STATEMENT OF REVENUES. EXPENDITURES AND CHANGES IN FUND BALANCES
BUDGET AND ACTUAL GENERAL AND SPECIAL REVENUE FUNDS
YEAR ENDED JUNE 30, 2002

EXHIBIT "C"

REVENUES
State Funds Federal Funds Local Funds Other Funds
Total Revenues
EXPENDITURES
Current Public Services Technical Services Support Services Maintenance and Operations Information Technology
Total Expenditures
Excess of Revenues over (under) Expenditures
OTHER FINANCING SOURCES (USES)
Other Sources Other Uses
Total Other Financing Sources (Uses)
Excess of Revenues and Other Financing Sources over (under) Expenditures and Other Financing Uses
FUND BALANCE JULY 1. 2001

GENERAL FUND

BUDGET

ACTUAL

$ 626,769.46 $ 626,081.33

478,292.00 49,539.14

503,477.12 47,176.09

$ 1,154,600.60 $ 1,176,734.54

$ 487,103.44 $ 484,949.86

129,178.08

119,556.87

404,014.95

385,845.76

123,324.13

114,684.36

7,594.00

569.00

$ 1,151,214.60 $ 1,105,605.85

$ 3,386.00 $ 71,128.69

$ 15,731.86 $ -3,386.00
$ -3,386.00 $ 15,731.86

$

0.00 $ 86,860.55

0.00

518,015.54

SPECIAL REVENUE FUND

BUDGET

ACTUAL

$ 63,486.37 $ 63,486.37 $ 63,486.37 $ 63,486.37

$ 17,232.37 $

37,154.00

9,100.00

$ 63,486.37 $

$

0.00 $

18,340.35 35,523.28
9,622.74 63,486.37
0.00

$

0.00 $

0.00

0.00

0.00

FUND BALANCE JUNE 30. 2002

$====0=.0=0 $ 604,876.09

$

0.00 $ ====O=.O=O

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

TROUP-HARRIS-COWETA REGIONAL LIBRARY

EXHIBIT "D"

NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30, 2002

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
REPORTING ENTITY
The Troup-Harris-Coweta Regional Library (Library) operates pursuant to Official Code ofGeorgia 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 ofthe departure from generally accepted accounting principles disclosed in these notes, the financial statements of the Library have been prepared in conformity with generally accepted accounting principles as applied to governmental units and unless otherwise disclosed in these notes, the financial statements present all fund types and account groups of the Library.
The Library Board consists of ten members; four members appointed by Coweta County Coordinating Library Board ofTrustees, two members appointed by Harris County Library Board of Trustees, one member appointed by Troup County Board ofCommissioners, one member appointed by Troup County Board of Education, one member appointed by City of Hogansville Library Board of Trustees and one member appointed by City of LaGrange. The Library Board is without authority to determine the amount of its funding, except by submission of budget requests to local governmental units from which the Library receives support and to the State ofGeorgia for State and Federal funding. Membership in the Library and participation in library services is at the discretion of each participating governmental agency. The Library Board has the power to designate management, the power to retain unreserved fund balances of local and other funds for continued operations and is the lowest level ofoversight responsibility for the Library's operations. The TroupHarris-Coweta Regional Library is therefore determined to be a joint venture.
FUND ACCOUNTING
The Library uses funds and an account group to report on its financial position and the results ofits operations. Fund accounting is designed to demonstrate legal compliance and to aid financial management by segregating transactions related to certain governmental functions or activities.
A fund is a separate accounting entity with a self-balancing set of accounts. An account group is a financial reporting device designed to provide accountability for certain assets and liabilities that are not recorded in the funds because they do not directly affect expendable available financial resources.
General Fixed Assets, which includes the Library's inexhaustible collections and books, are recorded as expenditures in the various funds at the time ofpurchase. 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 ofassets acquired by governmental fund types.

- 8-

TROUP-HARRIS-COWETA REGIONAL LIBRARY

EXHIBIT "D"

NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30, 2002

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
The general-purpose financial statements account for all State, Federal, Local and Other funds under control of the Library, in compliance with generally accepted accounting principles applicable to governmental units, unless otherwise disclosed in these notes. Funds and the account group presented in this report are as follows:
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 ofproceeds received from State and Federal sources to accomplish specific objectives and are required to be accounted for separately.
FIDUCIARY FUND TYPE - the trust fund 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. This fund includes:
EXPENDABLE TRUST FUND Endowment Fund - the fund used to account for the principal and earnings which may be expended to provide financial resources to be used whenever an emergency arises in the Library for the purpose of keeping it open continuously.
ACCOUNT GROUP
GENERAL LONG-TERM DEBT ACCOUNT GROUP - A financial reporting device used to account for compensated absences, not appropriately accounted for and recorded in other fund types.
BASIS OF ACCOUNTING
The accounting and financial reporting treatment applied to a fund is determined by its measurement focus. All governmental and expendable trust 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.
-9-

TROUP-HARRIS-COWETA REGIONAL LIBRARY

EXHIBIT "D"

NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30, 2002

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
Liabilities which are expected to be financed from available spendable resources are reported as liabilities in the governmental funds. Other liabilities, which are not expected to be financed from available spendable resources, are reported in the General Long-Term Debt Account Group.
Governmental and expendable trust funds are accounted for using the modified accrual basis of accounting under which:
Revenues are recognized when susceptible to accrual (i.e., when they become both measurable and available). "Measurable" means the amount of the transaction can be determined and "available" means collectible within the current period or soon enough thereafter to be used to pay liabilities of the current period. The Library considers receivables collected within sixty days after year-end to be available and therefore susceptible to accrual. Nonexchange transactions, in which the Library gives (or receives) value without directly receiving (or giving) equal value in exchange, include intergovernmental grants and donations. Revenue from grants and donations is recognized in the fiscal year in which all eligibility requirements have been satisfied.
Expenditures are generally recognized when the related fund liability is incurred.
BUDGET
The Troup-Harris-Coweta 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 on a basis other than generally accepted accounting principles.
The budget process begins when the Library's administration prepares a tentative aggregated budget for the Board's approval. After approval of this tentative budget by the Board, copies are sent to all local funding agencies. After funding approval is received from all local funding agencies, the Board makes revisions as necessary and adopts the budget. The budget is then submitted to the Board of Regents of the University System of Georgia as a part of the Library's annual application for State aid. The Board may increase or decrease the budget at any time during the year. All unexpended budget authority lapses at fiscal year end.
CASH AND CASH EQUIVALENTS
COMPOSITION OF DEPOSITS Cash and cash equivalents consist of cash on hand and demand deposits in authorized financial institutions. Georgia Laws authorize the Library to deposit its funds in one or more solvent banks or insured Federal savings and loan associations.
- 10-

TROUP-HARRIS-COWETA REGIONAL LIBRARY

EXHIBIT "D"

NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30, 2002

Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
INVESTMENTS
COMPOSITION OF INVESTMENTS Investments made by the Library in nonparticipating interest-earning contracts (such as certificates of deposit) and repurchase agreements are reported at cost. Participating interest-earning contracts and money market investments with a maturity at purchase ofone year or less are reported at amortized cost. Both participating interest-earning contracts and money market investments with a maturity at purchase greater than one year and equity investments are reported at fair value. The Official Code ofGeorgia Annotated Section 36-83-4 authorizes the Library to invest its funds. In selecting among options for investment or among institutional bids for deposits, the highest rate ofreturn shall be the objective, given equivalent conditions of safety and liquidity. Funds may be invested in the following:
( 1) Obligations issued by the State of Georgia or by other states,
(2) Obligations issued by the United States government,
(3) Obligations fully insured or guaranteed by the United States government or a United States government agency,
(4) Obligations of any corporation of the United States government,
(5) Prime banker's acceptances,
(6) The Local Government Investment Pool administered by the State of Georgia, Office of Treasury and Fiscal Services,
(7) Repurchase agreements, and
(8) Obligations of other political subdivisions of the State of Georgia.
COMPENSATED ABSENCES
Compensated absences represent obligations of the Library relating to employees' rights to receive compensation for future absences based upon services already rendered. This obligation relates only to vesting accumulating leave in which payment is probable and can be reasonably estimated. No liability has been recorded in the individual funds for the current portion of this obligation as this amount is deemed immaterial to the general-purpose financial statements.

- 11 -

TROUP-HARRIS-COWETA REGIONAL LIBRARY

EXHIBIT "D"

NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30, 2002

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.
Note 2: DEPOSITS AND INVESTMENTS
COLLATERALIZATION OF DEPOSITS Official Code of Georgia Annotated (OCGA) Section 45-8-12 provides that there shall not be on deposit at any time in any depository for a time longer than ten days a sum of money which has not been secured by surety bond, by guarantee of insurance, or by collateral. The aggregate of the face value of such surety bond and the market value of securities pledged shall be equal to not less than 110 percent ofthe public funds being secured after the deduction ofthe amount ofdeposit insurance. Ifa depository elects the pooled method (OCGA 45-8-13.1) the aggregate ofthe market value ofthe securities pledged to secure a pool ofpublic funds shall be not less than 110 percent ofthe daily pool balance. OCGA Section 45-8-11 (b) provides an officer holding public funds may, in his discretion, waive the requirement for security in the case ofoperating funds placed in demand deposit checking accounts.
Acceptable security for deposits consists of any one of or any combination of the following:
(1) Surety bond signed by a surety company duly qualified and authorized to transact business within the State of Georgia,
(2) Insurance on accounts provided by the Federal Deposit Insurance Corporation,
(3) Bonds, bills, notes, certificates of indebtedness or other direct obligations of the United States or of the State of Georgia,
(4) Bonds, bills, notes, certificates of indebtedness or other obligations of the counties or municipalities of the State of Georgia,
- 12 -

TROUP-HARRIS-COWETA REGIONAL LIBRARY

EXHIBIT "D"

NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30, 2002

Note 2: DEPOSITS AND INVESTMENTS

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

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

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

CATEGORIZATION OF DEPOSITS At June 30, 2002, the bank balances were $557,792.85. The amounts ofthe total bank balances are classified into three categories of credit risk:

Category 1 - Cash that is insured (e.g., Federal depository insurance) or collateralized with securities held by the Library or by the Library's agent in the Library's name.
Category 2 - Cash collateralized with securities held by the pledging financial institution's trust department or agent in the Library's name.
Category 3 - Uncollateralized deposits. (This includes any bank balance that is collateralized with securities held by the pledging financial institution, or by its trust department or agent but not in the Library's name.)

The Library's deposits are classified by risk category at June 30, 2002, as follows:

Risk Category

Bank Balance

1

$ 155,873.86

2

0.00

3

401,918.99

Total

$ 557!792.85

CATEGORIZATION OF INVESTMENTS At June 30, 2002, the fair value of the Library's total investments was $114,264.12 and this entire amount consisted ofcommon stock which was insured or registered, or securities held by the Library or its agent in the Library's name.

- 13 -

TROUP-HARRIS-COWETA REGIONAL LIBRARY

EXHIBIT "D"

NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30, 2002

Note 3: RISK MANAGEMENT

The Library is exposed to various risks ofloss related to torts; theft of, damage to, and destruction of assets; errors or omissions; job related illness or injuries to employees; acts of God; and unemployment compensation.

The Library has obtained commercial insurance for risk ofloss associated with torts, assets, errors or omissions, job related illness or injuries to employees and acts of God. 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 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 a surety bond to provide additional insurance coverage as follows:

Position Covered

Amount

All Employees

$ 20,000.00

Note 4: GENERAL LONG-TERM DEBT

The changes in General Long-Term Debt during the fiscal year ended June 30, 2002, were as follows:

Compensated Absences

Balance July 1, 2001

$ 45,658.19

Additions Annual Leave Earned and Utilized (Net)

6,016.60

Balance June 30, 2002

$ 51,674.79

Note 5: ACCUMULATED EMPLOYEES' LEAVE

The Library's full and part-time employees earn annual leave at a rate approved by the Library with a maximum accumulation of 30 days and 15 days respectively. Upon retirement or termination of employment, employees are paid at their current rate ofpay, for unused accumulated leave up to the maximum accumulations. See Note 1 - Compensated Absences

- 14 -

TROUP-HARRIS-COWETA REGIONAL LIBRARY

EXHIBIT "D"

NOTES TO THE GENERAL-PURPOSE FINANCIAL STATEMENTS

JUNE 30, 2002

Note 6: RETIREMENT PLANS

TEACHERS RETIREMENT SYSTEM OF GEORGIA (TRS)

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

TRS CONTRIBUTIONS REQUIRED AND MADE Employees ofthe Library who are covered by TRS are required by State statute to contribute 5% of their 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 9.24% and employer contributions for the current fiscal year and the preceding two fiscal years are as follows:

Fiscal Year

Percentage Contributed

Required Contribution

2002 2001 2000

100% 100% 100%

$ 52,125.60 $ 62,302.69 $ 60,830.55

- 15 -

TROUP-HARRIS-COWETA REGIONAL LIBRARY SCHEDULE OF STATE REVENUE YEAR ENDED JUNE 30, 2002

SCHEDULE "1"

AGENCY/FUNDING
GRANTS Board of Regents of the University System of Georgia Office of Public Library Services Salaries Travel Library Materials Maintenance and Operations

GOVERNMENTAL FUND TYPE GENERAL FUND

$

416,795.08

5,957.63

104,843.62

98,485.00

$ ====6=26=,0=8=1=.3=3

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

TROUP-HARRIS-COWETA REGIONAL LIBRARY SCHEDULE OF FEDERAL REVENUE YEAR ENDED JUNE 30, 2002

SCHEDULE "2"

AGENCY/FUNDING
GRANT Museum and Library Services, Institute of Through Board of Regents of the University System of Georgia Library Services and Technology Act State Library Program

GOVERNMENTAL FUND TYPE SPECIAL REVENUE FUND
$ ======63=,4=86=.3=7

See notes to the general-purpose financial statements. - 17 -

TROUP-HARRIS-COWETA REGIONAL LIBRARY SCHEDULE OF LOCAL REVENUE YEAR ENDED JUNE 30, 2002

SCHEDULE "3"

LOCAL SOURCES Boards of Education Harris County Troup County City Governments Hogansville LaGrange County Governments Harris Troup Public Libraries Grantville Harris County Hogansville Newnan-Coweta County Senoia

GOVERNMENTAL FUND TYPE GENERAL FUND

$

3,490.00

11,454.00

21,453.00 110,200.00

132,742.00 199,519.00

720.00 1,400.00 1,986.00 19,793.12
720.00

$ ====50=3=,4=7=7=.1=2

See notes to the general-purpose financial statements. - 18 -

TROUP-HARRIS-COWETA REGIONAL LIBRARY SCHEDULE OF SALARIES AND TRAVEL YEAR ENDED JUNE 30. 2002

SCHEDULE "4"

NAME

Adams. Allen, Allen, Bailey, Baker Bennett, Bennett, Boyd, Clegg, Cosper, Cotton, Davis, Davis, Dykes, Gates, Gaulding, Gay, Gottshall, Graffagnino, Grieves, Hardy, Hester, Holmes, Huff, Johnson, Jones, Justice, King, Ledford, Marino, Ostendorf, Palmer, Paulsen Pinkston, Quester, Smith, Stevens, Stewart, Wheeler, Williams, Williams, Zeiger, Zens,

Kathryn Ann Juanna L Margaret T Leigh S. JamesW Frank J Ruth L Lori L AmberC Horace E Lawanda A Elaine R Ellen A Shirley L Serene T Jeffery C Patricia L Jane C AnnM Leta M Barbara Charlotte D Crystal D PamelaW AeliR Jeremy L Theresa Michiko Beth Ann Jo Ellen Debra J Jo Ellen Nancy Lea Debra J Samuel Arthur JR Elvira L Brenda Dianne Dottie F Lisa M Betty C Jackie D Tonya Walker Carrie C Clare P

TITLE CATEGORY
Bookmobile Clerical Part Time Clerical Clerical Part Time Clerical Part Time Information Technology Librarian Clerical Part Time Clerical Library Assistant Associate Custodian Clerical Clerical Part Time Clerical Part Time Clerical Clerical Clerical Children's Librarian Branch Manager Branch Assistant Clerical Tech Service Clerical Bookkeeper Clerical Reference Librarian Clerical Part Time Security Clerical Part Time Clerical Clerical Part Time Clerical Director Library Assistant Clerical Part Time Security Clerical Part Time Clerical Library Assistant Associate Library Associate Custodian Clerical Clerical Branch Director Branch Director

Unidentified Variance

Totals per Report

See notes to the general-purpose financial statements.

-19-

SALARIES

TRAVEL

$ 17,808.88 $ 5,536.78 20,985.20 504.70 1,283.75 59,308.76 4,059.00 276.26 306.00 6,522.50 14,136.68 9,721.92 5,700.00 1,683.50 310.38 2,151.52
56.708.84 12,498.72 36,276.96
1,534.00 1,063.29 23,388.80 1,204.00 50,092.44 3,670.00
435.00 5,129.28 4,181.13 5,112.00 26,166.00 70,084.72 9,666.40
576.80 1,370.00 4,443.34 17,818.00
576.80 2,588.84 6,455.00 17,278.08 16,231.00 57,308.84 57,308.84

230.00 82.28
1,374.39 178.08 49.32 236.60
61.32 3,826.44
45.04 437.92

$ 639,462.95 $ 6,521.39

-930.12

$ 638,532.83 $ ===6,=52=1.=39=

SECTION II FINDINGS AND QUESTIONED COSTS

TROUP-HARRIS-COWETA REGIONAL LIBRARY SCHEDULE OF FINDINGS AND QUESTIONED COSTS
YEAR ENDED JUNE 30, 2002
PRIOR YEAR/CURRENT YEAR
GENERAL FIXED ASSETS Failure to Maintain General Fixed Assets Account Group Finding Control Number: 7412-93-02
The audit report for the year ended June 30, 2001 noted that the management of the Troup-HarrisCoweta 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 ofa General Fixed Assets Account Group. These subsidiary records should include an inventory ofland, 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.