{"response":{"docs":[{"id":"dlg_ggpd_y-ga-ba800-b-pr1-be26-bb98-b1998-h99","title":"Audit report, Butts County Board of Education, Jackson, Georgia, year ended June 30, 1999, June 30, 1999","collection_id":"dlg_ggpd","collection_title":"Georgia Government Publications","dcterms_contributor":["Georgia. Department of Audits and Accounts.","Georgia. Department of Audits."],"dcterms_spatial":["United States, Georgia, Butts County, 33.28785, -83.95717"],"dcterms_creator":["Georgia. Department of Audits"],"dc_date":["1999-06-30"],"dcterms_description":["Ceased with year ended June 30, 1999.","Report year covers fiscal year.","Year ended June 30, 1995-year ended June 30, 1996 appear to be issued by Georgia. Department of Audits and Accounts, but issuing body is still presented on some sources as: Georgia. Department of Audits.","Has supplements: Supplementary information, Butts County Board of Education, Jackson, Georgia, summary and schedule of salaries and travel, -year ended June 30, 1998; Butts County Board of Education, Jackson, Georgia, schedule of salaries and travel, year ended June 30, 1999.","Year ended June 30, 1994 (online surrogate); title from PDF cover (Georgia Government Publications database, viewed September 28, 2022).","Year ended June 30, 1999 (online surrogate); (Georgia Government Publications database, viewed September 28, 2022)."],"dc_format":["application/pdf"],"dcterms_identifier":null,"dcterms_language":["eng"],"dcterms_publisher":["Atlanta, Ga. : Dept. of Audits and Accounts"],"dc_relation":null,"dc_right":["http://rightsstatements.org/vocab/InC/1.0/"],"dcterms_is_part_of":null,"dcterms_subject":["Auditors' reports--Georgia","Financial statements--Georgia","Butts County (Ga.). Board of Education--Appropriations and expenditures"],"dcterms_title":["Audit report, Butts County Board of Education, Jackson, Georgia, year ended June 30, 1999, June 30, 1999"],"dcterms_type":["Text"],"dcterms_provenance":["University of Georgia. Map and Government Information Library"],"edm_is_shown_by":["https://dlg.galileo.usg.edu/do:dlg_ggpd_y-ga-ba800-b-pr1-be26-bb98-b1998-h99"],"edm_is_shown_at":["https://dlg.galileo.usg.edu/id:dlg_ggpd_y-ga-ba800-b-pr1-be26-bb98-b1998-h99"],"dcterms_temporal":null,"dcterms_rights_holder":["\u0026copy; Georgia Department of Audits"],"dcterms_bibliographic_citation":null,"dlg_local_right":null,"dcterms_medium":["state government records"],"dcterms_extent":null,"dlg_subject_personal":null,"iiif_manifest_url_ss":null,"dcterms_subject_fast":null,"fulltext":"'\"I \n)00 \n~l \n2b \nq~ \nIQg-CfQ \n \nAUDIT REPORT BUTTS COUNTY BOARD OF EDUCATION \nJACKSON, GEORGIA YEAR ENDED JUNE 30, 1999 \n \n\\,-~ \n \nJ \n \nSTATE OF GEORGIA DEPARTMENT OF AUDITS AND ACCOUNTS \n254 WASHINGTON STREET \nATLANTA, GEORGIA 30334-8400 \n \n BUTTS COUNTY BOARD OF EDUCATION -TABLEOFCONTENTS- \n \nSECTION I \n \nFINANCIAL \n \nINDEPENDENT AUDITOR'S COMBINED REPORT ON GENERAL PURPOSE FINANCIAL STATEMENTS AND SUPPLEMENTARY INFORMATION SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS \n \nEXHIBITS \n \nGENERAL PURPOSE FINANCIAL STATEMENTS \n \nCOMBINED STATEMENTS - OVERVIEW \n \nA \n \nCOMBINED BALANCE SHEET \n \nALL FUND TYPES AND ACCOUNT GROUP \n \n2 \n \nB \n \nCOMBINED STATEMENT OF REVENUES, EXPENDITURES AND \n \nCHANGES IN FUND BALANCES \n \nALL GOVERNMENTAL FUND TYPES \n \n4 \n \nC \n \nCOMBINED STATEMENT OF REVENUES, EXPENDITURES AND \n \nCHANGES IN FUND BALANCES - BUDGET AND ACTUAL \n \n(NON-GAAP BASIS) \n \nGENERAL AND SPECIAL REVENUE FUNDS \n \n7 \n \nD NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \n8 \n \nADDmONAL FINANCIAL INFORMATION \n \nCOMBINING STATEMENTS \n \nSPECIAL REVENUE FUND \n \nE \n \nCOMBINING BALANCE SHEET \n \n20 \n \nF \n \nCOMBINING STATEMENT OF REVENUES, EXPENDITURES \n \nAND CHANGES IN FUND BALANCES \n \n21 \n \nCAPITAL PROJECTS FUND \n \nG \n \nCOMBINING BALANCE SHEET \n \n22 \n \nH \n \nCOMBINING STATEMENT OF REVENUES, EXPENDITURES \n \nAND CHANGES IN FUND BALANCES \n \n24 \n \nSCHEDULES \n \n1 SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS \n \n26 . \n \n2 SCHEDULE OF STATE REVENUE \n \n28 \n \n3 SCHEDULE OF APPROVED LOCAL OPTION SALES TAX PROJECTS \n \n29 \n \n4 SCHEDULE OF EXPENDITURES \n \nLOTTERY PROGRAMS \n \n30 \n \nANALYSIS OF MINIMUM EXPENDITURE REQUIREMENTS \n \nGENERAL FUND - QUALITY BASIC EDUCATION PROGRAMS \n \n5 \n \nOVERALL \n \n31 \n \n6 \n \nBY PROGRAM \n \n32 \n \n BurrS COUNTY BOARD OF EDUCATION - TABLE OF CONTENTS - \nSECTIONll COW\u003eLIANCE AND INTERNAL CONTROL REPORTS REPORT ON COW\u003eLIANCE AND ON INTERNAL CONTROL OVER FINANCIAL REPORTING BASED ON AN AUDIT OF FINANCIAL STATEMENTS PERFORMED IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS REPORT ON COMPLIANCE WITH REQUIREMENTS APPLICABLE TO EACH MAJOR PROGRAM AND INTERNAL CONTROL OVER COW\u003eLIANCE IN ACCORDANCE WITH OMB CIRCULAR A-B3 \nSECTION ill AUDITEE'S RESPONSE TO PRIOR YEAR FINDINGS AND QUESTIONED COSTS SUMMARY SCHEDULE OF PRIOR YEAR FINDINGS AND QUESTIONED COSTS \nSECTIONN FINDINGS AND QUESTIONED COSTS SCHEDULE OF FINDINGS AND QUESTIONED COSTS \n \n SECTION I FINANCIAL \n \n RUSSELL W. HINTON \nSTATE AUDITOR \n(404) 6562174 \n \nDEPARTMENT OF AUDITS AND ACCOUNTS \n254 Washington Street, S.w., Suite 214 Atlanta, Georgia 30334-8400 \nApril 20, 2000 \n \nHonorable Roy E. Barnes, Governor Members ofthe General Assembly Members of the State Board of Education \nand Superintendent and Members of the Butts County Board of Education \nINDEPENDENT AUDITOR'S COMBINED REPORT ON GENERAL PURPOSE FINANCIAL STATEMENTS AND SUPPLEMENTARY INFORMATIONSCHEDULE OF EXPENDITURES OF FEDltRAL AWARDS \nLadies and Gentlemen: \nWe have audited the accompanying general purpose financial statements of the Butts County Board of Education, as of and for the year ended June 30, 1999, as listed in the table of contents. These general purpose financial statements are the responsibility of the Butts County Board of Education's management. Our responsibility is to express an opinion on these general purpose financial statements based on our audit. \nExcept as discussed in the following paragraph, we conducted our audit in accordance with generally accepted auditing standards and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States. Those standards require that we plan and perform the audit to obtain reasonable assurance about whether the financial statements are free 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. \nWe did not observe the taking of either the Federal donated commodities inventory or purchased foods inventory at June 30, 1999, nor could we satisfy ourselves as to the accuracy of the amounts stated as inventories through alternative procedures. \nAs described'in the notes to the general purpose financial statements, the Board's financial statements have been prepared using certain accounting practices and policies which, in our opinion, vary in some respects from generally accepted accounting principles. These variances are described as follows: \n \n99ARL-13 \n \n * The general purpose financial statements of the Board did not contain a General Fixed Assets \nAccount Group to account for property and equipment owned by the Board which should be included to conform to generally accepted accounting principles. \n* The Board did not report compensated absences within the general purpose financial statements as \nrequired by generally accepted accounting principles. \n* School activity accounts maintained at the individual schools are not included in the general purpose \nfinancial statements. To conform to generally accepted accounting principles, these accounts should be included in the general purpose financial statements. \n* The Board did not recognize as expenditures, in the year ended June 30, 1999, a portion of salaries \nand the corresponding employer's cost ofrelated benefits earned for contractual services completed prior to June 30, 1999. Also funds received, subsequent to June 30, 1999, from the Georgia Department of Education for the State's share of these unrecorded salaries and related benefits were not recorded as revenue in the year under review. Conversely, the similar expenditures and related revenues for contractual services completed prior to June 30, 1998, were improperly recorded in the year ended June 30, 1999. To conform to generally accepted accounting principles, revenues should be recorded when available and measurable and expenditures should be recorded when incurred, rather than when funds are received or disbursed. \nThe aggregate effects on the general purpose financial statements of these variances or omissions have not been determined, but are believed to be material. \nIn our opinion, except for the effects of such adjustments, if any, on the Special Revenue Fund, as might have \nbeen determined to be necessary had we been able to satisfy ourselves as to the accuracy of the food service inventories as discussed in the third paragraph, and except for the effects on the general purpose financial statements of the matters referred to in the preceding paragraph, the general purpose financial statements referred to above present fairly, in all material respects, the financial position of the Butts County Board of Education as of June 30, 1999, and the results of its operations for the year then ended, in conformity with generally accepted accounting principles. \nIn accordance with Government Auditing Standards, we have also issued our report dated April 20,2000, on \nour consideration ofthe Butts County Board ofEducation's internal control over financial reporting and our tests of its compliance with certain provisions of laws, regulations, contracts and grants. \nOur audit was performed for the purpose of forming an opinion on the general purpose financial statements ofthe Butts County Board ofEducation taken as a whole. The accompanying combining statements (Exhibits E through H) and the financial schedules (Schedules 1 through 6), which includes the Schedule of Expenditures of Federal Awards as required by U. S. Office of Management and Budget Circular A-B3, Audits ofStates, Local Governments, and Non-Profit Organizations, are presented for purposes ofadditional analysis and are not a required part of the general purpose financial statements. Such information has been subjected to the auditing procedures applied in the audit ofthe general purpose financial statements and in our opinion, except for the effect of adjustments, if any, on the Special Revenue Fund, as might have been determined to be necessary had we been able to satisfy ourselves as to the accuracy of the food service \n99ARL-13 \n\" \n \n inventories as discussed in the third paragraph, and except for the effects of the matters referred to in the fourth paragraph, such information is fairly presented in all material respects in relation to the general purpose financial statements taken as a whole. \nA copy of this report has been filed as a permanent record in the office of the State Auditor and made available to the press ofthe State, as provided for by Official Code of Georgia Annotated Section 50-6-24. \nRespectfully submitted, \nw.4~ \nR ssell W. Hinton State Auditor \nRWH:jb 99ARL-13 \n \n BurrS COUNTY BOARD OF EDUCATION \n \n BUTTS COUNTY BOARD OF EDUCATION COMBINED BALANCE SHEET \nALL FUND TYPES AND ACCOUNT GROUP JUNE 30.1999 \n \nASSETS \nCash and Cash Equivalents \nInvestments \nAccounts Receivable \nInventories Food Donated Commodities Purchased Food \nAmount Available in Debt Service Fund \nAmount to be Provided in Future Years For Payment of Bond Debt \n \nGENERAL FUND \n \nGOVERNMENTAL FUND TYPES \n \nSPECIAL \n \nCAPITAL \n \nREVENUE \n \nPROJECTS \n \nFUND \n \nFUND \n \n$ 1,362,210.22 $ 203,674.29 $ 5,401,680.88 \n \n100,000.00 \n \n1,278,280.00 \n \n119,433.52 \n \n340,990.71 \n \n16,574.87 6,055.83 \n \nTotal Assets \n \n$ 2,640,490.22 $ 445,738.51 $ 5,742,671.59 \n \nLIABILITIES AND FUND EQUITY \nLIABILITIES \nAccounts Payable Salaries Payable Expired Grant Balances Payable Retainages Payable General Obligation Bonds Payable \nTotal Liabilities \nFUND EQUITY \nFund Balances Reserved For Bus Replacement Funds For Continuation of Federal Programs For Debt Service For Expired Grant Balances/Questioned Costs For Inventories Food Donated Commodities Purchased Food For Purpose of Bond Issue For SPLOST Projects For State Capital Outlay Projects Unreserved Undesignated \nTotal Fund Equity \n \n$ \n \n30,789.33 \n \n106,627.88 \n \n$ \n \n931.74 \n \n7,844.80 \n \n$ \n \n735.571.28 \n \n$ \n \n931.74 $ 145,262.01 $ \n \n735,571.28 \n \n$ \n \n28,304.04 \n \n16,574.87 6,055.83 \n$ \n \n3,380,086.61 1,627,013.70 \n \n$ 2,639,558.48 $ 2,639,558.48 $ \n \n249.541.76 300,476.50 $ \n \n. 0.00 5.007,100.31 \n \nTotal liabilities and Fund Equity \n \n$ 2.640,490.22 $ \n \nThe notes to the general purpose fi~ncial statements are an integral part of this statement. -2- \n \n445.738.51 $ 5.742,671.59 \n \n EXHIBIT \"A\" \n \nDEBT SERVICE \nFUND \n \nACCOUNT GROUP GENERAL \nLONG-TERM DEBT \n \nTOTALS \n \n(Memorandum Only) \n \nJUNE 30,1999 \n \nJUNE 30,1998 \n \n$ \n \n16,383.99 \n \n$ 6,983,949.38 $ 6,845,588.67 \n \n100,000.00 \n \n4,064,903.45 \n \n1,738,704.23 \n \n1,750,351.47 \n \n$ \n \n16,383.99 \n \n7,103,616.01 \n \n16,574.87 6,055.83 16,383.99 \n7,103,616.01 \n \n25,525.08 11,709.42 16,383.99 \n8.493,616.01 \n \n$ \n \n16,383.99 $ \n \n7,120,000.00 $ 15,965,284.31 $ 21,208,078.09 \n \n$ \n \n30,789.33 $ \n \n34,160.68 \n \n106,627.88 \n \n109,871.60 \n \n8,776.54 \n \n2.410.46 \n \n735,57128 \n \n117,249,55 \n \n$ \n \n7,120,000.00 \n \n7,120,000.00 \n \n8,510,000.00 \n \n$ \n \n7,120,000.00 $ 8,001,765.03 $ 8,773,692.29 \n \n$ \n \n16,383.99 \n \n0.00 \n \n$ \n \n16,383.99 \n \n$ \n \n21.467.14 \n \n$ \n \n28,304.04 \n \n58,645.47 \n \n16,383.99 \n \n16,383.99 \n \n352.40 \n \n16,574.87 6,055.83 3,380,086.61 1,627,013.70 \n \n25,525.08 11,709.42 7,101,018.37 972,984.89 453,732.27 \n \n2,889,100.24 \n \n3,772,566.77 \n \n$ 7,963,519.28 $ 12,434,385.80 \n \n$ \n \n16,383.99 $ \n \n7,120,000.00 $ 15,965,284.31 $ 21 ,208,078.09 \n \n-3- \n \n Burrs COUNTY BOARD OF EDUCATION COMBINED STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES \nALL GOVERNMENTAL FUND TYPES YEAR ENDED JUNE 30.1999 \n \n EXHIBIT\"B\" \n \nCAPITAL PROJECTS \nFUND \n \nDEBT SERVICE \nFUND \n \nTOTALS \n \n(Memorandum Only) \n \nYEAR ENDED \n \nJUNE 30, 1999 \n \nJUNE 30,1998 \n \n$ 4,146,199.20 \n \n$ 14,904,577.74 $ 10,536,561.61 \n \n1,582,355.84 \n \n1,662,526.84 \n \n65,476.91 $ 1,710,947.50 \n \n6,953,546.60 \n \n7,465,506.06 \n \n326,440.09 \n \n903,907.75 \n \n738,624.41 \n \n$ 4,538,116.20 $ 1,710,947.50 $ 24,344,387.93 $ 20,403,218.92 \n \n$ \n \n20,543.72 \n \n8,408,946.04 $ \n$ 8,429,489.76 $ $ -3,891,373.56 $ \n \n$ \n1,390,000.00 320,197.50 750.00 \n1,710,947.50 $ 0.00 $ \n \n10,809,970.80 $ \n953,558.18 723,979.95 467,728.50 419,833.89 1,305,295.71 112,089.17 1,433,409.50 872,873.33 \n33,411.00 310,656.43 1,103,195.74 8,543,700.95 \n1,390,000.00 320,197.50 750.00 \n28,800,650.65 $ \n-4,456,262.72 $ \n \n9,949,892.35 \n820,386.18 505,977.96 440,987.04 363,745.49 1,174,730.47 246,445.25 1,252,273.90 728,476.92 32,341.00 319,050.12 1,095,611.35 1,664,051.70 \n86,738.75 \n18,680,708.48 \n1,722,510.44 \n \n$ \n \n367,952.65 \n \n$ \n \n367,952.65 \n \n$ -3,523,420.91 $ 8,530,521.22 \n \n$ \n \n16,383.99 \n \n$ \n \n374,092,56 \n \n-374,092.56 \n \n8,510,000.00 22,524.43 -22,524.43 \n \n$ \n \n0.00 $ 8,526,383.99 \n \n0.00 $ 16,383.99 \n \n-4,456,262.72 $ 12,434,385.80 \n \n10,248,894.43 2,186,543.59 \n \n-8,950.21 -5,653,59 \n \n-1,186.27 134.05 \n \n$ 5,007,100.31 $ \n \n16,383.99 $ 7,963,519.28 $ 12,434,385.80 -5- \n \n BUTTS COUNTY BOARD OF EDUCATION COMBINED STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES \nBUDGET AND ACTUAL - INON-GAAP BASIS) GENERAL AND SPECIAL REVENUE FUNDS \nYEAR ENDED JUNE 30,1999 \n \nEXHIBIT \"C \n \nThe notes to the general purpose financl,al statements are an integral part of this statement -7- \n \n BUTTS COUNTY BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30.1999 \n \nNote 1: SUMMARy OF SIGNIFICANT ACCOUNTING POLICIES \n.REPORTING ENTITY \nThe Butts County Board of Education (Board) was established under the laws of the State of Georgia and operates under the guidance of a school board elected by the voters and a Superintendent appointed by the Board. The Board is organized as a separate legal entity and has the power to levy taxes and issue bonds. Its budget is not subject to approval by any other entity. Accordingly, the Board is a primary government and consists of all the organizations that compose its legal entity. \nFUND ACCOUNTING \nThe Board 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. \nGeneral Fixed Assets are recorded as expenditures in the various funds at the time ofpurchase. A General Fixed Assets Account Group is not presently maintained by the Board. To conform to generally accepted accounting principles, a General Fixed Assets Account Group should be maintained for reporting the cost of assets acquired by governmental fund types. \nAlthough \"school activity accounts\" are maintained at the individual schools, neither the assets, liabilities and fund equity, nor the revenues, expenditures and changes in fund balances ofthese accounts are reflected in these financial statements. To conform to generally accepted accounting principles, these accounts should be recorded in the general purpose financial statements. \nThe general purpose financial statements account for all State, Federal, Taxes and Other funds under control ofthe. Board, in compliance with generally accepted accounting principles applicable to governmental units, unless otherwise disclosed in these notes. Funds and the account group presented in this report are as follows: \nGOVERNMENTAL FUND TYPES - are used to account for all or most ofa Board's educational activities. Governmental Fund Types include: \nGENERAL FUND - the fund used to account for all financial resources ofthe Board except those required to be accounted for in another fund. These transactions relate to resources obtained and used for services provided by a board of education. \nSPECIAL REVENUE FUND - the fund used to account for the proceeds ofspecific revenue sources (other than for major capital projects) that are legally restricted to expenditures for specified purposes. These funds are received primarily from the Georgia Department ofEducation and from the Federal government to accomplish specific educational objectives. \n-8- \n \n BUTTS COUNTY BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30. 1999 \n \nNote 1: SUMMARy OF SIGNIFICANT ACCOUNTING POLICIES \nCAPITAL PROJECTS FUND - the fund used to account for financial resources to be used for the acquisition or construction of major capital facilities. \nDEBT SERVICE FUND - the fund used to account for the accumulation ofresources for, and the payment of, generallong-tenn principal, interest and paying agent fees. \nACCOUNT GROUP \nGENERAL LONG-TERM DEBT ACCOUNT GROUP - A financial reporting device used to account for general obligation debt outstanding. \nBASIS OF ACCOUNTING \nThe 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 generally are included on the balance sheet. Operating statements of these funds present increases (i.e., revenues and other financing sources) and decreases (i.e., expenditures and other financing uses) in net current assets. Their reported fund balance is considered a measure of available spendable resources. \nLiabilities 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-Tenn Debt Account Group. \nGovernmental funds are accounted for using the modified accrual basis of accounting under which: \nRevenues are recognized when susceptible to accmal (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 property taxes, local option sales taxes, intergovernmental grants and investment income. \nExpenditures are generally recognized when the related fund liability is incurred. \nA d,eparture from the above definitions is the accounting treatment afforded the final two payments on General Fund teachers' and bus drivers' contracts, and the resources available from the Georgia Department of Education for the State's share of these contracts. During fiscal year 1999, a substantial number of personnel ofthe Board were employed for a one hundred and ninety day period beginning in late August 1998 and ending in early June 1999. Personnel contracts for this employment period specify that compensation be paid in twelve equal monthly payments beginning in September 1998 and ending in August 1999. State grants to fund the State's share ofthese contracts were disbursed from the Georgia Department ofEducation to the Board in the same twelve months. As of June 30, 1999, compensation under these employment \n-9- \n \n BUTTS COUNTY BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30. 1999 \n \nNote 1: SUMMARy OF SIGNIFICANT ACCOUNTING POLICIES \ncontracts had been earned, but two of the twelve monthly payments, due for July and August 1999, had not been made. Payments for these two months were made and recorded as expenditures by the Board subsequent to June 30, 1999. Also, the State's portion of the compensation paid in July and August 1999 was received and recorded as revenue in the fiscal year subsequent to June 30, 1999. Conversely, the similar expenditures and related revenues for contractual services completed prior to June 30, 1998, were recorded in the year ended June 30, 1999. Generally accepted accounting principles require that revenues be recorded when available and measurable and that expenditures be recorded when incurred, rather than when funds are received or disbursed. \nBUDGET \nThe Butts County Board ofEducation's budget is a complete financial plan for the Board's fiscal year and is based upon estimates of expenditures together with probable funding sources. There is no statutory prohibition regarding overexpenditure of the budget at any level. The budget for all governmental funds is prepared by fund, function and object. The legal level ofbudget control was established by the Board at the aggregate level. The budget for governmental funds was prepared on a basis other than generally accepted accounting principles. \nThe budget process begins when the Board's administration prepares a tentative budget for the Board's approval. After approval ofthis tentative budget by the Board, such budget is advertised at least once in a newspaper of general circulation in the locality. At the next regular meeting ofthe Board after advertisement, the Board receives comments on the tentative budget, makes revisions as necessary and adopts a final school budget. This final budget is then submitted, in accordance with provisions of the Quality Basic Education Act, OCGA Section 20-2-167, to the Georgia Department ofEducation. The Board may increase or decrease the budget at any time during the year. All unexpended budget authority lapses at fiscal year-end. \nThe Statement ofRevenues, Expenditures and Changes in Fund Balances -Budget and Actual presents actual ' and budgeted data for the General Fund and Special Revenue Fund. To facilitate comparison with the budget, the following adjustments have been made to fund balance as reflected on Exhibit \"B\" of this report: \n \n-10 - \n \n BUTTS COUNTY BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30, 1999 \n \nNote 1: SUMMARy OF SIGNIFICANT ACCOUNTING POLICIES \n \nFUND BALANCE JULy 1, 1998 \nAdjustments Inventories - July 1, 1998 Food Donated Commodities Purchased Foods \nFund Balance July 1, 1998 (Budget Basis) \nExcess ofRevenues and Other Financing Sources over (under) Expenditures and Other Financing Uses \nFUND BALANCE JUNE 30, 1999 (Budget Basis) \n \nSpecial Revenue \nFund $ 302,812.31 \n-25,525.08 -11.709.42 $ 265,577.81 \n12,267.99 $ 277,845.80 \n \nCASH AND CASH EQUIVALENTS \n \nCOMPOSITION OF DEPOSITS Cash and cash equivalents consist of deposits in authorized financial institutions. Georgia Laws authorize the Board to deposit its funds in one or more solvent banks, insured Federal savings and loan associations, or insured State chartered building and loan associations. \n \nINVESTMENTS \n \nCOMPOSITION OF INVESTMENTS Investments made by the Board 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 are reported at fair value. The Official Code of Georgia Annotated Section 36-83-4 authorizes the Board to invest its funds. In selecting among options for investment or among institutional bids for deposits, the highest rate ofreturn shall be the objective, given equivalent conditions of safety and liquidity. Funds may be invested in the following: \n \n(1) Obligations issued by the State of Georgia or by other states, \n \n(2) Obligations issued by the United States government, \n \n(3) Obligations fully insured or guaranteed by the United States government or a United States government agency, \n \n-11 - \n \n BUTTS COUNTY BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30. 1999 \n \nNote 1: SUMMARy OF SIGNIFICANT ACCOUNTING POLICIES \n \n(4) Obligations of any corporation of the United States government, \n \n(5) Prime banker's acceptances, \n \n(6) The Local Government Investment Pool administered by the State of Georgia, Office of Treasury and Fiscal Services, \n \n(7) Repurchase agreements, and \n \n(8) Obligations of other political subdivisions of the State of Georgia. \n \nRECEIVABLES \n \nReceivables consist of grant reimbursements due on Federal, State or other grants for expenditures made but not reimbursed and other receivables disclosed from information available. Receivables are recorded when either the asset or revenue recognition criteria has been met. Receivables recorded on the general purpose financial statements do not include any amounts which would necessitate the need for an allowance for uncollectible receivables. \n \nPROPERTY TAXES \n \nThe Butts County Board ofCommissioners fixed the property tax levy for the 1998 tax year (calendar year) on June 10, 1998 (levy date). Taxes were due on September 4, 1998 and could be paid in two installments on September 4, 1998 and December 4, 1998 (due dates). The lien date for property taxes was January 1, 1998. Taxes collected within the current fiscal year or within 60 days after year-end are reported as revenue in fiscal year1999. The Butts County Tax Commissioner bills and collects the property taxes for the Board of Education, withholds 2.5% of taxes collected as a fee for tax collection and remits the balance of taxes collected to the Board. \n \nThe tax millage rate levied for the 1998 tax year (calendar year) for the Butts County Board ofEducation was as follows (a mill equals $1 per thousand dollars of assessed value): \n \nSchool Operations \n \n17.62 mills \n \nSALES TAXES \n \nSpecial Purpose Local Option Sales Tax is to be used for capital outlay for educational purposes and debt service. Special Purpose Local Option Sales Tax revenue during the fiscal year amounted to $1,776,424.41 and was recorded in the Capital Projects and Debt Service Funds. The State will terminate collection ofthis tax once an additional $6,912,354.87 has been collected or on June 30, 2002, whichever occurs first. \n \n-12 - \n \n BUTTS COUNTy BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30. 1999 \n \nNote 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES \nINVENTORIES \nFOOD INVENTORIES Inventories of donated food commodities used in the preparation of meals are reported on the Combined Balance Sheet at their Federally assigned value. Purchased foods inventories are reported on the Combined Balance Sheet at cost (first-in, first-out). Donated food commodities are recorded as revenues and expenditures at the time commodity items are received. Purchased foods inventories are recorded as expenditures at the time of purchase. The inventories reported on the balance sheet for donated food commodities and for purchased foods are equally offset by reservations of fund balance which indicates that these amounts do not constitute \"available spendable resources\" even though they are a component of net current assets. \nCOMPENSATED ABSENCES \nCompensated absences represent obligations of the Board relating to employees' rights to receive compensation for future absences based upon service 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 ofthis obligation as this amount is deemed immaterial to the general purpose financial statements. \nHowever, the dollar value of accumulated compensated absences at June 30, which will be payable from future resources is material to the general purpose financial statements and has not been recorded in the General Long-Term Debt Account Group as required by generally ,accepted accounting principles. \nGENERAL OBLIGATION BONDS \nThe Board issues general obligation bonds to provide funds for the acquisition and construction of major capital facilities. Bond premiums and discounts, as well as issuance costs, are recognized in the financial statements during the year bonds are issued. General obligation bonds are direct obligations and pledge the full faith and credit of the government. The outstanding amount of these bonds is recorded in the General Long-Term Debt Account Group. \nINTERFUND TRANSACTIONS \nThe Board has the following types of interfund transactions: \nReimbunements 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. \nOperating transfers are recorded for all interfund transactions other than reimbursements. \n-13 - \n \n BUTTS COUNTY BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30. 1999 \n \nNote 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES \nMEMORANDUM ONLY - TOTAL COLUMNS \nTotal 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. Neither are such data comparable to a consolidation. Interfund eliminations have not been made in the aggregation of this data. \nNote 2: DEPOSITS \nCOLLATERALIZATION OF DEPOSITS Official Code ofGeorgia 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 \n surety bond, by guarantee ofinsurance, or by collateral. The aggregate of the face value of such surety bond \nand the market value ofsecurities pledged shall be equal to not less than 11 percent ofthe public funds being secured after the deduction ofthe amount ofdeposit insurance. OCGA Section 45-8-11 (b) provides an officer holding public funds may, in his discretion, waive the requirement for security in the case of operating funds placed in demand deposit checking accounts. \nAcceptable security for deposits consists of anyone ofor any combination ofthe following: \n(1) Surety bond signed by a surety company duly qualified and authorized to transact business within the State of Georgia, \n(2) Insurance on accounts provided by the Federal Deposit Insurance Corporation, \n(3) Bonds, bills, notes, certificates ofindebtedness or other direct obligations of the United States or of the State of Georgia, \nc(4) Bonds, bills, notes, certificates of indebtedness or other obligations ofthe counties or municipalities ofthe State of Georgia, \n(5) Bonds ofany public authority created by the laws ofthe State of Georgia, providing that the statute that created the authority authorized the use ofthe bonds for this purpose, \n(6) Industrial revenue bonds and bonds ofdevelopment authorities created by the laws ofthe State of Georgia, and \n(7) Bonds, bills, notes, certificates ofindebtedness, 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 \n \n-14 - \n \n BUTTS COUNTY BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30,1999 \n \nNote 2: DEPOSITS \n \nLoan Bank, the Federal Intennediate Credit Bank, the Central Bank for Cooperatives, the Fann Credit Banks, the Federal Home Loan Mortgage Association, and the Federal National Mortgage Association. \n \nCATEGORIZATION OF DEPOSITS At June 30, 1999, the bank balances were $8,358,451.95. The amounts of the total bank balances are classified into three categories of credit risk: \n \nCategory 1 - Cash that is insured (e.g., Federal depository insurance) or collateralized with securities held by the Board or by the Board's agent in the Board's name. \nCategory 2 - Cash collateralized with securities held by the pledging financial institution's trust department or agent in the Board's name. \nCategory 3 - Uncollateralized deposits. (This includes any bank balance that is collateralized with securities held by the pledging financial institution, or by its trust department or agent but not in the Board's name.) \n \nThe Board's deposits are classified by risk category at June 30, 1999, as follows: \n \nRisk CategOly \n \nBank Balance \n \n1 \n \n$ 1,537,180.57 \n \n2 \n \n0.00 \n \n3 \n \n6,821,271.38 \n \nTotal \n \n$ 8,358.451.95 \n \nNote 3: NON-MONETARY TRANSACTIONS \n \nThe Board receives food commodities from the United States Department ofAgriculture (USDA) for school breakfast and lunch programs. These commodities are recorded at their Federally assigned value. See Note 1 - Inventories \n \nNote 4: RISK MANAGEMENT \n \nThe Board is exposed to various risks of loss related to torts; theft of, damage to, and destruction of assets; errors or omissions; job related illness or injuries to employees; natural disaster and unemployment compensation. \n \nThe Board has obtained commercial iIisurance for risk of loss associated with torts, assets and errors or omissions. The Board has neither significantly reduced coverage for these risks nor incurred losses (settlements) which exceeded the Board's insurance coverage in any ofthe past three years. \n \n- 15- \n \n BUTTS COUNTy BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30, 1999 \n \nNote 4: RISK MANAGEMENT \n \nThe Board has elected to self-insure for all losses related to natural disaster, except for the commercial insurance obtained for flood loss at the Henderson Middle School Gym. The Board has not experienced any losses related to these risks in the past three years. \n \nThe Board is self-insured with regard to unemployment compensation claims. A premium is charged when needed by the General Fund to each user fund on the basis of the percentage of that fund's payroll to total payroll in order to cover estimated claims budgeted by management based on known. claims and prior experience. The Board accounts for claims 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 Board has not experienced any unemployment compensation claims during the last two years. \n \nThe Board participates in the Georgia School Boards Association Workers' Compensation Fund, a public entity risk pool organized on July 1, 1992 to develop, implement, and administer a program of workers' compensation self-insurance for its member organizations. The Board pays an annual premium to the Fund for its general insurance coverage. Additional insurance coverage is provided through an agreement by the Fund with the United States Fidelity and Guaranty Company to provide coverage for potential losses sustained by the Fund in excess of $350,000.00 loss per occurrence, up to the statutory limit. \n \nThe Board has purchased surety bonds to provide additional insurance coverage as follows: \n \nPosition Covered \n \nAmount \n \nSuperintendent Each Principal All Other Employees \n \n$ 100,000.00 $ 50,000,00 $ 50,000,00 \n \nNote 5: GENERAL LONG-TERM DEBT \n \nGENERAL OBLIGATION DEBT OUTSTANDING General Obligation Bonds currently outstanding are as follows: \n \nPurpose \n \nInterest Rates \n \nAmount \n \nGeneral Government - Series 1997 \n \n3.85% - 4.20% $ 7,120,000.00 \n \nThe changes in General Long-Tenn Debt during the fiscal year ended June 30, 1999, were as follows: \n \n- 16- \n \n BUTTS COUNTY BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nWNE30,1999 \n \nNote 5: GENERAL LONG-TERM DEBT \n \nBalance July 1, 1998 \nDeductions Debt Retired \nBalance June 30, 1999 \n \nGeneral Obligation \nBonds $ 8,510,000.00 \n1.390,000.00 $ 7,120,000.00 \n \nAt June 30, 1999, payments due by fiscal year which includes principal and interest for these items are as follows: \n \nFiscal Year Ended June 30 \n2000 2001 2002 2003 \nTotal Principal and Interest \n \nGeneral Obligation \nBonds \n$ 1,758,540.00 1,874,302.50 1,996,162.50 2,123,680.00 \n$ 7,752,685.00 \n \nNote 6: ON-BEHALF PAYMENTS \n \nThe Board has recognized revenues and expenditures in the amount of$202,048.20 for health insurance and retirement contributions paid on the Board's behalfby the following State Agencies. \n \nGeorgia Department ofEducation Paid to the State Merit System ofPersonnel Administration For Health Insurance ofNon-Certified Personnel In the amount of$142,668.54 \n \nPaid to the Teachers Retirement System of Georgia For Teachers Retirement System (TRS) Employer's Cost In the amount of$7,860.66 \n \nOffice ofTreasury and Fiscal Services Paid to the Public School Employees Retirement System For Public School Employees Retirement (PSERS) Employer's Cost In the amount of$51,519.00 \n \n-17 - \n \n BUTTS COUNTy BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30. 1999 \n \nNote 7: SIGNIFICANT COMMITMENTS \n \nThe following is an analysis of significant outstanding construction or renovation contracts executed by the Board as of June 30, 1999, together with funding available: \n \nProject \n \nUnearned Executed Contracts \n \nFunding Available From State \n \n99/98S-618-002 Central Office Renovations Jackson High School Renovations \n \n$ 3,210,776.54 215,845.74 9.531.88 \n \n$ 512,344.42 \n \n$ 3.436.154.16 $ 512.344.42 \n \nThe amounts described in this note are not reflected in the general purpose financial statements. \n \nNote 8: CONTINGENT LIABILITIES \n \nAmounts received or receivable principally from the Federal government are subject to audit and review by grantor agencies. This could result in requests for reimbursement to the grantor agency for any expenditures which are disallowed under grant terms. The Board believes that such disallowances, if any, will be immaterial to its overall financial position. \n \nNote 9: ACCUMULATED EMPLOYEES' LEAVE \n \nAll employees earn sick leave days at a rate of one and one-quarter (1.25) days per month for a total of 11.25 days for nine month personnel, 12.50 days for ten month personnel, 13.75 days for eleven month personnel, and 15 days for twelve month personnel. Unused leave days may be carried over from one year to the next with a maximum accumulation of eighty (80) days. \n \nRetiring employees (who are eligible for renewal ofemployment) with a minimum of five consecutive years \nofservice in the system immediately preceding retirement and eligible to draw retirement from the applicable State retirement system, shall receive thirty dollars for each day of earned but unused accumulated sick leave. \n \nTwelve month employees earn vacation at the rate often days per year (one day per 23 days worked for 230 \nday employees; one day per 24 days worked for 240 day employees). Vacation days may be accumulated to a maximum oftwenty (20) days. Employees will be paid at their current rate ofpay, for vacation days earned but not taken at the time ofresignation, retirement, or other termination ofemployment, up to maximum of ten (10) days. See Note 1 - Compensated Absences \n \n-18 - \n \n BUTTS COUNTY BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 3Q. 1999 \n \nNote 1Q: RETIREMENT PLANS \n \nTEACHERS RETIREMENT SYSTEM OF GEORGIA (TRS) \n \nTRS PLAN DESCRIPTION Substantially all teachers, administrative and clerical personnel employed by local school systems are covered by the Teachers Retirement System of Georgia (TRS), which is a cost-sharing multiple employer defined benefit pension plan. TRS provides service retirement, disability retirement and survivors benefits for its members in accordance with State statute. The Teachers Retirement System of Georgia issues a separate stand alone fmancial audit report and a copy can be obtained from the Georgia Department of Audits and Accounts. \n \nTRS CONTRIBUTIONS REQUIRED AND MADE Employees ofthe Board who are covered by TRS are required by State statute to contribute 5% oftheir gross earnings to TRS. The Board 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. The required employer contribution rate is 11.95% and employer contributions for the current fiscal year and the preceding two fiscal years are as follows: \n \nFiscal Year \n \nPercentage Contributed \n \nRequired Contribution \n \n1999 1998 1997 \n \nlQQ% lQQ% lQQ% \n \n$ 1,185,129.33 $ I,Q54,2Q3.85 $ 964,321.1Q \n \n- 19- \n \n BUTTS COUNTY BOARD OF EDUCATION COMBINING BALANCE SHEET SPECIAL REVENUE FUND JUNE 30,1999 \n \nEXHIBIT-E- \n \nASSETS \nCash and Cash Equivalents \nInvestments \nAccounts Receivable \nInventories Food Donated Commodities Purchased Food \n \nSCHOOL FOOD \nSERVICES FUND \n \nLOTTERY PROGRAMS \n \nFEDERAL \n \nTOTALS \n \nPROGRAMS JUNE 30, 1999 JUNE 30,1998 \n \n$ 175,515,48 $ \n \n1,669.78 $ 26,489,03 $ 203,674.29 $ 182,138.59 \n \n.100,000.00 \n \n100,000.00 \n \n100,000.00 \n \n3,198.52 \n \n116,235.00 \n \n119,433,52 \n \n129,881.96 \n \n16,574.87 6,055,83 \n \n16,574,87 6,055.83 \n \n25,525.08 11,709,42 \n \nTotal Assets \n \n$ 301,344.70 $ \n \n1,669,78 $ 142,724,03 $ 445,738,51 $ 449,255.05 \n \nLIABILITIES AND FUND EQUITY \nLIABILITIES \nAccounts Payable Salaries Payable Expired Grant Balances Payable \nTotal Liabilities \nFUND EQUITY \nFund Balances Reserved For Continuation of Federal Programs For Inventories Food Donated Commodities Purchased Food Unreserved Undesignated \nTotal Fund Equity \n \n$ \n \n2,073.08 \n \n27,099.16 \n \n$ \n \n$ 29,172.24 $ \n \n$ 16,574.87 6,055.83 \n249,541.76 $ \n$ 272,172.46 $ \n \n$ 1,669.78 1,669.78 $ \n \n28,716.25 $ 79,528.72 6,175.02 \n114,419.99 $ \n \n30,789,33 $ 106,627.88 \n7,844.80 \n145,262.01 $ \n \n34,160.68 109,871.60 \n2,410.46 \n146,442.74 \n \n$ 28,304.04 $ 28,304.04 $ 58,645.47 \n \n0.00 0.00 $ \n \n0.00 28,304.04 $ \n \n16,574.87 6,055.83 \n249,541.76 \n300,476.50 $ \n \n25,525.08 11,709.42 \n206,932.34 \n302,812.31 \n \nTotal Liabilities and Fund Equity \n \n$ 301,344.70 $ \n \n1,669.78 $ 142,724.03 $ 445,738.51 $ 449,255.05 \n \nSee notes to the general purpose finan,cial statements. \n \n-20- \n \n Buns COUNTY BOARD OF EDUCATION COMBINING STATEMENT OF REVENUES. EXPENDITURES AND CHANGES IN FUND BALANCES \nSPECIAL REVENUE FUND YEAR ENDED JUNE 30. 1999 \n \nEXHIBIT\"F\" \n \nREVENUES \nState Funds Federal Funds Other Funds \nTotal Revenues \nEXPENDITURES \nCurrent Instruction Support Services Pupil Services Improvement of Instructional Services General Administration Student Transportation Services Other Support Services Food Services Operation \nTotal Expenditures \nExcess of Revenues over (under) Expenditures \nOTHER FINANCING SOURCES \nOperating Transfers In \nExcess of Revenues and Other Financing Sources over (under) Expenditures \nFUND BALANCE JULY 1 \nFood Inventory - Net Change in Period Donated Commodities Purchased Food \n \nSCHOOL FOOD \nSERVICES FUND \n \nLOnERY PROGRAMS \n \nFEDERAL PROGRAMS \n \nTOTALS YEAR ENDED JUNE 30.1999 JUNE 30.1998 \n \n$ 86,356.00 $ 657,878.36 342,060.40 \n$ 1,086,294.76 $ \n \n66,266.49 $ \n \n$ 924,477.48 \n \n152,622.49 $ 1,582,355.84 \n342,060.40 \n \n169,294.00 1,661,804.84 \n316.724.17 \n \n66,266.49 $ 924,477.48 $ 2,077 ,038.73 $ 2,147,823.01 \n \n$ \n$ 1,043,685.34 $ 1,043,685.34 $ $ 42,609.42 $ \n \n66,267.66 $ 609,752.94 $ 676,020.60 $ 853,485.55 \n \n59,661.25 135,789.39 \n10,387.78 8,286.43 \n137,079.86 \n \n59,661.25 135,789.39 \n10,387.78 8,286.43 \n137,079.86 1,043,685.34 \n \n61,261.34 28,468.26 \n8,005.03 6,188.78 90,974.10 1,045,112.29 \n \n66,267.66 $ 960,957.65 $ 2,070,910.65 $ 2,093,495.35 \n \n-1.17 $ -36,480.17 $ \n \n6,128.08 $ \n \n54,327.66 \n \n$ 42,609.42 $ 244,166.84 \n-8,950.21 -5,653.59 \n \n1.17 \n \n6,138.74 \n \n6,139.91 \n \n22,524.43 \n \n0.00 $ 0.00 \n \n-30,341.43 $ 58,645.47 \n \n12,267.99 $ 302,812.31 \n \n76,852.09 227,012.44 \n \n-8,950.21 -5,653.59 \n \n-1,186.27 134.05 \n \nFUND BALANCE JUNE 30 \n \n$ 272,172.46 $ _ _....;;;,OOO=- $ 28,304.04 $ 300,476.50 $ 302,812.31 \n \nSee notes to the general purpose finanC!.B' statements. \n \n21 - \n \n BUTTS COUNTY BOARD OF EDUCATION COMBINING BALANCE SHEET CAPITAL PROJECTS FUND JUNE 30,1999 \n \nASSETS Cash and Cash Equivalents Investments Accounts Receivable \nTotal Assets \nLIABILITIES AND FUND EQUITY LIABILITIES \nRetainages Payable FUND EQUITY \nFund Balances Reserved For Purposes of Bond Issue For SPLOST Projects For State Capital Outlay Projects Unreserved Undesignated Total Fund Equity \nTotal Liabilities and Fund Equity \n \nREGULAR \n \nBOND PROCEEDS \n \n$ \n \n28,487.60 $ 3,440,240.63 \n \n$ \n \n28,487.60 $ 3,440,240.63 \n \n$ \n \n28,487.60 $ \n \n60,154.02 \n \n$ 3,380,086.61 \n \n$ \n \n0.00 \n \n0.00 \n \n$ \n \n0.00 $ 3,380,086.61 \n \n$ \n \n28,487.60 $ 3,440,240.63 \n \nSee notes to the general purpose financial statements. \n-22 - \n \n EXHIBIT \"G\" \n \nGEORGIA STATE FINANCING AND \nINVESTMENT \nCOMMISSION \n \nSPECIAL PURPOSE LOCAL OPTION SALES TAX \n \nTOTALS \n \nJUNE 30,1999 \n \nJUNE 30,1998 \n \n$ \n \n595,274.04 $ 1,337,678.61 $ 5,401,680.88 $ 4,400,326.55 \n \n3,964,903.45 \n \n51,655.62 \n \n289,335.09 \n \n340,990.71 \n \n282,540.77 \n \n$ \n \n646,929.66 $ 1,627,013.70 $ 5,742,671.59 $ 8,647,770.77 \n \n$ \n \n646,929.66 . \n \n$ \n \n735,571.28 $ _ _..;...11;..;.7=,2;..;.49='..;;;.;55~ \n \n$ 3,380,086.61 $ 7,101,018.37 \n \n$ 1,627,013.70 \n \n1,627,013.70 \n \n972,984.89 \n \n453,732.27 \n \n$ \n \n0.00 \n \n0.00 \n \n0.00 \n \n2,785.69 \n \n$ \n \n0.00 $ 1,627,013.70 $ 5,007,100.31 $ 8,530,521.22 \n \n$ \n \n646,929.66 $ 1,627,013.70 $ 5,742,671.59 $ 8,647,770.77 \n \n-23 - \n \n BUTTS COUNTY BOARD OF EDUCATION COMBINING STATEMENT OF REVENUES. EXPENDITURES AND CHANGES IN FUND BALANCES \nCAPITAL PROJECTS FUND YEAR ENDED JUNE 30,1999 \n \nREVENUES \nState Funds Taxes Other Funds \nTotal Revenues \nEXPENDITURES \nCurrent Support Services Business Administration \nCapital Outlay Land and Land Improvements Building and Building Improvements Equipment \nTotal Expenditures \nExcess of Revenues over (under) Expenditures \nOTHER FINANCING SOURCES (USES) \nProceeds from General Obligation Bonds Par Value \nOperating Transfers In Operating Transfers Out \nTotal Other Financing Sources (Uses) \nExcess of Revenues and Other Financing Sources over (under) Expenditures and Other Financing Uses \nFUND BALANCE JULY 1 \nFUND BALANCE JUNE 30 \n \nREGULAR \n \nBOND PROCEEDS \n \n$ \n \n0.00 $ \n \n262,889.29 \n \n$ \n \n0.00 $ \n \n262,889.29 \n \n$ \n \n8,217.49 \n \n$ \n \n24,095.70 \n \n330,472.43 \n \n23,750.00 1,743,307.58 \n19,799.00 \n \n$ \n \n354,568.13 $ \n \n1,795,074.07 \n \n$ \n \n-354,568.13 $ -1,532,184.78 \n \n$ \n \n351,782.44 \n \n$ -2,188,746.98 \n \n$ \n \n351,782.44 $ -2,188,746.98 \n \n$ \n \n-2,785.69 $ -3,720,931.76 \n \n2,785.69 \n \n7,101,018.37 \n \n$ \n \n0.00 $ ==3=,=38=0=,0=:8=6.=:6==1 \n \nSee notes to the general purpose. financial statements. -24 - \n \n EXHIBIT \"Hit \n \nGEORGIA STATE FINANCING AND \nINVESTMENT COMMISSION \n \nSPECIAL PURPOSE LOCAL OPTION SALES TAX \n \nTOTALS \n \nYEAR ENDED \n \nJUNE 30, 1999 \n \nJUNE 30,1998 \n \n$ 4,146,199.20 $ \n10,020.98 \n$ 4,156,220.18 $ \n \n$ \n65,476.91 53,529.82 \n119,006.73 $ \n \n4,146,199.20 \n65,476.91 $ \n326,440.09 \n4,538,116.20 $ \n \n1,508,006.97 217,571.02 \n1,725,577.99 \n \n$ \n \n12,326.23 $ \n \n6,333.33 6,261,188.00 \n \n$ 6,279,847.56 $ $ -2,123,627.38 $ \n \n0.00 $ \n0.00 $ 119,006.73 $ \n \n20,543.72 $ \n54,179.03 8,334,968.01 \n19,799.00 \n8,429,489.76 $ \n-3,891,373.56 $ \n \n135,106.39 15,000.00 \n1,539,983.30 \n1,690,089.69 35,488.30 \n \n$ 1,669,895.11 $ \n \n$ 1,669,895.11 $ \n \n$ \n \n-453,732.27 $ \n \n453,732.27 \n \n535,022.08 $ 535,022.08 $ \n \n$ \n2,556,699.63 -2,188,746.98 \n367,952.65 $ \n \n8,510,000.00 1,278,955.46 -1,278,955.46 \n8,510,000.00 \n \n654,028.81 $ \n972,984.89 \n \n-3,523,420.91 $ \n8,530,521.22 \n \n8,545,488.30 -14,967.08 \n \n$ \n \n0.00 $ \n \n1,627,013.70 $ \n \n5,007,100.31 $ \n \n8,530,521.22 \n \n- 25- \n \n BUTTS COUNTY BOARD OF EDUCATION SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS \nYEAR ENDED JUNE 30,1999 \n \nSCHEDULE \"1\" \n \nFUNDING AGENCY PROGRAM/GRANT \n \nCFDA NUMBER \n \nPASSTHROUGH \nENTITY ID \nNUMBER \n \nFEDERAL REVENUE IN PERIOD \n \nEXPENDITURES IN PERIOD \n \nAgriculture. U. S. Department of Child Nutrition Cluster Pass-Through From Georgia Department of Education Food and Nutrition Program Food Services School Breakfast Program 1999 Grant National School Lunch Program 1999 Grant \n \n10.553 10,555 \n \nN/A $ NlA \n \n131,011.19 455,689.37 $ \n \n(2) 976,498.34 (3) \n \nTotal Child Nutrition Cluster \n \n$ \n \n586,700.56 $ \n \n976,498.34 \n \nOther Programs Pass-Through From Georgia Department of Education Food and Nutrition Program Food Distribution Program (1) Pass-Through From Office of School Readiness Food and Nutrition Program Child and Adult Care Food Program 1999 Contract \n \n* 10,550 \n \nNlA \n \n10.558 \n \nNlA \n \n67.187.00 3.990,80 \n \n67,187,00 (2) \n \nTotal U. S. Department of Agriculture \n \n$ \n \n657,878.36 $ 1,043.685,34 \n \nEducation. U. S. Department of Special Education Cluster Pass-Through From Georgia Department of Education Individuals with Disabilities Education Act Part B - Special Education Capacity Building Improvement 1999 Grant Flow Through 1999 Grant Preschool 1999 Grant \n \n84.173 84.027 84.173 \n \nNlA $ NlA NlA \n \n7.845.00 $ 157.302.00 23.940.00 \n \n7.845.00 158.191.08 (3) 23.940,00 \n \nTotal Special Education Cluster \n \n$ \n \n189.087.00 $ \n \n189.976.08 \n \nOther Programs \n \nPass-Through From Georgia Department of Education \n \nElementary and Secondary Education Act \n \nTitle I \n \nGrants to Local Educational Agencies \n \n1999 Grant \n \n* 84.010 \n \nNlA \n \nTitle II \n \nEisenhower Professional Development \n \n1998 Grant \n \n84.281 \n \nNlA \n \n1999 Grant \n \n84.281 \n \nNlA \n \nTitle VI \n \nInnovative Education Program Strategies \n \n1999 Grant \n \n84.298 \n \nNlA \n \nGoals 2000 \n \nState and Local Education Systemic Improvement Grants \n \n1998 Grant \n \n84.276 \n \nNlA \n \n1999 Grant \n \n84.276 \n \nNlA \n \nVocational Education - Basic Grants to States \n \nHigh School Program \n \nBasic Grant \n \n1999 Grant \n \n84.048 \n \nNlA \n \n448,529.13 \n18.500.00 18.466.00 63.000.00 150.000.00 \n27.683.00 \n \n448,529.13 \n3.015.70 17,295.84 \n18,466.00 \n118.629.n 122.900.12 \n32.932,66 (3) \n \n-26- \n \n BUTTS COUNTY BOARD OF EDUCATION SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS \nYEAR ENDED JUNE 30,1999 \n \nSCHEDULE \"1\" \n \nFUNDING AGENCY PROGRAM/GRANT \nEducation, U, S. Department of Pass-Through from Griffin Regional Educational Service Agency Safe and Drug-Free Schools 1999 Grant \nTotal U. S. Department of Education \n \nCFDA NUMBER \n \nPASSTHROUGH \nENTITY 10 \nNUMBER \n \nFEDERAL REVENUE IN PERIOD \n \nEXPENDITURES IN PERIOD \n \n84.186 \n \nNJA $ $ \n \n9,212.35 $ 924,477.48 $ \n \n9,212.35 960,957.65 \n \nTotal Federal Finandal Assistance \n \n$ 1,582,355.84 $ \n \nNJA =Not Available \n \nNotes to the Schedule of Exoenditures of Federal Awards \n \n(1) The amounts shown for the Food Distribution Program represents the Federally assigned value of nonmonetary assistance for donated commodities received and/or consumed by the system during the current fiscal year. \n(2) Expenditures for the Child and Adult Care Food Program and the School Breakfast Program were not maintained separately and are induded in the 1999 National School Lunch Program, \n(3) Expenditures for this program indude State, and/or Other Funds. Expenditures are not maintained by fund source, \n \nMajor Programs are identified by an asterisk (*) in front of the CFDA number. \n \nThe Board did not provide Federal Assistance to any Subredpienl \n \nThe accompanying schedule of expenditures of Federal awards indudes the Federal grant activity of the \nButts County Board of Education and is presented on the modified acaual basis Of accounting which is \nthe basis of accounting used in the presentation of the general purpose finandal statements. \n \n2,004,642.99 \n \nsee notes to the general purpose finane:tal statements. \n \n-27 - \n \n BUTTS COUNTY BOARD OF EDUCATION SCHEDULE OF STATE REVENUE YEAR ENDED JUNE 30. 1999 \n \nSCHEDULE \"2\" \n \nAGENCY/FUNDING \nGRANTS Education, Georgia Department of Quality Basic Education General and Career Education Programs Special Education Programs Remedial Education Program Media Center Programs Staff Development Programs Indirect Cost Pupil Transportation Regular Bus Replacement Middle School Incentive Program Special Instructional Assistance In-School Suspension Mid-term Adjustment Counselors Grades 4 and 5 Technology Specialist Local Fair Share Educational Equalization Funding Grant Food Services Vocational Education Other State Programs At-Risk Summer School Program Health Insurance Innovative Programs Preschool Handicapped Program Remedial Summer School Program Student Records Teachers' Retirement Lottery Programs Assistive Technology Computers in the Classroom \nGeorgia State Financing and Investment Commission Reimbursement on Construction Projects \nNewton County Board of Education Youth Apprenticeship Program \nOffice of Treasury and Fiscal Services Public School Employees Retirement \n \nGOVERNMENTAL FUND TYPES \n \nSPECIAL \n \nCAPITAL \n \nGENERAL \n \nREVENUE \n \nPROJECTS \n \nFUND \n \nFUND \n \nFUND \n \nTOTAL \n \n$ 6,525,717.00 \n899,099.00 285,886.00 279,668.00 \n79,163;00 1,831,932.00 \n369,317.00 93,461.00 \n234,972.00 199,859.00 \n82,932.00 31,718.00 27,905.00 28,842.00 -1,337,278.00 696,039.00 \n$ \n1,615.00 \n21,934.34 142,668.54 \n5,000.00 33,411.00 \n6,182.26 2,333.25 7,860.66 \n \n86,356.00 \n4,157.49 62,109.00 \n \n$ 6,525,717.00 \n899,099.00 285,886.00 279,668.00 \n79,163.00 1,831,932.00 \n369,317.00 93,461.00 \n234,972.00 199,859.00 \n82,932.00 31,718.00 27,905.00 28,842.00 -1,337,278.00 696,039.00 86,356.00 \n1,615.00 \n21,934.34 142,668.54 \n5,000.00 33,411.00 \n6,182.26 2,333.25 7,860.66 \n4,157.49 62,109.00 \n \n4,000.00 51,519.00 \n \n$ 4,146,199.20 \n \n4,146,199.20 4,000.00 \n51,519.00 \n \n$ 10,605,756.05 $ 152,622.49 $ 4,146,199.20 $ 14,904,577.74 \n \nSee notes to the general purpose fina!'cial statements. \n \n-28- \n \n Buns COUNTY BOARD OF EDUCATION SCHEDULE OF APPROVED LOCAL OPTION SALES TAX PROJECTS \nYEAR ENDED JUNE 30,1999 \n \nSCHEDULE \"3\" \n \nPROJECT \n \nORIGINAL ESTIMATED \nCOST (1) \n \nCURRENT ESTIMATED COSTS (2) \n \nAMOUNT EXPENDED IN CURRENT \nYEAR (3) \n \nAMOUNT EXPENDED \nIN PRIOR YEARS \n \nAcquiring, constructing, and equipping \n \na new middle school; constructing, \n \ninstalling and equipping additional \n \nclassrooms at Jackson High School; \n \nrenovating the existing middle school \n \nand elementary/primary school \n \ncomplex; and acquiring necessary \n \nproperty, both real and personal, \n \nnecessary therefore. \n \n$ \n \n10,283,525.00 $ \n \n13,330,000,00 $ \n \n8,395,119.13 $ 1,706,424.21 \n \n(1) The Board's original cost estimate as specified in the resolution calling for the imposition of the Local Option Sales Tax. \n(2) The Board's current estimate of total cost for each project. Includes all cost from project inception to completion, \n(3) The voters of Butts County approved the imposition of a 1% sales tax to fund the above projects, Amounts expended for these projects may include sales tax proceeds, state, local property taxes and/or other funds over the life of the project. \n \nSee notes to the general purpose fi~ncial statements. \n \n-29- \n \n EXPENDITURES \nCurrent Instruction \n \nBUTTS COUNTY BOARD OF EDUCATION SCHEDULE OF EXPENDITURES LOTTERY PROGRAMS YEAR ENDED JUNE 30,1999 \n \nSCHEDULE \"4\" \n \nASSISTIVE TECHNOLOGY \n \nCOMPUTERS IN THE \nCLASSROOM \n \nTOTAL \n \n$ \n \n4,157.49 $ \n \n62,110.17 $ \n \n66,267.66 \n \nSee notes to the general purpose.financial statements, - 30- \n \n Buns COUNTY BOARD OF EDUCATION ANALYSIS OF MINIMUM EXPENDITURE REQUIREMENTS - OVERALL \nGENERAL FUND - QUALITY BASIC EDUCATION PROGRAMS YEAR ENDED JUNE 30,1999 \n \nSCHEDULE \"5\" \n \nMinimum Expenditure Requirements (Total Allotment) Expenditures on Combined Program Basis \nSalaries Operations \nLess: Expenditures for Media Center Programs in Excess of Total Media Allotment \nExpenditures per Audit \nAmount of Underexpenditure for Total Allotment \n \nFOURTEEN WEIGHTED AND MEDIA CENTER \nPROGRAMS \n \n100% TEST FOR OPERATIONS PORTION OF FOURTEEN WEIGHTED PROGRAMS \n \n$ \n \n8,022,088.00 $ _ _....;;2;;.;..7=3.=32=5.:..;;.0..:;..0 \n \n$ \n \n9,049.532.95 \n \n952,786.41 $ _ _.....:8;,:2.:::.!9.::.;:95:,::5..:;;.9..;;,.5 \n \n$ \n \n10,002,319.36 \n \n-182.081.38 $ _ _....;;.9=.8=20;;.0.;,2=3;.;..7=.9.;;.,.8 \n \n$ \n \n0.00 $=====0=.0=0 \n \nSee notes to the general purpos~financial statements. - 31 - \n \n BUTTS COUNTY BOARD OF EDUCATION ANALYSIS OF MINIMUM EXPENDITURE REQUIREMENTS - BY PROGRAM \nGENERAL FUND - QUALITY BASIC EDUCATION PROGRAMS YEAR ENDED JUNE 30, 1999 \n \nGENERAL AND CAREER EDUCATION PROGRAMS Kindergarten (*) Grades 1 - 3 (*) Sub-Total - K3 Grades 4  5 (*) Grades 6  8 (*) Grades 9 - 12 (*) High School Laboratories (*) Vocational Education Laboratories (*) Total General and career Education Programs \nSPECIAL EDUCATION PROGRAMS Regular Programs category II (*) category III (*) Category IV (*) Category V (*) Sub-Total- Regular Category VI (Gifted) (*) Total Special Education Programs \nr\u003e REMEDIAL EDUCATION PROGRAM \nTotal Fourteen Weighted Programs MEDIA CENTER PROGRAMS \nsalaries Operations \nTotal Media center Programs \nTotal Fourteen Weighted and Media center Programs \n \nALLOTMENTS FROM GEORGIA DEPARTMENT OF \n \nREQUIRED \n \nORIGINAL ....!2.- \n \nORIGINAL \n \nMID-TERM \n \n$ \n \n618,421.00 \n \n$ \n \n556,578.90 $ \n \n1,862,625.00 \n \n1,676,362.50 \n \n$ 2,481,046.00 90 $ 2,232,941.40 $ \n \n833,720.00 90 \n \n750,348.00 \n \n1,404,663.00 90 \n \n1,264,196.70 \n \n940,186.00 90 \n \n846,167.40 \n \n349,801,00 90 \n \n314,820.90 \n \n516,301.00 90 \n \n464,670.90 \n \n$ 6,525,717.00 \n \n$ 5,873,145.30 $ \n \n0.00 0.00 31,718.00 \n31,718.00 \n \n$ \n \n807,095.00 \n \n$ \n \n726,385.50 $ \n \n0.00 \n \n$ \n \n807,095.00 90 $ \n \n726,385.50 $ \n \n92,004.00 90 \n \n82,803.60 \n \n$ \n \n899,099.00 \n \n$ \n \n809,189.10 $ \n \n$ \n \n285,886.00 90 $ \n \n257,297.40 $ \n \n$ 7,710,702,00 \n \n$ 6,939,631.80 $ \n \n0.00 \n0.00 0.00 31,718.00 \n \n$ \n \n219,375.00 90 $ \n \n197,437,50 $ \n \n0.00 \n \n60,293.00 100 \n \n60,293.00 \n \n$ \n \n279,668.00 \n \n$ \n \n257,730.50 $ \n \n0.00 \n \n$ 7,990,370.00 \n \n$ 7,197,362.30 $ \n \n31,718.00 \n \nSTAFF DEVELOPMENT PROGRAMS Cost of Instruction Professional Development \nTotal Staff Development Programs \nr) Identifies Fourteen Weighted Programs, see notes to the general purpose financial !tatements. \n \n$ \n \n24,991.00 \n \n54,172.00 \n \n$ \n \n24,991.00 $ \n \n54,172.00 \n \n$ \n \n79,163.00 100 $ \n \n79,163.00 $ \n \n0.00 0.00 \n.....0.0.0= \n \n- 32 - \n \n SCHEDULE \"6\" \n \nEDUCATION TOTAL \nREQUIRED \n \nACTUAL EXPENDITURES \n \nSALARIES \n \nOPERATIONS \n \nTOTAL \n \nAMOUNT OF UNDEREXPENDITURE \nFOR REQUIRED ALLOTMENT \n \n$ \n \n556,578.90 $ \n \n689,359.49 $ \n \n45,nO.57 $ \n \n735,130.06 \n \n1,676,362.50 \n \n1,725,533.16 \n \n142,751.89 \n \n1,868,285.05 \n \n$ 2,232,941.40 $ 2,414,892.65 $ \n \n188,522.46 $ 2,603,415.11 $ \n \n0.00 \n \n750,348.00 \n \n1,048,103.94 \n \n100,525.n \n \n1,148,629.71 \n \n0.00 \n \n1,295,914.70 \n \n1,n2,407.26 \n \n195,238.54 \n \n1,967,645.80 \n \n0.00 \n \n846,167.40 \n \n1,236,828.81 \n \n204,696.00 \n \n1,441,524.81 \n \n0.00 \n \n314,820.90 \n \n436,910.63 \n \n33,032.04 \n \n469,942.67 \n \n0.00 \n \n464,670.90 \n \n565,719.06 \n \n46,834.54 \n \n612,553.60 \n \n0.00 \n \n$ 5,904,863.30 $ \n \n7,474,862.35 $ \n \n768,849.35 $ 8,243,711.70 \n \n$ \n \n726,385.50 \n \n$ \n \n221,678.99 $ 491,566.31 103,n4.38 \n16,929.50 \n \n29,795.10 $ 26,179.71 3,357.83 \n \n251,474.09 517,746.02 107,132.21 \n16,929.50 \n \n$ \n \n726,385.50 $ \n \n833,949.18 $ \n \n59,332.64 $ \n \n893,281.82 \n \n0.00 \n \n82,803.60 \n \n140,896.47 \n \n1,n3.96 \n \n142,670.43 \n \n0.00 \n \n$ \n \n809,189.10 $ \n \n974,845.65 $ \n \n61,106.60 $ 1,035,952.25 \n \n$ \n \n257,297.40 $ \n \n260,906.03 $ \n \n0.00 $ \n \n260,906.03 \n \n0.00 \n \n$ 6,971,349.80 $ \n \n8,710,614.03 $ \n \n829,955.95 $ 9,540,569.98 \n \n$ \n \n197,437.50 $ \n \n338,918.92 \n \n$ \n \n338,918.92 \n \n0.00 \n \n60,293.00 \n \n$ \n \n122,830.46 \n \n122,830.46 \n \n0.00 \n \n$ \n \n257,730.50 $ \n \n338,918.92 $ \n \n122,830.46 $ \n \n461,749.38 \n \n$ 7,229,080.30 $ \n \n9,049,532.95 $ \n \n952,786.41 $ 10,002,319.36 $ \n \n0.00 \n \n$ \n \n24,991.00 \n \n54,172.00 \n \n$ \n \n79.,.1.6.30..0. \n \n$ \n \nn,111.82 $ \n \nn,111.82 \n \n24,511.91 \n \n24,511.91 \n \n$ \n \n101,623.73 $ \n \n101,623.73 $ \n \n....0.0..0. \n \n33 \n \n SECTIONn COMPLIANCE AND INTERNAL CONTROL REPORTS \n \n RUSSELL W. HINTON \nSTATE AUDITOR \n(404) 6562174 \n \nDEPARTMENT OF AUDITS AND ACCOUNTS \n254 Washington Street, S.w., Suite 214 Atlanta, Georgia 30334-8400 \nApril 20, 2000 \n \nHonorable Roy E. Barnes, Governor Members ofthe General Assembly Members of the State Board of Education \nand Superintendent and Members of the Butts County Board ofEducation \n \nREPORT ON COMPLIANCE AND ON INTERNAL CONTROL OVER FINANCIAL REPORTING \nBASED ON AN AUDIT OF FINANCIAL STATEMENTS PERFORMED IN ACCORDANCE WITH \nGOVERNMENT AUDITING STANDARDS \n \nLadies and Gentlemen: \n \nWe have audited the financial statements of Butts County Board of Education as of and for the year ended June 30, 1999, and have issued our report thereon dated April 20, 2000. This report was qualified for a scope limitation and for various departures from generally accepted accounting principles, as identified in the auditor's report on the general purpose financial statements. Except as discussed in the following paragraph, we conducted our audit in accordance with generally accepted auditing standards and the standards applicable to financial audits contained in Govemnient Auditing Standards, issued by the Comptroller General of the United States. \n \nWe did not observe the taking of either the Federal donated commodities inventory or the purchased foods \nas: inventory at June 30, 1999, nor could we satisfy ourselves as to the accuracy of the amounts stated \n \ninventories through alternative procedures. \n \n' \n \nCompliance \n \n.. \n \nAs part of obtaining reasonable assurance about whether Butts County Board of Education's financial statements are free ofmaterial misstatement, we perfonned tests ofits compliance with certain provisions of . laws, regulations, contracts and grants, noncompliance with which could have a direct and material effect on. the determination of financial statement amounts. However, providing an opinion on compliance with those provisions was not an objective of our audit and accordingly, we do not express such an opinion. The results of our tests disclosed no instances of noncompliance that are required to be reported under Government Auditing Standards. \n \n99YB-40 \n \n Internal Control Over Financial Rcmorting \nIn planning and perfonning our audit, we considered Butts County Board of Education's internal control over financial reporting in order to detennine our auditing procedures for the purpose of expressing our opinion on the financial statements and not to provide assurance on the internal control over financial reporting. , However, we noted a certain matter involving the internal control over financial reporting and its operation that we consider to be a reportable condition. Reportable conditions involve matters coming to our attention relating to significant deficiencies in the design or operation of the internal control over financial reporting that, in our judgement, could adversely affect Butts County Board of Education's ability to record, process, summarize and report financial data consistent with assertions of management in the financial statements. The reportable condition is described in the accompanying Schedule of Findings and Questioned Costs as item FS-6181-99-0l. \nA material weakness is a condition in which the design or operation of one or more ofthe internal control components does not reduce to a relatively low level the risk that misstatements in amounts that would be material in relation to the financial statements being audited may occur and not be detected within a timely period by employees in the nonnal course of perfonning their assigned functions. Our consideration of the internal control over financial reporting would not necessarily disclose all matters in the internal control that might be reportable conditions and accordingly, would not necessarily disclose all reportable conditions that are also considered to be material weaknesses. However, the reportable condition described above, is considered to be a material weakness. \nThis report is intended solely for the infonnation and use ofmanagement, members ofthe Butts County Board ofEducation, Federal awarding agencies and pass-through entities and is not intended to be and should not be used by anyone other than these specified parties. \nRespectfully submitted, \nQ~Hin\"t\"oen.c). ~ State Auditor \nRWH:jb 99YB-40 \n \n RUSSELL W. HINTON \nSTATE AUDITOR \n(404) 656-2174 \n \nDEPARTMENT OF AUDITS AND ACCOUNTS \n254 Washington Street, S.W., Suite 214 Atlanta, Georgia 30334-8400 \nApril 20, 2000 \n \nHonorable Roy E. Barnes, Governor. Members of the General Assembly Members of the State Board ofEducation \nand Superintendent and Members of the Butts County Board of Education \nREPORT ON COMPLIANCE WITH REQUIREMENTS APPLICABLE TO EACH MAJOR PROGRAM \nAND INTERNAL CONTROL OVER COMPLIANCE IN ACCORDANCE WITH OMB CIRCULARA-133 \nLadies and Gentlemen: \nCompliance \nWe have audited the compliance of Butts County Board of Education with the types of compliance requirements described in the U.S. Office ofManagement and Budget (OMB) Circular A-I33 Compliance Supplement that are applicable to each of its major Federal programs for the year ended June 30, 1999. Butts County Board ofEducation's major Federal programs are identified in the accompanying Schedule ofFindings and Questioned Costs. Compliance with the requirements of laws, regulations, contracts and grants applicable to each of its major Federal programs is the responsibility of Butts County Board of Education's management. Our responsibility is to express an opinion on Butts County Board of Education's compliance based on our audit. \nWe conducted our audit of compliance in accordance with generally accepted auditing standards; the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General ofthe United States; and OMB Circular A-133, Audits ofStates, Local Governments, and Non-Profit Organizations. Those standards and OMB Circular A-133 require that we plan and perform the audit to obtain reasonable assurance about whether noncompliance with the types of compliance requirements referred to above that could have a direct and material effect on a major Federal program occurred. An au,dit includes examining, on a test basis, evidence about the Butts County Board ofEducation's compliance with those requirements and performing such other procedures as we considered necessary in the circumstances. We believe that our audit provides a reasonable basis for our opinion. Our audit does not provide a legal determination on Butts County Board ofEducation's compliance with those requirements. \n \n99SA-10 \n \n In our opinion, the Butts County Board ofEducation complied, in all material respects, with the requirements referred to above that are applicable to each of its major Federal programs for the year ended June 30, 1999. \nInternal Control Over Compliance \nThe management ofButts County Board ofEducation is responsible for establishing and maintaining effective internal control over compliance with requirements oflaws, regulations, contracts and grants applicable to Federal programs. In planning and performing our audit, we considered Butts County Board of Education's internal control over compliance with requirements that could have a direct and material effect on a major Federal program in order to determine our auditing procedures for the purpose of expressing our opinion on compliance and to test and report on internal control over compliance in accordance with OMB Circular A133. \nOur consideration of the internal control over compliance would not necessarily disclose all matters in the internal control that might be material weaknesses. A material weakness is a condition in which the design or operation of one or more ofthe internal control components does not reduce to a relatively low level ofrisk that noncompliance with applicable requirements of laws, regulations, contracts and grants that would be material in relation to a major Federal program being audited may occur and not be detected within a timely period by employees in the normal course of performing their assigned functions. We noted no matters involving the internal control over compliance and its operation that we consider to be material weaknesses. \nThis report is intended solely for the information and use ofmanagement, members ofthe Butts County Board ofEducation, Federal awarding agencies and pass-through entities and is not intended to be and should not be used by anyone other than these specified parties. \nRespectfully sub~tted, \n \nRWH:jb 99SA-1O \n \nR sell W. Hinton State Auditor \n \n SECTION ill AUDITEE'S RESPONSE TO PRIOR YEAR FINDINGS AND QUESTIONED COSTS \n \n BUTTS COUNTY BOARD OF EDUCATION \nAUDITEE'S RESPONSE \nSUMMARy SCHEDULE OF PRIOR YEAR FINDINGS AND QUESTIONED COSTS YEAR ENDED JUNE 30. 1999 \n \nPRIOR YEAR FINANCIAL STATEMENT FINDINGS AND QUESTIONED COSTS \n \nFINDING CONTROL NUMBER AND STATUS \n \n6181-96-01 FS-6181-97-01 FS-6181-98-01 FS-6181-98-02 \n \nPreviously Reported Corrective Action Implemented Further Action Not Warranted Previously Reported Corrective Action Implemented Unresolved - See Corrective Action/Responses \n \nCORRECTIVE ACTIONIRESPONSES \n \nGENERAL FIXED ASSETS Failure to Maintain General Fixed Assets Account Group Finding Control Number: FS-6181-98-02 \n \nDue to budgetary constraints, the Board is unable to increase staff necessary to clear this finding. The Board believes it provides appropriate staffto perform accounting functions. With the present staff limitations, this finding cannot be totally resolved. \n \n SECTION IV FINDINGS AND QUESTIONED COSTS \n \n BUTTS COUNTy BOARD OF EDUCATION \nSCHEDULE OF FINDINGS AND QUESTIONED COSTS YEAR ENDED JUNE 30. 1999 \nI SUMMARy OF AUDITOR'S RESULTS \n1. Type of R!4Jort Issued on the Financial Statements The auditor's opinion on the Butts County Board of Education's financial statements was qualified for a scope limitation and for various departures from generally accepted accounting principles. \n2. Reportable Conditions in Internal Control Disclosed by the Audit of the Financial Statements The audit report for the Butts County Board of Education disclosed a [mancial statement reportable condition related to the following control category. \nGeneral Fixed Assets \nThe reportable condition described above is considered to be a material weakness. \n3. Noncompliance Material to the Financial Statements The audit ofthe Butts County Board ofEducation disclosed no instances ofnoncompliance that were deemed to be material to the financial statements. \n4. R!4Jortable Conditions in Internal Control Over Major Programs The audit report for the Butts County Board of Education did not disclose any reportable conditions in internal control over major programs. \n5. Type ofR!4Jort Issued on Compliance for Milior Programs The auditor's opinion on the Butts County Board of Education's report on compliance with requirements applicable to major programs was unqualified. \n6. Audit Findings Required to be Reported by Section .5IO(a) ofOMB Circular A-133 The Butts County Board ofEducation's audit did not disclose audit findings required to be reported by section .5 IO(a) ofOMB Circular A-133. \n7. Mcijor Programs Federal awards audited as major programs are as follows: 10.550 Food and Nutrition Program - Food Distribution Program \n84.010 Elementary and SecondaryEducation Act - Title I - Grants to Local Educational Agencies \n8. JSpe \"A\" Program Dollar Threshold The dollar threshold for type \"A\" programs was $300,000.00. \n9. Low Risk Auditee \nThe Butts County Board of Education was audited as a low risk auditee based on a waiver granted by the U. S. Department ofEducation. \n- 1- \n \n BUTTS COUNTy BOARD OF EDUCATION SCHEDULE OF FINDINGS AND QUESTIONED COSTS \nYEAR ENDED JUNE 30, 1999 \nII FINANCIAL STATEMENT FINDINGS AND QUESTIONED COSTS GENERAL FIXED ASSETS Failure to Maintain General Fixed Assets Account Group Reportable Condition - Material Weakness Repeated from Prior Year Finding Control Number: FS-6181-99-01 The Butts County Board of Education did not maintain a system-wide General Fixed Assets Account Group within the formal accounting records as required by generally accepted accounting principles. This condition results in the general putpose financial statements ofthe Board being incomplete and not in accordance with generally accepted accounting principles. Appropriate action should be taken by the Board to establish accounting controls and procedures to provide for maintenance of a General Fixed Assets Account Group. These subsidiary records should include an inventory ofland, buildings and equipment owned by the Board and should include, but may not be limited to, date acquired, acquisition cost, estimated replacement cost, location and description. Detailed records should be maintained of all additions and deletions to the General Fixed Assets Account Group. Management's Response: We concur with this finding, however due to budgetary constraints, the Board is unable to increase staff necessary to clear this finding. The Board believes it provides appropriate staff to perform accounting functions. With the present staff limitations, this finding cannot be totally resolved. \nill FEDERAL AWARD FINDINGS AND QUESTIONED COSTS \nNo matters were reported. \n-2- \n \n "},{"id":"dlg_ggpd_y-ga-ba800-b-pr1-be26-bb98-b1997-h98","title":"Audit report, Butts County Board of Education, Jackson, Georgia, year ended June 30, 1998","collection_id":"dlg_ggpd","collection_title":"Georgia Government Publications","dcterms_contributor":["Georgia. Department of Audits and Accounts.","Georgia. Department of Audits."],"dcterms_spatial":["United States, Georgia, Butts County, 33.28785, -83.95717"],"dcterms_creator":["Georgia. Department of Audits"],"dc_date":["1998-06-30"],"dcterms_description":["Ceased with year ended June 30, 1999.","Report year covers fiscal year.","Year ended June 30, 1995-year ended June 30, 1996 appear to be issued by Georgia. Department of Audits and Accounts, but issuing body is still presented on some sources as: Georgia. Department of Audits.","Has supplements: Supplementary information, Butts County Board of Education, Jackson, Georgia, summary and schedule of salaries and travel, -year ended June 30, 1998; Butts County Board of Education, Jackson, Georgia, schedule of salaries and travel, year ended June 30, 1999.","Year ended June 30, 1994 (online surrogate); title from PDF cover (Georgia Government Publications database, viewed September 28, 2022).","Year ended June 30, 1999 (online surrogate); (Georgia Government Publications database, viewed September 28, 2022)."],"dc_format":["application/pdf"],"dcterms_identifier":null,"dcterms_language":["eng"],"dcterms_publisher":["Atlanta, Ga. : Dept. of Audits and Accounts"],"dc_relation":null,"dc_right":["http://rightsstatements.org/vocab/InC/1.0/"],"dcterms_is_part_of":null,"dcterms_subject":["Auditors' reports--Georgia","Financial statements--Georgia","Butts County (Ga.). Board of Education--Appropriations and expenditures"],"dcterms_title":["Audit report, Butts County Board of Education, Jackson, Georgia, year ended June 30, 1998"],"dcterms_type":["Text"],"dcterms_provenance":["University of Georgia. Map and Government Information Library"],"edm_is_shown_by":["https://dlg.galileo.usg.edu/do:dlg_ggpd_y-ga-ba800-b-pr1-be26-bb98-b1997-h98"],"edm_is_shown_at":["https://dlg.galileo.usg.edu/id:dlg_ggpd_y-ga-ba800-b-pr1-be26-bb98-b1997-h98"],"dcterms_temporal":null,"dcterms_rights_holder":["\u0026copy; Georgia Department of Audits"],"dcterms_bibliographic_citation":null,"dlg_local_right":null,"dcterms_medium":["state government records"],"dcterms_extent":null,"dlg_subject_personal":null,"iiif_manifest_url_ss":null,"dcterms_subject_fast":null,"fulltext":"G-A \nA~OO \niR.1 E:J-b \nB9~ \nj9(il-9 ~ \n \nAUDIT REPORT BUTTS COUNTY BOARD OF EDUCATION \nJACKSON, GEORGIA YEAR ENDED JUNE 30, 1998 \n \nSTATE OF GEORGIA DEPARTMENT OF AUDITS AND ACCOUNTS \n254 WASHINGTON STREET \nATLANTA, GEORGIA 30334-8400 \n \n BurrS COUNTY BOARD OF EDUCATION - TABLE OF CONTENTS - \n \nSECTION I \n \nFINANCIAL \n \nINDEPENDENT AUDITOR'S COMBINED REPORT ON GENERAL PURPOSE FINANCIAL STATEMENTS AND SUPPLEMENTARY INFORMATION SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS \n \nEXHIBITS \n \nGENERAL PURPOSE FINANCIAL STATEMENTS \n \nCOMBINED STATEMENTS - OVERVIEW \n \nA \n \nCOMBINED BALANCE SHEET \n \nALL FUND TYPES AND ACCOUNT GROUP \n \n2 \n \nB \n \nCOMBINED STATEMENT OF REVENUES, EXPENDITURES AND \n \nCHANGES IN FUND BALANCES \n \nALL GOVERNMENTAL FUND TYPES \n \n4 \n \nC \n \nCOMBINED STATEMENT OF REVENUES, EXPENDITURES AND \n \nCHANGES IN FUND BALANCES - BUDGET AND ACTUAL \n \n(NON-GAAP BASIS) \n \nGENERAL AND SPECIAL REVENUE FUNDS \n \n6 \n \nD NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \n7 \n \nADDmONAL FINANCIAL INFORMATION \n \nCOMBINING STATEMENTS \n \nSPECIAL REVENUE FUND \n \nE \n \nCOMBINING BALANCE SHEET \n \n20 \n \nF \n \nCOMBINING STATEMENT OF REVENUES, EXPENDITURES \n \nAND CHANGES IN FUND BALANCES \n \n21 \n \nCAPITAL PROJECTS FUND \n \nG \n \nCOMBINING BALANCE SHEET \n \n22 \n \nH \n \nCOMBINING STATEMENT OF REVENUES, EXPENDITURES \n \nAND CHANGES IN FUND BALANCES \n \n24 \n \nDEBT SERVICE FUND \n \nI \n \nCOMBINING BALANCE SHEET \n \n26 \n \nJ \n \nCOMBINING STATEMENT OF REVENUES, EXPENDITURES \n \nAND CHANGES IN FUND BALANCES \n \n27 \n \nSCHEDULES \n \n1 SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS \n \n28 \n \n2 SCHEDULE OF STATE REVENUE \n \n30 \n \n3 SCHEDULE OF APPROVED LOCAL OPTION SALES TAX PROJECTS \n \n31 \n \n Burrs COUNTY BOARD OF EDUCATION - TABLE OF CONTENTS - \n \nSECTION I \n \nFINANCIAL \n \nADDmONAL FINANCIAL INFORMATION \n \nSCHEDULES \n \n4 SCHEDULE OF EXPENDITURES \n \nLOTTERY PROGRAMS \n \n32 \n \nANALYSIS OF MINIMUM EXPENDITURE REQUIREMENTS \n \nGENERAL FUND - QUALITY BASIC EDUCATION PROGRAMS \n \n5 \n \nOVERALL \n \n33 \n \n6 \n \nBY PROGRAM \n \n34 \n \nSECTIONll \nCOMPLIANCE AND INTERNAL CONTROL REPORTS \nREPORT ON COMPLIANCE AND ON INTERNAL CONTROL OVER FINANCIAL REPORTING BASED ON AN AUDIT OF FINANCIAL STATEMENTS PERFORMED IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS \nREPORT ON COMPLIANCE WITH REQUIREMENTS APPLICABLE TO EACH MAJOR PROGRAM AND INTERNAL CONTROL OVER COMPLIANCE IN ACCORDANCE WITH OMB CIRCULAR A-133 \n \nSECTIONm AUDITEE'S RESPONSE TO PRIOR YEAR FINDINGS AND QUESTIONED COSTS SUMMARY SCHEDULE OF PRIOR YEAR FINDINGS AND QUESTIONED COSTS \n \nSECTION IV FINDINGS AND QUESTIONED COSTS SCHEDULE OF FINDINGS AND QUESTIONED COSTS \n \n SECTION I \nFINANCIAL \n \n CLAUDE L. VICKERS \nSTAlE AUDITOR \n(404) 656-2174 \n \nDEPARTMENT OF AUDITS AND ACCOUNTS \n254 Washington Street, S.W., Suite 214 Atlanta, Georgia 30334-8400 \nMarch 3, 1999 \n \nHonorable Roy E. Barnes, Governor Members of the General Assembly Members ofthe State Board of Education \nand Superintendent and Members ofthe Butts County Board of Education \nINDEPENDENT AUDITOR'S COMBINED REPORT ON GENERAL PURPOSE FINANCIAL STATEMENTS AND SUPPLEMENTARY INFORMATION SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS \nLadies and Gentlemen: \nWe have audited the accompanying general purpose financial statements of the Butts County Board of Education, as of and for the year ended June 30, 1998, as listed in the table of contents. These general purpose financial statements are the responsibility of the Butts County Board of Education's management. Our responsibility is to express an opinion on these general purpose financial statements based on our audit. \nExcept as discussed in the following paragraph, we conducted our audit in accordance with generally accepted auditing standards and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General ofthe United States. Those standards require that we plan and perform the audit to obtain reasonable assurance about whether the financial statements are free of material misstatement. An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the financial statements. An audit also includes assessing the accounting principles used and significant estimates made by management, as well as evaluating the overall financial statement presentation. We believe that our audit provides a reasonable basis for our opinion. \nWe did not observe the taking of either the Federal donated commodities inventory or purchased foods inventory at June 30, 1998, nor could we satisfy ourselves as to the accuracy of the amounts stated as inventories through alternative procedures. \nAs described in the notes to the general purpose financial statements, the Board's financial statements have been prepared using certain accounting practices and policies which, in our opinion, vary in some respects from generally accepted accounting principles. These variances are described as follows: \n \n98ARL-13A \n \n * The general purpose financial statements of the Board did not contain a General Fixed Assets \nAccount Group to account for property and equipment owned by the Board which should be included to conform to generally accepted accounting principles. \n* The Board did not report compensated absences within the general purpose financial statements as \nrequired by generally accepted accounting principles. \n* School activity accounts maintained at the individual schools are not included in the general purpose \nfinancial statements. To conform to generally accepted accounting principles, these accounts should be included in the general purpose financial statements. \n* The Board did not recognize as expenditures, in the year ended June 30, 1998, a portion of salaries \nand the corresponding employer's cost of related benefits earned for contractual services completed prior to June 30, 1998. Also funds received, subsequent to June 30, 1998, from the Georgia Department ofEducation for the State's share ofthese unrecorded salaries and related benefits were not recorded as revenue in the year under review. Conversely, the similar expenditures and related revenues for contractual services completed prior to June 30, 1997, were improperly recorded in the year ended June 30, 1998. To conform to generally accepted accounting principles, revenues should be recorded when available and measurable and expenditures should be recorded when incurred, rather than when funds are received or disbursed. \n* Governmental Accounting Standards Board Technical Bulletin 98-1, Disclosures About Year 2000 \nIssues, requires disclosure of certain matters regarding the year 2000 issue in order for financial statements to be prepared in conformity with generally accepted accounting principles. Such required disclosures include: \n\u003c\u003e Any significant amount of resources committed to make computer systems and other electronic equipment year 2000 compliant; \n\u003c\u003e A general description ofthe year 2000 issue, including a description ofthe stages ofwork in process or completed as of the end of the reporting period to make computer systems and other electronic equipment critical to conducting operations year 2000 compliant. \n\u003c\u003e The additional stages of work necessary for making the computer systems and other electronic equipment year 2000 compliant. \nButts County Board ofEducation has omitted such disclosures. We do not provide assurance that Butts County Board ofEducation is or will be year 2000 ready, that Butts County Board ofEducation's year 2000 remediation efforts will be successful in whole or in part, or that parties with which Butts County Board of Education does business will be year 2000 ready. \nThe aggregate effects on the general purpose financial statements of these variances or omissions have not been determined, but are believed to be material. \nIn our opinion, except for the effects of such adjustments, ifany, on the Special Revenue Fund, as might have been determined to be necessary had we been able to satisfy ourselves as to the accuracy of the food service \n98ARL-13A \n \n inventories as discussed in the third paragraph, and except for the effects on the general purpose financial statements of the matters referred to in the preceding paragraph, the general purpose financial statements referred to above present fairly, in all material respects, the financial position of the Butts County Board of Education as of June 30, .1998, and the results of its operations for the year then ended, in conformity with generally accepted accounting principles. \nIn accordance with Government Auditing Standards, we have also issued our report dated March 3, 1999, on our consideration ofthe Butts County Board ofEducation's internal control over financial reporting and our tests of its compliance with certain provisions of laws, regulations, contracts and grants. \nOur audit was performed for the purpose of forming an opinion on the general purpose financial statements ofthe Butts County Board ofEducation taken as a whole. The accompanying combining statements (Exhibits E through J) and the financial schedules (Schedules 1 through 6), which includes the Schedule of Expenditures of Federal Awards as required by U. S. Office of Management and Budget Circular A-133, Audits ofStates, Local Governments, and Non-Profit Organizations, are presented for purposes of additional analysis and are not a required part of the general purpose fmancial statements. Such information has been subjected to the auditing procedures applied in the audit of the general purpose financial statements and in our opinion, except for the effect of adjustments, if any, on the Special Revenue Fund, as might have been determined to be necessary had we been able to satisfy ourselves as to the accuracy of the food service inventories as discussed in the third paragraph, and except for the effects of the matters referred to in the fourth paragraph, such information is fairly presented in all material respects in relation to the general purpose financial statements taken as a whole. \nA 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. \nRespectfully submitted, \n~~~ \nClaude L. Vickers State Auditor \nCLV:jb 98ARL-13A \n \n Burrs COUNTY BOARD OF EDUCAnON \n \n BUTTS COUNTY BOARD OF EDUCATION COMBINED BALANCE SHEET \nALL FUND TYPES AND ACCOUNT GROUP JUNE 30. 1998 \n \n EXHIBIT \"A\" \n \nDEBT SERVICE \nFUND \n \nACCOUNT GROUP GENERAL \nLONG-TERM DEBT \n \nTOTALS \n \n(Memorandum Only) \n \nJUNE 30,1998 \n \nJUNE 30,1997 \n \n$ \n \n16,383.99 \n \n$ 6,845,588.67 $ 2,072,713.96 \n \n4,064,903.45 \n \n1,750,351.47 \n \n221,497.72 \n \n25,525.08 11,709.42 \n \n$ \n \n16,383.99 \n \n16,383.99 \n \n8.493,616.01 \n \n8.493,616.01 \n \n26,711.35 11,575.37 \n \n$ \n \n16,383.99 $ \n \n8,510,000.00 $ 21,208,078.09 $ 2,332.498.40 \n \n$ \n \n14,967.08 \n \n$ \n \n34,160.68 \n \n30,885.04 \n \n109,871.60 \n \n92,911.92 \n \n2,410.46 \n \n7,190.77 \n \n117,249.55 \n \n$ \n \n8,510,000.00 \n \n8,510,000.00 \n \n$ \n \n8,510,000.00 $ 8,773,692.29 $ \n \n145,954.81 \n \n$ \n \n16,383.99 \n \n0.00 \n \n$ \n \n16,383.99 \n \n$ \n \n21,467.14 $ \n \n39,920.14 \n \n58,645.47 \n \n16,383.99 \n \n352.40 \n \n352.40 \n \n25,525.08 11,709.42 7,101,018.37 972,984.89 453,732.27 \n3,772,566.77 \n$ 12.434,385.80 $ \n \n26,711.35 11,575.37 \n-14,967.08 2,122,951.41 2,186,543.59 \n \n$ \n \n16,383.99 $ \n \n8,510,000.00 $ 21,208,078.09 $ 2,332.498.40 \n \n-3- \n \n Buns COUNTY BOARD OF EDUCATION COMBINED STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES \nALL GOVERNMENTAL FUND TYPES YEAR ENDED JUNE 30, 1998 \n \nREVENUES \nState Funds Federal Funds Taxes Other Funds \nTotal Revenues \nEXPENDITURES \nCurrent Instruction Support Services Pupil Services Improvement of Instructional Services Educational Media Services General Administration School Administration Business Administration Maintenance and Operation of Plant Student Transportation Services Central Support Services Other Support Services Food Services Operation \nCapital Outlay Debt Service \nInterest \nTotal Expenditures \nExcess of Revenues over (undElr) Expenditures \nOTHER FINANCING SOURCES (USES) \nAccrued Interest on Bonds Sold Proceeds from General Obligation Bonds . \nPar Value Operating Transfers In Operating Transfers Out \nTotal Other Financing Sources (Uses) \nExcess of Revenues and Other Financing Sources over (under) Expenditures and Other Financing Uses \nFUND BALANCE JULY 1 \nFood Inventory - Net Change in Period Donated Commodities Purchased Food \nResidual Equity Transfer \n \nGENERAL FUND \n \nSPECIAL REVENUE \nFUND \n \n$ 10,367,267.61 $ 722,00 \n5,870,760.34 204,294.02 \n$ 16,443,043.97 $ \n \n169,294,00 1,661,804,84 \n316,724.17 \n2,147,823.01 \n \n$ 9,096,406,80 $ \n \n853,485.55 \n \n759,124.84 477,509,70 440,987.04 355,740.46 1,174,730.47 111,338,86 1,252,273,90 722,288.14 \n32,341.00 228,076.02 \n50,499.06 109,068.40 \n \n61,261.34 28,468.26 \n8,005.03 \n6,188.78 90,974.10 1,045,112.29 \n \n$ 14,810,384.69 $ $ 1.632,659.28 $ \n \n2,093,495.35 54,327.66 \n \n$ \n \n$ \n \n-22,524.43 \n \n$ \n \n-22,524.43 $ \n \n$ 1,610,134.85 $ 1,958,945.76 \n \n15,587.67 \n \n22,524.43 \n22,524.43 \n76,852.09 227,012.44 \n-1,186,27 134,05 \n \nFUND BALANCE JUNE 30 \n \n$ 3,584,668,28 $ \n \nThe notes to the general purpose financial statements are an integral part of this statement. -4- \n \n302,812.31 \n \n EXHIBIT\"B\" \n \nCAPITAL PROJECTS \nFUND \n \nDEBT SERVICE \nFUND \n \nTOTALS \n \n(Memorandum Only) \n \nYEAR ENDED \n \nJUNE 30,1998 \n \nJUNE 30,1997 \n \n$ 1,508,006.97 $ 217,571.02 \n$ 1,725,577.99 $ \n \n$ \n86,738.75 35.20 \n86,773.95 $ \n \n10,536,561.61 $ 1,662,526.84 7,465,506.06 \n738,624.41 \n20,403,218.92 $ \n \n10,036,939.57 1,374,321.57 3,353,868.79 504,437.14 \n15,269,567.07 \n \n$ \n \n135,106.39 \n \n1,554,983.30 \n \n$ \n \n$ 1.690.089.69 $ \n \n$ \n \n35,488.30 $ \n \n$ \n86.738.75 86,738.75 $ \n35.20 $ \n \n9,949,892.35 $ \n820,386.18 505,977.96 440,987.04 363,745.49 1,174,730.47 246,445.25 1,252,273.90 728,476.92 \n32,341.00 319,050.12 1,095,611.35 1,664,051.70 \n86.738.75 \n18,680,708.48 $ \n1,722,510.44 $ \n \n9,203,031.29 \n755,317.60 405,961.13 420,457.57 341,195.46 1,006,259.28 \n82,149.49 1,161,504.26 \n691,003.99 34,235.00 \n720,679.71 1,080,236.44 \n169,798.54 \n16,071,829.76 \n-802,262.69 \n \n$ $ 8,510,000.00 \n$ 8,510,000.00 $ $ 8,545,488.30 $ \n-14,967.08 \n \n16,383.99 $ 16,383.99 $ \n \n16,383.99 \n8,510,000.00 22,524.43 $ -22.524.43 \n8,526,383.99 $ \n \n6,545.34 -6,545.34 \n0.00 \n \n16,419.19 $ 15,552.47 \n \n10,248,894.43 $ 2,186,543.59 \n \n-802,262.69 2,988,636.95 \n \n-15,587.67 \n \n-1,186.27 134.05 0.00 \n \n2,053.17 -1,883.84 \n \n$ 8,530,521.22 $ \n \n16,383.99 $ 12,434.385.80 $ 2,186,543.59 \n \n-5- \n \n Burrs COUNTY BOARD OF EDUCATION \n \nCOMBINED STATEMENT OF REVENUES. EXPENDITURES AND CHANGES IN FUND BALANCES \n \nBUDGET AND ACTUAL - (NON-GMP BASIS) \n \n. \n \nGENERAL AND SPECIAL REVENUE FUNDS \n \nYEAR ENDED JUNE 3D. 1998 \n \nEXHIBITC \n \nThe notes to the general purpose financial statements are an integral part of this statement. -6- \n \n Burrs COUNTY BOARD OF EDUCATION \n \nEXHIBIT liD\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 3D. 1998 \n \nNote 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES \nREPORTING ENTITY \nThe Butts County Board of Education (Board) was established under the laws of the State of Georgia and operates under the guidance of a school board elected by the voters and a Superintendent appointed by the Board. The Board is organized as a separate legal entity and has the power to, levy taxes and issue bonds. Its budget is not subject to approval by any other entity. Accordingly, the Board is a primary government and consists of all the organizations that compose its legal entity. \nFUND ACCOUNTING \nThe Board uses funds and an account group to report on its financial position and the results of its operations. Fund accounting is designed to demonstrate legal compliance and to aid 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. \nGeneral Fixed Assets are recorded as expenditures in the various funds at the time of purchase. A General Fixed Assets Account Group is not presently maintained by the Board. To conform to generally accepted accounting principles, a General Fixed Assets Account Group should be maintained for reporting the cost of assets acquired by governmental fund types. \nAlthough \"school activity accounts\" are maintained at the individual schools, neither the assets, liabilities and fund equity, nor the revenues, expenditures and changes in fund balances of these accounts are reflected in these fmancial statements. To conform to generally accepted accounting principles, these accounts should be recorded in the general purpose financial statements. \nThe general purpose financial statements account for all State, Federal, Taxes and Other funds under control ofthe Board, in compliance with generally accepted accounting principles applicable to governmental units, unless otherwise disclosed in these notes. Funds and the account group presented in this report are as follows: \nGOVERNMENTAL FUND TYPES - are used to account for all or most ofa Board's educational activities. Governmental Fund Types include: \nGENERAL FUND - the fund used to account for all financial resources ofthe Board except those required to be accounted for in another fund. These transactions relate to resources obtained and used for services provided by a board of education. \nSPECIAL REVENUE FUND - the fund used to account for the proceeds ofspecific revenue sources (other than for major capital projects) that are legally restricted to expenditures for specified purposes. These funds are received primarily from the Georgia Department ofEducation and from the Federal government to accomplish specific educational objectives. \n-7- \n \n BUTTS COUNTY BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30, 1998 \n \nNote 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES \nCAPITAL PROJECTS FUND - the fund used to account for financial resources to be used for the acquisition or construction of major capital facilities. \nDEBT SERVICE FUND - the fund used to account for the accwnulation ofresources for, and the payment of, general long-term principal, interest and paying agent fees. \nACCOUNT GROUP \nGENERAL LONG-TERM DEBT ACCOUNT GROUP - A financial reporting device used to account for general obligation debt. \nBASIS OF ACCOUNTING \nThe 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 generally are included on the balance sheet. Operating statements of these funds present increases (Le., revenues and other financing sources) and decreases (Le., expenditures and other financing uses) in net current assets. Their reported fund balance is considered a measure of available spendable resources. \nLiabilities 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. \nGovernmental funds are accounted for using the modified accrual basis ofaccounting under which: \nRevenues are recognized when susceptible to accrual (Le., 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 property taxes, local option sales taxes, intergovernmental grants and investment income. \nExpenditures are generally recognized when the related fund liability is incurred. \nA departure from the above definitions is the accounting treatment afforded the final two payments on General Fund teachers' and bus drivers' contracts, and the resources available from the Georgia Department of Education for the State's share of these contracts. During fiscal year 1998, a substantial nwnber of personnel ofthe Board were employed for a one hundred and ninety day period beginning in late August 1997 and ending in early June 1998. Personnel contracts for this employment period specify that compensation be paid in twelve equal monthly payments beginning in September 1997 and ending in August 1998. State grants to fund the State's share ofthese contracts were disbursed from the Georgia Department of Education to the Board in the same twelve months. As of June 30, 1998, compensation under these employment \n-8- \n \n Burrs COUNTY BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30. 1998 \n \nNote 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES \ncontracts had been earned, but two of the twelve monthly payments, due for July and August 1998, had not been made. Payments for these two months were made and recorded as expenditures by the Board subsequent to June 30, 1998. Also, the State's portion of the compensation paid in July and August 1998 was received and recorded as revenue in the fiscal year subsequent to June 30, 1998. Conversely, the similar expenditures and related revenues for contractual services completed prior to June 30, 1997, were recorded in the year ended June 30, 1998. Generally accepted accounting principles require that revenues be recorded when available and measurable and that expenditures be recorded when incurred, rather than when funds are received or disbursed. \nBUDGET \nThe Butts County Board ofEducation's budget is a complete financial plan for the Board's fiscal year and is based upon estimates of expenditures together with probable funding sources. There is no statutory prohibition regarding overexpenditure of the budget at any level. The budget for all governmental funds is prepared by fund, function and object. The legal l.evel of budget control was established by the Board a. t the aggregate level. The budget for governmental funds was prepared on a basis other than generally accepted accounting principles. \nThe budget process begins when the Board's administration prepares a tentative budget for the Board's approval. After approval ofthis tentative budget by the Board, such budget is advertised at least once in a newspaper of general circulation in the locality. At the next regular meeting ofthe Board after advertisement, the Board receives comments on the tentative budget, makes revisions as necessary and adopts a final school budget. This fmal budget is then submitted, in accordance with provisions ofthe Quality Basic Education Act, OCGA Section 20-2-167, to the Georgia Department ofEducation. The Board may increase or decrease the budget at any time during the year. All unexpended budget authority lapses at fiscal year-end. \nThe Statement ofRevenues, Expenditures and Changes in Fund Balances - Budget and Actual presents actual and budgeted data for the General Fund and Special Revenue Fund. To facilitate comparison with the budget, the following adjustments have been made to fund balance as reflected on Exhibit \"B\" of this report: \n \n-9- \n \n BUTTS COUNTY BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30. 1998 \n \nNote 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES \n \nSpecial Revenue \nFund \n \nFUND BALANCE JULY 1, 1997 \n \n$ 227,012.44 \n \nAdjustments Inventories - July 1, 1997 Food Donated Commodities Purchased Foods \n \n-26,711.35 \" -11.575.37 \n \nFund Balance July 1, 1997 (Budget Basis) \n \n$ 188,725.72 \n \nExcess ofRevenues and Other Financing Sources over (under) Expenditures and Other Financing Uses \n \n76.852.09 \n \nFUND BALANCE JUNE 30, 1998 (Budget Basis) \n \n$ 265.577.81 \n \nCASH AND CASH EQUIVALENTS \n \nCOMPOSITION OF DEPOSITS Cash and cash equivalents consist of deposits in authorized financial institutions. Georgia Laws authorize the Board to deposit its funds in one or more solvent banks, insured Federal savings and loan associations, or insured State chartered building and loan associations. \n \nINVESTMENTS \n \nCOMPOSITION OF INVESTMENTS Investments made by the Board 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 of one year or less are reported at amortized cost. 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 of Georgia Annotated Section 36-83-4 authorizes the Board to invest its funds. In selecting among options for investment or among institutional bids for deposits, the highest rate of return shall be the objective, given equivalent conditions of safety and liquidity. Funds may be invested in the following: . \n \n(1) Obligations issued by the State of Georgia or by other states, \n \n(2) Obligations issued by the United States government, \n \n- 10- \n \n Burrs COUNTY BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30. 1998 \n \nNote 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES \n \n(3) Obligations fully insured or guaranteed by the United States government or a United States government agency, \n \n(4) Obligations of any corporation ofthe United States government, \n \n(5) Prime banker's acceptances, \n \n(6) The Local Government Investment Pool administered by the State of Georgia, Office of Treasury and Fiscal Services, \n \n(7) Repurchase agreements, and \n \n(8) Obligations of other political subdivisions ofthe State of Georgia. \n \nRECEIVABLES \n \nReceivables consist of grant reimbursements due on Federal, State or other grants for expenditures made but not reimbursed and other receivables disclosed from information available. Receivables are recorded when either the asset or revenue recognition criteria has been met. Receivables recorded on the general purpose financial statements do not include any amounts which would necessitate the need for an allowance for uncollectible receivables. \n \nPROPERTY TAXES \n \nThe Butts County Board of Commissioners fixed the property tax levy for the 1997 tax year (calendar year) on June 12, 1997 (levy date). Taxes were due on September 5, 1997 and could be paid in two installments on September 5, 1997 and December 5, 1997 (due dates). The lien date for property taxes was January 1, 1997. Taxes collected within the current fiscal year or within 60 days after year-end are reported as revenue in fiscal year 1998. The Butts County Tax Commissioner bills and collects the property taxes for the Board of Education, withholds 2.5% of taxes collected as a fee for tax collection and remits the balance of taxes collected to the Board. \n \nThe tax millage rate levied for the 1997 tax year (calendar year) for the Butts County Board ofEducation was as follows (a mill equals $1 per thousand dollars of assessed value): \n \nSchool Operations \n \n~mills \n \nSALES TAXES \n \nSpecial Purpose Local Option Sales Tax is to be used for capital outlay for educational purposes and or debt service. Special Purpose Local Option Sales Tax collected by the State and remitted to the Board during the fiscal year amounted to $1,594,745.72 and was recorded in the Capital Projects and Debt Service Funds. The \n \n- 11 - \n \n BurrS COUNTY BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30. 1998 \n \nNote 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES \nState will terminate collection ofthis tax once an additional $8,688,779.28 has been collected or on June 30, 2002 whichever occurs first. \nINVENTORIES \nFOOD INVENTORIES Inventories of donated food commodities used in the preparation of meals are reported on the Combined Balance Sheet at their Federally assigned value. Purc~ed foods inventories are reported on the Combined Balance Sheet at cost (first-in, first-out). Donated food commodities are recorded as revenues and expenditures at the time commodity items are received. Purchased foods inventories are recorded as expenditures at the time of purchase. The inventories reported on the balance sheet for donated food commodities and for purchased foods are equally offset by reservations of fund balance which indicates that these amounts do not constitute \"available spendable resources\" even though they are a component of net current assets. \nCOMPENSATED ABSENCES \nCompensated absences represent obligations of the Board relating to employees' rights to receive compensation for future absences based upon service 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 ofthis obligation as this amount is deemed immaterial to the general purpose fmancial statements. \nHowever, the dollar value of accumulated compensated absences at June 30, which will be payable from future resources is material to the general purpose financial statements and has not been recorded in the General Long-Term Debt Account Group as required by generally accepted accounting principles. \nGENERAL OBLIGATION BONDS \nThe Board issues general obligation bonds to provide funds for the acquisition and construction of major capital facilities. Bond premiums and discounts, as well as issuance costs, are recognized in the financial statements during the year bonds are issued. General obligation bonds are direct obligations and pledge the full faith and credit of the government. The outstanding amount of these bonds is recorded in the General Long-Term Debt Account Group. \nINTERFUND TRANSACTIONS \nThe Board has the following types of interfund transactions: \nReimbursements of expenditures initially made from a fund that are properly applicable to another fund, are recorded as expenditures in the reimbursing fund and as reductions of expenditures in the fund that is reimbursed. \n- 12- \n \n BurrS COUNTY BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30. 1998 \n \nNote 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES \nResidual equity transfers are recorded for nonrecurring or nonroutine permanent transfers of equity. \nOperating transfers are recorded for all interfund transactions other than residual equity transfers and reimbursements. \nMEMORANDUM ONLY - TOTAL COLUMNS \nTotal 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. Neither are such data comparable to a consolidation. Interfund eliminations have not been made in the aggregation ofthis data. \nNote 2: DEPOSITS AND INVESTMENTS \nCOLLATERALIZATION 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 ofthe 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. \nAcceptable security for deposits consists of anyone ofor any combination ofthe following: \n(1) Surety bond signed by a surety company duly qualified and authorized to transact business within the State of Georgia, \n(2) Insurance on accounts provided by the Federal Deposit Insurance Corporation, \n(3) Bonds, bills, notes, certificates ofindebtedness or other direct obligations ofthe United States or of the State of Georgia, \n(4) Bonds, bills, notes, certificates ofindebtedness or other obligations ofthe countiesor municipalities ofthe State of Georgia, \n(5) Bonds ofany public authority created by the laws ofthe State of Georgia, providing that the statute that created the authority authorized the use ofthe bonds for this purpose, \n(6) Industrial revenue bonds and bonds of development authorities created by the laws ofthe State of Georgia, and \n- 13 - \n \n Burrs COUNTY BOARD OF EDUCATION \n \nEXlllBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30, 1998 \n \nNote 2: DEPOSITS AND INVESTMENTS \n \n(7) Bonds, bills, notes, certificates ofindebtedness, or other obligations ofa 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. \n \nCATEGORIZATION OF DEPOSITS At June 30, 1998, the bank balances were $7,612,852.51. The amounts of the total bank balances are classified into three categories of credit risk: \n \nCategory 1 - Cash that is insured (e.g., Federal depository insurance) or collateralized with securities held by the Board or by the Board's agent in the Board's name. \nCategory 2 - Cash collateralized with securities held by the pledging fmancial institution's trust department or agent in the Board's name. \nCategory 3 - Uncollateralized deposits. (This includes any bank balance that is collateralized with securities held by the pledging financial institution, or by its trust department or agent but not in the Board's name.) \n \nThe Board's deposits are classified by risk category at June 30, 1998, as follows: \n \nRisk Category \n \nBank Balance \n \n1 \n \n$ 1,425,466.20 \n \n2 \n \n2,417,706.43 \n \n3 \n \n3,769,679.88 \n \nTotal \n \n$ 7.612.852,51 \n \nCATEGORIZATION OF INVESTMENTS Investments are classified as to risk by the three categories described below: \n \nCategory 1 - Insured or registered, or securities held by the Board or the Board's agent in the Board's name. \nCategory 2 - Uninsured or unregistered, with securities held by the counterparty's trust department or agent in the Board's name. \nCategory 3 - Uninsured or unregistered, with securities held by the counterparty, or by its trust department or agent but not in the Board's name. \n \n- 14- \n \n BurrS COUNTY BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30, 1998 \n \nNote 2: DEPOSITS AND INVESTMENTS \n \nAt June 30, 1998, the carrying value ofthe Board's total investments was $3,964,903.45. The investments are classified as to risk categories as follows: \n \nType ofInvestment \n \nRisk Categories \n \n2 \n \n3 \n \nCanying Amount \n \nFair \nValue \n \nRepurchase Agreements \n \n$ \n \no00 $, \n \nO~O~O $ 3 964,903 45 $ 3,964,903.45 $ 3 964,903.45 \n \nNote 3: NON-MONETARY TRANSACTIONS \n \nThe Board receives food commodities from the United States Department of Agriculture (USDA) for school breakfast and lunch programs. These commodities are recorded at their Federally assig,ned value. See Note 1 - Inventories \n \nNote 4: RISK MANAGEMENT \n \nThe Board is exposed to various risks of loss related to torts; theft of, damage to, and destruction of assets; errors or omissions; job related illness or injuries to employees; natural disaster and unemployment compensation. \n \nThe Board has obtained commercial insurance for risk of loss associated with torts, assets and errors or omissions. The Board has neither significantly reduced coverage for these risks nor incurred losses (settlements) which exceeded the Board's insurance coverage in any of the past three years. \n \nThe Board has elected to self-insure for all losses related to natural disaster, except for the commercial insurance obtained for flood loss at the Henderson Middle School Gym. The Board has not experienced any losses related to natural disaster in the past three years. \n \nThe Board is self-insured with regard to unemployment compensation claims. A premium is charged when needed by the General Fund to each user fund on the basis of the percentage of that fund's payroll to total payroll in order to cover estimated claims budgeted by management based on known claims and prior experience. The Board accounts for claims with expenditure and liability being reported when it is probable that a loss has occurred, and the amount ofthat loss can be reasonably estimated. \n \nChanges in the unemployment compensation claims liability during the last two fiscal years are as follows: \n \n1997 1998 \n \nBeginning ofYear Liability \n \nClaims and Changes in Estimates \n \n$ \n \n0.00 $ \n \n5,522.00 $ \n \n$ \n \n0.00 $ \n \n0.00 $ \n \nClaims Paid \n \nEnd ofYear Liability \n \n5,522.00 $ \n \n0.00 \n \n0.00 $ \n \n0.00 \n \n- 15 - \n \n BUITS COUNTY BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30,1998 \n \nNote 4: RISK MANAGEMENT \n \nThe Board participates in the Georgia School Boards Association Workers' Compensation Fund, a public entity risk pool organized on July 1, 1992 to develop, implement, and administer a program of workers' compensation self-insurance for its member organizations. The Board pays an annual premium to the Fund for its general insurance coverage. Additional insurance coverage is provided through an agreement by the Fund with the United States Fidelity and Guaranty Company to provide coverage for potential losses sustained by the Fund in excess of$350,000.00 loss per occurrence, up to the statutory limit. Also, should losses within the retained limit of $350,000.00 aggregate to more than seventy-five percent (75%) of the standard experience rated premium during the policy term, the policy with the United States Fidelity and Guaranty Company will pay the next $1,000,000.00 ofloss. \n \nThe Board has purchased surety bonds to provide additional insurance coverage as follows: \n \nPosition Covered \n \nAmount \n \nSuperintendent All Employees \n \n$ 100,000.00 $ 50,000.00 \n \nNote 5: GENERAL LONG-TERM DEBT \n \nGENERAL OBLIGATION DEBT OUTSTANDING General Obligation Bonds currently outstanding are as follows: \n \nPurpose \n \nInterest Rates \n \nAmount \n \nGeneral Government - Series 1997 \n \n3.85% - 4.20% $ 8,510,000.00 \n \nThe changes in General Long-Term Debt during the fiscal year ended June 30,1998, were as follows: \n \nGeneral Obligation \nBonds \n \nBalance July 1, 1997 \n \n$ \n \n0,00 \n \nAdditions \n \n8.510,000.00 \n \nBalance June 30, 1998 \n \n$ 8,510,000.00 \n \nAt June 30, 1998, payments due by fiscal year which includes principal and interest for these items are as follows: \n \n- 16- \n \n BUTTS COUNTY BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30, 1998 \n \nNote 5: GENERAL LONG-TERM DEBT \n \nFiscal Year Ended June 30 \n \nGeneral Obligation \nBonds \n \n1999 \n \n$ 1,710,197.50 \n \n2000 \n \n1,758,540.00 \n \n2001 \n \n1,874,302.50 \n \n2002 \n \n1,996,162.50 \n \n2003 \n \n2,123,680.00 \n \nTotal Principal and Interest \n \n$ 9.462.882.50 \n \nNote 6 ON-BEHALF PAYMENTS \n \nThe Board has recognized revenues and expenditures in the amount of$196,941.58 for health insurance and retirement contributions paid on the Board's behalf by the following State Agencies. \n \nGeorgia Department ofEducation Paid to the State Merit System ofPersonnel Administration For Health Insurance ofNon-Certified Personnel In the amount of$146,088.38 \n \nPaid to the Teachers Retirement System of Georgia For Teachers Retirement System (TRS) Employer's Cost In the amount of $6,750.20 \n \nOffice of Treasury and Fiscal Services Paid to the Public School Employees Retirement System For Public School Employees Retirement (PSERS) Employer's Cost In the amount of $44,103.00 \n \nNote 7: SIGNIFICANT COMMITMENTS \n \nGovernmental Accounting Standards Board Technical Bulletin 98-1 requires certain disclosures in the Notes to the General Purpose Financial Statements concerning an entity's computer related year 2000 readiness. These disclosures, which are necessary to comply with generally accepted accounting principles, have not been made by the Board. \n \nThe following is an analysis of significant outstanding construction or renovation contracts executed by the Board as of June 30, 1998, together with funding available: \n \n- 17- \n \n Burrs COUNTY BOARD OF EDUCATION \n \nEXlllBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30,1998 \n \nNote 7: SIGNIFICANT COMMITMENTS \n \nProject \n \nUnearned Executed Contracts \n \nFunding Available From State \n \n99/98S-618-002 Jackson High School Renovations \n \n$ 9,013,744.96 $ 4,606,888.00 1,753,938.91 \n \n$10.767.683.87 $ 4.606.888.00 \n \nThe amounts described in this note are not reflected in the general purpose financial statements. \n \nNote 8: CONTINGENT LIABILITIES \n \nAmounts received or receivable principally from the Federal government are subject to audit and review by grantor agencies. This could result in requests for reimbursement to the grantor agency for any expenditures which are disallowed under grant terms. The Board believes that such disallowances, if any, will be immaterial to its overall ftnancial position. \n \nNote 9: ACCUMULATED EMPLOYEES' LEAVE \nAll employees earn sick leave days at arate ofone and one-quarter (1.25) days per month (for a total of 11.25 \ndays for nine month personnel, 12.50 days for ten month personnel, 13.75 days for eleven month personnel, and 15 days for twelve month personnel). Unused leave days may be carried over from one year to the next with a maximum accumulation of seventy (70) days. \n \nWhen an employee, who is eligible for renewal ofemployment, retires from the Butts County School System with a minimum offtve consecutive years of service in the system immediately preceding retirement and is eligible to draw retirement from the applicable State retirement system, said employee shall receive thirty dollars for each day of earned but unused accumulated sick leave. \n \nTwelve month employees earn vacation at the rate often days per year (one day per 23 days worked for 230 day employees; one day per 24 days worked for 240 day employees). Vacation days may be accumulated from year to year, to a maximum oftwenty (20) days. Employees will be paid at their current rate of pay, for vacation days earned but not taken at the time ofresignation, retirement, or other termination ofemployment, up to maximum often (10) days. See Note 1- Compensated Absences \n \n- 18- \n \n BUTTS COUNTY BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30. 1998 \n \nNote 10: RETIREMENT PLANS \n \nTEACHERS RETIREMENT SYSTEM OF GEORGIA (TRS) \n \nTRS PLAN DESCRIPTION Substantially all teachers, administrative and clerical personnel employed by local school systems are covered by the Teachers Retirement System of Georgia (TRS), which is a cost-sharing multiple employer defined benefit pension plan. TRS provides service retirement, disability retirement and survivors benefits for its members in accordance with State statute. The Teachers Retirement System of Georgia issues a separate stand alone financial audit report and a copy can be obtained from the Georgia Department of Audits and Accounts. \n \nTRS CONTRIBUTIONS REQUIRED AND MADE Employees ofthe Board who are covered by TRS are required by State statute to contribute 5% oftheir gross earnings to TRS. The Board 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. 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: \n \nFiscal Year \n \nPercentage Contributed \n \nRequired Contribution \n \n1998 \n \n100% \n \n$ 1,054,203.85 \n \n1997 \n \n100% \n \n$ 964,321.10 \n \n1996 \n \n100% \n \n$ 887,303.97 \n \n- 19- \n \n ASSETS Cash and Cash Equivalents Investments Accounts Receivable Inventories \nFood Donated Commodities Purchased Food \nTotal Assets \n \nBUTTS COUNTY BOARD OF EDUCATION COMBINING BALANCE SHEET SPECIAL REVENUE FUND JUNE 30,1998 \n \nEXHIBIT\"E\" \n \nSCHOOL FOOD \nSERVICES FUND \n \nLOTTERY PROGRAMS \n \nFEDERAL PROGRAMS \n \nTOTALS JUNE 30,1998 JUNE 30,1997 \n \n$ 137,481.72 $ \n \n0,00 $ \n \n44,656.87 $ 182,138.59 $ 156,122.24 \n \n100,000.00 \n \n100,000,00 \n \n6,860.00 \n \n123,021.96 \n \n129,881.96 \n \n185,927.06 \n \n25,525.08 11,709,42 \n \n25,525.08 11,709.42 \n \n26,711.35 11,575,37 \n \n$ 281,576,22 $ \n \n0,00 $ 167,678.83 $ 449,255,05 $ 380,336,02 \n \nsee notes to the general purpose financial statements, \n \n-20- \n \n see notes to the general purpose financial statements. \n \n- 21 - \n \n BUTTS COUNTY BOARD OF EDUCATION COMBINING BALANCE SHEET CAPITAL PROJECTS FUND JUNE 30,1998 \n \nASSETS Cash and Cash Equivalents Investments Accounts Receivable \nTotal Assets \nLIABILITIES AND FUND EQUITY LIABILITIES \nCash Overdraft Retainages Payable \nTotal Liabilities FUND EQUITY \nFund Balances Reserved For Purpose of Bond Issue For SPLOST Projects For State Capital Outlay Projects Unreserved Deficit Undesignated Total Fund Equity \nTotal Liabilities and Fund Equity \n \nREGULAR \n \nBOND PROCEEDS \n \n$ \n \n2,785.69 $ 3,136,114.92 \n \n3,964,903.45 \n \n$ \n \n2,785.69 $ 7,101,018.37 \n \n$ 7,101,018.37 \n \n$ _ _--.;2=,7.;....;8;;.;;;5..;.;;.6;.;;....9 \n \n$ \n \n2,785.69 $ \n \n0.00 7,101,018.37 \n \n$ \n \n2,785.69 $ 7,101,018.37 \n \nSee notes to the general purpose financial statements. -22 - \n \n EXHIBIT\"G\" \n \nGEORGIA STATE FINANCING AND \nINVESTMENT COMMISSION \n \nSPECIAL PURPOSE LOCAL OPTION SALES TAX \n \nTOTALS \n \nJUNE 30, 1998 \n \nJUNE 30, 1997 \n \n$ \n \n504,041.99 $ \n \n757,383.95 $ 4,400,326.55 $ \n \n10,717.51 \n \n3,964,903.45 \n \n282,540.n \n \n282,540.n \n \n$ \n \n504,041.99 $ 1,039,924.72 $ 8,647,no.n $===1.:.!O,.7..1.=7=.5:::i:1 \n \n$ \n \n25,684.59 \n \n$ \n \n50,309.72 $ \n \n66,939.83 $ _ _.:..;11:..:..7,=24..:.:9=.5~5 \n \n$ \n \n50,309.72 $ \n \n66,939.83 $ \n \n117,249.55 $ _ _-=2:=.5'r.=.684=.5~9 \n \n$ 7,101,018.37 \n \n$ \n \n972,984.89 \n \n972,984.89 \n \n$ \n \n453,732.27 \n \n453,732.27 \n \n$ \n \n-25,684.59 \n \n0.00 \n \n0.00 \n \n2,785.69 \n \n10,717.51 \n \n$ \n \n453,732.27 $ \n \n972,984.89 $ 8,530,521.22 $ \n \n-14,967.08 \n \n$ \n \n504,041.99 $ 1,039,924.72 $ 8,647,no.n $===1=.O'r.;,,71=7=.5==1 \n \n-23- \n \n BUTTS COUNTY BOARD OF EDUCATION COMBINING STATEMENT OF REVENUES. EXPENDITURES AND CHANGES IN FUND BALANCES \nCAPITAL PROJECTS FUND YEAR ENDED JUNE 30. 1998 \n \nFUND BALANCE JUNE 30 \n \n$ \n \n2,785.69 $ 7,101,018.37 \n \nSee notes to the general purpose financial statements. -24 - \n \n EXHIBIT\"H\" \n \nGEORGIA STATE FINANCING AND \nINVESTMENT \nCOMMISSION \n \nSPECIAL PURPOSE LOCAL OPTION \nSALES TAX \n \nTOTALS \n \nYEAR ENDED \n \nJUNE 30, 1998 \n \nJUNE 30, 1997 \n \n$ \n \n0.00 $ \n \n1,508,006.97 $ \n \n1,508,006.97 $ \n \n0.00 \n \n2,539.51 \n \n217,571.02 \n \n$ \n \n0.00 $ 1,510,546.48 $ 1,725,577.99 $ \n \n---::;O=.O~O \n \n$ \n \n19,060.89 $ \n \n0.00 $ \n \n135.106.39 \n \n15.000.00 791,162.30 \n \n15,000.00 1.539,983.30 $ \n \n$ \n \n825,223.19 $ \n \n0.00 $ 1,690.089.69 $ \n \n$ \n \n-825,223.19 $ 1,510,546.48 $ \n \n35,488.30 $ \n \n75,684.59 75,684.59 -75,684.59 \n \n$ 1,278,955.46 $ \n$ 1.278,955.46 $ \n \n$ \n \n453,732.27 $ \n \n0.00 \n \n$ -511,877.00 -51t877.00 $ \n \n8,510.000.00 1.278,955.46 -1,278,955.46 \n8,510,000.00 \n \n998,669.48 $ -25,684.59 \n \n8.545,488.30 $ -14,967.08 \n \n-75,684.59 60,717.51 \n \n$ \n \n453,732.27 $ \n \n972,984.89 $ 8,530,521.22 $ _ _=-1=4,=96=7:=.0=8 \n \n-25- \n \n BUTTS COUNTY BOARD OF EDUCATION COMBINING BALANCE SHEET DEBT SERVICE FUND \nJUNE 30, 1998 \n \nEXHIBIT \"I\" \n \nASSETS Cash and Cash Equivalents Accounts Receivable \nTotal Assets \n \nPROPERTY TAXES FOR BOND DEBT \n \nSPECIAL PURPOSE LOCAL OPTION SALES TAX \n \nTOTALS \n \nJUNE 3D, 1998 \n \nJUNE 3D, 1997 \n \n$ \n \n0.00 $ \n \n16,383.99 $ \n \n16,383.99 $ \n \n15,368.30 \n \n184.17 \n \n$ \n \n0.00 $ \n \n16,383.99 $ \n \n16,383.99 $ \n \n1_5..,,5.5.2. .4. .7 _ \n \nFUND EQUITY \n \nFund Balances \n \nReserved \n \nFor Debt Service \n \nUnreserved \n \nUndesignated \n \n$ \n \nTotal Fund Equity \n \n$ \n \n$ O::.:.=.:OO~ \n \n16,383.99 $ 0.00 \n \n16,383.99 0.00 $ _ _....;1..;.5=,5=52;;.;\".4.;,,;;7_ \n \n0.00 $ \n \n16,383.99 $ \n \n16.383.99 $ =====-=1.5.'.=:,5.5.2.;;,;,,4=7.. \n \nSee notes to the general purpose financial statements. \n \n-26- \n \n See notes to the general purpose financial statements. \n \n27 - \n \n BUITS COUNTY BOARD OF EDUCATION SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS \nYEAR ENDED JUNE 30, 1998 \n \nSCHEDULE \"1\" \n \nFUNDING AGENCY PROGRAM/GRANT \nAgriculture, U, S, Department of Pass-Through from Georgia Department of Education Food and Nutrition Program Food Services School Breakfast Program 1998 Grant National School Lunch Program 1998 Grant Food Distribution Program (1) Pass-Through from Office of School Readiness Food and Nutrition Program Child and Adult Care Food Program 1998 Contract \nTotal U. S. Department of Agriculture \nEducation, U. S. Department of Pass-Through from Georgia Department of Education Elementary and Secondary Education Act Title I Grants to Local Educational Agencies 1998 Grant Tille\" Eisenhower Professional Development 1998 Grant Title VI Innovative Education Program Strategies 1998 Grant Goals 2000 State and Local Education Systemic Improvement Grant 1998 Grant Individuals with DisabUities Education Act Part B - Special Education Flow Through 1998 Grant Preschool 1998 Grant Vocational Education - Basic Grants to States High School Program Basic Grant 1998 Grant Tech-Prep Education 1998 Grant Pass-Through from Griffin Regional Educational Service Agency Safe and Drug-Free Schools 1998 Grant \nTotal U. S. Department of Education \nFederal Emergency Management Agency Pass-Through from Office of the Governor Disaster Assistance \nLabor. U. S. Department of Pass-Through from West Georgia Private IndUStry Council Job Training Partnership Act 97-5YP-02 \n \nCFDA NUMBER \n \nPASSTHROUGH \nENTITY 10 \nNUMBER \n \nFEDERAL REVENUE IN PERIOD \n \nEXPENDITURES IN PERIOD \n \n* 10.553 \n* 10.555 10.550 \n \nNlA $ \nNlA NlA \n \n128.620.15 \n456,953.53 $ 76.746.83 \n \n(2) \n968.365.46 (3) 76.746.83 \n \n10.558 \n \nNlA $ \n \n3.498.23 665.818.74 $ \n \n(2) 1.045,112.29 \n \n84.010 84.281 84.298 84.276 \n \nNlA $ NlA NlA NlA \n \n521.021.96 $ 17.500.00 16.914.00 \n257,000.00 \n \n541,392.60 (3) 14,484.30 16,914.00 \n201,380.93 (3) \n \n84.027 \n \nNlA \n \n84.173 \n \nNlA \n \n111,229.60 23.096.00 \n \n111,229.60 23.096.00 \n \n84.048 84.243 \n84.186 \n \nNlA NlA \nNlA $ \n \n26,673.86 1,562.08 \n14,748.00 989,745.50 $ \n \n26,949,01 (3) 1.562.08 \n14.748,00 951.756,52 \n \n83,516 \n \nNlA $ \n \n722.00 \n \n(4) \n \n17.250 \n \nNlA $ \n \n6.240.60 $ \n \n6.435,35 (3) \n \nTotal Federal Financial Assistance NlA = Not Available \n \n- 28- \n \n$ \n \n1.662.526.84 $ \n \n2.003.304.16 \n \n BUTTS COUNTY BOARD OF EDUCATION SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS \nYEAR ENDED JUNE 30. 1998 \nNotes to the Schedule of Expenditures of Federal Awards \n(1) The amounts shown for the Food Distribution Program represents the Federally assigned value of nonmonetary assistance for donated commodities received and/or consumed by the system during the current fiscal year. \n(2) Expenditures for the Child and Adult Care Food Program and the School Breakfast Program were not maintained separately and are included in the 1998 National School Lunch Program. \n(3) Expenditures for this program include State, and/or Other Funds. Expenditures are not maintained by fund source. \n(4) Expenditures on this program were not maintained by fund source. \nMajor Programs are identified by an asterisk (*) in front of the CFDA number. \nThe Board did not provide Federal Assistance to any Subrecipient. \nThe accompanying schedule of expenditures of Federal awards includes the Federal grant activity of the Butts County Board of Education and is presented on the modified accrual basis of accounting which is the same basis of accounting used in the presentation of the general purpose financial statements. \n \nSee notes to the general purpose financial statements. \n \n- 29- \n \n BUTTS COUNTY BOARD OF EDUCATION SCHEDULE OF STATE REVENUE YEAR ENDED JUNE 30, 1998 \n \nSCHEDULE \"2\" \n \nAGENCY/FUNDING \nGRANTS Education, Georgia Department of Quality Basic Education General and Career Education Programs Special Education Programs Remedial Education Program Media Center Programs Staff Development Programs Indirect Cost Pupil Transportation Regular Bus Replacement Middle School Incentive Program Special Instructional Assistance In-School Suspension Mid-term Adjustment Counselors Grades 4 and 5 Technology Training Local Fair Share Educational Equalization Funding Grant Food Services Vocational Education Other State Programs Ad Valorem Tax Adjustment At-Risk Summer School Program Health Insurance Innovative Programs Mentor Teacher Program Pay for Performance Program Preschool Handicapped Program Remedial Summer School Program Student Records Teachers'Retirement Lottery Programs Instructional Technology Assistive Technology Classroom Technology \nOffice of the Governor Disaster Assistance \nOffice of Treasury and Fiscal Services Public School Employees Retirement \n \nGOVERNMENTAL FUND TYPES \n \nSPECIAL \n \nGENERAL \n \nREVENUE \n \nFUND \n \nFUND \n \nTOTAL \n \n$ 6,226,061.00 778,274,00 104,654,00 257,142.00 78,599.00 \n1,731,390.00 \n287,828.00 88,829.00 \n226,877.00 384,542.00 \n79,406.00 238,477.00 \n28,674,00 28,842.00 -1,186,502.00 568,439.00 \n$ 1,314,00 \n71,378.00 20,234.79 146,088.38 \n5,000.00 5,076.00 104,000.00 32,341.00 3,886.74 5,485.50 6,750.20 \n78.00 \n44,103.00 \n \n$ 80,776.00 \n \n6,226,061.00 778,274.00 104,654.00 257,142.00 78,599,00 \n1,731,390.00 \n287,828,00 88,829,00 \n226,877.00 384,542.00 79,406.00 238,477.00 28,674.00 28,842.00 -1,186,502.00 568,439.00 80,776.00 \n1,314.00 \n71,378.00 20,234,79 146,088.38 \n5,000.00 5,076,00 104,000.00 32,341,00 3,886.74 5,485,50 6,750.20 \n \n5,926,00 82,592.00 \n \n5,926,00 82,592.00 \n \n78.00 \n \n44,103.00 \n \n$ 10,367,267.61 $ \n \n169,294.00 $ 10,536,561.61 \n \nSee notes to the general purpose financial statements. \n \n- 30- \n \n BUTTS COUNTY BOARD OF EDUCATION SCHEDULE OF APPROVED LOCAL OPTION SALES TAX PROJECTS \nYEAR ENDED JUNE 30. 1998 \n \nSCHEDULE \"3\" \n \nPROJECT \n \nORIGINAL ESTIMATED \nCOST (1) \n \nCURRENT ESTIMATED \nCOST (2) \n \nAMOUNT EXPENDED IN CURRENT \nYEAR (3) \n \nAMOUNT EXPENDED \nIN PRIOR YEARS \n \nAcquiring, constructing, and equipping a \n \nnew middle school; constructing, installing \n \nand equipping additional classrooms \n \nat Jackson High School; renovating the \n \n.existing middle school and elementary/ \n \nprimary school complex; and acquiring \n \nnecessary property, both real and \n \npersonal, necessary therefore. \n \n$ \n \n10,283,525.00 $ \n \n10,283,525.00 $ \n \n1,680,739.62 $ \n \n25,684.59 \n \n(1) The Board's original cost estimate as specified in the resolution calling for the imposition of the Local Option Sales Tax. \n(2) The Board's current estimate of total cost for each project. Includes all cost from project inception to completion. \n(3) The voters of Butts County approved the imposition of a 1% sales tax to fund the above projects. \nAmounts expended for these projects may include sales tax proceeds, state, local property taxes and/or other funds over the life of the project. \n \nSee notes to the general purpose financial statements. - 31 - \n \n BUTTS COUNTY BOARD OF EDUCATION SCHEDULE OF EXPENDITURES LOTTERY PROGRAMS YEAR ENDED JUNE 30. 1998 \n \nSCHEDULE \"4\" \n \nEXPENDITURES \nCurrent Instruction \n \nINSTRUCTIONAL TECHNOLOGY \n \nASSISTIVE \n \nCLASSROOM \n \nTECHNOLOGY TECHNOLOGY \n \nTOTAL \n \n$ \n \n6,207.25 $ \n \n83,983.94 $ _ _=90=,1=9..1..=.1.9. \n \nRECAP: Other Expenditures Instructional Technology Assistive Technology Classroom Technology \n \n$ \n \n6,207.25 \n \n83,983.94 \n \n$ \n \n90,191.19 \n \nSee notes to the general purpose financial statements. -32 - \n \n BUTTS COUNTY BOARD OF EDUCATION ANALYSIS OF MINIMUM EXPENDITURE REQUIREMENTS - OVERALL \nGENERAL FUND - QUALITY BASIC EDUCATION PROGRAMS YEAR ENDED JUNE 30, 1998 \n \nSCHEDULE \"5\" \n \nMinimum Expenditure Requirements (Total Allotment) Expenditures on Combined Program Basis \nSalaries Operations \nLess: Expenditures for Media Center Programs in Excess of Total Media Allotment \nExpenditures per Audit \nAmount of Underexpenditure for Total Allotment \n \nFOURTEEN WEIGHTED AND MEDIA CENTER \nPROGRAMS \n \n100% TEST FOR OPERATIONS PORTION OF FOURTEEN WEIGHTED PROGRAMS \n \n$ \n \n7.604.608,00 $ _ _..,;;2=2'\"'\"'4....;.;46;..;;8..;.;;.0~0 \n \n$ \n \n7,988.234,22 \n \n757.324.n $ _ _...;:6;.:;;3::.12,.;::,;50::..::5~.4~6 \n \n$ \n \n8,745,558,99 \n \n176,228.31 $ _ _.:;.8.L:;.5.;:,;69;.r.;.3:;.,:3;.:,0;,.:;,6,;,.8 \n \n$ \n \n0,00 $=====0=,0:=0 \n \nSee notes to the general purpose financial statements. - 33 - \n \n BUTTS COUNTY BOARD OF EDUCATION ANALYSIS OF MINIMUM EXPENDITURE REqUIREMENTS BY PROGRAM \nGENERAL FUND QUALITY BASIC EDUCATION PROGRAMS YEAR ENDED JUNE 30. 1998 \n \n SCHEDULE \"6\" \n \nTOTAL REQUIRED \n \nACTUAL EXPENDITURES \n \nSALARIES \n \nOPERATIONS \n \nTOTAL \n \nAMOUNT OF UNDEREXPENDITURE \nFOR REQUIRED ALLOTMENT \n \n$ \n \n564,094.80 $ \n \n623,331.79 $ \n \n32,596.85 $ \n \n655,928.64 \n \n1,650,194.10 \n \n1,559,633.56 \n \n146,656.28 \n \n1,706,289.84 \n \n$ 2,214,288.90 $ 2,182,965,35 $ \n \n179,253.13 $ 2,362,218.48 $ \n \n0.00 \n \n770,167.80 \n \n879,086.95 \n \n104,591.78 \n \n983,678.73 \n \n0.00 \n \n1,219,438.80 \n \n1,554,329.56 \n \n141,946.76 \n \n1,696,276.32 \n \n0.00 \n \n889,526.10 \n \n1,167,255.48 \n \n84,206.95 \n \n1,251,462.43 \n \n0.00 \n \n314,486.10 \n \n391,873.26 \n \n40,405.80 \n \n432,279.06 \n \n0.00 \n \n434,024.20 \n \n586,986.40 \n \n47,184.72 \n \n634,171.12 \n \n0.00 \n \n$ 5,841,931.90 $ 6,762,497.00 $ \n \n597,589.14 $ 7,360,086.14 \n \n$ \n \n666,938.70 \n \n$ \n \n192,609.28 $ 427,264.95 \n90,725.73 23,807.71 \n \n3,582.42 $ 19,596.25 2,910.19 \n0.00 \n \n196,191.70 446,861.20 \n93,635.92 23,807.71 \n \n$ \n \n666,938.70 $ \n \n734,407.67 $ \n \n26,088.86 $ \n \n760,496.53 \n \n0.00 \n \n33,507.90 \n \n89,287.55 \n \n7,816.52 \n \n97,104.07 \n \n0.00 \n \n$ \n \n700,446.60 $ \n \n823,695.22 $ \n \n33,905.38 $ \n \n857,600.60 \n \n$ \n \n94,188.60 $ \n \n93,491.00 $ \n \n1,010.94 $ \n \n94,501.94 \n \n0.00 \n \n$ 6.636,567.10 $ 7,679,683.22 $ \n \n632,505.46 $ 8,312,188.68 \n \n$ \n \n187,398.90 $ \n \n308,551.00 \n \n$ \n \n308,551.00 \n \n0.00 \n \n44,028.90 \n \n$ \n \n124,819.31 \n \n124,819.31 \n \n0.00 \n \n$ \n \n231,427.80 $ \n \n308,551.00 $ \n \n124,819.31 $ \n \n433,370.31 \n \n$ 6,867,994.90 $ 7,988,234.22 $ \n \n757,324.77 $ 8,745,558.99 $ \n \n0.00 \n \n$ \n \n22,828.00 \n \n55,771.00 \n \n$ ..... 78..,5;:;;9.90..0. \n \n$ \n \n68,756.48 $ \n \n68,756.48 \n \n12,049.16 \n \n12.049.16 \n \n$ \n \n80,805.64 $ \n \n80,805.64 $ \n \n.....==0;;..00\"= \n \n- 35 - \n \n SECTION II COMPLIANCE AND INTERNAL CONTROL REPORTS \n \n CLAUDE L. VICKERS \nSTATE AUDITOR \n(404) 656-2174 \n \nDEPARTMENT OF AUDITS AND ACCOUNTS \n254 Washington Street, S.W., Suite 214 Atlanta, Georgia 30334-8400 \nMarch 3,1999 \n \nHonorable Roy E. Barnes, Governor Members ofthe General Assembly Members ofthe State Board of Education \nand Superintendent and Members ofthe Butts County Board of Education \nREPORT ON COMPLIANCE AND ON INTERNAL CONTROL OVER FINANCIAL REPORTING BASED ON AN AUDIT OF FINANCIAL STATEMENTS PERFORMED IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS \nLadies and Gentlemen: \nWe have audited the financial statements of Butts County Board of Education as of and for the year ended June 30, 1998, and have issued our report thereon dated March 3, 1999. This report was qualified for a scope limitation and for various departures from generally accepted accounting principles, as identified in the auditor's report on the general purpose financial statements. Except as discussed in the following paragraph, we conducted our audit in accordance with generally accepted auditing standards and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States. \nWe did not observe the taking of either the Federal donated commodities inventory or the purchased foods inventory at June 30, 1998, nor could we satisfy ourselves as to the accuracy of the amounts stated as inventories through alternative procedures. \nCompliance \nAs part of obtaining reasonable assurance about whether Butts County Board of Education's financial statements are free ofmaterial misstatement, we performed tests of its compliance with certain provisions of laws, regulations, contracts and grants, noncompliance with which could have a direct and material effect on the determination offinancial statement amounts. However, providing an opinion on compliance with those provisions was not an objective of our audit and accordingly, we do not express such an opinion. The results of our tests disclosed no instances of noncompliance that are required to be reported under Government Auditing Standards. \n \n98YB-40 \n \n Internal Control Over Financial Reporting \nIn planning and performing our audit, we considered Butts County Board ofEducation's internal control over financial reporting in order to determine our auditing procedures for the purpose of expressing our opinion on the financial statements and not to provide assurance on the internal control over financial reporting. However, we noted a certain matter involving the internal control over financial reporting and its operation that we consider to be a reportable condition. Reportable conditions involve matters coming to our attention relating to significant deficiencies in the design or operation ofthe internal control over financial reporting that, in our judgement, could adversely affect Butts County Board ofEducation's ability to record, process, sunlmarize and report financial data consistent with assertions of management in the financial statements. The reportable condition is described in the accompanying Schedule of Findings and Questioned Costs as item FS-6181-98-02. \nA material weakness is a condition in which the design or operation of one or more ofthe internal control components does not reduce to a relatively low level the risk that misstatements in amounts that would be material in relation to the financial statements being audited may occur and not be detected within a timely period by employees in the normal course of performing their assigned functions. Our consideration of the internal control over financial reporting would not necessarily disclose all matters in the internal control that might be reportable conditions and accordingly, would not necessarily disclose all reportable conditions that are also considered to be material weaknesses. However, the reportable condition described above, is considered to be a material weakness. \nThis report is intended for the information of management, the Federal cognizant agency, Federal awarding agencies and pass through entities. This restriction is not intended to limit the distribution ofthis report which is a matter of public record. \nRespectfully submitted, \n??~~,.J \nClaude L. Vickers State Auditor \nCLV:jb 98YB-40 \n \n CLAUDE L. VICKERS \nSTATE AUDITOR \n(404) 656-2174 \n \nDEPARTMENT OF AUDITS AND ACCOUNTS \n254 Washington Street, S.W., Suite 214 Atlanta, Georgia 30334-8400 \nMarch 3, 1999 \n \nHonorable Roy E. Barnes, Governor Members ofthe General Assembly Members ofthe State Board of Education \nand Superintendent and Members ofthe Butts County Board ofEducation \nREPORT ON COMPLIANCE WITH REQUIREMENTS APPLICABLE TO EACH MAJOR PROGRAM AND INTERNAL CONTROL OVER COMPLIANCE IN ACCORDANCE WITH QMB CIRCULARA-133 \nLadies and Gentlemen: \nCompliance \nWe have audited the compliance of Butts County Board of Education with the types of compliance \nrequirements described in the u.s. Office ofManagement and Budget (OME) Circular A-133 Compliance \nSupplement that are applicable to each of its major Federal programs for the year ended June 30, 1998. Butts County Board ofEducation's major Federal programs are identified in the accompanying Schedule ofFindings and Questioned Costs. Compliance with the requirements of laws, regulations, contracts and grants applicable to each of its major Federal programs is the responsibility of Butts County Board of Education's management. Our responsibility is to express an opinion on Butts County Board of Education's compliance based on our audit. \nWe conducted our audit of compliance in accordance with generally accepted auditing standards; the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States; and OMB Circular A-133, Audits ofStates, Local Governments, and Non-Profit Organizations. Those standards and OMB Circular A-133 require that we plan and perform the audit to obtain reasonable assurance about whether noncompliance with the types of compliance requirements referred to above that could have a direct and material effect on a major Federal program occurred. An audit includes examining, on a test basis, evidence about the Butts County Board ofEducation's compliance with those requirements and performing such other procedures as we considered necessary in the circumstances. We believe that our audit provides a reasonable basis for our opinion. Our audit does not provide a legal determination on Butts County Board of Education's compliance with those requirementS. \n \n98SA-I0 \n \n In our opinion, the Butts County Board ofEducation complied, in all material respects, with the requirements referred to above that are applicable to each ofits major Federal programs for the year ended June 30, 1998. \nInternal Control Over Compliance \nThe management ofButts County Board ofEducation is responsible for establishing and maintaining effective internal control over compliance with requirements of laws, regulations, contracts and grants applicable to Federal programs. In planning and performing our audit, we considered Butts County Board of Education's internal control over compliance with requirements that could have a direct and material effect on a major Federal program in order to determine our auditing procedures for the purpose of expressing our opinion on compliance and to test and report on internal control over compliance in accordance with OMB Circular A133. \nOur consideration of the internal control over compliance would not necessarily disclose all matters in the internal control that might be material weaknesses. A material weakness is a condition in which the design or operation ofone or more ofthe internal control components does not reduce to a relatively low level ofrisk that noncompliance with applicable requirements of laws, regulations, contracts and grants that would be material in relation to a major Federal program being audited may occur and not be detected within a timely period by employees in the normal course of performing their assigned functions. We noted no matters involving the internal control over compliance and its operation that we consider to be material weaknesses. \nThis report is intended for the information of management, the Federal cognizant agency, Federal awarding agencies and pass through entities. This restriction is not intended to limit the distribution ofthis report which is a matter of public record. \nRespectfully submitted, \n~...,.,,;r: ~.J \nClaude L. Vickers State Auditor \nCLV:jb 98SA-1O \n \n SECTION ill AUDITEE'S RESPONSE TO PRIOR YEAR FINDINGS AND QUESTIONED COSTS \n \n BUTTS COUNTY BOARD OF EDUCATION AUDITEE'S RESPONSE. \nSUMMARY SCHEDULE OF PRIOR YEAR FINDINGS AND QUESTIONED COSTS YEAR ENDED JUNE 30. 1998 \n \nPRIOR YEAR FINANCIAL STATEMENT FINDINGS AND QUESTIONED COSTS \n \nFINDING CONTROL NUMBER AND STATUS \n \n6181-93-01 6181-96-01 FS-6181-97-01 \n \nFurther Action Not Warranted Unresolved - See Corrective Action/Responses Unresolved - See CorrectiveAction/Responses \n \nCORRECTIVE ACTIONIRESPONSES \n \nEXPENDlTURESILIABILITIESfDISBURSEMENTS Failure to Meet Expenditure Requirements Amount: $352.40 Finding Control Number: 6181-96-01 \n \nThis finding will be resolved by the Georgia Department ofEducation through a future increase in the Board's local fair share portion of QBE Allotments. \n \nGENERAL FIXED ASSETS Failure to Maintain General Fixed Assets Account Group Finding Control Number: 6181-97-01 \n \nDue to budgetary constraints, the Board is unable to increase staff necessary to clear this finding. The Board believes it provides appropriate staffto perform accounting functions. With the present staff limitations, this finding cannot be totally resolved. \n \n SECTIONN FINDINGS AND QUESTIONED COSTS \n \n Burrs COUNTY BOARD OF EDUCATION SCHEDULE OF FINDINGS AND OUESTIONED COSTS \nYEAR ENDED JUNE 30. 1998 \nI SUMMARY OF AUDITOR'S RESULTS \n1. Type of Report Issued on the Financial Statements The auditor's opinion on the Butts County Board of Education's financial statements was qualified for a scope limitation and for various departures from generally accepted accounting principles. \n2. Reportable Conditions in Internal Control Disclosed by the Audit of the Financial Statements The audit report for the Butts County Board of Education disclosed a financial statement reportable condition related to the following control category. \nGeneral Fixed Assets \nThe reportable condition described above is considered to be a material weakness. \n3. Noncompliance Material to the Financial Statements The audit ofthe Butts County Board ofEducation disclosed no instances ofnoncompliance that were deemed to be material to the financial statements. \n4. Reportable Conditions in Internal Control Over Major Programs The audit report for the Butts County Board of Education did not disclose any reportable conditions in internal control over major programs. \n5. Type of Report Issued on Compliance for Major Programs The auditor's opinion on the Butts County Board of Education's report on compliance with requirements applicable to major programs was unqualified. \n6. Audit Findings Required to be Reported by Section .510(a) ofOMB Circular A-B3 The Butts County Board of Education's audit did not disclose audit findings required to be reported by section .51O(a) ofOMB Circular A-B3. \n7. Major Programs Federal awards audited as major programs are as follows: 10.553 Food and Nutrition Program - Food Services - School Breakfast Program 10.555 Food and Nutrition Program - Food Services - National School Lunch Program \n8. Type \"A\" Program Dollar Threshold The dollar threshold for type \"A\" programs was $300,000.00. \n9. Low Risk Auditee \nThe Butts County Board of Education was audited as a low risk auditee based on a waiver granted by the U. S. Department of Education. \n- 1- \n \n BurrS COUNTY BOARD OF EDUCATION SCHEDULE OF FINDINGS AND QUESTIONED COSTS \nYEAR ENDED JUNE 30. 1998 \nIT FINANCIAL STATEMENT FINDINGS AND QUESTIONED COSTS \nCASH AND CASH EQUIVALENTS Uncollateralized Deposits Nonmaterial Noncompliance Finding Control Number: FS-6181-98-01 \nThe Butts County Board ofEducation failed to have its bank balances fully collateralized as provided for by the Qfficial Code of Georgia Annotated Section 45-8-12 which states, in part, as follows: \n\"The collecting officer or officer holding public funds may not have on deposit at any time in any depository for a time longer than ten days a sum of money belonging to the public body when such depository has not given bond to the public body as set forth in this code section... The aggregate ofthe 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 ofthe amount of deposit insurance\". \nThis noncompliance occurred because ofmanagement's failure to adequately monitor the collateralization of balances at individual banks. The Board should implement procedures to monitor the collateralization of bank balances to ensure compliance at all times with State laws governing deposits and investments. \nManagement's Response: \nWe concur with this fmding. We have communicated with individual banks to ensure that future deposits will be adequately collateralized as required by State law. \nGENERAL FIXED ASSETS Failure to Maintain General Fixed Assets Account Group Reportable Condition - Material Weakness Repeated from Prior Year Finding Control Number: FS-6181-98-02 \nThe Butts County Board ofEducation did not maintain a system-wide General Fixed AssetS Account Group within the formal accounting records as required by generally accepted accounting principles. This condition results in the general purpose financial statements ofthe Board being incomplete and not in accordance with generally accepted accounting principles. Appropriate action should be taken by the Board to establish accounting controls and procedures to provide for maintenance of a General Fixed Assets Account Group. These subsidiary records should include an inventory of land, buildings and equipment owned by the Board and should include, but may not be limited to, date acquired, acquisition cost, estimated replacement cost, location and description. Detailed records should be maintained ofall additions and deletions to the General Fixed Assets Account Group. \n-2- \n \n BurrS COUNTY BOARD OF EDUCATION SCHEDULE OF FINDINGS AND QUESTIONED COSTS \nYEAR ENDED JUNE 30. 1998 II FINANCIAL STATEMENT FINDINGS AND QUESTIONED COSTS GENERAL FIXED ASSETS Failure to Maintain General Fixed Assets Account Group Reportable Condition - Material Weakness Repeated from Prior Year Finding Control Number: FS-6181-98-02 Management's Response: We concur with this finding, however due to budgetary constraints, the Board is unable to increase staff necessary to clear this finding. The Board believes it provides appropriate staff to perform accounting functions. With the present staff limitations, this finding cannot be totally resolved. ill FEDERAL AWARD FINDINGS AND QUESTIONED COSTS No matters were reported. \n-3- \n \n "},{"id":"dlg_ggpd_y-ga-ba800-b-pr1-be26-bb98-b1996-h97","title":"Audit report, Butts County Board of Education, Jackson, Georgia, year ended June 30, 1997","collection_id":"dlg_ggpd","collection_title":"Georgia Government Publications","dcterms_contributor":["Georgia. Department of Audits and Accounts.","Georgia. Department of Audits."],"dcterms_spatial":["United States, Georgia, Butts County, 33.28785, -83.95717"],"dcterms_creator":["Georgia. Department of Audits"],"dc_date":["1997-06-30"],"dcterms_description":["Ceased with year ended June 30, 1999.","Report year covers fiscal year.","Year ended June 30, 1995-year ended June 30, 1996 appear to be issued by Georgia. Department of Audits and Accounts, but issuing body is still presented on some sources as: Georgia. Department of Audits.","Has supplements: Supplementary information, Butts County Board of Education, Jackson, Georgia, summary and schedule of salaries and travel, -year ended June 30, 1998; Butts County Board of Education, Jackson, Georgia, schedule of salaries and travel, year ended June 30, 1999.","Year ended June 30, 1994 (online surrogate); title from PDF cover (Georgia Government Publications database, viewed September 28, 2022).","Year ended June 30, 1999 (online surrogate); (Georgia Government Publications database, viewed September 28, 2022)."],"dc_format":["application/pdf"],"dcterms_identifier":null,"dcterms_language":["eng"],"dcterms_publisher":["Atlanta, Ga. : Dept. of Audits and Accounts"],"dc_relation":null,"dc_right":["http://rightsstatements.org/vocab/InC/1.0/"],"dcterms_is_part_of":null,"dcterms_subject":["Auditors' reports--Georgia","Financial statements--Georgia","Butts County (Ga.). Board of Education--Appropriations and expenditures"],"dcterms_title":["Audit report, Butts County Board of Education, Jackson, Georgia, year ended June 30, 1997"],"dcterms_type":["Text"],"dcterms_provenance":["University of Georgia. Map and Government Information Library"],"edm_is_shown_by":["https://dlg.galileo.usg.edu/do:dlg_ggpd_y-ga-ba800-b-pr1-be26-bb98-b1996-h97"],"edm_is_shown_at":["https://dlg.galileo.usg.edu/id:dlg_ggpd_y-ga-ba800-b-pr1-be26-bb98-b1996-h97"],"dcterms_temporal":null,"dcterms_rights_holder":["\u0026copy; Georgia Department of Audits"],"dcterms_bibliographic_citation":null,"dlg_local_right":null,"dcterms_medium":["state government records"],"dcterms_extent":null,"dlg_subject_personal":null,"iiif_manifest_url_ss":null,"dcterms_subject_fast":null,"fulltext":"(rf\\ AlO~) \n.K \\ Elk \nbCi~ \n'lqb-q7 \nAUDIT REPORT BUTTS COUNTY BOARD OF EDUCAnON \nJACKSON, GEORGIA YEAR ENDED JUNE 30, 1997 \nSTATE OF GEORGIA DEPARTMENT OF AUDITS AND ACCOUNTS \n254 WASHINGTON STREET \nATLANTA, GEORGIA 30334-8400 \n \n BUTTS COUNTY BOARD OF EDUCATION - TABLE OF CONTENTS - \n \nSECTION I \n \nFINANCIAL \n \nINDEPENDENT AUDITOR'S COMBINED REPORT ON GENERAL-PURPOSE FINANCIAL STATEMENTS AND SUPPLEMENTARY INFORMATION SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS \n \nEXillBITS \n \nGENERAL PURPOSE FINANCIAL STATEMENTS \n \nCOMBINED STATEMENTS - OVERVIEW \n \nA \n \nCOMBINED BALANCE SHEET \n \nALL FUND TYPES \n \n2 \n \nB \n \nCOMBINED STATEMENT OF REVENUES, EXPENDITURES AND \n \nCHANGES IN FUND BALANCES \n \nALL GOVERNMENTAL FUND TYPES \n \n4 \n \nC \n \nCOMBINED STATEMENT OF REVENUES, EXPENDITURES AND \n \nCHANGES IN FUND BALANCES - BUDGET AND ACTUAL \n \n(NON-GAAP BASIS) \n \nGENERAL AND SPECIAL REVENUE FUNDS \n \n7 \n \nD NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \n8 \n \nADDITIONAL FINANCIAL INFORMATION \n \nCOMBINING STATEMENTS \n \nSPECIAL REVENUE FUND \n \nE \n \nCOMBINING BALANCE SHEET \n \n18 \n \nF \n \nCOMBINING STATEMENT OF REVENUES, EXPENDITURES \n \nAND CHANGES IN FUND BALANCES \n \n20 \n \nCAPITAL PROJECTS FUND \n \nG \n \nCOMBINING BALANCE SHEET \n \n22 \n \nH \n \nCOMBINING STATEMENT OF REVENUES, EXPENDITURES \n \nAND CHANGES IN FUND BALANCES \n \n23 \n \nSCHEDULES \n \n1 SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS \n \n24 \n \n2 SCHEDULE OF STATE REVENUE \n \n26 \n \n3 SCHEDULE OF EXPENDITURES \n \nLOTTERY PROGRAMS \n \n27 \n \n4 SCHEDULE OF APPROVED LOCAL OPTION SALES TAX PROJECTS \n \n28 \n \nANALYSIS OF MINIMUM EXPENDITURE REQUIREMENTS \n \nGENERAL FUND - QUALITY BASIC EDUCATION PROGRAMS \n \n5 \n \nOVERALL \n \n29 \n \n6 \n \nBY PROGRAM \n \n30 \n \n BUTTS COUNTY BOARD OF EDUCATION - TABLE OF CONTENTS- \nSECTION II COMPLIANCE AND INTERNAL CONTROL REPORTS REPORT ON COMPLIANCE AND ON INTERNAL CONTROL OVER FINANCIAL REPORTING BASED ON AN AUDIT OF FINANCIAL STATEMENTS PERFORMED IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS REPORT ON COMPLIANCE WITH REQUIREMENTS APPLICABLE TO EACH MAJOR PROGRAM AND INTERNAL CONTROL OVER COMPLIANCE IN ACCORDANCE WITH OMB CIRCULAR A-B3 \nSECTIONlli AUDITEE'S RESPONSE TO PRIOR YEAR FINDINGS AND QUESTIONED COSTS SUMMARY SCHEDULE OF PRIOR YEAR FINDINGS AND QUESTIONED COSTS \nSECTION IV FINDINGS AND QUESTIONED COSTS SCHEDULE OF FINDINGS AND QUESTIONED COSTS \n \n SECTION I FINANCIAL \n \n CLAUDE L. VICKERS \nSTATE AUDITOR \n(404) 656-2174 \n \nDEPARTMENT OF AUDITS AND ACCOUNTS \n254 Washington Street, S.w., Suite 214 Atlanta, Georgia 30334-8400 \nJune 16, 1998 \n \nHonorable Zell Miller, Governor Members of the General Assembly Members of the State Board of Education \nand Superintendent and Members of the Butts County Board of Education \nINDEPENDENT AUDITOR'S COMBINED REPORT ON GENERAL-PURPOSE FINANCIAL STATEMENTS AND SUPPLEMENTARY INFORMATION SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS \nLadies and Gentlemen: \nWe have audited the accompanying general-purpose financial statements of the Butts County Board of Education, as of and for the year ended June 30, 1997, as listed in the table of contents. These generalpurpose financial statements are the responsibility of the Butts County Board of Education's management. Our responsibility is to express an opinion on these general-purpose financial statements based on our audit. \nWe conducted our audit in accordance with generally accepted auditing standards and the standards applicable to [mancial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States. Those standards require that we plan and perform the audit to obtain reasonable assurance about whether the financial statements are free of material misstatement. An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the financial statements. An audit also includes assessing the accounting principles used and significant estimates made by management, as well as evaluating the overall financial statement presentation. We believe that our audit provides a reasonable basis for our opinion. \nAs described in the notes to the general-purpose financial statements, the Board's financial statements have been prepared using certain accounting practices and policies which, in our opinion, vary in some respects from generally accepted accounting principles. These variances are described as follows: \n* The general-purpose financial statements of the Board did not contain a General Fixed Assets \nAccount Group to account for property and equipment owned by the Board which should be included to conform to generally accepted accounting principles. \n \n97ARL-13 \n \n * The Board did not report compensated absences within the general-purpose financial statements as \nrequired by generally accepted accounting principles. \n* School activity accounts maintained at the individual schools are not included in the general-purpose \nfinancial statements. To confonn to generally accepted accounting principles, these accounts should be included in the general-purpose financial statements. \n* The Board did not recognize as expenditures, in the year ended June 30, 1997, a portion of salaries \nand the corresponding employer's cost of related benefits earned for contractual services completed prior to June 30, 1997. Also funds received, subsequent to June 30, 1997, from the Georgia Department of Education for the State's share ofthese unrecorded salaries and related benefits were not recorded as revenue in the year under review. Conversely, the similar expenditures and related revenues for contractual services completed prior to June 30, 1996, were improperly recorded in the year ended June 30, 1997. To confonn to generally accepted accounting principles, revenues should be recorded when available and measurable and expenditures should be recorded when incurred, rather than when funds are received or disbursed. \nThe aggregate effects on the general-purpose financial statements of these variances or omissions have not been determined, but are believed to be material. \nIn our opinion, except for the effects on the general-purpose financial statements of the matters referred to in the preceding paragraph, the general-purpose financial statements referred to above present fairly, in all material respects, the financial position ofthe Butts County Board of Education as of June 30, 1997, and the results of its operations for the year then ended, in conformity with generally accepted accounting principles. \nIn accordance with Government Auditing Standards, we have also issued our report dated June 16, 1998, on our consideration ofthe Butts County Board ofEducation's internal control over financial reporting and our tests of its compliance with certain provisions of laws, regulations, contracts and grants. \nOur audit was performed for the purpose of forming an opinion on the general-purpose financial statements ofthe Butts County Board ofEducation taken as a whole. The accompanying combining statements (Exhibits E through H) and the financial schedules (Schedules 1 through 6), which includes the Schedule of Expenditures of Federal Awards as required by U. S. Office of Management and Budget Circular A-B3, Audits olStates, Local Governments, and Non-Profit Organizations, are presented for purposes of additional analysis and are not a required part of the general-purpose fmancial statements. Such information has been subjected to the auditing procedures applied in the audit ofthe general-purpose fmancial statements and in our opinion, except for the effects ofthe matters referred to in the third paragraph, such information is fairly presented in all material respects in relation to the general-purpose financial statements taken as a whole. \n97ARL-13 \n \n 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. \n \nCLV:ds 97ARL-13 \n \nClaude L. Vickers State Auditor \n \n BUTTS COUNTY BOARD OF EDUCATION \n \n BUITS COUNTY BOARD OF EDUCATION COMBINED BALANCE SHEET ALL FUND TYPES JUNE 30.1997 \n \nASSETS Cash and Cash Equivalents Accounts Receivable Inventories \nFood Donated Commodities Purchased Food \nTotal Assets \n \nGENERAL FUND \n \nGOVERNMENTAL FUND TYPES \n \nSPECIAL \n \nCAPITAL \n \nREVENUE \n \nPROJECTS \n \nFUND \n \nFUND \n \n$ 1,923,559.27 $ 133,786.39 $ \n \n0.00 \n \n35,386.49 \n \n185,927.06 \n \n26,711.35 11,575.37 \n \n$ 1,958,945.76 $ 358,000.17 $==.....:==0..0....0.. \n \nLIABILITIES AND FUND EQUITY \nLIABILITIES \nCash Overdraft Accounts Payable Salaries Payable Expired Grant Balances Payable \nTotal Liabilities \nFUND EQUITY \nFund Balances Reserved For Bus Replacement Funds For Expired Grant Balances/Questioned Costs For Governor's Emergency Funds For Inventories Food Donated Commodities Purchased Food Unreserved Deficit Undesignated \nTotal Fund Equity \nTotal Liabilities and Fund Equity \n \n$ $ 30,885.04 \n92,911.92 7,190.77 \n$ 130,987.73 $ \n \n14,967.08 14,967.08 \n \n$ 39,920.14 352.40 \n \n$ 26,711.35 11,575.37 \n \n1,918,673.22 \n \n$ 188,725.72 \n \n$ 1,958,945.76 $ 227,012.44 $ \n \n-14,967.08 -14,967.08 \n \n$ 1,958,945.76 $ 358,000.17 $====O,;,;;'O=.O \n \nThe notes to the general purpose financial statements are an integral part of this statement. -2- \n \n EXHIBIT \"A\" \n \nDEBT SERVICE \nFUND \n \nTOTALS (Memorandum Only) \nJUNE 30,1997 JUNE 30,1996 \n \n$ 15,368.30 $ 2,072,713.96 $ 1,907,110.91 \n \n184.17 \n \n221,497.72 \n \n1,151,457.16 \n \n26,711.35 11,575.37 \n \n24,658.18 13,459.21 \n \n$ 15,552.47 $ 2,332.498.40 $ 3,096,685.46 \n \n$ \n \n14,967.08 \n \n30,885.04 $ \n \n18,038.53 \n \n92,911.92 \n \n88,541.44 \n \n7,190.77 \n \n1.468.54 \n \n$ \n \n145,954.81 $ \n \n108,048.51 \n \n$ \n \n39,920.14 $ \n \n34,690.10 \n \n352.40 \n \n17,088.73 \n \n15,000.00 \n \n$ 15,552.47 $ 15,552.47 $ \n \n26,711.35 11,575.37 \n-14,967.08 2,122,951.41 \n2,186,543.59 $ \n \n24,658.18 13,459.21 \n2,883,740.73 2,988,636.95 \n \n$ 15,552.47 $ 2,332.498.40 $ 3,096,685.46 \n \n-3- \n \n Buns COUNTY BOARD OF EDUCATION COMBINED STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES \nALL GOVERNMENTAL FUND TYPES YEAR ENDED JUNE 30, 1997 \n \nREVENUES \nState Funds Federal Funds Taxes Other Funds \nTotal Revenues \nEXPENDITURES \nCurrent Instruction Support Services Pupil Services Improvement of Instructional Services Educational Media Services General Administration School Administration Business Administration Maintenance and Operation of Plant Student Transportation Services Central Support Services Other Support Services Food Services Operation \nCapital Outlay Debt Service \nPrincipal Interest Paying Agent Fees \nTotal Expenditures \nExcess of Revenues over (under) Expenditures \nOTHER FINANCING SOURCES (USES) \nOperating Transfers In Operating Transfers Out \nTotal Other Financing Sources (Uses) \nExcess of Revenues and Other Financing Sources over (under) Expenditures and Other Financing Uses \nFUND BALANCE JULY 1 \nFood Inventory - Net Change in Period Donated Commodities Purchased Food \nFUND BALANCE JUNE 30 \n \nGENERAL FUND \n \nSPECIAL REVENUE \nFUND \n \nCAPITAL PROJECTS \nFUND \n \n$ 9,335,446.29 $ 701,493.28 $ \n \n0.00 \n \n1,374,321.57 \n \n3,352,075.30 \n \n203,798.14 \n \n300,279.86 \n \n$ 12,891,319.73 $ 2,376,094.71 $ \n \n0.00 \n \n$ 8,503,515.10 $ 699,516.19 \n \n697,644.35 379,550.61 418,996.29 324,832.61 1,006,259.28 82,149.49 1,158,156.67 678,740.38 \n227,770.59 49,660,76 94,113.95 \n \n57,673.25 26,410.52 \n1,461.28 16,362.85 \n3,347.59 12,263,61 34,235.00 492,909.12 1,030,575.68 \n$ \n \n75,684.59 \n \n$ 13,621,390.08 $ $ -730,070.35 $ \n \n2,374,755,09 $ 1,339.62 $ \n \n75,684.59 -75,684.59 \n \n$ \n \n$ \n \n-6,545.34 \n \n$ \n \n-6,545.34 $ \n \n6,545.34 6,545.34 \n \n$ -736,615.69 $ 2,695,561.45 \n \n7,884.96 $ 218,958.15 \n \n-75,684.59 60,717.51 \n \n2,053,17 -1,883,84 \n \n$ 1,958,945,76 $ 227,012.44 $ -14,967.08 \n \nThe notes to the general purpose financial statements are an integral part of this statement. -4- \n \n EXHIBIT\"B\" \n \nDEBT SERVICE \nFUND \n \nTOTALS (Memorandum Only) \nYEAR ENDED JUNE 30,1997 JUNE 30,1996 \n \n$ 10,036,939.57 $ 9,445,951.46 \n \n1,374,321.57 \n \n1,248,438.89 \n \n$ \n \n1,793.49 \n \n3,353,868.79 \n \n4,021,984.71 \n \n359.14 \n \n504,437.14 \n \n441,538.16 \n \n$ \n \n2,152.63 $ 15,269,567.07 $ 15,157,913.22 \n \n$ \n \n0.00 $ 9,203,031.29 $ 8,831,929.97 \n \n755,317.60 405,961.13 420,457.57 341,195.46 1,006,259.28 \n82,149.49 1,161,504.26 \n691,003.99 34,235.00 \n720,679.71 1,080,236.44 \n169,798.54 \n \n563,548.08 359,157.27 427,749.85 290,479.39 909,604.43 \n77,835.09 1,493,521.40 \n660,763.40 29,137.00 \n444,785.62 1,088,897.07 \n146,782.39 \n \n55,000.00 5,087.50 220.00 \n \n$ \n \n0.00 $ 16,071,829.76 $ 15,384,498.46 \n \n$ \n \n2,152.63 $ \n \n-802,262.69 $ \n \n-226,585.24 \n \n$ \n \n6,545.34 $ \n \n2,925.18 \n \n-6,545.34 \n \n-2,925.18 \n \n$ \n \n0.00 $ \n \n0.00 \n \n$ \n \n2,152.63 $ \n \n-802,262.69 $ \n \n-226,585.24 \n \n13,399.84 \n \n2,988,636.95 \n \n3,203,450.09 \n \n2,053.17 -1,883.84 \n \n10,322.24 1,449.86 \n \n$ 15,552.47 $ 2,186,543.59 $ 2,988,636.95 \n \n-5- \n \n THIS PAGE LEFT BLANK \n \n BUTTS COUNTY BOARD OF EDUCATION COMBINED STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES \nBUDGET AND ACTUAL - (NON-GAAP BASIS) GENERAL AND SPECIAL REVENUE FUNDS \nYEAR ENDED JUNE 30,1997 \n \nEXHIBIT\"cn \n \nThe notes to the general purpose financial statements are an integral part of this statement. -7- \n \n BUTTS COUNTY BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30, 1997 \n \nNote 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES \nREPORTING ENTITY \nThe Butts County Board of Education (Board) was established under the laws of the State of Georgia and operates under the guidance of a school board elected by the voters and a Superintendent appointed by the Board. The Board is organized as a separate legal entity and has the power to levy taxes and issue bonds. Its budget is not subject to approval by any other entity. Accordingly, the Board is a primary government and consists of all the organizations that compose its legal entity. \nFUND ACCOUNTING \nThe Board uses funds to report on its financial position and the results of its operations. Fund accounting is designed to demonstrate legal compliance and to aid fmancial management by segregating transactions related to certain governmental functions or activities. A fund is a separate accounting entity with a self-balancing set of accounts. \nGeneral Fixed Assets are recorded as expenditures in the various funds at the time of purchase. A General Fixed Assets Account Group is not presently maintained by the Board. To conform to generally accepted accounting principles, a General Fixed Assets Account Group should be maintained for reporting the cost of assets acquired by governmental fund types. \nAlthough \"school activity accounts\" are maintained at the individual schools, neither the assets, liabilities and fund equity, nor the revenues, expenditures and changes in fund balances of these accounts are reflected in these financial statements. To conform to generally accepted accounting principles, these accounts should be recorded in the general purpose financial statements. \nThe general purpose financial statements account for all State, Federal, Taxes and Other funds under control of the Board, in compliance with generally accepted accounting principles applicable to governmental units, unless otherwise disclosed in these notes. Funds presented in this report are as follows: \nGOVERNMENTAL FUND TYPES - are used to account for all or most of a Board's educational activities. Governmental Fund Types include: \nGENERAL FUND - the fund used to account for all financial resources ofthe Board except those required to be accounted for in another fund. These transactions relate to resources obtained and used for services provided by a board of education. \nSPECIAL REVENUE FUND - the fund used to account for the proceeds ofspecific revenue sources (other than for major capital projects) that are legally restricted to expenditures for specified purposes. These funds are received primarily from the Georgia Department of Education and from the Federal government to accomplish specific educational objectives. \n \n-8- \n \n Burrs COUNTY BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30. 1997 \n \nNote 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES \nCAPITAL PROJECTS FUND - the fund used to account for fmancial resources to be used for the acquisition or construction of major capital facilities. \nDEBT SERVICE FUND - the fund used to account for the accumulation ofresources for, and the payment of, general long-term principal, interest and paying agent fees. \nBASIS OF ACCOUNTING \nThe 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 generally are included on the balance sheet. Operating statements of these funds present increases (i.e., revenues and other financing sources) and decreases (Le., expenditures and other financing uses) in net current assets. Their reported fund balance is considered a measure of available spendable resources. \nLiabilities which are expected to be financed from available spendable resources are reported as liabilities in the governmental funds. \nGovernmental funds are accounted for using the modified accrual basis of accounting under which: \nRevenues 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 property taxes, intergovernmental grants and investment income. Property taxes are considered available if they are collected and remitted by the collecting agent to the Board within 60 days after fiscal year-end. \nExpenditures are generally recognized when the related fund liability is incurred. \nA departure from the above defmitions is the accounting treatment afforded the final two payments on General Fund teachers' and bus drivers' contracts, and the resources available from the Georgia Department of Education for the State's share of these contracts. During fiscal year 1997, a substantial number of personnel ofthe Board were employed for a one hundred and ninety day period beginning in late August 1996 and ending in early June 1997. Personnel contracts for this employment period specify that compensation be paid in twelve equal monthly payments beginning in September 1996 and ending in August 1997. State grants to fund the State's share of these contracts were disbursed from the Georgia Department of Education to the Board in the same twelve months. As of June 30, 1997, compensation under these employment contracts had been earned, but two of the twelve monthly payments, due for July and August 1997, had not . been made. Payments for these two months were made and recorded as expenditures by the Board subsequent to June 30, 1997. Also, the State's portion of the compensation paid in July and August 1997 was received and recorded as revenue in the fiscal year subsequent to June 30, 1997. Conversely, the similar expenditures and related revenues for contractual services completed prior to June 30, 1996, were recorded in the year \n- 9- \n \n BUTTS COUNTY BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30, 1997 \n \nNote 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES \n \nended June 30, 1997. Generally accepted accounting principles require that revenues be recorded when available and measurable and that expenditures be recorded when incurred, rather than when funds are received or disbursed. \n \nBUDGET \n \nThe Butts County Board of Education's budget is a complete financial plan for the Board's fiscal year and is based upon estimates of expenditures together with probable funding sources. There is no statutory prohibition regarding overexpenditure of the budget at any level. The budget for all governmental funds is prepared by fund, function and object. The legal level of budget control was established by the Board at the aggregate level. The budget for governmental funds was prepared on a basis other than generally accepted accounting principles. \n \nThe budget process begins when the Board's administration prepares a tentative budget for the Board's approval. After approval of this tentative budget by the Board, such budget is advertised at least once in a newspaper of general circulation in the locality. At the next regular meeting ofthe Board after advertisement, the Board receives comments on the tentative budget, makes revisions as necessary and adopts a final school budget. This fmal budget is then submitted, in accordance with provisions of the Quality Basic Education Act, OCGA Section 20-2-167, to the Georgia Department ofEducation. The Board may increase or decrease the budget at any time during the year. All unexpended budget authority lapses at fiscal year-end. \n \nThe Statement ofRevenues, Expenditures and Changes in Fund Balances - Budget and Actual presents actual and budgeted data for the General Fund and Special Revenue Fund. To facilitate comparison with the budget, the following adjustments have been made to fund balance as reflected on Exhibit \"B\" of this report: \n \nFUND BALANCE JULY 1, 1996 \n \nSpecial Revenue \nFund \n$ 218,958.15 \n \nAdjustments Inventories - July 1, 1996 Food Donated Commodities Purchased Foods \nFund Balance July 1, 1996 (Budget Basis) \nExcess of Revenues and Other Financing Sources over (under) Expenditures and Other Financing Uses \nFUND BALANCE JUNE 30,1997 (Budget Basis) \n \n-24,658.18 -13,459.21 $ 180,840.76 \n7,884.96 $ 188.725.72 \n \n- 10- \n \n BUTTS COUNTY BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30, 1997 \n \nNote 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES \n \nCASH AND CASH EQUIVALENTS \n \nCOMPOSITION OF DEPOSITS Cash and cash equivalents consist of deposits in authorized financial institutions. Georgia Laws authorize the Board to deposit its funds in one or more solvent banks, insured Federal savings and loan associations, or insured State chartered building and loan associations. The placement of proceeds from bond issues in certificates of deposit is limited to financial institutions located within this State. \n \nRECEIVABLES \n \nReceivables consist of grant reimbursements due on Federal, State or other grants for expenditures made but not reimbursed and other receivables disclosed from information available. Receivables are recorded when either the asset or revenue recognition criteria has been met. Receivables recorded on the general purpose financial statements do not include any amounts which would necessitate the need for an allowance for uncollectible receivables. \n \nPROPERTY TAXES \n \nThe Butts County Board of Commissioners fixed the property tax levy for the 1996 tax year (calendar year) on June 6, 1996 (levy date). Taxes were due on September 5, 1996 and could be paid in two installments on September 5, 1996 and December 5, 1996 (due dates). The lien date for property taxes was January 1, 1996. Taxes collected within the current fiscal year or within 60 days after year-end are reported as revenue in fiscal year 1997 since their collection meets the criteria ofGASB codification section P70.103. The Butts County Tax Commissioner bills and collects the property taxes for the Board of Education, withholds 2.5% of taxes collected as a fee for tax collection and remits the balance of taxes collected to the Board. \n \nThe tax millage rate levied for the 1996 tax year (calendar year) for the Butts County Board of Education was as follows (a mill equals $1 per thousand dollars of assessed value): \n \nSchool Operations \n \nl6..62mills \n \nINVENTORIES \n \nFOOD INVENTORIES Inventories of donated food commodities used in the preparation of meals are reported on the Combined Balance Sheet at their Federally assigned value. Purchased foods inventories are reported on the Combined Balance Sheet at cost (fIrst-in, first-out). Donated food commodities are recorded as revenues and expenditures at the time commodity items are received. Purchased foods inventories are recorded as expenditures at the time of purchase. The inventories reported on the balance sheet for donated food commodities and for purchased foods are equally offset by reservations of fund balance which indicates that these amounts do not constitute \"available spendable resources\" even though they are a component of net current assets. \n \n- 11 - \n \n Burrs COUNTY BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30. 1997 \n \nNote 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES \n \nCOMPENSATED ABSENCES \n \nCompensated absences represent obligations of the Board relating to employees' rights to receive compensation for future absences based upon service 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 ofthis obligation as this amount is deemed immaterial to the general purpose fmancial statements. \n \nHowever, the dollar value of accumulated compensated absences at June 30, which will be payable from future resources is material to the general purpose fmancial statements and has not been recorded in the General Long-Term Debt Account Group as required by generally accepted accounting principles. \n \nINTERFUND TRANSACTIONS \n \nThe Board has the following types of interfund transactions: \n \nReimbursements of expenditures initially made from a fund that are properly applicable to another fund, are recorded as expenditures in the reimbursing fund and as reductions of expenditures in the fund that is reimbursed. \n \nOperating transfers are recorded for all interfund transactions other than reimbursements. \n \nMEMORANDUM ONLY - TOTAL COLUMNS \n \nTotal 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. Neither are such data comparable to a consolidation. Interfund eliminations have not been made in the aggregation of this data. Certain reclassifications have been made to the comparative data to conform to the current year classifications. \n \nDEFICIT FUND BALANCE \n \nThe fund reporting a deficit fund balance position at June 30, 1997, which is not readily apparent on the general purpose financial statements is as follows: \n \nFund Type/Fund Name \n \nDeficit Balance \n \nGovernmental Fund Type Capital Projects Fund Special Purpose Local Option Sales Tax \n \n$=~2~5,,g;68~4!.!\u003e.5~9 \n \n- 12 - \n \n BUTTS COUNTY BOARD OF EDUCAnON \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30, 1997 \n \nNote 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES \nIn the subsequent period, the Board received proceeds from a Special Purpose Local Option Sales Tax to fund this deficit. \nNote 2: DEPOSITS \nCOLLATERALIZATION OF DEPOSITS Official Code of Georgia Annotated (OCGA) Section 45-8-12 provides that there shall not be on deposit at any time in any depository for a time longer than ten days a sum of money which has not been secured by surety bond, by guarantee of insurance, or by collateral. The aggregate of the face value of such surety bond and the market value of securities shall be equal to not less than 110 percent ofthe public funds being secured after the deduction of the amount of deposit insurance. OCGA Section 45-8-11 provides an officer holding public funds may, in his discretion, waive the requirement for security in the case of operating funds placed in demand deposit checking accounts. \nAcceptable security for deposits consists of anyone of or any combination of the following: \n(l) Surety bond signed by a surety company duly qualified and authorized to transact business within the State of Georgia, \n(2) Insurance on accounts provided by the Federal Deposit Insurance Corporation, \n(3) Bonds, bills, notes, certificates of indebtedness or other direct obligations of the United States or of the State of Georgia, \n(4) Bonds, bills, notes, certificates of indebtedness or other obligations of the counties or municipalities of the State of Georgia, \n(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, \n(6) Industrial revenue bonds and bonds of development authorities created by the laws of the State of Georgia, and \n(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. \n \n- 13 - \n \n Burrs COUNTY BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30, 1997 \n \nNote 2: DEPOSITS \n \nCATEGORIZATION OF DEPOSITS At June 30, 1997, the bank balances were $3,011,252.81. The amounts of the total bank balances are classified into three categories of credit risk: \n \nCategory 1 - Cash that is insured (e.g., Federal depository insurance) or collateralized with securities held by the Board or by the Board's agent in the Board's name. \nCategory 2 - Cash collateralized with securities held by the pledging financial institution's trust department or agent in the Board's name. \nCategory 3 - Uncollateralized deposits. (This includes any bank balance that is collateralized with securities held by the pledging financial institution, or by its trust department or agent but not in the Board's name.) \n \nThe Board's deposits are classified by risk category at June 30, 1997, as follows: \n \nRisk Category \n \nBank Balance \n \n1 \n \n$ 2,925,751.24 \n \n2 \n \n0.00 \n \n3 \n \n85,501.57 \n \nTotal \n \n$ 3,011.252.81 \n \nNote 3: NON-MONETARY TRANSACTIONS \n \nThe Board receives food commodities from the United States Department of Agriculture (USDA) for school breakfast and lunch programs. These commodities are recorded at their Federally assigned value. See Note 1 - Inventories \n \nNote 4: RISK MANAGEMENT \n \nThe Board is exposed to various risks of loss related to torts; theft of, damage to, and destruction of assets; errors or omissions; job related illness or injuries to employees; natural disaster and unemployment compensation. \n \nThe Board has obtained commercial insurance for risk of loss associated with torts, assets and errors or omissions. The Board has neither significantly reduced coverage for these risks nor incurred losses (settlements) which exceeded the Board's insurance coverage in any of the past three years. \n \nThe Board has elected to self-insure for all losses related to natural disaster except for the commercial insurance obtained for flood loss at the Henderson Middle School Gym. The Board has not experienced any losses related to natural disaster in the past three years. \n \n- 14- \n \n BUTTS COUNTY BOARD OF EDUCATION \n \nEXHffiIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30,1997 \n \nNote 4: RISK MANAGEMENT \n \nThe Boardis self-insured with regard to unemployment compensation claims. The Board accounts for claims within the General Fund with expenditure and liability being reported when it is probable that a loss has occurred, and the amount ofthat loss can be reasonably estimated. \n \nChanges in the unemployment compensation claims liability during the last two fiscal years are as follows: \n \nBeginning of Year Liability \n \nClaims and Changes in Estimates \n \nClaims Paid \n \nEnd ofYear Liability \n \n1996 1997 \n \n$ \n \n0.00 $ \n \n2,203.00 $ \n \n2,203.00 $ \n \n0.00 \n \n$ \n \n0.00 $ \n \n5.522.00 $ \n \n5,522.00 $ \n \n0.00 \n \nThe Board participates in the Georgia School Boards Association Workers' Compensation Fund, a public entity risk pool organized on July 1, 1992 to develop, implement, and administer a program of workers' compensation self-insurance for its member organizations. The Board pays an annual premium to the Fund for its general insurance coverage. Additional insurance coverage is provided through an agreement by the Fund with the United States Fidelity and Guaranty Company to provide coverage for potential losses sustained by the Fund in excess of $350,000.00 loss per occurrence, up to the statutory limit. Also, should losses within the retained limit of $350,000.00 aggregate to more than seventy-five percent (75%) of the standard experience rated premium during the policy term, the policy with the United States Fidelity and Guaranty Company will pay the next $1,000,000.00 ofloss. \n \nThe Board has purchased a surety bond to provide additional insurance coverage as follows: \n \nPosition Covered \n \nAmount \n \nSuperintendent \n \n$ 100,000.00 \n \nNote 5: ON-BEHALF PAYMENTS \n \nThe Board has recognized revenues and expenditures in the amount of$196,477.83 for health insurance and retirement contributions paid on the Board's behalf by the following State Agencies. \n \nGeorgia Department of Education Paid to the State Merit System of Personnel Administration For Health Insurance of Non-Certified Personnel In the amount of$153,604.85 \n \n- 15 - \n \n Burrs COUNTY BOARD OF EDUCATION \n \nEXIllBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30, 1997 \n \nNote 5: ON-BEHALF PAYMENTS \nPaid to the Teachers Retirement System of Georgia For Teachers Retirement System (TRS) Employer's Cost In the amount of $6,384.98 \nOffice of Treasury and Fiscal Services Paid to the Public School Employees Retirement System For Public School Employees Retirement (PSERS) Employer's Cost In the amount of $36,488.00 \nNote 6: CONTINGENT LIABILITIES \nAmounts received or receivable principally from the Federal government are subject to audit and review by grantor agencies. This could result in requests for reimbursement to the grantor agency for any expenditures which are disallowed under grant terms. The Board believes that such disallowances, if any, will be immaterial to its overall financial position. \nNote 7: SUBSEOUENT EVENTS \nOn December 1, 1997, the Board sold $8,510,000.00 in Series 1997 General Obligation School Bonds. The purpose ofthis sale will be used to (i) acquire, construct, install and equip a middle school in Butts County School District, (ii) acquire, construct, install and equip additional classrooms for the Jackson High School and (iii) acquire property, both real and personal, necessary therefor, and to pay all expenses incident thereto. \nNote 8: ACCUMULATED EMPLOYEES' LEAVE \nAll employees earn sick leave days at a rate of one and one-quarter (1.25) days per month (for a total of 11.25 days for nine month personnel, 12.50 days for ten month personnel, 13.75 days for eleven month personnel, and 15 days for twelve month personnel). Unused leave days may be carried over from one year to the next with a maximum accumulation of sixty (60) days. \nWhen an employee, who is eligible for renewal of employment, retires from the Butts County School System with a minimum of five consecutive years of service in the system immediately preceding retirement and is eligible to draw retirement from the applicable State retirement system, said employee shall receive thirty dollars for each day of earned but unused accumulated sick leave. \nTwelve month employees earn vacation at the rate often days per year (one day per 23 days worked for 230 day employees; one day per 24 days worked for 240 day employees). Vacation days may be accumulated from year to year, to a maximum oftwenty (20) days. Employees will be paid at their most recent rate ofpay, for vacation days earned, but not taken at the time of resignation, retirement, or other termination of employment, up to a maximum often (10) days. See Note 1- Compensated Absences \n \n- 16- \n \n BUTTS COUNTY BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30, 1997 \n \nNore9: RETffiEMENTPLANS \n \nTEACHERS RETIREMENT SYSTEM OF GEORGIA (TRS) \n \nTRS PLAN DESCRIPTION Substantially all teachers, administrative and clerical personnel employed by local school systems are covered by the Teachers Retirement System of Georgia (TRS), which is a cost-sharing multiple employer defined benefit pension plan. TRS provides service retirement, disability retirement and survivors benefits for its members in accordance with State statute. The Teachers Retirement System of Georgia issues a separate stand alone fmancial audit report and a copy can be obtained from the Georgia Department of Audits and Accounts. \n \nTRS CONTRIBUTIONS REQUffiED AND MADE Employees of the Board who are covered by TRS are required by State statute to contribute 5% of their gross earnings to TRS. The Board makes monthly employer contributions to TRS at rates adopted by the TRS Board of Trustees in accordance with State statute and as advised by their independent actuary. The required employer contribution rate is 11.81% and employer contributions for the current fiscal year and the preceding two fiscal years are as follows: \n \nFiscal Year \n \nPercentage Contributed \n \nRequired Contribution \n \n1997 1996 1995 \n \n100% 100% 100% \n \n$ 964,321.10 $ 887,303.97 $ 818,197.32 \n \n- 17 - \n \n Buns COUNTY BOARD OF EDUCATION COMBINING BALANCE SHEET SPECIAL REVENUE FUND JUNE 30.1997 \n \nASSETS Cash and Cash Equivalents Accounts Receivable Inventories \nFood Donated Commodities Purchased Food \nTotal Assets \n \nSCHOOL FOOD \nSERVICES FUND \n \nLOnERY PROGRAMS \n \nFEDERAL PROGRAMS \n \n$ 139,768.68 $ \n \n5,338.65 $ \n \n11,014.91 \n \n75,546.59 \n \n110,380.47 \n \n26,711.35 11,575.37 \n \n$ 253,601.99 $ \n \n5,338.65 $ 121,395.38 \n \nLIABILITIES AND FUND EQUITY \nLIABILITIES \nCash Overdraft Accounts Payable Salaries Payable Expired Grant Balances Payable \nTotal Liabilities \nFUND EQUITY \nFund Balances Reserved For Inventories Food Donated Commodities Purchased Food Unreserved Undesignated \nTotal Fund Equity \nTotal Liabilities and Fund Equity \n \n$ \n \n2,040.19 \n \n24,549.36 \n \n$ \n \n$ 26,589.55 $ \n \n$ \n5,338.65 5,338.65 $ \n \n22,335.85 28,844.85 68,362.56 \n1,852.12 \n121,395.38 \n \n$ 26,711.35 11,575.37 \n \n188,725.72 $ \n \n0.00 $ \n \n0.00 \n \n$ 227,012.44 $ \n \n0.00 $ \n \n0.00 \n \n$ 253,601.99 $ \n \n5,338.65 $ 121,395.38 \n \nSee notes to the general purpose financial statements. \n \n- 18- \n \n EXHIBIT\"E\" \n \nOTHER PROGRAMS \n \nTOTALS JUNE 30,1997 JUNE 30,1996 \n \n$ \n \n0.00 $ \n \n156.122.24 $ \n \n192,801.26 \n \n185,927.06 \n \n138,023.23 \n \n26,711.35 11,575.37 \n \n24,658.18 13,459.21 \n \n$ _ _....0....0..0.. $ \n \n380,336.02 $ \n \n368,941.88 \n \n$ \n \n22,335.85 $ \n \n42,920.22 \n \n30,885.04 \n \n17,053.53 \n \n92,911.92 \n \n88.541.44 \n \n7,190.77 \n \n1,468.54 \n \n$ \n \n153,323.58 $ \n \n149.983.73 \n \n$ \n \n$ \n \n...;;.O=.o~o \n \n$---...;;.O=.O~O $ \n \n26,711.35 $ 11,575.37 \n188,725.72 \n227,012.44 $ \n \n24,658.18 13.459.21 \n180,840.76 \n218.958.15 \n \n$ \n \n0..0..0.. $ \n \n380,336.02 $ \n \n368,941.88 \n \n- 19- \n \n Buns COUNTY BOARD OF EDUCATION COMBINING STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES \nSPECIAL REVENUE FUND YEAR ENDED JUNE 30,1997 \n \nREVENUES \nState Funds Federal Funds Other Funds \nTotal Revenues \nEXPENDITURES \nCurrent Instruction Support Services Pupil Services Improvement of Instructional Services Educational Media Services General Administration School Administration Business Administration Maintenance and Operation of Plant Student Transportation Services Central Support Services Other Support Services Food Services Operation \nCapital Outlay \nTotal Expenditures \nExcess of Revenues over (under) Expenditures \nOTHER FINANCING SOURCES \nOperating Transfers In \nExcess of Revenues and Other Financing Sources over (under) Expenditures \nFUND BALANCE JULY 1 \nFood Inventory - Net Change in Period Donated Commodities Purchased Food \nFUND BALANCE JUNE 30 \n \nSCHOOL FOOD \nSERVICES FUND \n \nLOnERY PROGRAMS \n \nFEDERAL PROGRAMS \n \n$ 77,374.00 $ 660,806.78 300,279.86 \n$ 1,038,460.64 $ \n \n589,884.28 $ \n589,884.28 $ \n \n713,514.79 713,514.79 \n \n$ 157,888.09 $ 541,628.10 \n \n5,948.00 \n \n57,673,25 26,410.52 \n1,461.28 10,414.85 \n \n$ 1,030,575.68 \n \n3,347.59 448.11 \n422,252.49 \n \n11,815.50 70,656.63 \n \n$ 1,030,575.68 $ \n \n$ \n \n7,884.96 $ \n \n589,884.28 $ 0.00 $ \n \n720,060.13 -6,545.34 \n \n$ \n \n7,884.96 $ \n \n218,958.15 \n \n2,053.17 -1,883.84 \n \n$ \n0.00 $ 0.00 \n \n6,545.34 \n0.00 0.00 \n \n$ 227,012.44 $ \n \n0.00 $ ...... \n \n0;,;;.0,;;,,0 \n \nSee notes to the general purpose financial statements. \n \n- 20- \n \n EXHIBIT\"F\" \n \nOTHER PROGRAMS \n \nTOTALS YEAR ENDED JUNE 30,1997 JUNE 30,1996 \n \n$ 34,235.00 $ 701,493.28 $ 721,742.95 \n \n1,374,321.57 1,248,438.89 \n \n300,279.86 \n \n268,869.73 \n \n$ 34,235.00 $ 2,376,094.71 $ 2,239,051.57 \n \n$ 699,516.19 $ 874,658.69 \n \n$ 34,235.00 \n \n57,673.25 26,410.52 \n1,461.28 16,362.85 \n3,347.59 12,263.61 34,235.00 492,909.12 1,030,575.68 \n \n126,876.78 17,717.64 \n16,99~.79 \n13,891.72 2,695.80 1,620.00 110,838.56 17,552.37 29,137.00 64,648.69 1,040,615.55 28,389.66 \n \n$ 34,235.00 $ 2,374,755.09 $ 2,345,635.25 \n \n$ \n \n0.00 $ \n \n1,339.62 $ -106,583.68 \n \n$ \n \n6,545.34 $ \n \n2,925.18 \n \n$ \n \n0.00 $ \n \n7,884.96 $ -103,658.50 \n \n0.00 \n \n218,958.15 \n \n310,844.55 \n \n2,053.17 -1,883.84 \n \n10,322.24 1,449.86 \n \n$====~0~.0;;;;.0 $ \n \n227,012.44 $ \n \n218,958.15 \n \n- 21 - \n \n ASSETS Cash and Cash Equivalents \n \nBuns COUNTY BOARD OF EDUCATION COMBINING BALANCE SHEET CAPITAL PROJECTS FUND JUNE 30,1997 \n \nEXHIBIT\"G\" \n \nREGULAR \n \nSPECIAL PURPOSE LOCAL OPTION SALES TAX \n \nTOTALS JUNE 30,1997 JUNE 30,1996 \n \n$ 10,717,51 $ \n \n0.00 $ \n \n10,717.51 $ \n \n6.-0',;\",71_7_.5.1.. \n \nTotal Liabilities and Fund Equity \n \n$ 10,717.51 $ \n \n0,00 $ \n \n10,717.51 $ \n \n60.,.7.1.7_.5.1.. \n \nSee notes to the general purpose financial statements. \n \n- 22- \n \n Buns COUNTY BOARD OF EDUCATION COMBINING STATEMENT OF REVENUES. EXPENDITURES AND CHANGES IN FUND BALANCES \nCAPITAL PROJECTS FUND YEAR ENDED JUNE 30.1997 \n \nEXHIBIT \"H\" \n \nREVENUES None Recorded \nEXPENDITURES Capital Outlay Building and Building Improvements \nExcess of Revenues over (under) Expenditures FUND BALANCE JULY 1 \n \nREGULAR \n \nSPECIAL PURPOSE LOCAL OPTION SALES TAX \n \nTOTALS YEAR ENDED JUNE 30,1997 JUNE 30, 1996 \n \n$ \n \n0.00 $ \n \n0.00 $ \n \n0.00 $ \n \n0.00 \n \n$ \n \n50,000.00 $ \n \n$ -50,000.00 $ \n \n60,717.51 \n \n25,684.59 $ -25,684.59 $ \n0.00 \n \n75,684.59 $ -75,684.59 $ 60,717.51 \n \n35,449.07 -35,449.07 96,166.58 \n \nFUND BALANCE JUNE 30 \n \n$ \n \n10,717.51 $ \n \n-25,684.59 $ \n \n-14,967.08 $-=........6..0=,.7..1=7=.5.1.. \n \nSee notes to the general purpose financial statements. \n \n- 23- \n \n Buns COUNTY BOARD OF EDUCATION SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS \nYEAR ENDED JUNE 30,1997 \n \nSCHEDULE \"1\" \n \nFUNDING AGENCY PROGRAM/GRANT \n \nCFDA NUMBER \n \nPASSTHROUGH \nENTITY 10 \nNUMBER \n \nAgriculture, U. S, Department of Pass-Through From Georgia Department of Education Food and Nutrition Program Child and Adult Care Food Program 1997 Contract Food Services School Breakfast Program 1997 Grant National School Lunch Program 1997 Grant Food Distribution Program (1) Pass-Through From Office of School Readiness Child and Adult Care Food Program 1997 Contract \n \n10,558 \n* 10,553 * 10,555 \n10,550 \n10,558 \n \nN/A $ \nN/A N/A N/A \nN/A \n \nTotal U, S, Department of Agriculture \n \n$ \n \nEducation, U, S. Department of PaSS-Through From Georgia Department of Education Elementary and Secondary Education Act Title I Grants to Local Educational Agencies 1997 Grant Title II Eisenhower Professional Development 1997 Grant Title VI Innovative Education Program Strategies 1997 Grant Goals 2000 State and Local Education Systemic Improvement Grant 1997 Grant Individuals with Disabilities Education Act Part B - Special Education Flow Through 1997 Grant Preschool 1997 Grant Vocational Education - Basic Grants to States High School Program Basic Grant 1997 Grant Tech-Prep Education 1997 Grant Pass-Through From Griffin Regional Educational Service Agency Safe and Drug-Free Schools 1997 Grant \n \n84,010 84,281 84,298 84,276 \n84.027 84.173 \n84.048 84,243 84,186 \n \nNlA $ N/A NlA N/A \nN/A N/A \nN/A N/A N/A \n \nTotal U, S, Department of Education \n \n$ \n \nLabor, U. S, Department of Pass-Through From West Central Georgia Private Industry Council Job Training Partnership Act 96-SYP-02 \n \n17,250 \n \nN/A $ \n \nFEDERAL REVENUE IN PERIOD \n \nEXPENDITURES IN PERIOD \n \n504,61 \n \n(2) \n \n132,853,88 \n438,357,94 $ 86,312,93 \n \n(2) \n944,262,75 (3) 86,312,93 \n \n2,777.42 660,806,78 $ \n \n(2) 1,030,575,68 \n \n515,463.65 $ 12,353,15 15,434,00 5,000,00 \n \n515,463,65 12,353,15 15,434,00 5,088,07 (3) \n \n88,190,00 24,700,00 \n \n90,916,02 (3) 24,700,00 \n \n25,525,78 1,312,10 \n12,165,00 700,143,68 $ \n \n29,246,03 (3) 1,312.10 \n12,165,00 706,678.02 \n \n13,371.11 $ \n \n13,382,11 (3) \n \nTotal Federal Financial Assistance \nN/A = Not Available \n \n- 24- \n \n$ \n \n1,374,321,57 $ \n \n1,750,635.81 \n \n BUTTS COUNTY BOARD OF EDUCATION SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS \nYEAR ENDED JUNE 30.1997 \nNotes to the Schedule of Expenditures of Federal Awards \n(1) The amounts shown for the Food Distribution Program represents the Federally assigned value of nonmonetary assistance for donated commodities received and/or consumed by the system dUring the current fiscal year. \n(2) Expenditures for the Child and Adult Care Food Program and the School Breakfast Program were not maintained separately and are included in the 1997 National School Lunch Program. \n(3) Expenditures for this program include State, and/or Other Funds. Expenditures are not maintained by fund source. \nMajor Programs are identified by an asterisk (*) in front of the CFDA number. \nThe Board did not provide Federal Assistance to any Subrecipient. \nThe accompanying schedule of Federal awards includes the Federal grant activity of the Butts County Board of Education and is presented on the modified accrual basis of accounting which is the same basis of accounting used in the presentation of the general purpose financial statements. \n \nSCHEDULE \"1\" \n \nSee notes to the general purpose financial statements. \n \n- 25- \n \n Buns COUNTY BOARD OF EDUCATION SCHEDULE OF STATE REVENUE YEAR ENDED JUNE 30, 1997 \n \nSCHEDULE \"2\" \n \nAGENCYIFUNDING \nGRANTS Education, Georgia Department of Quality Basic Education General and Career Education Programs Special Education Programs Remedial Education Program Media Center Programs Staff Development Programs Indirect Cost Pupil Transportation Regular Bus Replacement Middle School Incentive Program Special Instructional Assistance In-School Suspension Mid-term Adjustment Counselors Grades 4 and 5 Technology Training Local Fair Share Educational Equalization Funding Grant Food Services Vocational Education Other State Programs Advanced Placement Exams Health .Insurance Mentor Teacher Program Preschool Handicapped Program Teachers' Retirement Lottery Programs Applied Technology Labs Instructional Technology \nOffice of School Readiness Pre-Kindergarten Program \nOffice of Treasury and Fiscal Services Public School Employees Retirement \n \nGOVERNMENTAL FUND TYPES \n \nSPECIAL \n \nGENERAL \n \nREVENUE \n \nFUND \n \nFUND \n \nTOTAL \n \n$ 5,701,792.00 622,989.00 121,394.00 237,341.00 74,388.00 \n1,633,620.00 \n275,306.00 91,916.00 \n218,163.00 301,430.00 \n74,777.00 252,913.00 \n17,800.00 27,157,00 -1,100,323.00 582,107,00 \n$ 1,314.00 \n180.46 153,604.85 \n4,704.00 \n6,384.98 \n \n$ 5,701,792.00 622,989,00 121,394,00 237,341.00 74,388,00 \n1,633,620,00 \n \n77,374,00 \n \n275,306,00 91,916.00 \n218,163,00 301,430,00 \n74,777.00 252,913.00 \n17,800.00 27,157.00 -1,100,323.00 582,107.00 77,374.00 \n1,314.00 \n \n34,235.00 \n \n180.46 153,604.85 \n4,704.00 34,235.00 6,384.98 \n \n99,011.91 58,340.00 \n \n99,011.91 58,340.00 \n \n432,532.37 \n \n432,532.37 \n \n36,488.00 \n \n36,488,00 \n \n$ 9,335,446.29 $ 701,493.28 $ 10,036,939.57 \n \nSee notes to the general purpose financial statements. \n \n- 26- \n \n Buns COUNTY BOARD OF EDUCATION SCHEDULE OF EXPENDITURES LOnERY PROGRAMS YEAR ENDED JUNE 30.1997 \n \nSCHEDULE \"3\" \n \nEXPENDITURES \nCurrent Instruction Support Services General Administration Maintenance and Operation of Plant Student Transportation Services Other Support Services \n \nAPPLIED TECHNOLOGY \nLABS \n \nINSTRUCTIONAL TECHNOLOGY \n \nPRE-KINDERGARTEN PROGRAM \n \nTOTAL \n \n$ \n \n99,011.91 $ \n \n58,340.00 $ \n \n536.18 $ \n5,948.00 3,347.59 \n448.11 422,252.49 \n \n157,888.09 \n5,948.00 3,347.59 \n448.11 422,252.49 \n \nTotal Expenditures \n \n$ \n \n99,011.91 $ \n \n58,340.00 $ \n \n432,532.37 $ ====5=89=,8=84=:=.2=8 \n \nRECAP: Salaries and Benefits Pre-Kindergarten Program Other Expenditures Applied Technology Labs Instructional Technology Pre-Kindergarten Program \n \n$ \n \n448.11 \n \n99,011.91 58,340.00 432,084.26 \n \n$ \n \n589,884.28 \n \nSee notes to the general purpose financial statements. \n \n- 27- \n \n BUTTS COUNTY BOARD OF EDUCATION SCHEDULE OF APPROVED LOCAL OPTION SALES TAX PROJECTS \nYEAR ENDED JUNE 30,1997 \n \nSCHEDULE \"4\" \n \nPROJECT \nAcquiring, constructing, and equipping a new middle school; constructing, installing and equipping additional classrooms at Jackson High School; renovating the existing middle school and elementary/primary school complex; and acquiring necessary property, both real and personal, necessary therefor. \n \nESTIMATED COST \n \nAMOUNT EXPENDED IN CURRENT \nYEAR (1) \n \nAMOUNT EXPENDED \nIN PRIOR YEARS \n \n$ 10,283,525.00 $ \n \n25,684.59 $ \n \n....0....0..0\"\" \n \n(1) The voters of Butts County approved the imposition of a 1% sales tax to fund the \nabove project. Amounts expended for this project may include sales tax proceeds, State, Local Property Taxes and/or Other Funds over the life of the project. \n \nSee notes to the general purpose financial statements. \n \n-28- \n \n Buns COUNTY BOARD OF EDUCATION ANALYSIS OF MINIMUM EXPENDITURE REQUIREMENTS - OVERALL \nGENERAL FUND - QUALITY BASIC EDUCATION PROGRAMS YEAR ENDED JUNE 30, 1997 \n \nSCHEDULE \"5\" \n \nMinimum Expenditure Requirements (Total Allotment) Expenditures on Combined Program Basis \nSalaries Operations \nLess: Expenditures for Media Center Programs in Excess of Total Media Allotment \nExpenditures per Audit \nAmount of Underexpenditure for Total Allotment \n \nFOURTEEN WEIGHTED AND MEDIA CENTER \nPROGRAMS \n \n100% TEST FOR OPERATIONS PORTION OF FOURTEEN WEIGHTED PROGRAMS \n \n$ \n \n6,936,429.00 $ _ _----\"'2..;;..03=,0=5=5,;..;;;.0..;;..0 \n \n$ \n \n7,431,753.93 \n \n860,133.04 $ _ _--:..7..;.;17~,6:;.;:0=0=.6..;;..6 \n \n$ \n \n8,291,886.97 \n \n176,864.12 $ _ _..::.8l..:.,1..:.;15:.!.:,0::.::2:=.2.:.::.8=-5 \n \n$ \n \n0,00 $=====0:=,0:=0 \n \nSee notes to the general purpose financial statements. - 29 - \n \n Buns COUNTY BOARD OF EDUCATION ANALYSIS OF MINIMUM EXPENDITURE REqUIREMENTS - BY PROGRAM \nGENERAL FUND - qUALITY BASIC EDUCATION PROGRAMS YEAR ENDED JUNE 30, 1997 \n \nGENERAL AND CAREER EDUCATION PROGRAMS Kindergarten (*) Grades 1 - 3 (*) Sub-Total - K-3 Grades 4 - 5 (*J Grades 6 - 8 (*J Grades 9 - 12 (*J High School Laboratories (*J Vocational Education Laboratories (*) Total General and Career Education Programs \nSPECIAL EDUCATION PROGRAMS Regular Programs Category II (*) Category III (*) Category IV (*) Category V (*) Sub-Total- RegUlar Category VI (Gifted) (*) Total Special Education Programs \nREMEDIAL EDUCATION PROGRAM (*) Total Fourteen Weighted Programs \nMEDIA CENTER PROGRAMS Salaries Operations Total Media Center Programs \nTotal Fourteen Weighted and Media Center Programs \nSTAFF DEVELOPMENT PROGRAMS Cost of Instruction Professional Development \nTotal Staff Development Programs (*) Identifies Fourteen Weighted Programs. \n \nALLOTMENTS FROM DEPARTMENT OF EDUCATION \n \nREQUIRED \n \nORIGINAL \n \n% \n \nORIGINAL \n \nMID-TERM \n \n$ \n \n578,216,00 \n \n$ \n \n520,394,40 $ \n \n1,700,973.00 \n \n1,530,875.70 \n \n$ 2,279,189.00 90 $ 2,051,270.10 $ \n \n728,689.00 90 \n \n655,820.10 \n \n1,288,853,00 90 \n \n1,159,967.70 \n \n834,613.00 90 \n \n751,151.70 \n \n296,440.00 90 \n \n266,796.00 \n \n274,008.00 90 \n \n246,607.20 \n \n$ 5,701,792.00 \n \n$ 5,131,612.80 $ \n \n0.00 \n0.00 68,949.00 \n29,056.00 64,963.00 182,968.00 \n \n$ \n \n613,415,00 \n \n$ \n \n552,073.50 $ \n \n69,945.00 \n \n$ \n \n613,415.00 90 $ \n \n552,073.50 $ \n \n9,574.00 90 \n \n8,616.60 \n \n$ \n \n622,989.00 \n \n$ \n \n560,690.10 $ \n \n$ \n \n121,394.00 90 $ \n \n109,254.60 $ \n \n$ 6,446,175.00 \n \n$ 5,801,557.50 $ \n \n69,945.00 \n69,945.00 0.00 \n252,913.00 \n \n$ \n \n189,852,00 90 $ \n \n170,866.80 $ \n \n47,489.00 90 \n \n42,740.10 \n \n$ \n \n237,341.00 \n \n$ \n \n213,606.90 $ \n \n0.00 0.00 \n \n$ 6,683,516.00 \n \n$ 6,015,164.40 $ \n \n252,913.00 \n \n$ \n \n20,728.00 \n \n53,660.00 \n \n$ \n \n20,728.00 $ \n \n53,660.00 \n \n$ \n \n74,388.00 100 $ \n \n74,388.00 $ \n \n0.00 0.00 \n0.00 \n \nSee notes to the general purpose financial statements. \n \n- 30 - \n \n SCHEDULE \"6\" \n \nTOTAL REQUIRED \n \nACTUAL EXPENDITURES \n \nSALARIES \n \nOPERATIONS \n \nTOTAL \n \nAMOUNT OF UNDEREXPENDITURE \nFOR REQUIRED ALLOTMENT \n \n$ \n \n520,394.40 $ \n \n574,926.53 $ \n \n38,029.21 $ \n \n612,955.74 \n \n1,530,875.70 \n \n1,562,664.19 \n \n140,435.39 \n \n1,703,099.58 \n \n$ 2,051,270.10 $ 2,137,590.72 $ \n \n178,464.60 $ 2,316,055.32 $ \n \n0.00 \n \n724,769.10 \n \n831,398.27 \n \n71,693.52 \n \n903,091.79 \n \n0.00 \n \n1,159,967.70 \n \n1,480,390.85 \n \n159,176.72 \n \n1,639,567.57 \n \n0.00 \n \n751,151.70 \n \n989,006.86 \n \n125,222.43 \n \n1,114,229.29 \n \n0.00 \n \n295,852.00 \n \n413,150.07 \n \n116,164.82 \n \n529,314.89 \n \n0.00 \n \n331,570.20 \n \n418,104.83 \n \n40,351.27 \n \n458,456.10 \n \n0.00 \n \n$ 5,314,580.80 $ \n \n6,269,641.60 $ \n \n691,073.36 $ 6,960,714.96 \n \n$ \n \n622,018.50 \n \n$ \n \n212,992.21 $ 388,888.98 \n73,801.93 8,644.16 \n \n10,637.89 $ 13,304.39 \n1,689.76 45.24 \n \n223,630.10 402,193.37 \n75,491.69 8,689.40 \n \n$ \n \n622,018.50 $ \n \n684,327.28 $ \n \n25,6n.28 $ \n \n710,004.56 \n \n0.00 \n \n8,616.60 \n \n52,307.65 \n \n850.02 \n \n53,157.67 \n \n0.00 \n \n$ \n \n630,635.10 $ \n \n736,634.93 $ \n \n26,527.30 $ \n \n763,162.23 \n \n$ \n \n109,254.60 $ \n \n153,804.66 $ \n \n0.00 $ \n \n153,804.66 \n \n0.00 \n \n$ 6,054,470.50 $ \n \n7,160,081.19 $ \n \n717,600.66 $ 7,877,681.85 \n \n$ \n \n170,866.80 $ \n \n271,672.74 \n \n$ \n \n271,672.74 \n \n0.00 \n \n42,740.10 \n \n$ \n \n142,532.38 \n \n142,532.38 \n \n0.00 \n \n$ \n \n213,606.90 $ \n \n271,672.74 $ \n \n142,532.38 $ \n \n414,205.12 \n \n$ 6,268,077.40 $ \n \n7,431,753.93 $ \n \n860,133.04 $ 8,291,886.97 $ \n \n0.00 \n \n$ \n \n20,728.00 \n \n53,660.00 \n \n$ _ _,;\"74.,3;;,;;8;,;;,8.;,;;,00;;,, \n \n$ \n \n56,256.61 $ \n \n56,256.61 \n \n22,408.97 \n \n22,408.97 \n \n$ \n \n78,665.58 $ \n \n78,665.58 $ \n \n...0..0..0.. \n \n 31 - \n \n SECTION II COMPLIANCE AND INTERNAL CONTROL REPORTS \n \n CLAUDE L. VICKERS \nSTATE AUDITOR \n(404) 6562174 \n \nDEPARTMENT OF AUDITS AND ACCOUNTS \n254 Washington Street, S.w., Suite 214 Atlanta, Georgia 30334-8400 \nJune 16, 1998 \n \nHonorable Zell Miller, Governor Members of the General Assembly Members of the State Board of Education \nand Superintendent and Members of the Butts County Board of Education \nREPORT ON COMPLIANCE AND ON INTERNAL CONTROL OVER FINANCIAL REPORTING BASED ON AN AUDIT OF FINANCIAL STATEMENTS PERFORMED IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS \nLadies and Gentlemen: \nWe have audited the financial statements of Butts County Board of Education as of and for the year ended June 30, 1997, and have issued our report thereon dated June 16, 1998. This report was qualified for various departures from generally accepted accounting principles, as identified in the auditor's report on the generalpurpose financial statements. We conducted our audit in accordance with generally accepted auditing standards and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States. \nCompliance \nAs part of obtaining reasonable assurance about whether Butts County Board of Education's financial statements are free of material misstatement, we perfonned tests of its compliance with certain provisions of laws, regulations, contracts and grants, noncompliance with which could have a direct and material effect on the detennination of financial statement amounts. However, providing an opinion on compliance with those provisions was not an objective of our audit and accordingly, we do not express such an opinion. The results of our tests disclosed no instances of noncompliance that are required to be reported under Government Auditing Standards. \nInternal Control Over Financial Reporting \nIn planning and performing our audit, we considered Butts County Board of Education's internal control over financial reporting in order to detennine our auditing procedures for the purpose of expressing our opinion on the financial statements and not to provide assurance on the internal control over financial reporting. However, we noted a certain matter involving the internal control over financial reporting and its operation \n97YB-40 \n \n that we consider to be a reportable condition. Reportable conditions involve matters coming to our attention relating to significant deficiencies in the design or operation of the internal control over financial reporting that, in our judgement, could adversely affect Butts County Board of Education's ability to record, process, summarize and report financial data consistent with assertions of management in the financial statements. The reportable condition is described in the accompanying Schedule of Findings and Questioned Costs as item FS-6181-97-01. \nA material weakness is a condition in which the design or operation of one or more of the internal control components does not reduce to a relatively low level the risk that misstatements in amounts that would be material in relation to the financial statements being audited may occur and not be detected within a timely period by employees in the normal course of performing their assigned functions. Our consideration of the internal control over fmancial reporting would not necessarily disclose all matters in the internal control that might be reportable conditions and accordingly, would not necessarily disclose all reportable conditions that are also considered to be material weaknesses. However, the reportable condition described above is considered to be a material weakness. \nThis report is intended for the information of management, the Federal cognizant agency, Federal awarding agencies and pass through entities. This restriction is not intended to limit the distribution ofthis report which is a matter of public record. \nRZU~ \n \nCLV:ds 97YB-40 \n \nClaude L. Vickers State Auditor \n \n CLAUDE L. VICKERS \nSTATE AUDITOR \n(404) 656-2174 \n \nDEPARTMENT OF AUDITS AND ACCOUNTS \n254 Washington Street, S.w., Suite 214 Atlanta, Georgia 30334-8400 \nJune 16, 1998 \n \nHonorable Zell Miller, Governor Members of the General Assembly Members of the State Board of Education \nand Superintendent and Members ofthe Butts County Board of Education \nREPORT ON COMPLIANCE WITH REQUIREMENTS APPLICABLE TO EACH MAJOR PROGRAM AND INTERNAL CONTROL OVER COMPLIANCE IN ACCORDANCE WITH OMB CIRCULARA-133 \nLadies and Gentlemen: \nCompliance \nWe have audited the compliance of Butts County Board of Education with the types of compliance requirements described in the Us. Office ofManagement and Budget (OMB) Circular A-133 Compliance Supplement that are applicable to each of its major Federal programs for the year ended June 30, 1997. Butts County Board ofEducation's major Federal programs are identified in the accompanying Schedule ofFindings and Questioned Costs. Compliance with the requirements of laws, regulations, contracts and grants applicable to each of its major Federal programs is the responsibility of Butts County Board of Education's management. Our responsibility is to express an opinion on Butts County Board of Education's compliance based on our audit. \nWe conducted our audit of compliance in accordance with generally accepted auditing standards; the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States; and OMB Circular A-133, Audits ofStates, Local Governments, and Non-Profit Organizations. Those standards and OMB Circular A-133 require that we plan and perform the audit to obtain reasonable assurance about whether noncompliance with the types of compliance requirements referred to above that could have a direct and material effect on a major Federal program occurred. An audit includes examining, on a test basis, evidence about the Butts County Board ofEducation's compliance with those requirements and performing such other procedures as we considered necessary in the circumstances. We believe that our audit provides a reasonable basis for our opinion. Our audit does not provide a legal determination on Butts County Board of Education's compliance with those requirements. \n \n97SA-1O \n \n In our opinion, the Butts County Board ofEducation complied, in all material respects, with the requirements referred to above that are applicable to each ofits major Federal programs for the year ended June 30, 1997. \nInternal Control Over Compliance \nThe management ofButts County Board ofEducation is responsible for establishing and maintaining effective internal control over compliance with requirements of laws, regulations, contracts and grants applicable to Federal programs. In planning and performing our audit, we considered Butts County Board of Education's internal control over compliance with requirements that could have a direct and material effect on a major Federal program in order to determine our auditing procedures for the purpose of expressing our opinion on compliance and to test and report on internal control over compliance in accordance with OMB Circular A133. \nOur consideration of the internal control over compliance would not necessarily disclose all matters in the internal control that might be material weaknesses. A material weakness is a condition in which the design or operation ofone or more ofthe internal control components does not reduce to a relatively low level of risk that noncompliance with applicable requirements of laws, regulations, contracts and grants that would be material in relation to a major Federal program being audited may occur and not be detected within a timely period by employees in the normal course of performing their assigned functions. We noted no matters involving the internal control over compliance and its operation that we consider to be material weaknesses. \nThis report is intended for the information of management, the Federal cognizant agency, Federal awarding agencies and pass through entities. This restriction is not intended to limit the distribution ofthis report which is a matter of public record. \nRespectfully submitted, \n~~ \nClaude L. Vickers \nState Auditor \nCLV:ds 97SA-10 \n \n SECTION ill AUDlTEE'S RESPONSE TO PRIOR YEAR FINDINGS AND QUESTIONED COSTS \n \n BUTTS COUNTY BOARD OF EDUCATION AUDITEE'S RESPONSE \nSUMMARY SCHEDULE OF PRIOR YEAR FINDINGS AND QUESTIONED COSTS YEAR ENDED JUNE 30, 1997 \n \nPRIOR YEAR FINANCIAL STATEMENT FINDINGS AND QUESTIONED COSTS \n \nFINDING CONTROL NUMBER AND STATUS \n \n6181-93-01 6181-94-01 6181-94-02 6181-96-01 \n \nUnresolved - See Corrective Action/Responses Previously Reported Corrective Action Implemented Previously Reported Corrective Action Implemented Unresolved - See Corrective Action/Responses \n \nCORRECTIVE ACTIONIRESPONSES \n \nGENERAL FIXED ASSETS Failure to Maintain General Fixed Assets Account Group Reportable Condition - Material Weakness Finding Control Number 6181-93-01 \n \nDue to budgetary constraints, the Board is unable to increase staff necessary to clear this fmding. The Board believes it provides appropriate staffto perform accounting functions. With the present staff limitations, this fmding cannot be totally resolved. \n \nEXPENDlTURESILIABILITIESIDISBURSEMENTS Failure to Meet Expenditure Requirements Amount: $352.40 Finding Control Number 6181-96-01 \n \nThis finding will be resolved by the Georgia Department of Education through a future increase in the Board's local fair share portion of QBE Allotments. \n \n SECTION IV FINDINGS AND QUESTIONED COSTS \n \n BUTTS COUNTY BOARD OF EDUCATION SCHEDULE OF FINDINGS AND QUESTIONED COSTS \nYEAR ENDED JUNE 30, 1997 \nI SUMMARY OF AUDITOR'S RESULTS \n1. Type of Report Issued on the Financial Statements The auditor's opinion on the Butts County Board of Education's financial statements was qualified for various departures from generally accepted accounting principles. \n2. Reportable Conditions in Internal Control Disclosed by the Audit of the Financial Statements The audit report for the Butts County Board of Education disclosed a financial statement reportable condition related to the following control category: \nGeneral Fixed Assets \nThe reportable condition described above is considered to be a material weakness. \n3. Noncompliance Material to the Financial Statements The audit of the Butts County Board of Education disclosed no instances of noncompliance that were deemed to be material to the financial statements. \n4. Reportable Conditions in Internal Control Over Major Programs The audit report for the Butts County Board of Education did not disclose any reportable conditions in internal control over major programs. \n5. Type of Report Issued on Compliance for Major Programs The auditor's opinion on the Butts County Board of Education's report on compliance with requirements applicable to major programs was unqualified. \n6. Audit Findings Required to be Reported by Section .510(a) ofOMB Circular A-133 The Butts County Board of Education's audit did not disclose audit findings required to be reported by section .510(a) ofOMB Circular A-133. \n7. Major Programs Federal awards audited as major programs are as follows: 10.553 Food and Nutrition Program - Food Services - School Breakfast Program 10.555 Food and Nutrition Program - Food Services - National School Lunch Program \n8. Type \"A\" Program Dollar Threshold The dollar threshold for type \"A\" programs was $300,000.00. \n9. Low Risk Auditee The Butts County Board of Education was audited as a low risk auditee based on a waiver granted by the U. S. Department of Education. \n- 1- \n \n BUTTS COUNTY BOARD OF EDUCATION SCHEDULE OF FINDINGS AND QUESTIONED COSTS \nYEAR ENDED JUNE 30, 1997 \nII FINANCIAL STATEMENT FINDINGS AND QUESTIONED COSTS GENERAL FIXED ASSETS Failure to Maintain General Fixed Assets Account Group Reportable Condition - Material Weakness Repeated From Prior Year Finding Control Number: FS-6181-97-01 The Butts County Board of Education did not maintain a system-wide General Fixed Assets Account Group within the formal accounting records as required by generally accepted accounting principles. This condition results in the general purpose fmancial statements ofthe Board being incomplete and not in accordance with generally accepted accounting principles. Appropriate action should be taken by the Board to establish accounting controls and procedures to provide for maintenance of a General Fixed Assets Account Group. These subsidiary records should include an inventory of land, buildings and equipment owned by the Board and should include, but may not be limited to, date acquired, acquisition cost, estimated replacement cost, location and description. Detailed records should be maintained of all additions and deletions to the General Fixed Assets Account Group. Management's Response: We concur with this finding, however due to budgetary constraints, the Board is unable to increase staff necessary to clear this finding. The Board believes it provides appropriate staff to perform accounting functions. With the present staff limitations, this finding cannot be totally resolved. ill FEDERAL AWARD FINDINGS AND OUESTIONED COSTS No matters were reported. \n-2- \n \n "},{"id":"dlg_ggpd_y-ga-ba800-b-pr1-be26-bb98-b1995-h96","title":"Audit report, Butts County Board of Education, Jackson, Georgia, year ended June 30, 1996","collection_id":"dlg_ggpd","collection_title":"Georgia Government Publications","dcterms_contributor":["Georgia. Department of Audits and Accounts.","Georgia. Department of Audits."],"dcterms_spatial":["United States, Georgia, Butts County, 33.28785, -83.95717"],"dcterms_creator":["Georgia. Department of Audits"],"dc_date":["1996-06-30"],"dcterms_description":["Ceased with year ended June 30, 1999.","Report year covers fiscal year.","Year ended June 30, 1995-year ended June 30, 1996 appear to be issued by Georgia. Department of Audits and Accounts, but issuing body is still presented on some sources as: Georgia. Department of Audits.","Has supplements: Supplementary information, Butts County Board of Education, Jackson, Georgia, summary and schedule of salaries and travel, -year ended June 30, 1998; Butts County Board of Education, Jackson, Georgia, schedule of salaries and travel, year ended June 30, 1999.","Year ended June 30, 1994 (online surrogate); title from PDF cover (Georgia Government Publications database, viewed September 28, 2022).","Year ended June 30, 1999 (online surrogate); (Georgia Government Publications database, viewed September 28, 2022)."],"dc_format":["application/pdf"],"dcterms_identifier":null,"dcterms_language":["eng"],"dcterms_publisher":["Atlanta, Ga. : Dept. of Audits and Accounts"],"dc_relation":null,"dc_right":["http://rightsstatements.org/vocab/InC/1.0/"],"dcterms_is_part_of":null,"dcterms_subject":["Auditors' reports--Georgia","Financial statements--Georgia","Butts County (Ga.). Board of Education--Appropriations and expenditures"],"dcterms_title":["Audit report, Butts County Board of Education, Jackson, Georgia, year ended June 30, 1996"],"dcterms_type":["Text"],"dcterms_provenance":["University of Georgia. Map and Government Information Library"],"edm_is_shown_by":["https://dlg.galileo.usg.edu/do:dlg_ggpd_y-ga-ba800-b-pr1-be26-bb98-b1995-h96"],"edm_is_shown_at":["https://dlg.galileo.usg.edu/id:dlg_ggpd_y-ga-ba800-b-pr1-be26-bb98-b1995-h96"],"dcterms_temporal":null,"dcterms_rights_holder":["\u0026copy; Georgia Department of Audits"],"dcterms_bibliographic_citation":null,"dlg_local_right":null,"dcterms_medium":["state government records"],"dcterms_extent":null,"dlg_subject_personal":null,"iiif_manifest_url_ss":null,"dcterms_subject_fast":null,"fulltext":"AUDIT REPORT BUTTS COUNTY BOARD OF EDUCATION \nJACKSON, GEORGIA YEAR ENDED JUNE 30, 1996 \nSTATE OF GEORGIA DEPARTMENT OF AUDITS \n254 WASHINGTON STREET ATLANTA. GEORGIA 30334 \n \n BUTTS COUNTY BOARD OF EDUCATION - TABLE OF CONTENTS - \n \nSECTION I \n \nFINANCIAL \n \nINDEPENDENT AUDITOR'S COMBINED REPORT ON GENERAL PURPOSE FINANCIAL STATEMENTS AND SUPPLEMENTARY INFORMATION SCHEDULE OF FEDERAL FINANCIAL ASSISTANCE \n \nEXHIBITS \n \nGENERAL PURPOSE FINANCIAL STATEMENTS \n \nCOMBINED STATEMENTS-OVERVIEW \n \nA \n \nCOMBINED BALANCE SHEET \n \nALL FUND TYPES \n \n2 \n \nB \n \nCOMBINED STATEMENT OF REVENUES, EXPENDITURES AND \n \nCHANGES IN FUND BALANCES \n \nALL GOVERNMENTAL FUND TYPES \n \n3 \n \nC \n \nSTATEMENT OF REVENUES, EXPENDITURES AND \n \nCHANGES IN FUND BALANCES - BUDGET AND ACTUAL \n \n(NON-GAAP BASIS) \n \nGENERAL AND SPECIAL REVENUE FUNDS \n \n4 \n \nD NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \n5 \n \nADDITIONAL FINANCIAL INFORMATION \n \nCOMBINING STATEMENTS \n \nSPECIAL REVENUE FUND \n \nE \n \nCOMBINING BALANCE SHEET \n \n18 \n \nF \n \nCOMBINING STATEMENT OF REVENUES, EXPENDITURES \n \nAND CHANGES IN FUND BALANCES \n \n20 \n \nSCHEDULES \n \nI SCHEDULE OF FEDERAL FINANCIAL ASSISTANCE \n \n22 \n \n2 CASH AND CASH EQUIVALENTS \n \n23 \n \n3 ACCOUNTS RECEIVABLE \n \n24 \n \nSCHEDULE OF REVENUE \n \n4 \n \nSTATE \n \n25 \n \n5 \n \nTAXES AND OTHER \n \n26 \n \nSCHEDULE OF EXPENDITURES BY OBJECT \n \n6 \n \nGENERAL, SPECIAL REVENUE AND CAPITAL PROJECTS FUNDS \n \n27 \n \n7 \n \nLOTTERY PROGRAMS \n \n28 \n \n BUTTS COUNTY BOARD OF EDUCATION - TABLE OF CONTENTS - \n \nSECTION I \n \nFINANCIAL \n \nADDITIONAL FINANCIAL INFORMATION \n \nSCHEDULES \n \nANALYSIS OF MINIMUM EXPENDITURE REQUIREMENTS \n \nGENERAL FUND - QUALITY BASIC EDUCATION PROGRAMS \n \n8 \n \nOVERALL \n \n29 \n \n9 \n \nBY PROGRAM \n \n30 \n \nIO SCHEDULE OF COMPENSATION AND TRAVEL OF BOARD MEMBERS \n \n32 \n \nSECTION II \nCOMPLIANCE \nCOMPLIANCE REPORT BASED ON AN AUDIT OF THE FINANCIAL STATEMENTS PERFORMED IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS \nSINGLE AUDIT REPORT ON COMPLIANCE WITH THE GENERAL REQUIREMENTS APPLICABLE TO FEDERAL FINANCIAL ASSISTANCE PROGRAMS \nSINGLE AUDIT OPINION ON COMPLIANCE WITH SPECIFIC REQUIREMENTS APPLICABLE TO MAJOR FEDERAL FINANCIAL ASSISTANCE PROGRAMS \nSINGLE AUDIT REPORT ON COMPLIANCE WITH SPECIFIC REQUIREMENTS APPLICABLE TO NONMAJOR FEDERAL FINANCIAL ASSISTANCE PROGRAM TRANSACTIONS \n \nSECTION III \nINTERNAL CONTROL \nREPORT ON INTERNAL CONTROL STRUCTURE IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS \nSINGLE AUDIT REPORT ON THE INTERNAL CONTROL STRUCTURE USED IN ADMINISTERING FEDERAL FINANCIAL ASSISTANCE PROGRAMS \n \n BUTTS COUNTY BOARD OF EDUCATION - TABLE OF CONTENTS - \nSECTION IV FINDINGS AND IMPROPER OR QUESTIONED COSTS SCHEDULE OF FINDINGS AND IMPROPER OR QUESTIONED COSTS \n \n SECTION I FINANCIAL \n \n CLAUDE L. VICKERS \nSTATE AUDITOR \n(404) 656-2174 \n \nDEPARTMENT OF AUDITS \n254 Washington Street, S.W., Suite 214 Atlanta, Georgia 30334-8400 \nMay 16, 1997 \n \nHonorable Zell Miller, Governor Members of the General Assembly Members ofthe State Board ofEducation \nand Superintendent and Members of the Butts County Board ofEducation \nINDEPENDENT AUDITOR'S COMBINED REPORT ON GENERAL PURPOSE FINANCIAL STATEMENTS AND SUPPLEMENTARYINFORMATIONSCHEDULE OF FEDERAL FINANCIAL ASSISTANCE \nLadies and Gentlemen: \nWe have audited the general purpose financial statements (Exhibits A through D) of the Butts County Board of Education, as of and for the year ended June 30, 1996, as listed in the table ofcontents. These financial statements are the responsibility of the Board's management. Our responsibility is to express an opinion on these financial statements based on our audit. \nWe cond~cted 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 the Office of Management and Budget Circular A-128, \"Audits of State and Local Governments\". Those standards and 0MB 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. \nAs described in the notes to the general purpose financial statements, the Board's financial statements have been prepared using certain accounting practices and policies which, in our opinion, vary in some respects from generally accepted accounting principles. These variances are described as follows: \n \n96ARL-13 \n \n * The general purpose financial statements of the Board did not contain a General Fixed Assets Account Group to account for property and equipment owned by the Board which should be included to conform to generally accepted accounting principles. \n* The Board did not report compensated absences within the general purpose financial statements as required by generally accepted accounting principles. \n* School activity accounts maintained at the individual schools are not included in the general purpose financial statements. To conform to generally accepted accounting principles, these accounts should be included in the general purpose financial statements. \n* The Board did not recognize as expenditures, in the year ended June 30, 1996, a portion of salaries and the corresponding employer's cost of related benefits earned for contractual services completed prior to June 30, 1996. Also funds received, subsequent to June 30, 1996, from the Georgia Department ofEducation for the State's share of these unrecorded salaries and related benefits were not recorded as revenue in the year under review. Conversely, the similar expenditures and related revenues for contractual services completed prior to June 30, 1995, were improperly recorded in the year ended June 30, 1996. To conform to generally accepted accounting principles, revenues should be recorded when available and measurable and expenditures should be recorded when incurred, rather than when funds are received or disbursed. \nThe aggregate effects on the general purpose financial statements of these variances or omissions have not been determined, but are believed to be material. \nIn our opinion, except for the effects on the general purpose financial statements of the matters referred to in the preceding paragraph, the general purpose financial statements present fairly, in all material respects, the financial position ofthe Butts County Board ofEducation 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 May 16, 1997, on our consideration of the Board's internal control structure and a report dated May 16, 1997, on its compliance with laws and regulations. \nOur audit was conducted for the purpose of forming an opinion on the general purpose financial statements ofthe Butts County Board ofEducation taken as a whole. The combining statements (Exhibits E and F) and the financial schedules (Schedules 1 through 10 which includes the Schedule of Federal Financial Assistance) are presented for purposes of additional analysis and are not a required part of the general purpose financial statements of the Butts County Board of Education. Such information has been subjected to the auditing procedures applied in the audit ofthe general purpose financial statements and, in our opinion, except for the effects of the matters referred to in the third paragraph, such information is fairly presented in all material respects in relation to the general purpose financial statements taken as a whole. \n96ARL-13 \n \n A copy ofthis report has been filed as a pennanent 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. \nRespectfully submitted, \n \nCLV:gp 96ARL-13 \n \nClaude L. Vickers \nState Auditor \n \n BUTTS COUNTY BOARD OF EDUCATION - 1- \n \n li!!.!II QO!.!t::HY li!OABQ QF EDUCAIIQN QQMBINED BALANCE SHEEI \nALb F!,!NQ TYP!; \nJ!,!NE 30 1996 \n \nEXHIBIT\"A\" \n \nA.fil \nCash and Cash Equivalents \nAccounts Receivable \nInventories Food Donated Commodities Purchased Food \nAmount Available in Debt Service Fund \nAmount to be Provided in Future Years For Payment of Bond Debt \n \nGENERAL FUND \n \nGOVERNMENTAL FUND TYPES \n \nSPECIAL \n \nCAPITAL \n \nREVENUE \n \nPROJECTS \n \nFUND \n \nFUND \n \nDEBT SERVICE \nFUND \n \nTOTALS {Memorandum OnM JUNE 30, 1996 JUNE 30, 1995 \n \n$ 1,683,707.01 $ 149,881.04 $ 60,717.51 $ 12,805.35 $ 1,907,110.91 $ 2,531,589.13 \n \n1,012,839.44 138,02323 \n \n594.49 \n \n1,151,457.16 \n \n1,092,286.12 \n \n24,658.18 13,45921 \n \n24,658.18 13,45921 \n \n14,335.94 12,009.35 32,487.12 \n22,512.88 \n \nTotal Assets \n \n$ 2,696,546.45 $ 326,021.66 $ 60,717.51 $ 13,399.84 $ 3,096.685.46 $ 3,705,220.54 \n \nblAli!lblTIES AND FUND EQUITY \nLIABILITIES \nAccounts Payable Salaries Payable Expired Grant Balances Payable Deferred Revenue General Obligation Bonds Payable \nTotal Liabilities \nFUNDEOUITY \nFund Balances Reserved For Bus Replacement Funds For Continuation of Federal Program For Debt Service For Expired Grant Balances/Questioned Costs For Governor's Emergency Funds For Inventories Food Donated Commodities Purchased Food \nUnreserved Undesignated \nTotal Fund Equity \n \n$ \n \n985.00 $ 17,053.53 \n \n88,541.44 \n \n1,468.54 \n \n$ \n \n985.00 $ 107,063.51 \n \n$ \n \n18,038.53 $ \n \n32,015.01 \n \n88,541.44 \n \n61,333.50 \n \n1,468.54 \n \n336,177.40 \n \n17,244.54 \n \n55,000.00 \n \n$ \n \n108,048.51 $ \n \n501,770.45 \n \n$ \n \n34,690.10 \n \n17,088.73 15,000.00 \n \n$ \n \n34,690.10 \n \n$ \n \n50,782.42 \n \n32,487.12 \n \n17,088.73 15,000.00 \n \n16,736.33 \n \n$ 24,658.18 13,459.21 \n \n$ \n \n66,778.83 $ 38,117.39 \n \n2,628,782.62 180,840.76 $ \n \n$ 2,695,561.45 $ 218,958.15 $ \n \n24,658.18 13,459.21 \n \n14,335.94 12,009.35 \n \n$ \n \n104,896.22 $ \n \n126,351.16 \n \n60,717.51 $ 13,399.84 \n \n2,883,740.73 \n \n3,077,098.93 \n \n60,717.51 $ 13,399.84 $ 2,988,636.95 $ 3,203,450.09 \n \nTotal Liabilities and Fund Equity \n \n$ 2,696.546.45 $ 326,021.66 $ 60,717.51 $ 13,399.84 $ 3,096,685.46 $ 3,705,220.54 \n \nThe notes to the general purpose financial statements are an integral part of this statement. -2 - \n \n BUTTS COUNJ)'. BOARD OF EDUCATION \nCOMB!N!;D STATEME!llT OF REVENUl;S, EXP!;NDITURES AND CHANGES IN FUND BALANCES \n61.b GO~RNMENT\u0026, FUND TYPES YEAR l;NDED JUNE 30, 1996 \n \nEXHIBIT\"B\" \n \nGENERAL FUND. \n \nSPECIAL REVENUE \nFUND \n \nCAPITAL PROJECTS \nFUND \n \nDEBT SERVICE \nFUND \n \nTOTALS (Memorandum Onl}'.) \nYEAR ENDED JUNE 30, 1996 JUNE 30, 1995 \n \nREVENUES \n \nState Funds Federal Funds Taxes and Other Funds \n \n$ 8,724,208.51 $ 721,742.95 $ \n \n1,248,438.89 \n \n4,153,432.92 \n \n268,869.73 \n \n0.00 \n \n$ \n \n$ 41,220.22 \n \n9,445,951.46 $ 1,248,438.89 \n4,463,522.87 \n \n8,529,944.91 1,216,073.97 3,952,017.01 \n \nTotal Revenues EXPENDITURES \n \n$ 12,877,641.43 $ 2,239,051.57 $ \n \n0.00 $ 41,220.22 $ 15,157,913.22 $ 13,698,035.89 \n \nCurrent Instruction Support Services Pupil Services Improvement of Instructional Services Educational Media Services General Administration School Administration Business Administration Maintenance and Operation of Plant Student Transportation Services Central Support Services Other Support Services Food Services Operation Other Operations of Non-Instructional Services \nCapital Outlay Debt Service \nPrincipal Interest Paying Agent Fees \n \n$ 7,957,271.28 $ 874,658.69 \n \n436,671.30 \n \n126,876.78 \n \n341,439.63 410,757.06 276,587.67 906,908.63 \n76,215.09 \n \n17,717.64 16,992.79 13,891.72 \n2,695.80 1,620.00 \n \n1,382,682.84 643,211.03 \n223,190.66 48,281.52 \n \n110,838.56 17,552.37 29,137.00 64,648.69 \n1,040,615.55 \n \n156,946.27 82,943.66 \n \n28,389.66 $ \n \n$ 8,831,929.97 $ 7,885,359.82 \n \n563,548.08 \n \n503,001.20 \n \n359,157.27 427,749.85 290,479.39 909,604.43 \n77,835.09 \n \n263,746.29 400,615.60 283,695.69 817,912.05 \n74,125.88 \n \n1,493,521.40 660,763.40 29,137.00 287,839.35 \n1,088,897.07 \n \n1,144,816.00 728,413.63 29,093.00 239,134.59 964,313.77 \n \n35,449.07 \n \n156,946.27 146,782.39 \n \n121,228.64 39,614.70 \n \n$ 55,000.00 5,087.50 220.00 \n \n55,000.00 5,087.50 220.00 \n \n50,000.00 9,712.50 300.00 \n \nTotal Expenditures \n \n$ 12,943,106.64 $ 2,345,635.25 $ 35,449.07 $ 60,307.50 $ 15,384,498.46 $ 13,555,083.36 \n \nExcess of Revenues over (under) Expenditures \n \n$ \n \n-65,465.21 $ -106,583.68 $ -35,449.07 $ -19,087.28 $ -226,585.24 $ \n \n142,952.53 \n \nOTHER FINANCING SOURCES (USES) \n \nOperating Transfers In Operating Transfers Out \n \n$ \n \n2,925.18 \n \n$ \n \n-2,925.18 \n \n$ \n \n2,925.18 $ \n \n2,443.02 \n \n-2,925.18 \n \n-2,443.02 \n \nTotal Other Financing Sources \n \n(Uses) \n \n$ \n \n-2,925.18 $ \n \n2,925.18 \n \n$ \n \n0.00 $ \n \n0.00 \n \nExcess of Revenues and Other Financing Sources over (under) Expenditures and Other Financing Uses \nFUND BALANCE JULY 1 \n \n$ \n \n-68,390.39 $ -103,658.50 $ -35,449.07 $ -19,087.28 $ -226,585.24 $ \n \n142,952.53 \n \n2,763,951.84 \n \n310,844.55 \n \n96,166.58 \n \n32,487.12 \n \n3,203,450.09 \n \n3,062,984.83 \n \nFood Inventory - Net Change in Period Donated Commodities Purchased Food \n \n10,322.24 1 449.86 \n \n10,322.24 1 449.86 \n \n-2,264.69 -222.58 \n \nFUND BALANCE JUNE 30 \n \n$ 2,695,561.45 $ 218,958.15 $ 60,717.51 $ 13,399.84 $ 2,988,636.95 $ 3,203,450.09 \n \nThe notes to the general purpose financial statements are an integral part of this statement. -3- \n \n BUTTS COUNTY BOARD OF EDUCATION STATEMENT OF REVENUES. EXPENDITURES AND CHANGES IN FUND BALANCES \nBUDGET AND ACTUAL - {NON-GAAP BASIS) GENERAL AND SPECIAL REVENUE FUNDS \nYEAR ENDED JUNE 30, 1996 \n \nEXHIBIT\"C\" \n \nGENERAL FUND \n \nACTUAL \n \n(BUDGET \n \nBUDGET \n \nBASIS) \n \nREVENUES \n \nState Funds Federal Funds Taxes and Other Funds \n \n$ 8,480,954.00 $ 8,724.208.51 \n \n27,831.00 \n \n3,674,621.00 \n \n4,153,432.92 \n \nTotal Revenues \n \n$ 12,183,406.00 $ 12,8TT,641.43 \n \nEXPENDITURES \n \nCurrent Instruction Support Services Pupil Services Improvement of Instructional Services Educational Media Services General Administration School Administration Business Administration Maintenance and Operation of Plant Student Transportation Services Central Support Services Other Support Services Food Services Operation Other Operations of Non-Instructional Services \nCapital Outlay \n \n$ 7,962,306.00 $ 7,957,271.28 \n \n452,712.00 349,589.00 433,419.00 301,055.00 885,769.00 \n75,012.00 1,382,827.00 \nSTT,542.00 \n \n436,671.30 341,439.63 410,757.06 276,587.67 906,908.63 \n76,215.09 1 ,382,682.84 \n643,211.03 \n \n225,952.00 52,015.00 \n230,354.00 \n \n223,190.66 48,281.52 \n156,946.27 82,943.66 \n \nTotal Expenditures \n \n$ 13,028,552.00 $ 12,943,106.64 \n \nExcess of Revenues over (under) Expenditures \n \n$ -845,146.00 $ \n \n-65,465.21 \n \nOTHER FINANCING SOURCES {USES) \n \nOther Sources Other Uses \n \n$ \n \n5,500.00 \n \n-50,000.00 $ \n \n-2,925.18 \n \nTotal Other Financing Sources (Uses) \n \n$ \n \n-44,500.00 $ \n \n-2,925.18 \n \nExcess of Revenues and Other Financing Sources over (under) Expenditures and Other Financing Uses $ -889,646.00 $ \n \n-68,390.39 \n \nFUND BALANCE JULY 1, 1995 \n \n1,787,014.14 \n \n2,763,951.84 \n \nAdjustments \n \n9,141.15 \n \nSPECIAL REVENUE FUND \n \nACTUAL \n \n(BUDGET \n \nBUDGET \n \nBASIS) \n \n$ \n \n71,956.00 $ 721,742.95 \n \n1,105,432.00 1,248,438.89 \n \n248,697.00 \n \n268,869.73 \n \n$ 1,426,085.00 $ 2,239,051.57 \n \n$ 439,432.86 $ 874,658.69 \n \n56,512.00 3,400.00 2,332.00 9,395.00 2,012.00 \n12,589.00 29,137.00 63,223.00 936,408.00 \n \n126,876.78 17,717.64 16,992.79 13,891.72 2,695.80 1,620.00 \n110,838.56 17,552.37 29,137.00 64,648.69 \n1,040,615.55 \n \n28,389.66 \n \n$ 1,554,440.86 $ 2,345,635.25 \n \n$ -128,355.86 $ -106,583.68 \n \n$ \n \n2,925.18 \n \n$ \n \n2,925.18 \n \n$ -128,355.86 $ -103,658.50 \n \n613,285.78 \n \n284,499.26 \n \n-314,685.79 \n \nFUND BALANCE JUNE 30. 1996 \n \n$ 906,509.29 $ 2,695,561.45 \n \n$ 170,244.13 $ 180,840.76 \n \nThe notes to the general purpose financial statements are an integral part of this statement. - 4- \n \n BUTTS COUNTY BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30, 1996 \n \n\" Note 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES \nThe Butts County Board of Education (Board) was established under the laws of the State of Georgia and operates under the guidance of a school board elected by the voters and a Superintendent appointed by the Board. With the exception ofthe departures from generally accepted accounting principles disclosed in these notes, the financial statements of the Board 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 of the fund types and account ~oups of the Board. The Governmental Accounting Standards Board (GASB) is the accepted standard-setting body for establishing governmental accounting and financial reporting standards. \nThe more significant of the Board's accounting policies are described below. \nREPORTING ENTITY \nIn 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\". The primary government consists of all the organizations that compose the legal entity of the Butts County Board of Education. \nBased upon the application of the above criteria, the Butts County Board of Education is determined to be the lowest level of government exercising oversight responsibility and control over all activities related to public education in Butts County, Georgia. The Board is not included in any other governmental \"reporting entity\" as defined by GASB Codification of Governmental Accounting and Financial Reporting Standards. \nBoard members were elected by the public and have decision making authority, the power to designate management, the ability to significantly influence operations, and primary accountability for fiscal matters. The Board determines the millage rate at which school taxes are levied and may incur bonded indebtedness with voter approval. \nFUND ACCOUNTING \nThe Board uses funds 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. \nA fund is a separate accounting entity with a self-balancing set of accounts. \nGeneral Fixed Assets are recorded as expenditures in the various funds at the time of purchase. A General Fixed Assets Account Group is not presently maintained by the Board. To conform to generally accepted accounting principles, a General Fixed Assets Account Group should be maintained for reporting the cost of assets acquired by governmental fund types. \n \n-5- \n \n BUTTS COUNTY BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30, 1996 \n \nNote 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES \n \nAlthough \"school activity accounts\" are maintained at the individual schools, neither the assets, liabilities and fund equity, nor the revenues, expenditures and changes in fund balances of these accounts are reflected in these financial statements. To conform to generally accepted accounting principles, these accounts should be recorded in the general purpose financial statements. \n \nThe general purpose financial statements account for all State, Federal, Taxes and Other funds under control of the Board, in compliance with generally accepted accounting principles applicable to governmental units, unless otherwise disclosed in these notes. Funds presented in this report are as follows: \n \nGOVERNMENTAL FUND TYPES - are used to account for all or most of a Board's educational activities. Governmental Fund Types include: \n \nGENERAL FUND - the fund used to account for all financial resources ofthe Board except those required to be accounted for in another fund. These transactions relate to resources obtained and used for services provided by a board of education. \n \nSPECIAL REVENUE FUND - the fund used to account for the proceeds of specific revenue sources (other than for major capital projects) that are legally restricted to expenditures for specified purposes. These funds are primarily received from the Georgia Department of Education and from the Federal government to accomplish specific objectives and are required to be accounted for separately. \n \nCAPITAL PROJECTS FUND - the fund used to account for financial resources to be used for the acquisition or construction of major capital facilities. \n \nDEBT SERVICE FUND - the fund used to account for the accumulation of resources for, and the payment of, general long-term principal, interest and paying agent fees. \n \nBASIS OF ACCOUNTING \n \nThe 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 generally are included on the balance sheet. Operating statements of these funds present increases (i.e., revenues and other financing sources) and decreases (i.e., expenditures and other financing uses) in net current assets. Their reported fund balance is considered a measure of available spendable resources. \n \nLiabilities which are expected to be financed from available spendable resources are reported as liabilities \n \nin the governmental funds. \n \n.. \n \nGovernmental funds are accounted for using the modified accrual basis of accounting under which: \n \n-6- \n \n BUTTS COUNTY BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30, 1996 \n \nNot\"e 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES \nRevenues are recognized when susceptible to accrual (i.e., when they become both measurable and available). \"Measurable\" means the amount ofthe transaction can be determined and \"available\" means collectible within the current period or soon enough thereafter to be used to pay liabilities of the current period. Those revenues considered susceptible to accrual are property taxes, intergovernmental grants and investment income. Property taxes are considered available if they are collected and remitted by the collecting agent to the Board within 60 days after fiscal year-end. \nExpenditures are generally recognized when the related fund liability is incurred. \nA departure from the above definitions is the accounting treatment afforded the final two payments on General Fund teachers' and bus drivers' contracts, and the resources available from the Georgia Department of Education for the State's share of these contracts. During fiscal year 1996, a substantial number of personnel ofthe Board were employed for a one hundred and ninety day period beginning in late August 1995 and ending in early June 1996. Personnel contracts for this employment period specify that compensation be paid in twelve equal monthly payments beginning in September 1995 and ending in August 1996. State grants to fund the State's share of these contracts were disbursed from the Georgia Department of Education to the Board in the same twelve months. As of June 30, 1996, compensation under these employment contracts had been earned, but two of the twelve monthly payments, due for July and August 1996, had not been made. Payments for these two months were made and recorded as expenditures by the Board subsequent to June 30, 1996. Also, the State's portion of the compensation paid in July and August 1996 was received and recorded as revenue in the fiscal year subsequent to June 30, 1996. Conversely, the similar expenditures and related revenues for contractual services completed prior to June 30, 1995, were recorded in the year ended June 30, 1996. Generally accepted accounting principles require that revenues be recorded when available and measurable and that expenditures be recorded when incurred, rather than when funds are received or disbursed. \nBUDGET \nThe Butts County Board of Education's budget is a complete financial plan for the Board's fiscal year and is based. upon estimates of expenditures together with probable funding sources. There is no statutory prohibition regarding overexpenditure of the budget at any level. The budget for all governmental funds is prepared by fund, function and object. The legal level of budget control was established by the Board at the aggregate level. The budget for governmental funds was prepared on a basis other than generally accepted accounting principles. \nThe budget process begins when the Board's administration prepares a tentative budget for the Board's approval. After approval of this tentative budget by the Board, such budget is advertised at least once in a newspaper of general circulation in the locality. At the next regular meeting ofthe Board after advertisement, the Board receives comments on the tentative budget, makes revisions as necessary and adopts a final school budget. This final budget is then submitted, in accordance with provisions of the Quality Basic Education Act, OCGA Section 20-2-167, to the Georgia Department of Education. The Board may increase or decrease the budget at any time during the year. All unexpended budget authority lapses at fiscal year-end. \n-7- \n \n BUTTS COUNTY BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30, 1996 \n \nNote 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES \n \nThe Statement ofRevenues, Expenditures and Changes in Fund Balances - Budget and Actual presents actual and budgeted data for the General Fund and Special Revenue Fund. To facilitate comparison with the budget, the following adjustments have been made to actual revenues, expenditures and fund balance as reflected on Exhibit \"B\" of this report: \n \nSpecial Revenue \nFund \n \nFUND BALANCE JULY 1, 1995 \n \n$ 310,844.55 \n \nAdjustments Inventories - July 1, 1995 Food Donated Commodities Purchased Foods \n \n-14,335.94 -12,009.35 \n \nFund Balance July 1, 1995 (Budget Basis) \n \n$ 284,499.26 \n \nExcess of Revenues and Other Financing Sources over (under) Expenditures and Other Financing Uses \n \n-103.658.50 \n \nFUND BALANCE JUNE 30, 1996 (Budget Basis) \n \n$ 180,840.76 \n \nCASH AND CASH EQUIVALENTS \n \nCOMPOSITION OF DEPOSITS Cash and cash equivalents consist of deposits (including certificates of deposit and savings accounts) in authorized financial institutions. Georgia Laws authorize the Board to deposit its funds in one or more solvent banks, insured Federal savings and loan associations, or insured State chartered building and loan associations. The placement of proceeds from bond issues in certificates of deposit is limited to financial institutions located within this State. \n \nRECEIVABLES \n \nReceivables consist of grant reimbursements due from Federal, State or other grantors for expenditures made but not reimbursed and other receivables disclosed from information available. Receivables are recorded when either the asset or revenue recognition criteria has been met. Receivables recorded on the gener~l purpose financial statements do not include any amounts which would necessitate the need for an allowance for uncollectible receivables. \n \n-8- \n \n BUTTS COUNTY BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30, 1996 \n \nNot\"e 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES \n \nPROPERTY TAXES \n \nThe Butts County Board of Commissioners fixed the property tax levy for the 1995 tax year (calendar year) on July 1, 1995 (levy date). Taxes were due on September 5, 1995 and could be paid in two installments on September 5, 1995 and December 5, 1995 (due dates). The lien date for property taxes was January 1, 1995. Taxes collected within the current fiscal year or within 60 days after year-end are reported as revenue in fiscal year 1996 since their collection meets the criteria of GASB codification section P70.103. The Butts County Tax Commissioner bills and collects the property taxes for the Board of Education, withholds 2.5% of taxes collected as a fee for tax collection and remits the balance of taxes collected to the Board. \n \nTax millage rates levied for the 1995 tax year (calendar year) for the Butts County Board of Education were as follows (a mill equals $1 per thousand dollars of assessed value): \n \nSchool Operations School Bonds \n \n16.62 mills ___:21 mills \n \n16.83 mills \n \nINVENTORIES \n \nFOOD INVENTORIES Inventories of donated food commodities used in the preparation of meals are reported on the Combined Balance Sheet at their Federally assigned value. Purchased foods inventories are reported on the Combined Balance Sheet at cost (first-in, first-out). Donated food commodities are recorded as revenues and expenditures at the time commodity items are received. Purchased foods inventories are recorded as expenditures at the time of purchase. The inventories reported on the balance sheet for donated food commodities and for purchased foods are equally offset by reservations of fund balance which indicates that these amounts do not constitute \"available spendable resources\" even though they are a component of net current assets. \n \nCOMPENSATED ABSENCES \n \nCompensated absences represent obligations of the Board relating to employees' rights to receive compensation for future absences based upon service 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. \n \nHowever, the dollar value of accumulated compensated absences at June 30, which will be payable from future resources is material to the general purpose financial statements and has not been recorded in the General Long-Term Debt Account Group as required by generally accepted accounting principles. \n \n-9- \n \n BUTTS COUNTY BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30, 1996 \n \nNote 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES \nINTERFUND TRANSACTIONS \nThe Board has the following types of interfund transactions: \nReimbursements of expenditures initially made from a fund that are properly applicable to another fund, are recorded as expenditures in the reimbursing fund and as reductions of expenditures in the fund that is reimbursed. \nOperating transfers are recorded for all interfund transactions other than reimbursements. \nMEMORANDUM ONLY -TOTAL COLUMNS \nTotal 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. Neither are such data comparable to a consolidation. Interfund eliminations have not been made in the aggregation of this data. \nNote 2: DEPOSITS \nCOLLATERALIZATION OF DEPOSITS Official Code of Georgia Annotated (OCGA) Section 45-8-12 provides that there shall not be on deposit at any time in any depository for a time longer than ten days a sum of money which has not been secured by surety bond, by guarantee of insurance, or by collateral. The aggregate of the face value of such surety bond and the market value of securities shall be equal to not less than 110 percent of the 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. \nAcceptable security for deposits consists of any one of or any combination of the following: \n(1) Surety bond signed by a surety company duly qualified and authorized to transact business within the State of Georgia, \n(2) Insurance on accounts provided by the Federal Deposit Insurance Corporation, \n(3) Bonds, bills, notes, certificates of indebtedness or other direct obligations of the United States or of the State of Georgia, \n(4) Bonds, bills, notes, certificates of indebtedness or other obligations of the counties or municipalitie\"s of the State of Georgia, \n \n- 10 - \n \n BUTTS COUNTY BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30, 1996 \n \n.,. \nNote 2: DEPOSITS \n \n(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, \n \n(6) Industrial revenue bonds and bonds of development authorities created by the laws of the State of Georgia, and \n \n(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. \n \nCATEGORIZATION OF DEPOSITS At June 30, 1996, the bank balances were $2,610,224.30. The amounts of the total bank balances are classified into three categories of credit risk: \n \nCategory 1 - Cash that is insured (e.g., Federal depository insurance) or collateralized with securities held by the Board or by the Board's agent in the Board's name. \nCategory 2 - Cash collateralized with securities held by the pledging financial institution's trust department or agent in the Board's name. \nCategory 3 - Uncollateralized deposits. (This includes any bank balance that is collateralized with securities held by the pledging financial institution, or by its trust department or agent but not in the Board's name.) \n \nThe Board's deposits are classified by risk category at June 30, 1996, as follows: \n \nRisk Category \n \nBank Balance \n \n1 \n \n$ 201,842.26 \n \n2 \n \n1,192,710.71 \n \n3 \n \n1,215.671.33 \n \nTotal \n \n$2,610,224.30 \n \nNote 3: NON-MONETARY TRANSACTIONS \n \nThe Board receives food commodities from the United States Department of Agriculture (USDA) for school breakfast and lunch programs. These commodities are recorded at their Federally assigned value. See Note 1 - Inventories \n \n- 11 - \n \n BUTTS COUNTY BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30, 1996 \n \nNote 4: RISK MANAGEMENT \n \nThe Board is exposed to various risks of loss related to torts; theft of, damage to, and destruction of assets; errors or omissions; job related illness or injuries to employees; natural disaster and unemployment compensation. \n \nThe Board has obtained commercial insurance for risk of loss associated with torts, assets and errors or omissions. The Board has neither significantly reduced coverage for these risks nor incurred losses (settlements) which exceeded the Board's insurance coverage in any of the past three years. \n \nThe Board has elected to self-insure for all losses related to natural disaster except for the commercial insurance obtained for flood loss at the Henderson Middle School gym. The Board has not experienced any losses related to natural disaster in the past three years. \n \nThe Board is self-insured with regard to unemployment compensation claims. The Board accounts for claims within the General Fund with expenditure and liability being reported when it is probable that a loss has occurred, and the amount of that loss can be reasonably estimated. \n \nChanges in the unemployment compensation claims liability during the last two fiscal years are as follows: \n \n1995 1996 \n \nBeginning of Year Liability \n \nClaims and Changes in Estimates \n \n$ \n \n0.00 $ \n \n0.00 $ \n \n$ \n \n0.00 $ \n \n2,203.00 $ \n \nClaims Paid \n \nEnd ofYear Liability \n \n0.00 $ \n \n0.00 \n \n2,203.00 $ \n \n0.00 \n \nThe Board participates in the Georgia School Boards Association Workers' Compensation Fund, a public entity risk pool organized on July 1, 1992 to develop, implement, and administer a program of workers' compensation self-insurance for its member organizations. The Board pays an annual premium to the Fund for its general insurance coverage. Additional insurance coverage is provided through an agreement by the Fund with the Safety National Casualty Corporation to provide coverage for potential losses sustained by the Fund in excess of$250,000.00 loss per occurrence, up to the statutory limit. Also, should losses within the retained limit of $250,000.00 aggregate to more than eighty-five percent (85%) of the standard experience rated premium during the policy term, the policy with Safety National Casualty Corporation will pay the next $1,000,000.00 of loss. \n \nNote 5: GENERAL LONG-TERM DEBT \n \nThe changes in General Long-Term Debt during the fiscal year ended June 30, 1996, were as follows: \n \n- 12 - \n \n BUTTS COUNTY BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30, 1996 \n \n\" Note 5: GENERAL LONG-TERM DEBT \n \nGeneral Obligation \nBonds \n \nBalance July 1, 1995 \n \n$ 55,000.00 \n \nDeductions Payments \n \n55,000.00 \n \nBalance June 30, 1996 Note 6: ON-BEHALF PAYMENTS \n \n$===='o=='.o\"\"\"o \n \nThe Board has recognized revenues and expenditures in the amount of$204,886.96 for health insurance and retirement contributions paid on the Board's behalf by the following State Agencies. \n \nGeorgia Department of Education Paid to the State Merit System of Personnel Administration For Health Insurance of Non-Certified Personnel In the amount of $163,502.06 \n \nPaid to the Teachers Retirement System of Georgia For Teachers Retirement System (TRS) Employer's Cost In the amount of $5,959.90 \n \nOffice of Treasury and Fiscal Services Paid to the Public School Employees Retirement System For Public School Employees Retirement (PSERS) Employer's Cost In the amount of $35,425.00 \n \nNote 7: CONTINGENT LIABILITIES \n \nAmounts received or receivable principally from the Federal government are subject to audit and review by grantor agencies. This could result in requests for reimbursement to the grantor agency for any expenditures which are disallowed under grant terms. The Board believes that such disallowances, if any, will be immaterial to its overall financial position. \n \nThe Board is a defendant in various legal proceedings pertaining to matters incidental to the performance of routine Board operations. The ultimate disposition of these proceedings is not presently determinable, but is not believed to be material to the general purpose financial statements. \n \n- 13 - \n \n BUTTS COUNTY BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30. 1996 \n \nNote 8: SUBSEQUENT EVENT \nOn March 18, 1997, the voters of Butts County voted in favor of a Special Purpose Local Option Sales Tax referendum for educational purposes. The imposition of the tax approved by the voters, as stated on the Official Ballot for Butts County, was as follows: \n\"Shall a special one percent sales and use tax be imposed in the Butts County School District for a period of time not to exceed twenty calendar quarters and for the purpose of raising of not more than $10,283,525 to acquire, construct, install, and equip (i) a new middle school in the Butts County School District, (ii) additional classrooms at the Jackson High School; and (iii) to the extent funds are available therefor from the sales tax, and together with other funds of the School District, to renovate the existing middle school and the existing elementary/primary school complex and acquire property, both real and personal, necessary therefor, and pay expenses incident thereto? \nIf the imposition of such tax is approved by the voters, such vote shall also constitute approval ofthe issuance of general obligation debt of the Butts County School District in the principal amount of $8,510,000 for purposes (i) and (ii) above, acquiring property, both real and personal, necessary therefor, and paying all expenses incident thereto?\" \nNote 9: ACCUMULATED EMPLOYEES' LEAVE \nAll employees earn sick leave days at a rate of one and one-quarter (1.25) days per month (for a total of 11.25 days for nine month personnel, 12.50 days for ten month personnel, 13.75 days for eleven month personnel, and 15 days for twelve month personnel). Unused leave days may be carried over from one year to the next with a maximum accumulation of sixty (60) days. \nWhen an employee, who is eligible for renewal of employment, retires from the Butts County School System with a minimum of five consecutive years of service in the system immediately preceding retirement and is eligible to draw retirement from the applicable State retirement system, said employee shall receive thirty dollars for each day of earned but unused accumulated sick leave. \nTwelve month employees earn vacation at the rate often days per year (one day per 23 days worked for 230 day employees; one day per 24 days worked for 240 day employees). Vacation days may be accumulated from year to year, to a maximum oftwenty (20) days. Employees will be paid at their most recent rate of pay, for vacation days earned but not taken at the time of resignation, retirement, or other termination of employment, up to a maximum often (10) days. See Note 1- Compensated Absences \n \n- 14 - \n \n BUTTS COUNTY BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30, 1996 \n \n.,, \nNote 10: RETIREMENT PLANS \nTEACHERS RETIREMENT SYSTEM OF GEORGIA (TRS) \nTRS PLAN DESCRIPTION Substantially all teachers, administrative and clerical personnel employed by local school systems are covered by the Teachers Retirement System of Georgia (TRS), which is a cost-sharing multiple employer public employee retirement system (PERS). \nTRS 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 creditable 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 number of years of creditable service up to 40 years. The normal retirement pension is payable monthly for life. Options are available for distribution ofthe member's monthly pension at a reduced rate to a designated beneficiary on the member's death. \nRetirement benefits also include death and disability 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. \nMembers become fully vested after ten years of service. If a member terminates with less than ten years of service, no vesting of employer contributions occurs, but the member's contributions are refunded with interest. \nThe Board's payroll for employees covered by TRS for the year ended June 30, 1996, was $7,513,151.67; total payroll was $8,899,993.09. \nTRS CONTRIBUTIONS REQUIRED AND MADE Employees of the Board who are covered by TRS are required by State statute to contribute 5% of their gross earnings to TRS. The Board makes monthly employer contributions to TRS at rates adopted by the TRS Board of Trustees in accordance with State statute and as advised by their independent actuary. For fiscal year 1996 that rate for employer contributions was 11.81 %. The interest rate assumption (rate of return on investments) was 7.50%. \nTotal contributions made during fiscal year 1996 amounted to $1,262,962.45, of which $887,303.97 was made by the Board and $375,658.48 was made by employees. These contributions represented 11.81 % (Board) and 5% (employees) of covered payroll. \n \n- 15 - \n \n BUTTS COUNTY BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30, 1996 \n \nNote 10: RETIREMENT PLANS \n \nTRS 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 among other PERS and among other employers. \n \nTotal unfunded pension benefit obligation ofTRS as of June 30, 1995, was as follows: \n \nTotal pension benefit obligation \n \n$17,442,607,000.00 \n \nNet assets available for benefits, at cost \n \n15,857,066,000.00 \n \nUnfunded pension benefit obligation \n \n$ 1,585,541.000.00 \n \nThe measurement ofthe total pension benefit obligation 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. \n \nTotal contributions from all employers to TRS for fiscal year ended June 30, 1996 were $607,275,000.00. The Board's contribution for the year ended June 30, 1996 of $887,303.97 was actuarially determined and represented .1461 % of total contributions made by all participating employers. \n \nTen 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. \n \nPUBLIC SCHOOL EMPLOYEES RETIREMENT SYSTEM OF GEORGIA (PSERS) \n \nPSERS PLAN DESCRIPTION Substantially all bus drivers, maintenance, custodial, and lunchroom personnel employed by local school systems are covered by the Public School Employees Retirement System of Georgia (PSERS). All employer's contributions are made by the State of Georgia in accordance with State statute. \n. \nPSERS provides, in accordance with State statute, service retirement, disability retirement and survivors benefits for its members. A member is eligible for normal service retirement after 10 years of service and attainment of age 65. A member applying for service retirement with 10 years of service and retires between \n \n- 16 - \n \n BUTTS COUNTY BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30, 1996 \n \nNote 10: RETIREMENT PLANS \nthe ages of 60 and 65 receives a reduced benefit. Monthly retirement benefits paid to members are equal to $8.00 per month multiplied by the number ofyears of creditable service. Options are available for distribution of the member's monthly pension at a reduced rate to a designated beneficiary on the member's death. \nRetirement provisions include death and disability benefits. Disability benefits are the same as if the employee had retired at age 65 as long as the employee has 15 or more years of creditable service. Death benefits are dependent upon the number of years of service. Ifthere are less than ten years of service, a lump sum refund of the employee's contributions and interest are made to the beneficiary. If there are more than ten years of service, the beneficiary shall receive for life half of what the employee would have received upon retirement. \nMembers become fully vested after ten years of service. If a member terminates with less than ten years of service, no vesting of employer contributions occurs, but the member's contributions are refunded with interest. \nThere were 91 employees covered under PSERS for the year ended June 30, 1996. \nPSERS CONTRIBUTIONS REQUIRED AND MADE Covered employees are required by State statute to contribute $4.00 a month for the nine month school year. Unlike TRS, the Board makes no contribution to PSERS. The State of Georgia is required by statute to make employer contributions actuarially determined and approved and certified by the PSERS' Board of Trustees. Total contributions from employees ofthe Board made during fiscal year 1996 amounted to $3,100.00. Total contribution for all school systems made by the State of Georgia to PSERS for fiscal year ended June 30, 1996, was $9,817,769.80. \nNote 11: SURETY BONDS \nDr. Dennis L. Fordham, School Superintendent through December 31, 1996, was bonded in the amount of $25,000.00 with the Auto - Owners Insurance Company, Lansing, Michigan, their Bond No. 897618-48001570. \nMrs. Janie R. Carmichael, Interim Superintendent effective January 1, 1997 through March 9, 1997, was not bonded. \nThe School Superintendent, Dr. Alan E. White, effective March 10, 1997, is bonded in the amount of $100,000.00 with the Auto - Owners Insurance Company, Lansing, Michigan, their Bond No. 48411460, on which premium is paid through March 10, 1998. \n \n- 17 - \n \n BUTTS COUNTY BOARD OF EDUCATION COMBINING BALANCE SHEET SPECIAL REVENUE FUND JUNE 30 1996 \n \nASSETS \nCash and Cash Equivalents \nAccounts Receivable \nInventories Food Donated Commodities Purchased Food \n \nSCHOOL FOOD \nSERVICES FUND \n \nLOTTERY PROGRAMS \n \nSTATE PRESCHOOL HANDICAPPED \nPROGRAM \n \nELEMENTARY AND SECONDARY \n \nTITLEI \n \nGRANTS TO \n \nTITLE II \n \nLOCAL \n \nEISENHOWER \n \nEDUCATIONAL PROFESSIONAL \n \nAGENCIES \n \nDEVELOPMENT \n \n$ 192,267.00 \n \n$ \n \n0.00 \n \n$ \n \n 0.00 \n \n15,106.31 $ 11,537.25 \n \n$ \n \n93,840.67 \n \n24,658.18 13,459.21 \n \nTotal Assets \n \n$ 245,490.70 $ 11,537.25 $ \n \n0.00 $ \n \n93,840.67 $ =====0.=00= \n \nLIABILITIES AND FUND EQUITY \n \nLIABILITIES \n \nCash Overdraft Accounts Payable Salaries Payable Expired Grant Balances Payable Deferred Revenue \n \n$ 11,537.25 $ 1,919.48 \n24,613.07 \n \n$ \n \n30,443.97 \n \n10,968.47 \n \n51,695.23 \n \n733.00 \n \nTotal Liabilities \n \n$ 26,532.55 $ 11,537.25 \n \n$ \n \n93,840.67 \n \nFUND EQUITY \n \nFund Balances Reserved For Continuation of Federal Program For Inventories Food Donated Commodities Purchased Food \n \n$ 24,658.18 13,459.21 \n \nUnreserved Undesignated \n \n$ 38,117.39 \n \n180,840.76 $ \n \n0.00 $ \n \n0.00 $ \n \n0.00 $ \n \n0.00 \n \nTotal Fund Equity \n \n$ 218,958.15 $ \n \n0.00 $ \n \n0.00 $ \n \n0.00 $ \n \n0.00 \n \nTotal Liabilities and Fund Equity \n \n$ 245,490.70 $ 11,537.25 $ \n \n0.00 $ \n \n93,840.67 $ \n \n0.00 \n \nSee notes to the general purpose financial statements. \n \n-18- \n \n EXHIBIT\"E\" \n \nEDUCATION ACT \n\" TITLE VI INNOVATIVE EDUCATION PROGRAM STRATEGIES \n \nINDIVIDUALS WITH DISABILITIES EDUCATION ACT \nPARTS SPECIAL EDUCATION FLOW THROUGH PRESCHOOL \n \nSAFE AND DRUG-FREE SCHOOLS \n \nVOCATIONAL EDUCATION \nFEDERAL \n \nJOB TRAINING PARTNERSHIP \nACT \n \nTOTALS JUNE 30, 1996 JUNE 30, 1995 \n \n$ \n \n0.00 $ \n \n534.26 $ \n \n0.00 $ \n \n0.00 \n \n$ \n \n0.00 $ 192,801.26 $ 628,048.15 \n \n16,600.00 \n \n$ \n \n939.00 \n \n138,023.23 \n \n110,355.92 \n \n24,658.18 13,459.21 \n \n14,335.94 12,009.35 \n \n$====0.=00=$ 17,134.26 $ \n \n0.00 $ \n \n0.00 $ \n \n939.oo $====o=.o=o $ 368,941.88 $ 764,749.36 \n \n$ 4,165.58 12,233.14 735.54 \n$ 17,134.26 \n \n$ \n \n939.00 \n \n$ \n \n939.00 \n \n$ 42,920.22 $ \n \n8,912.82 \n \n17,053.53 \n \n30,236.55 \n \n88,541.44 \n \n61,333.50 \n \n1,468.54 \n \n336,177.40 \n \n17,244.54 \n \n$ 149,983.73 $ 453,904.81 \n \n$ 50,782.42 \n \n$ 24,658.18 13,459.21 \n \n14,335.94 12,009.35 \n \n$ 38,117.39 $ 77,127.71 \n \n$ \n \n0.00 $ \n \n0.00 $ \n \n0.00 $ \n \n0.00 $ \n \n0.00 $ \n \n0.00 \n \n180,840.76 \n \n233,716.84 \n \n$ \n \n0.00 $ \n \n0.00 $ \n \n0.00 $ \n \n0.00 $ \n \n0.00 $ \n \n0.00 $ 218,958.15 $ 310,844.55 \n \n$ \n \n0.00 $ 17,134.26 $ \n \n0.00 $ \n \n0.00 $ \n \n939.00 $ \n \n0.00 $ 368,941.88 $ 764,749.36 \n \n- 19 - \n \n BUTTS COUNTY BOARD OF EDUCATION COMBINING STATEMENT OF REVENUES, EXPENDITURES AND CHANGES IN FUND BALANCES \nSPECIAL REVENUE FUND YEAR ENDED JUNE 30, 1996 \n \nREVENUES \nState Funds Federal Funds Taxes and Other Funds \nTotal Revenues \nEXPENDITURES \nCurrent Instruction Support Services Pupil Services Improvement of Instructional Services Educational Media Services General Administration School Administration Business Administration Maintenance and Operation of Plant Student Transportation Services Central Support Services Other Support Services Food Services Operation \nCapital Outlay \nTotal Expenditures \nExcess of Revenues over (under) Expenditures \nOTHER FINANCING SOURCES \nOperating Transfers In \nExcess of Revenues and Other Financing Sources over (under) Expenditures \nFUND BALANCE JULY 1 \nFood Inventory - Net Change in Period Donated Commodities Purchased Food \n \nSCHOOL FOOD \nSERVICES FUND \n \nLOTTERY PROGRAMS \n \nSTATE PRESCHOOL HANDICAPPED \nPROGRAM \n \nELEMENTARY AND SECONDARY \n \nTITLE I \n \nGRANTS TO \n \nTITLE II \n \nLOCAL \n \nEISENHOWER \n \nEDUCATIONAL PROFESSIONAL \n \nAGENCIES \n \nDEVELOPMENT \n \n$ 71,956.00 $ 620,649.95 $ 629,667.99 268,869.73 \n$ 970,493.72 $ 620,649.95 $ \n \n29,137.00 $ \n \n369,040.67 $ \n \n29,137.00 $ 369,040.67 $ \n \n12,029.00 12,029.00 \n \n$ 369,069.91 \n \n$ 1,023,369.80 \n \n68,257.04 7,244.63 12,552.75 5,457.78 2,078.46 1,620.00 \n110,838.56 5,683.62 $ 139.61 11,922.18 \n28,389.66 \n \n$ 1,023,369.80 $ 623,254.20 $ \n \n$ -52,876.08 $ -2,604.25 $ \n \n$ 329,668.19 $ \n674.74 \n4,440.04 7,390.13 \n617.34 \n \n29,137.00 \n \n7,200.00 \n64,509.08 5,323.57 \n \n29,137.00 $ 0.00 $ \n \n419,823.09 $ -50,782.42 $ \n \n1,555.99 10,473.01 \n12,029.00 0.00 \n \n2,604.25 \n \n$ -52,876.08 $ \n \n0.00 $ \n \n0.00 $ \n \n-50,782.42 $ \n \n0.00 \n \n260,062.13 \n \n0.00 \n \n0.00 \n \n50,782.42 \n \n0.00 \n \n10,322.24 1,449.86 \n \nFUND BALANCE JUNE 30 \n \n$ 218,958.15 $ \n \n0.00 $ \n \n0.00 $ \n \n0.00 $ \n \n0.00 \n \nSee notes to the general purpose financial statements. \n \n- 20- \n \n EXHIBIT\"P' \n \nEDUCATION ACT \" TITLE VI INNOVATIVE EDUCATION PROGRAM STRATEGIES \n \nINDIVIDUALS WITH \n \nDISABILITIES EDUCATION ACT \n \nPARTS \n \nSPECIAL EDUCATION \n \nFLOW \n \nTHROUGH \n \nPRESCHOOL \n \nSAFE AND DRUG-FREE SCHOOLS \n \nVOCATIONAL EDUCATION \nFEDERAL \n \nJOB TRAINING PARTNERSHIP \nACT \n \nTOTALS YEAR ENDED JUNE 30, 1996 JUNE 30, 1995 \n \n$ \n \n18,786.00 $ 122,784.46 $ \n \n$ \n \n18,786.00 $ 122,784.46 $ \n \n28,125.00 $ 11,669.00 $ 44,210.45 $ 28,125.00 $ 11,669.00 $ 44,210.45 $ \n \n$ 12,126.32 \n \n721,742.95 $ 543,386.70 \n \n1,248,438.89 1,090,348.40 \n \n268,869.73 \n \n249,250.78 \n \n12,126.32 $ 2,239,051.57 $ 1,882,985.88 \n \n$ \n \n18,744.12 $ 98,962.78 \n \n18,151.00 $ \n \n41.88 \n \n1,001.93 \n \n4,668.75 \n \n$ \n \n18,786.00 $ 122,784.46 $ \n \n$ \n \n0.00 $ \n \n0.00 $ \n \n28,125.00 $ \n \n$ 11,669.00 \n \n44,210.45 $ \n \n28,125.00 $ 0.00 $ \n \n11,669.00 $ 0.00 $ \n \n44,210.45 $ 0.00 $ \n \n12,447.25 $ 874,658.69 $ 621,915.66 \n \n126,876.78 17,717.64 16,992.79 13,891.72 2,695.80 1,620.00 \n110,838.56 17,552.37 29,137.00 64,648.69 \n1,040,615.55 28,389.66 \n \n94,506.57 31,504.27 73,261.23 \n7,657.67 \n22,647.89 14,594.47 29,093.00 36,167.64 923,917.84 \n \n12,447.25 $ 2,345,635.25 $ 1,855,266.24 \n \n-320.93 $ -106,583.68 $ \n \n27,719.64 \n \n$ \n \n0.00 $ \n \n0.00 $ \n \n0.00 \n \n0.00 \n \n0.00 $ 0.00 \n \n0.00 $ 0.00 \n \n0.00 $ 0.00 \n \n320.93 \n \n2,925.18 \n \n2,443.02 \n \n0.00 $ 0.00 \n \n-103,658.50 $ 310,844.55 \n \n30,162.66 283,169.16 \n \n10,322.24 1,449.86 \n \n-2,264.69 -222.58 \n \n$ \n \n0.00 $ \n \n0.00 $ \n \n0.00 $ \n \n0.00 $ \n \n0.00 $ \n \n0.00 $ 218,958.15 $ 310,844.55 \n \n- 21 - \n \n BUTTS COUNlY BOARD OF EDUCATION SCHEDULE OF FEDERAL FINANCIAL ASSISTANCE \nYEAR ENDED JUNE 30. 1996 \n \nSCHEDULE \"1\" \n \nFUNDING AGENCY PROGRAM/GRANT \nAgriculture, U.S. Department of Through Georgia Department of Education Food and Nutrition Program Child and Adult Care Food Program 1996 Contract Food Services School Breakfast Program 1996 Grant National School Lunch Program 1996 Grant Food Distribution Program (1) \nTotal U.S. Department of Agriculture \nEducation, U.S. Department of Through Georgia Department of Education Elementary and Secondary Education Act Trtlel Grants to Local Educational Agencies 1995Summer 1996 Grant 1996Summer Trtlell Eisenhower Professional Development 1996 Grant TrtleVI Innovative Education Program Strategies 1996 Grant Individuals with Disabilities Education Act Part B - Special Education Flow Through 1996 Grant Preschool 1996 Grant Vocational Education - Basic Grants to States High School Program Basic Grant 1996 Grant Tech-Prep Education 1996 Grant Through Griffin Regional Educational Service Agency Safe and Drug-Free Schools 1996 Grant \nTotal U.S. Department of Education \nLabor, U.S. Department of Through West Central Georgia Private Industry Council Job Training Partnership Act 96-SYP-02 \n \nCFDA NUMBER \n \nFEDERAL REVENUE IN PERIOD \n \nEXPENDITURES IN PERIOD \n \n10.558 $ \n \n2,650.97 \n \n(2) \n \n. 10.553 10.555 10.550 \n$ \n \n121,741.16 \n417,418.67 $ 87,857.19 \n629,667.99 $ \n \n(2) \n935,512.61 (3) 87,857.19 \n1,023,369.80 \n \n. 84.010 . 84.010 $ \n* 84.010 \n \n$ 335,267.00 33,773.67 \n \n50,782.42 335,267.00 \n33,773.67 \n \n84.281 \n \n12,029.00 \n \n12,029.00 \n \n84.298 \n \n18,786.00 \n \n18,786.00 \n \n84.027 84.173 \n \n122,784.46 28,125.00 \n \n122,784.46 28,125.00 \n \n84.048 84.243 \n \n34,880.72 9,329.73 \n \n34,880.72 9,329.73 \n \n84.186 $ \n \n11,669.00 606,644.58 $ \n \n11,669.00 657,427.00 \n \n17.250 $ \n \n12,126.32 $ \n \n12,447.25 (3) \n \nTotal Federal Financial Assistance \n \n$ 1,248.438.89 $ \n \nMajor Programs are identified by an asterisk(*) in front of the CFDA number. \n \n(1) The amounts shown for the Food Distribution Program represents the Federally assigned value of nonmonetary assistance for donated commodities received and/or consumed by the system during the current fiscal year. \n(2) Expenditures for the Child and Adult Care Food Program and the School Breakfast Program were not maintained separately and are included in the 1996 National School Lunch Program. \n(3) Expenditures for this program include Stale and/or Other Funds. Expenditures are not maintained by fund source. \n \n1,693,244.05 \n \nSee notes to the general purpose financial statements. \n \n- 22 - \n \n BUTTS COUNTY BOARD OF EDUCATION CASH AND CASH EQUIVALENTS JUNE 30, 1996 \n \nSCHEDULE \"2\" \n \nNONINTEREST BEARING ACCOUNTS \nMcIntosh State Bank, Jackson, Georgia \nINTEREST BEARING ACCOUNTS \nMcIntosh State Bank, Jackson, Georgia \nCertificates of Deposit No. 13524 (5.11%) No. 14235 (5.26%) \nCommercial Interest Checking Account (2.20%) Passbook Savings Account (3.00%) \nNations Bank, Jackson, Georgia \nCertificates of Deposit No. 203168 (5.00%) No. 1102424 (5.25%) \nCommercial Interest Checking Account (Variable) \nOTHER \nPetty Cash \n \n$ \n \n2,355.28 \n \n$ 900,000.00 300,000.00 92,104.80 10,440.36 \n \n1,302,545.16 \n \n$ 300,000.00 100,000.00 202,160.47 \n \n602,160.47 \n \n50.00 $ 1,907,110.91 \n \nSee notes to the general purpose financial statements. - 23 - \n \n BUTTS COUNTY BOARD OF EDUCATION ACCOUNTS RECEIVABLE JUNE 30. 1996 \n \nSCHEDULE \"3\" \n \nGOVERNMENTAL FUND TYPES \n \nSPECIAL \n \nDEBT \n \nGENERAL \n \nREVENUE \n \nSERVICE \n \nFUND \n \nFUND \n \nFUND \n \nTOTAL \n \nButts County Tax Commissioner County Wide Bond Tax County Wide School Tax \n \n$ 1,002,805.82 \n \n$ \n \n594.49 $ \n \n594.49 \n \n1,002,805.82 \n \nEducation, Georgia Department of Food Services Child and Adult Care Food Program School Breakfast Program National School Lunch Program Vocational Education Federal Other State Programs At-Risk Summer School Program Remedial Summer School Program Lottery Program Technology Installation Federal Programs Elementary and Secondary Education Act Title I Grants to Local Educational Agencies Individuals with Disabilities Education Act Part B - Special Education Flow Through \n \n$ \n2,986.81 2,136.51 \n \n261.45 6,411.65 7,001.63 \n939.00 \n5,785.49 \n \n93,840.67 16,600.00 \n \n261.45 6,411.65 7,001.63 \n939.00 2,986.81 2,136.51 5,785.49 \n93,840.67 \n16,600.00 \n \nOffice of School Readiness Pre-Kindergarten Program \n \n5,751.76 \n \n5,751.76 \n \nOffice of the Governor Disaster Assistance State Federal \n \n491.03 4,419.27 \n \n491.03 4,419.27 \n \nVarious Sources Sales of Meals \n \n1,431.58 \n \n1,431.58 \n \n$ 1,012,839.44 $ 138,023.23 $ \n \n594.49 $ 1,151,457.16 \n \nSee notes to the general purpose financial statements. - 24 - \n \n BUTTS COUNTY BOARD OF EDUCATION SCHEDULE OF STATE REVENUE YEAR ENDED JUNE 30, 1996 \n \nAGENCY/FUNDING \nGRANTS Community Affairs, Georgia Department of Governor's Emergency Funds (1) \nEducation, Georgia Department of Quality Basic Education General and Career Education Programs Special Education Programs Remedial Education Program Media Center Programs Staff Development Programs Indirect Cost Pupil Transportation Regular Bus Replacement Middle School Incentive Program Special Instructional Assistance In-School Suspension Counselors Grades 4 and 5 Technology Training Local Fair Share Educational Equalization Funding Grant Food Services Vocational Education Other State Programs Apprenticeship Program At-Risk Summer School Program Environmental Science Program Health Insurance Mentor Teacher Program Preschool Handicapped Program Remedial Summer School Program Teachers' Retirement Lottery Programs Instructional Technology Pre-Kindergarten Program Safe Schools Grant Technology Installation \nOffice of School Readiness Pre-Kindergarten Program \nOffice of Treasury and Fiscal Services Public School Employees Retirement \nOTHER Education, Georgia Department of Reimbursement for Student Information System \n \nGOVERNMENTAL FUND TYPES \n \nSPECIAL \n \nGENERAL \n \nREVENUE \n \nFUND \n \nFUND \n \nTOTAL \n \n$ \n \n15,000.00 \n \n$ \n \n15,000.00 \n \n5,3n,759.oo 673,473.00 86,090.00 227,225.00 74,056.00 \n1,532,264.00 \n271,269.00 89,445.00 \n214,604.00 306,832.00 \n70,921.00 16,219.00 25,765.00 -1,064,559.00 579,910.00 \n$ 1,384.00 \n3,190.25 5,545.10 \n500.00 163,502.06 \n5,850.00 \n6,079.20 5,959.90 \n \n71,956.00 \n29,137.00 \n17,244.54 474,691.00 \n2,035.00 39,927.65 \n \n5,3n,759.oo 673,473.00 86,090.00 227,225.00 74,056.00 \n1,532,264.00 \n271,269.00 89,445.00 \n214,604.00 306,832.00 \n70,921.00 16,219.00 25,765.00 -1,064,559.00 579,910.00 71,956.00 \n1,384.00 \n3,190.25 5,545.10 \n500.00 163,502.06 \n5,850.00 29,137.00 \n6,079.20 5,959.90 \n17,244.54 474,691.00 \n2,035.00 39,927.65 \n \n86,751.76 \n \n86,751.76 \n \n35,425.00 \n \n35,425.00 \n \n500.00 \n \n500.00 \n \n(1) The purpose of these funds is to assist Jackson High School with expenses in connection with their Varsity Wrestling Program. \n \nSee notes to the general purpose financial statements. \n \n- 25 - \n \n$ 8,724,208.51 $ \n \n721,742.95 $ 9,445,951.46 \n \n BUTTS COUNTY BOARD OF EDUCATION SCHEDULE OF TAXES AND OTHER REVENUE \nYEAR ENDED JUNE 30, 1996 \n \nSCHEDULE \"5\" \n \nTaxes County Wide Bond Tax County Wide School Tax Railroad Car Tax Real Estate Transfer Tax \nOther Sources After School Program Indirect Cost Special Revenue Fund Interest Earned Lost and Damaged Books Rents Sales Adult Meals Breakfast and Lunches Supplemental School Assets Tuition Other \n \nGOVERNMENTAL FUND TYPES \n \nSPECIAL \n \nDEBT \n \nGENERAL \n \nREVENUE \n \nSERVICE \n \nFUND \n \nFUND \n \nFUND \n \nTOTAL \n \n$ 3,966,515.49 5,372.15 9,452.26 \n \n$ 40,457.50 $ 40,457.50 \n \n3,966,515.49 \n \n67.88 \n \n5,440.03 \n \n119.43 \n \n9,571.69 \n \n25,964.83 \n \n6,606.08 112,444.82 $ \n859.70 760.00 \n \n8,313.20 \n \n733.25 9,725.00 14,999.34 \n \n46,809.95 198,097.39 \n15,649.19 \n \n575.41 \n \n25,964.83 \n6,606.08 121,333.43 \n859.70 760.00 \n46,809.95 198,097.39 \n15,649.19 733.25 \n9,725.00 14,999.34 \n \n$ 4,153,432.92 $ 268,869.73 $ 41,220.22 $ 4,463,522.87 \n \nSee notes to the general purpose financial statements. - 26 - \n \n BUTTS COUNTY BOARD OF EDUCATION SCHEDULE OF EXPENDITURES BY OBJECT GENERAL, SPECIAL REVENUE AND CAPITAL PROJECTS FUNDS \nYEAR ENDED JUNE 30, 1996 \n \nSCHEDULE \"6\" \n \nEXPENDITURES \nOperating Costs Salaries Employee Benefits Travel of Employees Professional and Technical Services Compensation and Travel of Board Members Water, Sewer and Cleaning Services Repair and Maintenance Services Rents Insurance Communications Commodity Hauling Shared Services Other Purchased Services Supplies Energy Food Usage Books, Textbooks and Periodicals Dues and Fees Federal Indirect Costs Other Expenditures \nNonoperating Costs Building and Building Improvements Equipment \n \nGENERAL FUND \n \nSPECIAL REVENUE \nFUND \n \nCAPITAL PROJECTS \nFUND \n \nTOTAL \n \n$ 8,022,391.49 $ 877,601.60 \n \n2,427,467.20 \n \n212,336.55 \n \n16,548.47 \n \n1,664.19 \n \n62,123.81 \n \n52,076.05 \n \n14,996.57 \n \n34,169.05 \n \n7,597.89 \n \n363,716.85 \n \n21,829.91 \n \n78,930.19 \n \n68,090.43 \n \n111,420.24 \n \n348.00 \n \n25,680.40 \n \n883.26 \n \n6,832.30 \n \n189,194.51 \n \n11,584.00 \n \n254,556.65 \n \n571,576.86 \n \n172,033.88 \n \n404,237.77 \n \n17,785.64 \n \n533,689.54 \n \n265,580.39 \n \n9,407.85 \n \n27,993.42 \n \n3,460.50 \n \n6,606.08 \n \n7,848.35 \n \n12,033.09 \n \n$ 8,899,993.09 2,639,803.75 18,212.66 114,199.86 14,996.57 41,766.94 385,546.76 147,020.62 111,768.24 26,563.66 6,832.30 189,194.51 266,140.65 743,610.74 422,023.41 533,689.54 274,988.24 31,453.92 6,606.08 19,881.44 \n \n307 647.07 \n \n$ 86801.84 \n \n35,449.07 \n \n35,449.07 3941448.91 \n \nTotal Expenditures \n \n$ 12,9431106.64 $ 2,345,635.25 $ 35,449.07 $ 15,324,190.96 \n \nSee notes to the general purpose financial statements. \n \n- 27 - \n \n a!.!TT !:iQ!.!tm: aQABD QE EQUC8TIQN \nQ!:ll;;Q!.!L.E QF ~PENQ!IURES Y Q~JEQT \nLQIIEBY: EBQQRAM \nYE8B ENQEQ J!JNE 30. 1996 \n \nSCHEDULE '7\" \n \nINSTRUCTIONAL PRE-KINDERGARTEN \n \nTECHNOLOGY \n \nPROGRAM \n \nSAFE SCHOOLS \nGRANT \n \nTECHNOLOGY INSTALLATION \n \nEXEENQIJ!JRE \n \nOperating Costs \n \nSalaries \n \nEmployee Benefits \n \nTravel of Employees \n \nProfessional and Technical Services \n \nWater, Sewer and Cleaning Services \n \nRepair and Maintenance Services \n \nRents \n \nInsurance \n \nCommunications \n \nOther Purchased Services \n \nSupplies \n \n$ \n \nEnergy \n \nFood Usage \n \nBooks, Textbooks and Periodicals \n \nDues and Fees \n \nOther Expenditures \n \nNonoperating Costs Equipment \n \n$ 3,931.50 141sn.s3 \n \n92.n4.07 15,542.19 \n49.00 800.00 7,597.89 3,955.64 67,551.00 348.00 sn.1s 240,709.72 91,266.51 $ 17,785.64 5,703.00 4,928.04 719.00 3,435.18 \n7 400.70 \n \n$ \n \n2,060.00 $ \n \n12,552.75 \n \n28,389.66 \n \nTOTAL \n92,n4.07 15,542.19 \n49.00 800.00 7,597.89 3,955.64 67,551.00 348.00 sn.1s 240,709.72 109,810.76 17,785.64 5,703.00 4,928.04 719.00 3,435.18 \n50,667.89 \n \nTotal Expenditures \n \n$ \n \n18,809.03 $ \n \n561,442.76 $ \n \n2,060.00 $ \n \n40,942.41 $ \n \n623,254.20 \n \n. \n \nSee notes to the general purpose financial statements. \n \n 28  \n \n BUTTS COUNTY BOARD OF EDUCATION ANALYSIS OF MINIMUM EXPENDITURE REQUIREMENTS - OVERALL \nGENERAL FUND - QUALITY BASIC EDUCATION PROGRAMS YEAR ENDED JUNE 30, 1996 \n \nSCHEDULE \"8\" \n \nMinimum Expenditure Requirements (Total Allotment) Expenditures on Combined Program Basis \nSalaries Operations \nLess: Expenditures for Media Center Programs in Excess of Total Media Allotment \nExpenditures per Audit \nAmount of Underexpenditure for Total Allotment \n \nTHIRTEEN WEIGHTED AND MEDIA CENTER \nPROGRAMS \n \n100% TEST FOR OPERATIONS PORTION OF THIRTEEN WEIGHTED PROGRAMS \n \n$ 6,364,547.00 $ \n \n213,343.00 \n \n$ 6,907,316.51 860,265.50 $ _ _ _7.;.;0;.;5.:.;,4;.;.4.;.;8...;;..57;... \n$ 7,767,582.01 \n \n-183,443.18 $ 7,584,138.83 \n \n$ \n \no.oo $=====o=.o=o \n \nSee notes to the general purpose financial statements. - 29 - \n \n BUTTS COUNTY BOARD OF EDUCATION \nANALYSIS OF MINIMUM EXPENDITURE REQUIREMENTS BY PROGRAM GENERAL FUND QUALITY BASIC EDUCATION PROGRAMS YEAR ENDED JUNE 30 1996 \n \nGENERAL AND CAR!;;ER !;;DUCATION PROGRAMS Kindergarten (\") \nGrades 1  3 r) \nSub-Total K-3 Grades4-5r) \nGrades 6  8 r\u003e \nGrades 9  12 r) \nHigh School Laboratories (\") Vocational Education Laboratories (\") \nTotal General and Career Education Programs SPECIAL EDUCATION PROGRAMS \nRegular Programs \nCategory I r) \nCategory II (\") Category Ill (\") Category IV (\") \nSub-Total - Regular Category V (Gifted) (*) \nTotal Special Education Programs REMEDIAL EDUCATION PROGRAM (\"l \nTotal Thirteen Weighted Programs MEDIA CENTER PROGRAMS \nSalaries Operations \nTotal Media Center Programs \nTotal Thirteen Weighted and Media Center Programs \n \nALLOTMENTS FROM DEPARTMENT OF EDUCATION \n \nREQUIRED \n \nORIGINAL \n \n% \n \nORIGINAL \n \nMID-TERM \n \ns \n \n602,901.00 \n \ns s 542,610.90 \n \n0.00 \n \n1,435,763.00 \n \n1,292,186.70 \n \ns s s 2,038,664.00 90 \n \n1,834,797.60 \n \n0.00 \n \n684,100.00 90 \n \n615,690.00 \n \n1,273,368.00 90 \n \n1,146,031.20 \n \n730,721.00 90 \n \n657,648.90 \n \n322,850.00 90 \n \n290,565.00 \n \n328,056.00 90 \n \n295,250.40 \n \ns 5,377,759.00 \n \n$ 4,839,983.10 $ \n \n0.00 \n \ns \n \n661,349.00 \n \ns \n \n595,214.10 $ \n \n0.00 \n \n$ \n \n661,349.00 90 $ \n \n595,214.10 $ \n \n0.00 \n \n12,124.00 90 \n \n10,911.60 \n \n$ \n \n673,473.00 \n \n$ \n \ns 606,125.70 \n \n0.00 \n \ns \n \ns 86,090.00 90 \n \ns 77,481.00 \n \n0.00 \n \ns 6,137,322.00 \n \ns $ 5,523,589.80 \n \n0.00 \n \n$ \n \n179,785.00 90 $ \n \n161,806.50 $ \n \n0.00 \n \n47,440.00 90 \n \n42,696.00 \n \n$ \n \n227,225.00 \n \n$ \n \n204,502.50 $ \n \n0.00 \n \n$ 6,364,547.00 \n \n$ 5,728,092.30 $ \n \n0.00 \n \nSTAFF DEVELOPMENT PROGRAMS Cost of Instruction Professional Development \nTotal Staff Development Programs (\") Identifies Thirteen Weighted Programs. See notes to the general purpose financial statements. \n \ns \n \n18,288.00 \n \n$ \n \n18,288.00 $ \n \n0.00 \n \n55,768.00 \n \n55,768.00 \n \n0.00 \n \n$ \n \n74,056.00 100 $ \n \n74,056.00 $ ====0=.00= \n \n 30  \n \n SCHEDULE\"9\" \n \n\" TOTAL \nREQUIRED \n \nACTUAL EXPENDITURES \n \nSALARIES \n \nOPERATIONS \n \nTOTAL \n \nAMOUNT OF UNDEREXPENDITURE \nFOR REQUIRED ALLOTMENT \n \n$ \n \n542,610.90 $ \n \n562,218.89 $ \n \n38,949.61 $ \n \n601,168.50 \n \n1,292,186.70 \n \n1,457,517.96 \n \n145,206.39 \n \n1.so2,n4.35 \n \n$ 1,834,797.60 $ 2,019,738.85 $ \n \n184,156.00 $ 2,203,892.85 $ \n \n0.00 \n \n615,690.00 \n \n743,485.59 \n \n52,152.89 \n \n795,638.48 \n \n0.00 \n \n1,146,031.20 \n \n1,386,316.20 \n \n133,620.53 \n \n1,519,936.73 \n \n0.00 \n \n657,648.90 , \n \n907,966.07 \n \n201,932.29 \n \n1,109,898.36 \n \n0.00 \n \n290,565.00 \n \n384,589.43 \n \n65,747.79 \n \n450,337.22 \n \n0.00 \n \n295,250.40 \n \n382,785.85 \n \n40,572.78 \n \n423,358.63 \n \n0.00 \n \n$ 4,839,983.10 $ 5,824,879.99 $ \n \n678,182.28 $ 6,503,062.27 \n \n$ \n \n595,214.10 \n \n$ \n \n$ 246,689.94 342,343.31 31,807.96 \n \n797.14 $ 9,786.15 13,407.24 1,872.38 \n \n797.14 256,476.09 355,750.55 33,680.34 \n \n$ \n \n595,214.10 $ \n \n620,841.21 $ \n \n25,862.91 $ \n \n646,704.12 \n \n0.00 \n \n10,911.60 \n \n49,112.11 \n \n1,403.38 \n \n50,515.49 \n \n0.00 \n \n$ \n \n606,125.70 $ \n \n669,953.32 $ \n \n27,266.29 $ \n \n697,219.61 \n \n$ \n \n77,481.00 $ \n \n156,631.95 $ \n \n0.00 $ \n \n156,631.95 \n \n0.00 \n \n$ 5,523,589.80 $ 6,651,465.26 $ \n \n705,448.57 $ 7,356,913.83 \n \n$ \n \n161,806.50 $ \n \n255,851.25 \n \n$ \n \n255,851.25 \n \n0.00 \n \n42,696.00 \n \n$ \n \n154,816.93 \n \n154,816.93 \n \n0.00 \n \n$ \n \n204,502.50 $ \n \n255,851.25 $ \n \n154,816.93 $ \n \n410,668.18 \n \n$ 5,728,092.30 $ 6,907,316.51 $ \n \n860,265.50 $ 7,767,582.01 $ \n \n0.00 \n \n$ \n \n18,288.00 \n \n55,768.00 \n \n$ ====74=,05==6.=00= \n \n$ \n \n49,689.50 $ \n \n49,689.50 \n \n24,014.10 \n \n24,014.10 \n \n$ \n \n73,703.60 $ \n \n73,703.60 $=====3==5=2.==40== \n \n- 31 - \n \n BUTTS COUNTY BOARD OF EDUCATION SCHEDULE OF COMPENSATION AND TRAVEL OF BOARD MEMBERS \nYEAR ENDED JUNE 30, 1996 \n \nSCHEDULE \"1 O\" \n \nBOARD MEMBER ADDRESS \nMr. Ernest Battle, Chairman (*) 826 Chestnut Orive Jackson, Georgia 30233 \nMr. Joe Brown, Jr. (*) 2248 West Highway 36 Jackson, Georgia 30233 \nMr. Millard Daniel (*) 461 Four Points Road Jackson, Georgia 30233 \nMr. Jesse Duffey (*) 231 Alta Vista Drive Jackson, Georgia 30233 \nMr. Larry Morgan (*) 188 Fox Drive Jackson, Georgia 30233 \n \nCOMPENSATION \n \nTRAVEL \n \n$ \n \n2,900.00 $ \n \n17.50 \n \n2,900.00 \n \n3,100.00 \n \n483.85 \n \n2,500.00 \n \n361.72 \n \n2,700.00 \n \n33.50 \n \n$ \n \n14,100.00 $ = = = =89=6.5=7 \n \n(*) Denotes Board Members Serving as of June 30, 1996 \n \nSee notes to the general purpose financial statements. - 32 - \n \n SECTION II COMPLIANCE \n \n CLAUDE L. VICKERS \nSTATE AUDITOR \n(404) 656-2174 \n \nDEPARTMENT OF AUDITS \n254 Washington Street, S.W., Suite 214 Atlanta, Georgia 30334-8400 \nMay 16, 1997 \n \nHonorable Zell Miller, Governor Members of the General Assembly Members ofthe State Board ofEducation \nand Superintendent and Members of the Butts County Board ofEducation \nCO:MPLIANCE REPORT BASED ON AN AUDIT OF THE FINANCIAL STATEMENTS PERFORMED IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS \nLadies and Gentlemen: \nWe have audited the general purpose financial statements of the Butts County Board of Education as of and for the year ended June 30, 1996, and have issued our report thereon dated May 16, 1997. This report was qualified for various departures from generally accepted accounting principles, as identified in the auditor's report on the general purpose financial statements. \nWe 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. \nCompliance with laws, regulations, contracts, and grants applicable to Butts County Board of Education is the responsibility of the Board'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 Board'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. \nThe results of our tests disclosed no instances of noncompliance that are required to be reported herein under Government Auditing Standards. \n \n96CRL-10 \n \n This report is intended for the information of management, the Federal cognizant audit agency and other Federal granter agencies. This restriction is not intended to limit the distribution of this report which is a matter of public record. \nRespectfully submitted, \n~ \nClaude L. Vickers \nState Auditor \nCLV:gp 96CRL-10 \n \n CLAUDE L. VICKERS \nSTATE AUDITOR \n(404) 656-2174 \n \nDEPARTMENT OF AUDITS \n254 Washington Street, S.W., Suite 214 Atlanta, Georgia 30334-8400 \nMay 16, 1997 \n \nHonorable Zell Miller, Governor Members of the General Assembly Members ofthe State Board ofEducation \nand Superintendent and Members of the Butts County Board ofEducation \n \nSINGLE AUDIT REPORT ON COMPLIANCE WITH THE GENERAL REQUIREMENTS APPLICABLE TO FEDERAL FINANCIAL ASSISTANCE PROGRAMS \n \nLadies and Gentlemen: \n \nWe have audited the general purpose financial statements of the Butts County Board of Education as of and for the year ended June 30, 1996, and have issued our report thereon dated May 16, 1997. This report was qualified for various departures from generally accepted accounting principles, as identified in the auditor's report on the general purpose financial statements. \n \nWe have applied procedures to test the Butts County Board of Education's compliance with the following requirements applicable to each of its Federal financial assistance programs, which are listed in the Schedule of Federal Financial Assistance, for the year ended June 30, 1996: \n \n( 1) Political Activity \n \n(5) Allowable Costs/Cost Principles \n \n(2) Civil Rights \n \n(6) Audit Follow-Up/Resolution \n \n(3) Cash Management \n \n(7) Administrative Requirements \n \n(4) Federal Financial Reports \n \nOur 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 Board's compliance with the requirements listed in the preceding paragraph. Accordingly, we do not express such an opinion. \n \n96CRL-40 \n \n 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 Butts County Board of Education had not complied, in all material respects, with those requirements. \n \nThis report is intended for the information of management, the Federal cognizant audit agency and other \n \nFederal grantor agencies. This restriction is not intended to limit the distribution of this report which is a \n \nmatter of public record. \n \n \n \nRespectfully submitted, \n \nCLV:gp 96CRL-40 \n \nClaude L. Vickers State Auditor \n \n CLAUDE L. VICKERS \nSTATE AUDITOR \n(404) 65\u0026-2174 \n \nDEPARTMENT OF AUDITS \n254 Washington Street, S.W., Suite 214 Atlanta, Georgia 30334-8400 \nMay 16, 1997 \n \nHonorable Zell Miller, Governor Members ofthe General Assembly Members of the State Board ofEducation \nand Superintendent and Members of the Butts County Board ofEducation \n \nSINGLE AUDIT OPINION ON COMPLIANCE WITH SPECIFIC REQUIREMENTS APPLICABLE TO MAJOR FEDERAL FINANCIAL ASSISTANCE PROGRAMS \n \nLadies and Gentlemen: \n \nWe have audited the general purpose financial statements of the Butts County Board of Education as of and for the year ended June 30, 1996, and have issued our report thereon dated May 16, 1997. This report was qualified for various departures from generally accepted accounting principles, as identified in the auditor's report on the general purpose financial statements. \n \nWe have also audited the Butts County Board of Education's compliance with the requirements governing: \n \n(1) Types of Services Allowed or Unallowed \n \n(5) Applicable Special Tests and Provisions \n \n(2) Eligibility \n(3) Matching, Level of Effort, and/or Earmarking \n \n(6) Other Requirement Claims for Advances and Reimbursements \n \n(4) Reporting \n \nThese requirements are applicable to the major Federal financial assistance programs, which are identified in the Schedule ofFederal Financial Assistance, for the year ended June 30, 1996. The management of the Butts County Board of Education is responsible for the Board's compliance with those requirements. Our responsibility is to express an opinion on compliance with those requirements based on our audit. \n \n96CRL-80 \n \n We conducted our audit of compliance in accordance with generally accepted auditing standards; Government Auditing Standards, issued by the Comptroller General of the United States; and Office of Management and Budget (0MB) Circular A-128, \"Audits of State and Local Governments\". Those standards and 0MB Circular A-128 require that we plan and perform the audit to obtain reasonable assurance about whether material noncompliance with the requirements referred to above occurred. An audit includes examining, on a test basis, evidence about the Butts County Board of Education's compliance with those requirements. We believe that our audit provides a reasonable basis for our opinion. \nIn our opinion, the Butts County Board ofEducation complied, in all material respects, with the requirements as disclosed in the second paragraph that are applicable to its major Federal financial assistance programs for \nthe year ended June 30, 1996. \nThis report is intended for the information of management, the Federal cognizant audit agency and other Federal granter agencies. This restriction is not intended to limit the distribution of this report which is a matter of public record. \nRespectfully submitted, \n~ \nClaude L. Vickers State Auditor \nCLV:gp 96CRL-80 \n \n CLAUDE L. VICKERS \nSTATE AUDITOR \n(404) 656-2174 \n \nDEPARTMENT OF AUDITS \n254 Washington Street, S.W., Suite 214 Atlanta, Georgia 30334-8400 \nMay 16, 1997 \n \nHonorable Zell Miller, Governor Members of the General Assembly Members of the State Board of Education \nand Superintendent and Members of the Butts County Board of Education \n \nSINGLE AUDIT REPORT ON COMPLIANCE WITH SPECIFIC REQUIREMENTS APPLICABLE TO NONMAJOR FEDERAL FINANCIAL ASSISTANCE PROGRAM TRANSACTIONS \n \nLadies and Gentlemen: \n \nWe have audited the general purpose financial statements of the Butts County Board of Education as of and for the year ended June 30, 1996, and have issued our report thereon dated May 16, 1997. This report was qualified for various departures from generally accepted accounting principles, as identified in the auditor's report on the general purpose financial statements. \n \nIn connection with our audit ofthe fiscal year 1996 general purpose financial statements of the Butts County Board of Education and with our consideration of the Board's control structure used to administer Federal financial assistance programs, as required by Office of Management and Budget (0MB) 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 0MB Circular A-128, we have performed auditing procedures on the selected transactions to test compliance with the requirements govemmg: \n \n(1) Types of Services Allowed or Unallowed \n \n(2) Eligibility \n \nOur procedures were substantially less in scope than an audit, the objective of which is the expression of an opinion on the Butts County Board of Education's compliance with these requirements. Accordingly, we do not express such an opinion. \n \n96CRL-120 \n \n 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 Butts County Board of Education had not complied, in all material respects, with those requirements. \nThis 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. \nRespectfully submitted, \n~ \nClaude L. Vickers State Auditor \nCLV:gp 96CRL-120 \n \n SECTION III INTERNAL CONTROL \n \n CLAUDE L. VICKERS \nSTATE AUDITOR \n(404) 656-2174 \n \nDEPARTMENT OF AUDITS \n254 Washington Street, S.W., Suite 214 Atlanta, Georgia 30334-8400 \nMay 16, 1997 \n \nHonorable Zell Miller, Governor Members ofthe General Assembly Members of the State Board of Education \nand Superintendent and Members of the Butts County Board of Education \nREPORT ON INTERNAL CONTROL STRUCTURE IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS \nLadies and Gentlemen: \nWe have audited the general purpose financial statements of the Butts County Board of Education as of and for the year ended June 30, 1996, and have issued our report thereon dated May 16, 1997. This report was qualified for various departures from generally accepted accounting principles, as identified in the auditor's report on the general purpose financial statements. \nWe 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. \nThe management of the Butts County Board of Education 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 ofinternal 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 of inherent 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. \nIn planning and performing our audit of the general purpose financial statements of the Butts County Board of Education for the year ended June 30, 1996, we obtained an understanding of the internal control structure. \n96ICL-3 \n \n With respect to the internal control structure, we obtained an understanding of the design ofrelevant policies and procedures and whether they have been placed in operation, and we assessed control risk in order to determine our auditing procedures 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 opinion. \nWe 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 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. \nAs described in the Schedule ofFindings and Improper or Questioned Costs, a reportable condition was noted in the following control category: \nGeneral Fixed Assets \nA 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. \nOur 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, we believe that the reportable condition disclosed above is also considered to be a material weakness. \nThis condition was considered in determining the nature, timing, and extent ofthe procedures to be performed in our audit of the Butts County Board of Education's financial statements and this report does not affect our report thereon dated May 16, 1997. \nThis 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 ofpublic record. \nRespectfully submitted, \n \nCLV:gp 96ICL-3 \n \nClaude L. Vickers State Auditor \n \n CLAUDE L. VICKERS \nSTATE AUDITOR \n(404) 656-2174 \n \nDEPARTMENT OF AUDITS \n254 Washington Street, S.W., Suite 214 Atlanta, Georgia 30334-8400 \nMay 16, 1997 \n \nHonorable Zell Miller, Governor Members of the General Assembly Members of the State Board of Education \nand Superintendent and Members of the Butts County Board ofEducation \nSINGLE AUDIT REPORT ON THE INTERNAL CONTROL STRUCTURE USED IN ADMINISTERING FEDERAL FINANCIAL ASSISTANCE PROGRAMS \nLadies and Gentlemen: \nWe have audited the general purpose financial statements of the Butts County Board of Education as of and for the year ended June 30, 1996, and have issued our report thereon dated May 16, 1997. This report was qualified for various departures from generally accepted accounting principles, as identified in the auditor's report on the general purpose financial statements. We have also audited the Butts County Board of Education's compliance with requirements applicable to major Federal financial assistance programs and have issued our opinion thereon dated May 16, 1997. \nWe 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 (0MB) Circular A-128, \"Audits ofState and Local Governments\". Those standards and 0MB 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 and about whether the Butts County Board of Education complied with laws and regulations, noncompliance with which would be material to a major Federal financial assistance program. \nIn planning and performing our audit for the year ended June 30, 1996, we considered the Board's internal control structure in order to determine our auditing procedures for the purpose of expressing our opinions on the Board's general purpose financial statements and on its compliance with requirements applicable to major Federal financial assistance programs and to report on the internal control structure in accordance with 0MB 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 May 16, 1997. \n96ICL-5 \n \n The management of the Butts County Board ofEducation 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, that transactions are executed 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 of any evaluation of the structure to future periods is subject to the risk that procedures may become inadequate because of changes in conditions or that the effectiveness ofthe design and operation of policies and procedures may deteriorate. \n \nFor the purposes 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: \n \nGENERAL REQUIREMENTS \n \nSPECIFIC REQUIREMENTS \n \n(1) Political Activity (2) Civil Rights (3) Cash Management (4) Federal Financial Reports \n \n(1) Types of Services Allowed or Unallowed \n(2) Eligibility \n(3) Matching, Level of Effort, and/or Earmarking \n \n(5) Allowable Costs/Cost Principles \n \n(4) Reporting \n \n(6) Audit Follow-Up/Resolution (7) Administrative Requirements \n \n(5) Applicable Special Tests and Provisions \n(6) Other Requirement Claims for Advances and Reimbursements \n \nFor all of the internal control structure categories listed above, we obtained an understanding of the design ofrelevant policies and procedures and whether they have been placed in operation, and we assessed control risk. \nDuring the year ended June 30, 1996, the Butts County Board of Education expended 64% of its total Federal financial assistance under major Federal financial assistance programs. \n \nWe performed tests of controls, as required by 0MB Circular A-128, to evaluate the effectiveness 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 \n \n96ICL-5 \n \n described above that are applicable to each ofthe Board's major Federal financial assistance programs, which are identified in the Schedule ofFederal Financial Assistance. 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. \nOur 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 constitute material weaknesses under standards established by the American Institute of Certified Public Accountants. A material weakness is a reportable condition in which the design or operation of one or more ofthe 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. We noted no matters involving the internal control structure and its operation that we consider to be material weaknesses as defined above. \nThis 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. \nRespectfully submitted, \n \nCLV:gp 96ICL-5 \n \nClaude L. Vickers State Auditor \n \n SECTION IV FINDINGS AND IMPROPER OR QUESTIONED COSTS \n \n BUTTS COUNTY BOARD OF EDUCATION SCHEDULE OF FINDINGS AND IMPROPER OR QUESTIONED COSTS \nYEAR ENDED JUNE 30, 1996 \nPRIOR YEAR \nAUDIT FOLLOW-UP/RESOLUTION Failure to Meet Expenditure Requirements Financial Statements Amount: $588.58 Audit Control Number 6181-94-01 \nThe audit report for the year ended June 30, 1994, reported that the Board had an underexpenditure of Quality Basic Education (QBE) funds of $588.58 for the operations portion of the Remedial Education Program. For the year under review, no adjustment was made to the Board's local fair share by the Georgia Department of Education to refund this underexpenditure as required. The underexpenditure of$588.58 should be returned to the Georgia Department of Education through an increase in the Board's local fair share for the QBE programs in a subsequent fiscal period. \nAUDIT FOLLOW-UP/RESOLUTION Failure to Meet Expenditure Requirements Financial Statements Amount: $16,147.75 Audit Control Number 6181-94-02 \nThe audit report for the year ended June 30, 1994, reported that the Board had an underexpenditure of Quality Basic Education (QBE) funds of$16,147.75 for the Staff Development - Professional Development Stipends Program. For the year under review, no adjustment was made to the Board's local fair share by the Georgia Department of Education to refund this underexpenditure as required. The underexpenditure of $16,147.75 should be returned to the Georgia Department ofEducation through an increase in the Board's local fair share for the QBE programs in a subsequent fiscal period. \nAUDIT FOLLOW-UP/RESOLUTION Excessive Lottery Cash Balance Financial Statements Finding Resolved Audit Control Number 6181-95-01 \nThe audit report for the year ended June 30, 1995, stated that a review of cash management procedures for the Lottery - Instructional Technology program disclosed that cash draws were made in excess of actual expenditures. For the year under review, audit test of cash management procedures revealed no excessive cash balance accumulations by the Board. \n- 1- \n \n BUTTS COUNTY BOARD OF EDUCATION SCHEDULE OF FINDINGS AND IMPROPER OR QUESTIONED COSTS \nYEAR ENDED JUNE 30, 1996 \nPRIOR YEAR/CURRENT YEAR \nGENERAL FIXED ASSETS Failure to Maintain General Fixed Assets Account Group Financial Statements Reportable Condition - Material Weakness Audit Control Number 6181-93-01 \nThe audit report for the year ended June 30, 1995, noted that the management of the Butts County Board of Education 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 Board 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 Board being incomplete and not in accordance with generally accepted accounting principles. Appropriate action should be taken by the Board to establish accounting controls and procedures to provide for maintenance ofa General Fixed Assets Account Group. These subsidiary records should include an inventory of land, buildings and equipment owned by the Board and should include, but may not be limited to, date acquired, acquisition cost, estimated replacement cost, location and description. Detailed records should be maintained of all additions and deletions to the General Fixed Assets Account Group. \nCURRENT YEAR \nEXPENDITURES/LIABILITIES/DISBURSEMENTS Failure to Meet Expenditure Requirements Financial Statements Nonmaterial Noncompliance Amount: $352.40 Audit Control Number 6181-96-01 \nFor the year under review, the Board had an underexpenditure of Quality Basic Education (QBE) funds of $352.40 for the Staff Development Programs. This underexpenditure occurred because the Board's failure to expend funds equal to the required minimum expenditure requirement for this QBE Program. The underexpenditure of$352.40 should be returned to the Georgia Department of Education through an increase in the Board's local fair share for the QBE programs in a subsequent fiscal period. \n-2- \n \n BUTTS COUNTY BOARD OF EDUCATION SCHEDULE OF FINDINGS AND IMPROPER OR QUESTIONED COSTS \nYEAR ENDED JUNE 30, 1996 \nSUBSEQUENT YEAR EXPENDITURES/LIABILITIES/DISBURSEMENTS Inadequate Bond Coverage Financial Statements Nonmaterial Noncompliance Finding Resolved Audit Control Number 6181-96-02 The Board failed to provide bond coverage for the Interim School Superintendent, for the period January 1, 1997 through March 9, 1997. Failure to provide surety bond coverage is in violation of the Official Code of Georgia Annotated Section 20-2-104 which provides, in part, as follows: \n\"Each county and independent system school superintendent must give bond with an approved surety company payable to the county or independent system board of education, the amount to be decided by the Board... \". On March 10, 1997, bond coverage was resumed as described in Note 11 on Exhibit \"D\" of this report. \nNote: The Butts County Board ofEducation was provided an opportunity to include pertinent comments from the Board's management concerning these audit findings, conclusions and recommendations. The Board has elected not to provide comments for inclusion in this report. \n-3- \n \n "},{"id":"dlg_ggpd_y-ga-ba800-b-pr1-be26-bb98-b1994-h95","title":"Audit report, Butts County Board of Education, Jackson, Georgia, year ended June 30, 1995","collection_id":"dlg_ggpd","collection_title":"Georgia Government Publications","dcterms_contributor":["Georgia. Department of Audits and Accounts.","Georgia. Department of Audits."],"dcterms_spatial":["United States, Georgia, Butts County, 33.28785, -83.95717"],"dcterms_creator":["Georgia. Department of Audits"],"dc_date":["1995-06-30"],"dcterms_description":["Ceased with year ended June 30, 1999.","Report year covers fiscal year.","Year ended June 30, 1995-year ended June 30, 1996 appear to be issued by Georgia. Department of Audits and Accounts, but issuing body is still presented on some sources as: Georgia. Department of Audits.","Has supplements: Supplementary information, Butts County Board of Education, Jackson, Georgia, summary and schedule of salaries and travel, -year ended June 30, 1998; Butts County Board of Education, Jackson, Georgia, schedule of salaries and travel, year ended June 30, 1999.","Year ended June 30, 1994 (online surrogate); title from PDF cover (Georgia Government Publications database, viewed September 28, 2022).","Year ended June 30, 1999 (online surrogate); (Georgia Government Publications database, viewed September 28, 2022)."],"dc_format":["application/pdf"],"dcterms_identifier":null,"dcterms_language":["eng"],"dcterms_publisher":["Atlanta, Ga. : Dept. of Audits and Accounts"],"dc_relation":null,"dc_right":["http://rightsstatements.org/vocab/InC/1.0/"],"dcterms_is_part_of":null,"dcterms_subject":["Auditors' reports--Georgia","Financial statements--Georgia","Butts County (Ga.). Board of Education--Appropriations and expenditures"],"dcterms_title":["Audit report, Butts County Board of Education, Jackson, Georgia, year ended June 30, 1995"],"dcterms_type":["Text"],"dcterms_provenance":["University of Georgia. Map and Government Information Library"],"edm_is_shown_by":["https://dlg.galileo.usg.edu/do:dlg_ggpd_y-ga-ba800-b-pr1-be26-bb98-b1994-h95"],"edm_is_shown_at":["https://dlg.galileo.usg.edu/id:dlg_ggpd_y-ga-ba800-b-pr1-be26-bb98-b1994-h95"],"dcterms_temporal":null,"dcterms_rights_holder":["\u0026copy; Georgia Department of Audits"],"dcterms_bibliographic_citation":null,"dlg_local_right":null,"dcterms_medium":["state government records"],"dcterms_extent":null,"dlg_subject_personal":null,"iiif_manifest_url_ss":null,"dcterms_subject_fast":null,"fulltext":"GA \nA\"6oo .R\\ \nE;;.b \nB9\u003cis \n1994-95 \nSTATE OF GEORGIA DEPARTMENT OF AUDITS \n254 WASHINGTON STREET ATLANTA, GEORGIA 30334 \n \n AUDIT REPORT BUTTS COUNTY BOARD OF EDUCATION \nJACKSON, GEORGIA YEAR ENDED JUNE 30, 1995 \n \n BUTTS COUNTY BOARD OF EDUCATION - TABLE OF CONTENTS - \n \nSECTION I \n \nFINANCIAL \n \nINDEPENDENT AUDITOR'S COMBINED REPORT ON GENERAL PURPOSE FINANCIAL STATEMENTS AND SUPPLEMENTARY INFORMATION SCHEDULE OF FEDERAL FINANCIAL ASSISTANCE \n \nEXHIBITS \n \nGENERAL PURPOSE FINANCIAL STATEMENTS \n \nCOMBINED STATEMENTS-OVERVIEW \n \nA \n \nCOMBINED BALANCE SHEET \n \nALLFUNDTYPESANDACCOUNTGROUP \n \n2 \n \nB \n \nCOMBINED STATEMENT OF REVENUES, EXPENDITURES AND \n \nCHANGES IN FUND BALANCES \n \nALL GOVERNMENTAL FUND TYPES \n \n5 \n \nC \n \nSTATEMENT OF REVENUES, EXPENDITURES AND \n \nCHANGES IN FUND BALANCES - BUDGET AND ACTUAL \n \n(NON-GAAP BASIS) \n \nGENERAL AND SPECIAL REVENUE FUNDS \n \n6 \n \nD NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \n7 \n \nADDITIONAL FINANCIAL INFORMATION \n \nCOMBINING STATEMENTS \n \nSPECIAL REVENUE FUND \n \nE \n \nCOMBINING BALANCE SHEET \n \n20 \n \nF \n \nCOMBINING STATEMENT OF REVENUES, EXPENDITURES \n \nAND CHANGES IN FUND BALANCES \n \n22 \n \nSCHEDULES \n \n1 SCHEDULE OF FEDERAL FINANCIAL ASSISTANCE \n \n24 \n \n2 CASH AND CASH EQUNALENTS \n \n26 \n \n3 ACCOUNTS RECEIVABLE \n \n27 \n \n4 DEBT SERVICE REQUIREMENTS TO MATURITY \n \n28 \n \nSCHEDULE OF REVENUE \n \n5 \n \nSTATE \n \n29 \n \n6 \n \nLOCAL AND OTHER \n \n30 \n \n BUTTS COUNTY BOARD OF EDUCATION - TABLE OF CONTENTS - \n \nSECTION I \n \nFINANCIAL \n \nADDITIONAL FINANCIAL INFORMATION \n \nSCHEDULES \n \nSCHEDULE OF EXPENDITURES BY OBJECT \n \n7 \n \nGENERAL, SPECIAL REVENUE AND CAPITAL PROJECTS FUNDS \n \n31 \n \n8 \n \nLOTTERY PROGRAMS \n \n32 \n \nANALYSIS OF MINIMUM EXPENDITURE REQUIREMENTS \n \nGENERAL FUND - QUALITY BASIC EDUCATION PROGRAMS \n \n9 \n \nOVERALL \n \n33 \n \n1 O \n \nBY PROGRAM \n \n34 \n \n11 SCHEDULE OF COMPENSATION AND TRAVEL OF BOARD MEMBERS \n \n36 \n \nSECTION II \nCOMPLIANCE \nCOMPLIANCE REPORT BASED ON AN AUDIT OF THE FINANCIAL STATEMENTS PERFORMED IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS \nSINGLE AUDIT REPORT ON COMPLIANCE WITH THE GENERAL REQUIREMENTS APPLICABLE TO FEDERAL FINANCIAL ASSISTANCE PROGRAMS \nSINGLE AUDIT OPINION ON COMPLIANCE WITH SPECIFIC REQUIREMENTS APPLICABLE TO MAJOR FEDERAL FINANCIAL ASSISTANCE PROGRAMS \nSINGLE AUDIT REPORT ON COMPLIANCE WITH SPECIFIC REQUIREMENTS APPLICABLE TO NONMAJOR FEDERAL FINANCIAL ASSISTANCE PROGRAM TRANSACTIONS \n \n BUTTS COUNTY BOARD OF EDUCATION - TABLE OF CONTENTS - \nSECTION III 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 \nSECTION IV FINDINGS AND IMPROPER OR QUESTIONED COSTS SCHEDULE OF FINDINGS AND IMPROPER OR QUESTIONED COSTS \n \n SECTION I FINANCIAL \n \n CLAUDE L. VICKERS \nSTATE AUDITOR \n(404) 656-2174 \n \nDEPARTMENT OF AUDITS AND ACCOUNTS \n254 Washington Street, S.W., Suite 214 Atlanta, Georgia 30334-8400 \nAugust 27, 1996 \n \nHonorable Zell Miller, Governor Members of the General Assembly Members of the State Board ofEducation \nand Superintendent and Members ofthe Butts County Board ofEducation \nINDEPENDENT AUDITOR'S COMBINED REPORT ON GENERAL PURPOSE FINANCIAL STATEMENTS AND SUPPLEMENTARY INFORMATION SCHEDULE OF FEDERAL FINANCIAL ASSISTANCE \nLadies and Gentlemen: \nWe have audited the general purpose financial statements (Exhibits A through D) of the Butts County Board of Education, as of and for the year ended June 30, 1995, as listed in the table of contents. These financial statements are the responsibility ofthe Board's management. Our responsibility is to express an opinion on these financial statements based on our audit. \nWe 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 the Office of Management and Budget Circular A-128, \"Audits of State and Local Governments\". Those standards and 0MB 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. \nAs described in the notes to the general purpose financial statements, the Board's financial statements have been prepared using certain accounting practices and policies which, in our opinion, vary in some respects from generally accepted accounting principles. These variances are described as follows: \n \n95ARL-13* \n \n * The general purpose financial statements of the Board did not contain a General Fixed Assets Account Group to account for property and equipment owned by the Board which should be included to conform to generally accepted accounting principles. \n* The Board did not report compensated absences within the general purpose financial statements as required by generally accepted accounting principles. \n* School activity accounts maintained at the individual schools are not included in the general purpose financial statements. To conform to generally accepted accounting principles, these accounts should be included in the general purpose financial statements. \n* The Board did not recognize as expenditures, in the year ended June 30, 1995, a portion of salaries and the corresponding employer's cost of related benefits earned for contractual services completed prior to June 30, 1995. Also funds received, subsequent to June 30, 1995, from the Georgia Department ofEducation for the State's share ofthese unrecorded salaries and related benefits were . not recorded as revenue in the year under review. Conversely, the similar expenditures and related revenues for contractual services completed prior to June 30, 1994, were improperly recorded in the year ended June 30, 1995. To conform to generally accepted accounting principles, revenues should be recorded when available and measurable and expenditures should be recorded when incurred, rather than when funds are received or disbursed. \nThe aggregate effects on the general purpose financial statements of these variances or omissions have not been determined, but are believed to be material. \nIn our opinion, except for the effects on the general purpose financial statements of the matters referred to in the preceding paragraph, the general purpose financial statements present fairly, in all material respects, the financial position ofthe Butts County Board ofEducation as ofJune 30, 1995, and the results of its 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 August 27, 1996, on our consideration ofthe Board's internal control structure and a report dated August 27, 1996, on its compliance with laws and regulations. \nOur audit was conducted for the purpose of forming an opinion on the general purpose financial statements ofthe Butts County Board ofEducation taken as a whole. The combining statements (Exhibits E and F) and the financial schedules (Schedules 1 through 11 which includes the Schedule ofFederal Financial Assistance) are presented for purposes of additional analysis and are not a required part of the general purpose financial statements of the Butts County Board of Education. Such information has been subjected to the auditing procedures applied in the audit ofthe general purpose financial statements and, in our opinion, except for the effects of the matters referred to in the third paragraph, such information is fairly presented in all material respects in relation to the general purpose financial statements taken as a whole. \n95ARL-13* \n \n A copy ofthis report has been filed as a pennanent 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. \nRespectfully submitted, \n \nCLV:jy 95ARL-13* \n \nClaude L. Vickers State Auditor \n \n BUTTS COUNTY BOARD OF EDUCATION - 1- \n \n BUTTS COUNTY BOARD OF EDUCATION COMBINED BALANCE SHEET \nALL FUND TYPES AND ACCOUNT GROUP JUNE 30, 1995 \n \nASSETS Cash and Cash Equivalents Accounts Receivable Inventories \nFood Donated Commodities Purchased Food \nAmount Available in Debt Service Fund Amount to be Provided in Future Years \nFor Payment of Bond Debt \nTotal Assets \n \nGENERAL FUND \n \nGOVERNMENTAL FUND TYPES \n \nSPECIAL \n \nCAPITAL \n \nREVENUE \n \nPROJECTS \n \nFUND \n \nFUND \n \n$ 1,796,315.65 $ 619,135.33 $ \n \n96,166.58 \n \n969,414.65 \n \n110,355.92 \n \n14,335.94 12,009.35 \n \n$ 2,765,730.30 $ 755,836.54 $ \n \n96,166.58 \n \nLIABILITIES AND FUND EQUITY \nLIABILITIES \nAccounts Payable Salaries Payable Expired Grant Balances Payable Deferred Revenue General Obligation Bonds Payable \nTotal Liabilities \nFUND EQUITY \nFund Balances Reserved For Continuation of Federal Programs For Debt Service For Expired Grant Balances/Questioned Costs For Inventories Food Donated Commodities Purchased Food \nUnreserved Undesignated \nTotal Fund Equity \nTotal Liabilities and Fund Equity \n \n$ \n \n1,778.46 $ \n \n30,236.55 \n \n61,333.50 \n \n336,177.40 \n \n17,244.54 \n \n$ \n \n1 778.46 $ 444,991.99 \n \n$ \n \n50,782.42 \n \n$ \n \n16,736.33 \n \n$ \n \n16,736.33 $ \n \n2,7471215.51 \n \n$ 217631951.84 $ \n \n14,335.94 12,009.35 \n77,127.71 \n233,716.84 $ \n310,844.55 $ \n \n96,166.58 961166.58 \n \n$ 2,765,730.30 $ 755,836.54 $ \n \n96,166.58 \n \nThe notes to the general purpose financial statements are an integral part of this statement. -2- \n \n EXHIBIT\"A\" \n \nDEBT SERVICE \nFUND \n \nACCOUNT GROUP GENERAL \nLONG-TERM DEBT \n \nTOTALS (Memorandum Only) JUNE 30, 1995 JUNE 30, 1994 \n \n$ \n \n19,971.57 \n \n$ 2,531,589.13 $ 2,190,722.77 \n \n12,515.55 \n \n1,092,286.12 1,020,908.83 \n \n14,335.94 12,009.35 \n \n16,600.63 12,231.93 \n \n$ \n \n32,487.12 \n \n32,487.12 \n \n36,454.53 \n \n22,512.88 \n \n22,512.88 \n \n68,545.47 \n \n$ \n \n32,487.12 $ \n \n55,000.00 $ 3,705,220.54 $ 3,345,464.16 \n \n$ \n \n32,015.01 $ \n \n32,885.81 \n \n61,333.50 \n \n77,374.33 \n \n336,177.40 \n \n64,958.86 \n \n17,244.54 \n \n2,260.33 \n \n$ \n \n55,000.00 \n \n55,000.00 \n \n105,000.00 \n \n$ \n \n55,000.00 $ 501,770.45 $ 282,479.33 \n \n$ \n \n32,487.12 \n \n$ \n \n32,487.12 \n \n0.00 \n \n$ \n \n32,487.12 \n \n$ \n \n32,487.12 $ \n \n$ \n \n50,782.42 $ \n \n22,751.58 \n \n32,487.12 \n \n36,454.53 \n \n16,736.33 \n \n16,736.33 \n \n14,335.94 12,009.35 \n \n16,600.63 12,231.93 \n \n$ 126,351.16 $ 104,775.00 \n \n3,077,098.93 2,958,209.83 \n \n$ 3,203,450.09 $ 3,062,984.83 \n \n55,000.00 $ 3,705,220.54 $ 3,345,464.16 \n \n-3- \n \n  BUTTS COUNJY BOARD Of EDUCATION COMBINED STATEMENT Of REVENUES EXPENDITURES AND CHANGES IN FUND BALANCES \nALL GOVERNMENTAL FUND TYPES YEAR ENDED JUNE 3Q 1995 \n \nEXHIBIT \"B\" \n \nREVENUES \nState Funds Federal Funds Local and Other Funds \nTotal R8118nues \nEXPENDITURES \nCurrent Instruction Support Services Pupil Services Improvement of Instructional Services Educational Media Services General Administration School Administration Business Administration Maintenance and Operation of Plant Student Transportation Services Central Support Services Other Support Services Food Services Operation Other Operations of Non-Instructional Services \nCapital Outlay . Debt Service \nPrincipal Interest -Paying Agent Fees \nTotal Expenditures \nExcess of Revenues O\\l9f (under) Expenditures \nOTHER FINANCING SOURCES \u003cUSES! \nOperating Transfers In Operating Transfers Out \nTotal Other Financing Sources (Uses) \nExcess of Revenues and Other Financing Sources over (under) Expenditures and Other Financing Uses \nFUND BALANCE JULY 1 \nFood Inventory - Net Change in Period Donated Commodities Purchased Food \n \nGENERAL FUND \n \nSPECIAL REVENUE \nFUND \n \nCAPITAL PROJECTS \nFUND \n \nDEBT SERVICE \nFUND \n \nTOTALS (Memorandum Only) \nYEAR ENDED JUNE 301 1995 JUNE 30, 1994 \n \n$ 7,986,558.21 $ 543,386.70 $ \n \n0.00 \n \n$ 8,529,944.91 $ 7,598,520.92 \n \n125,725.57 \n \n1,090,348.40 \n \n1,216,073.97 \n \n1,198,542.00 \n \n3,64s,n1.14 \n \n249,250.78 _ _ _ _ _ s _ _\"'56,.,04a.=5.\"\"0.9.. \n \n3,952,017.01 \n \n3,451,335.88 \n \n$ 11,759,004.92 $ 1,882,985.88 $ \n \n0.00 $ \n \n56,045.09 $ 13,698,035.89 $ 12,248,398.80 \n \n$ 7,263,444.16 S 621,915.66 \n \n408,494.63 232,242.02 327,354.37 276,038.02 817,912.05 74,125.88 1,122,168.11 713,819.16 \n202,966.95 40,395.93 121,228.64 31,614.70 \n \n94,506.57 31,504.27 73,261.23 7,657.67 \n22,647.89 14,594.47 29,093.00 36,167.64 923,917.84 \ns \n \n$ 11,631,804.62 $ 1,855,266.24 $ \n \n$ \n \n127 200.30 S \n \n27 719.64 $ \n \n8,000.00 $ \n8 000.00 $ -8 000.00 $ \n \n$ 7,885,359.82 $ 7,298,409.43 \n \n503,001.20 263,746.29 400,615.60 283,695.69 817,912.05 74,125.88 1,144,816.00 nS,413.63 29,093.00 239,134.59 964,313.n 121,228.64 39,614.70 \n \n394,810.12 224,688.54 333,216.35 328,450.24 788,657.74 30,963.12 958,1n.98 674,1n.ss 26,163.00 149,344.29 926,766.n 115,550.66 75,145.49 \n \n50,000.00 9,712.50 \n30000 \n \n50,000.00 9,71250 300.00 \n \n50,000.00 14,337.50 \n550.00 \n \n60,012.50 $ 13,555,083.36 $ 12,389,409.03 \n \n-3 967.41 $ \n \n142,952.53 S -141 010.23 \n \n$ $ _ _ _.:2...,_44-'-'3\"-'.0=2 \n \n2,443.02 \n \n$ \n \n-2443.02 s_ _..:2a..44=-=3-.::02~ \n \n$ \n \n2,443.02 $ \n \n-2 443.02 \n \n313.18 -313.18 \n \ns_ _ _ _o;;:;a00~s _ _ _-'o~.00~ \n \n$ \n \n124,757.28 $ \n \n2,639,194.56 \n \n30,16266 $ 283,169.16 \n \n-8,000.00 $ 104,166.58 \n \n-3,967.41 S 36,454.53 \n \n142,952.53 $ 3,062,984.83 \n \n-141,010.23 3,213,113.76 \n \n-2,264.69 -222.58 \n \n-2,264.69 -222.58 \n \n-9,488.43 369.73 \n \nFUND BALANCE JUNE 30 \n \n$ 2.763,951.84 $ 310844.55 $ \n \n96166.58 $ \n \n32487.12 $ 3,203,450.09 S \n \nThe notes to the general purpose financial statements are an integral part of this statement -5- \n \n BUTTS COUNTY BOARD OF EQUCATJQN SJ:AIEMENI OF REVENUES E~PEt::lD!IURES AND Cl:!ANGES lt::l FUt::lD BALANCES \nBUDGE! AND ACIUAL - tNON-GAAP BASIS) GENERAL AND SPECIAL REVENUE FUNDS \nYEAR ENDED JUNE 30 1995 \n \nEXHIBITc \n \nREVENUES \nState Funds Federal Funds Local and Other Funds \nTotal Revenues \nEXPENDIIURES \nCurrent Instruction Support Services Pupil Services Improvement of Instructional Services Educational Media Services General Administration School Administration Business Administration Maintenance and Operation of Plant Student Transportation Services Central Support Services Other Support Services Food Services Operation Other Operations of Non-Instructional Services \nCapital Outlay \nTotal Expenditures \nExcess of Revenues over (under) Expenditures \nOTHER FINANQING SOURCES (USES) \nOther Sources Other Uses \nTotal Other Financing Sources (Uses) \nExcess of Revenues and Other Financing Sources over (under) Expenditures and Other Financing Uses \nFUND BALANCE JULY 1, 1994 \n \nGENERAL FUND \nACIOAL \n \n(BUOGET \n \nBUDGET \n \nBASIS} \n \n$ 7,679,799.00 $ 21,000.00 \n312931146.00 \n \n7,986,558.21 125,725.57 \n31646z721.14 \n \n$ 10,993,945.00 $ 11 z759,004.92 \n \n$ 7,430,9TT.79 $ 7,263,444.16 \n \n410,849.00 225,871.00 419,119.80 290,387.00 822,708.00 \n84,079.00 1,050,317.00 \n672,493.00 \n \n408,494.63 232,242.02 327,354.37 276,038.02 817,912.05 74,125.88 1,122,168.11 713,819.16 \n \n203,392.00 46,808.00 110,932.00 10,000.00 \n \n202,966.95 40,395.93 121,228.64 31,614.70 \n \n$ 11,m,933.59 s 11,631,804.62 \n \n$ -783,988.59 $ \n \n127,200.30 \n \n$ \n \n1,500.00 \n \n-150,000.00 $ \n \n$ -148,500.00 $ \n \n-2,443.02 -2,443.02 \n \n$ -932,488.59 $ \n \n124,757.28 \n \n1,941,881.21 \n \n2,639,194.56 \n \nSPECIAL REVENUE FUND \nACIOAL \n \n(BUDGET \n \nBUDGET \n \nBASIS} \n \n$ 97,473.00 $ 543,386.70 \n \n959,325.00 1,090,348.40 \n \n2391827.00 \n \n249,250.78 \n \n$ 1,296,625.00 $ 1,882,985.88 \n \n$ 696,965.00 $ 621,915.66 \n \n155,830.00 54,236.00 \n8,009.00 18,550.00 \n244.00 8,850.00 14,184.00 29,093.00 40,382.00 785,480.00 \n \n94,506.57 31,504.27 73,261.23 \n7,657.67 \n22,647.89 14,594.47 29,093.00 36,167.64 923,917.84 \n \n16,800.00 \n \n$ 1,828,623.00 $ 1,855,266.24 \n \n$ -531,998.00 $ 27,719.64 \n \n$ \n \n2,443.02 \n \n$ \n \n2,443.02 \n \n$ -531,998.00 $ 283,769.94 \n \n30,162.66 254,336.60 \n \nFUND BALANCE JUNE 30, 1995 \n \n$ 1,009,392.62 $ 2,763,951.84 \n \n$ -248,228.06 $ 284,499.26 \n \nThe notes to the general purpose financial statements are an integral part of this statement. -6- \n \n BUTTS COUNTY BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30, 1995 \n \nNote 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES \nThe Butts County Board of Education (Board) was established under the laws of the State of Georgia and operates under the guidance of a school board elected by the voters and a Superintendent appointed by the Board. With the exception ofthe departures from generally accepted accounting principles disclosed in these notes, the financial statements of the Board have been prepared in conformity\" with generally accepted accounting principles as applied to government units. The Governmental Accounting Standards Board (GASB) is the accepted standard-setting body for establishing governmental accounting and financial reporting standards. \nThe more significant ofthe Board's accounting policies are described below. \nREPORTING ENTITY \nIn evaluating how to define the government 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\". The primary government consists of all the organizations that compose the legal entity of the Butts County Board ofEducation. \nBased upon the application ofthe above criteria, the Butts County Board ofEducation is determined to be the lowest level ofgovernment exercising oversight responsibility and control over all activities related to public education in Butts County, Georgia. The Board is not included in any other governmental \"reporting entity\" as defined by GASB Codification of Governmental Accounting and Financial Reporting Standards. \nBoard members were elected by the public and have decision making authority, the power to designate management, the ability to significantly influence operations, and primary accountability for fiscal matters. The Board determines the millage rate at which school taxes are levied and may incur bonded indebtedness with voter approval. \nFUND ACCOUNTING \nThe Board 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. \nA 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. \nGeneral Fixed Assets are recorded as expenditures in the various funds at the time of purchase. A General Fixed Assets Account Group is not presently maintained by the Board. To conform to generally accepted accounting principles, a General Fixed Assets Account Group should be maintained for reporting the cost of assets acquired by governmental fund types. \n- 7- \n \n BUTTS COUNTY BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEl\\ffiNTS \n \nJUNE 30, 1995 \n \nNote I: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES \nAlthough \"school activity accounts\" are maintained at the individual schools, neither the assets, liabilities and fund equity, nor the revenues~ expenditures and changes in fund balances of these accounts are reflected in these financial statements. To confonn to generally accepted accounting principles, these accounts should be recorded in the general purpose financial statements. \nThe general purpose financial statements account for all State, Federal, Local and Other Funds under control ofthe Board, in compliance with generally accepted accounting principles applicable to governmental units, unless otherwise disclosed in these notes. Funds and the account group presented in this report are as follows: \nGOVERNMENTAL FUND TYPES - are used to account for all or most of a Board's general activities. Governmental Fund Types include: \nGENERAL FUND-the fund used to account for all financial resources of the Board except those required to be accounted for in another fund. These transactions relate to resources obtained and used for services provided by a board of education. \nSPECIAL REVENUE FUND - the fuqd used to account for the proceeds of specific revenue sources (other than for major capital projects) that are legally restricted to expenditures for specified purposes. These funds are primarily received from the Georgia Department of Education and from the Federal government to accomplish specific objectives and are required to be accounted for separately. Also included are proceeds received from State, Federal, Local and Other sources for operations of the school food services fund. This fund could be accounted for as an enterprise fund; however, the Board chooses not to provide for depreciation, but to maintain the fund on a modified accrual basis and to report the fund as a special revenue fund under governmental fund types, which is acceptable under generally accepted accounting principles for governmental entities. \nCAPITAL PROJECTS FUND - the fund used to account for financial resources to be used for the acquisition or construction of major capital facilities. \nDEBT SERVICE FUND - the fund used to account for the accumulation ofresources for, and the payment of, general long-tenn principal, interest and paying agent fees. \nACCOUNT GROUP \nGENERAL LONG-TERM DEBT ACCOUNT GROUP - used to account for general obligation bonds outstanding. \n \n- 8- \n \n BUTTS COUNTY BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30, 1995 \n \nNote 1: SUM:MARY OF SIGNIFICANT ACCOUNTING POLICIES \nBASIS OF ACCOUNTING \nThe 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 generally are included on the balance sheet. Operating statements of these funds present increases (i.e., revenues and other financing sources) and decreases (i.e., expenditures and other financing uses) in net current assets. Their reported fund balance is considered a measure of available spendable resources. \nLiabilities 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. \nGovernmental funds are accounted for using the modified accrual basis of accounting under which: \nRevenues are recognized when susceptible to accrual (i.e., when they become both measurable and available). \"Measurable\" means the amount ofthe transaction can be determined and \"available\" means collectible within the current period or soon enough thereafter to be used to pay liabilities of the current period. Those revenues considered susceptible to accrual are property taxes, intergovernmental grants and investment income. Property taxes are considered available if they are collected and remitted by the collecting agent to the Board within 60 days after fiscal year-end. \nExpenditures are generally recognized when the related fund liability is incurred. \nA departure from the above definitions is the accounting treatment afforded the final two payments on General Fund teachers' and bus drivers' contracts, and the resources available from the Georgia Department of Education for the State's share ofthese contracts. During fiscal year 1995, a substantial number of personnel of the Board were employed for a one hundred and ninety day period beginning in late August 1994 and ending in early June 1995. Personnel contracts for this employment period specify that compensation be paid in twelve equal monthly payments beginning in September 1994 and ending in August 1995. State grants to fund the State's share of these contracts were disbursed from the Georgia Department of Education to the Board in the same twelve months. As ofJune 30, 1995, compensation under these employment contracts had been earned, but two of the twelve monthly payments, due for July and August 1995, had not been made. Payments for these two months were made and recorded as expenditures by the Board subsequent to June 30, 1995. Also, the State's portion of the compensation paid in July and August 1995 was received and recorded as revenue in the fiscal year subsequent to June 30, 1995. Conversely, the similar expenditures and related revenues for contractual services completed prior to June 30, 1994, were recorded in the year ended June 30, 1995. Generally accepted accounting principles require that revenues be recorded when available and measurable and that expenditures be recorded when incurred, rather than when funds are received or disbursed. \n \n- 9- . \n \n BUTTS COUNTY BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30, 1995 \n \nNote 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES \n \nBUDGET \n \nThe Butts County Board ofEducation's budget is a complete financial plan for the Board's fiscal year and is based upon estimates of expenditures together with probable funding sources. There is no statutory prohibition regarding overexpenditure of the budget at any level. The budget for all governmental funds is prepared by fund, function and object. The legal level of budget control was established by the Board at the aggregate level. The budget for governmental funds was prepared on a basis other than generally accepted accounting principles. \n \nThe budget process begins when the Board's administration prepares a tentative budget for the Board's approval. After approval of this tentative budget by the Board, such budget is advertised at least once in a newspaper ofgeneral circulation in the locality. At the next regular meeting of the Board after advertisement, the Board receives comments on the tentative budget, makes revisions as necessary and adopts a final school budget. This final budget is then submitted, in accordance with provisions of the Quality Basic Education Act, OCGA Section 20-2-167, to the Georgia Department ofEducation. The Board may increase or decrease the budget at any time during the year. All unexpended budget authority lapses at fiscal year-end. \n \nThe Statement ofRevenues, Expenditures and Changes in Fund Balances - Budget and Actual presents actual and budgeted data for the General Fund and Special Revenue Fund. To facilitate comparison with the budget, the following adjustment have been made to actual revenues, expenditures and fund balance as reflected on Exhibit \"B\" of this report: \n \nExcess ofRevenues and Other Financing Sources over (under) Expenditures and Other Financing Uses \nFund Balance July 1, 1994 \nAdjustments: Inventories July 1, 1994 Food Donated Commodities Purchased Foods \nFund Balance June 30, 1995 (Budget Basis) \n \nSpecial Revenue \nFund \n$ 30,162.66 283,169.16 \n-16,600.63 -12,231.93 $ 284,499 26 \n \n- 10 - \n \n BUTTS COUNTY BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30, 1995 \n \nNote 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES \n \nCASH AND CASH EQUIVALENTS \n \nCOMPOSITION OF DEPOSITS Cash and cash equivalents consist of deposits (including certificates of deposit and savings accounts) in authorized financial institutions. Georgia Laws authorize the Board to deposit its funds in one or more solvent banks, insured Federal savings and loan associations, or insured State chartered building and loan associations. The placement ofproceeds from bond issues in certificates of deposit is limited to financial institutions located within this State. \n \nRECEIVABLES \n \nReceivables consist ofgrant reimbursements due from Federal, State or other grantors for expenditures made but not reimbursed and other receivables disclosed from information available. Receivables are recorded when either the asset or revenue recognition criteria has been met. Receivables recorded on the general purpose financial statements do not include any amounts which would necessitate the need for an allowance for uncollectible receivables. \n \nPROPERTY TAXES \n \nThe Butts County Board of Commissioners fixed the property tax levy for the 1994 tax year (calendar year) on June 9, 1994 (levy date). Taxes were due on September 6, 1994. The lien date for property taxes was January I, 1994. Taxes collected within the current fiscal year or within 60 days after year-end are reported as revenue in fiscal year 1995 since their collection meets the criteria of GASB codification section P70. l 03. The Butts County Tax Commissioner bills and collects the property taxes for the Board of Education, withholds 2.5% of taxes collected as a fee for tax collection, and remits the balance of taxes collected to the Board. \n \nTax millage rates levied for the 1994 tax year (calendar year) for the Butts County Board ofEducation were as follows (a mill equals $1 per thousand dollars of assessed value): \n \nSchool Operations School Bonds \n \n15.700 mills .254 mills \n \n15.954 mills \n \n- 11 - \n \n BUTTS COUNTY BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30, 1995 \n \nNote 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES \nINVENTORIES \nFOOD INVENTORIES Inventories of donated food commodities used in the preparation of meals are reported on the Combined Balance Sheet at their Federally assigned value. Purchased foods inventories are reported on the Combined Balance Sheet at cost. Donated food commodities are recorded as revenues and expenditures at the time commodity items are received. Purchased foods inventories are recorded as expenditures at the time of purchase. The inventories reported on the balance sheet for donated food commodities and for purchased foods are equally offset by reservations of fund balance which indicates that these amounts do not constitute \"available spendable resources\" even though they are a component of net current assets. \nCOMPENSATED ABSENCES \nCompensated absences represent obligations of the Board relating to employees' rights to receive compensation for future absences based upon service 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 ofthis obligation as this amount is deemed immaterial to the general purpose financial statements. \nHowever, the dollar value ofaccumulated compensated absences at June 30, which will be payable from future resources is material to the general purpose financial statements and has not been recorded in the General Long-Term Debt Account Group as required by generally accepted accounting principles. \nGENERAL OBLIGATION BONDS \nThe Board issues -general obligation bonds to provide funds for the acquisition and construction of major capital facilities. General obligation bonds are direct obligations and pledge the full faith and credit of the government. The outstanding amount of these bonds is recorded in the General Long-Term Debt Account Group. \nINTERFUND TRANSACTIONS \nThe Board has the following types of interfund transactions: \nReimbursements of expenditures initially made from a fund that are properly applicable to another fund, are recorded as expenditures in the reimbursing fund and as reductions of expenditures in the fund that is reimbursed. \nOperating transfers are recorded for all interfund transactions other than reimbursements. \n \n- 12 - \n \n BUTTS COUNTY BOARD OF EDUCATION \n \nEXIDBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30, 1995 \n \nNote 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES \nMEMORANDUM ONLY - TOTAL COLUMNS \nTotal 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. Neither are such data comparable to a consolidation. Interfund eliminations have not been made in the aggregation ofthis data. \nNote 2: DEPOSITS \nCOLLATERALIZATION 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 \nsurety bond, by guarantee ofinsurance, oi by collateral. The aggregate of the face value of such surety bond \nand the market value ofsecurities shall be equal to not less than 110 percent of the 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. \nAcceptable security for deposits consists of any one of or any combination of the following: \n(1) Surety bond signed by a surety company duly qualified and authorized to transact business within the State of Georgia, \n(2) Insurance on accounts provided by the Federal Deposit Insurance Corporation, \n(3) Bonds, bills, notes, certificates ofindebtedness or other direct obligations of the United States or of the State of Georgia, \n(4) Bonds, bills, notes, certificates ofindebtedness or other obligations of the counties or municipalities of the State of Georgia, \n(5) Bonds ofany 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,  \n(6) Industrial revenue bonds and bonds of development authorities created by the laws of the State of Georgia, and \n \n- 13 - \n \n BUTTS COUNTY BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30, 1995 \n \nNote 2: DEPOSITS \n \n(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. \n \nCATEGORIZATION OF DEPOSITS At June 30, 1995, the bank balances were $3,211,834.49. The amounts of the total bank balances are classified into three categories of credit risk: \n \nCategory 1 - Cash that is insured (e.g., Federal depository insurance) or collateralized with secrities held by the Board or by the Board's agent in the Board's name. \nCategory 2 - Cash collateralized with securities held by the pledging financial institution's trust department or agent in the Board's name. \nCategory 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 Board's name.) \n \nThe Board's deposits are classified by risk category at June 30, 1995, as follows: \nRisk Category \n1 2 3 \nTotal \nNote 3: NON-MONETARY TRANSACTIONS \n \nBank Balance $ 209,582.27 \n2,678,355.50 323,896.72 \n$3,211.834 49 \n \nThe Board receives food commodities from the United States Department of Agriculture (USDA) for school breakfast and lunch programs. These commodities are recorded at their Federally assigned value. See Note 1 - Inventories \n \nNote 4: RISK MANAGEMENT \n \nThe Board is exposed to various risks of loss related to torts; theft of, damage to, and destruction of assets; errors or omissions; job related illnesses or injuries to employees; natural .disaster; and unemployment compensation. \n \n- 14 - \n \n BUTTS COUNTY BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30, 1995 \n \nNote 4: RISK MANAGEMENT \n \nThe Board has obtained commercial insurance for risk ofloss associated with torts, assets, errors or omissions and natural disaster. The Board has neither significantly reduced coverage for these risks nor incurred losses (settlements) which exceeded the Board's insurance coverage in any of the past three years. \n \nThe Board is self-insured with regard to unemployment compensation claims. The Board accounts for claims within the General Fund with expenditures and liability being reported when it is probable that a loss has occurred, and the amount ofthat loss can be reasonably estimated. During the past two fiscal years, no claims have been paid. \n \nThe Board participates in the Georgia School Boards Association Workers' Compensation Fund, a public entity risk pool organized on July 1, 1992 to develop, implement, and administer a program of workers' compensation self-insurance for its member organizations. The Board pays an annual premium to the Fund for its general insurance coverage. Additional insurance coverage is provided through an agreement by the Fund with the Safety National Casualty Corporation to provide coverage for potential losses sustained by the Fund in excess of $250,000.00 loss per occurrence, up to the statutory limit. Also, should losses within the retained limit of $250,000.00 aggregate to more than eighty-five percent (85%) of the standard experience rated premium during the policy term, the policy with Safety National Casualty Corporation will pay the next $1,000,000.00 ofloss. \n \nNote 5: GENERAL LONG-TERM DEBT \n \nThe changes in General Long-Term Debt during the fiscal year ended June 30, 1995, were as follows: \n \nGeneral Obligation \nBonds \n \nBalance July 1, 1994 \n \n$ 105,000.00 \n \nDeductions \n \n50,000.00 \n \nBalance June 30, 1995 \n \n$ 55,000.00 \n \nAt June 30, 1995, payments due, by fiscal year which includes principal and interest for these items are as follows: \n \nFiscal Year Ended June 30 \n \nGeneral Obligation \nBonds \n \n1996 \n \n$ 60.087 50 \n \n- 15 - \n \n BUTTS COUNTY BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30, 1995 \n \nNote 6: CONTINGENT LIABILITIES \nAmounts received or receivable principally from the Federal government are subject to audit and review.by grantor agencies. This could result in requests for reimbursement to the grantor agency for any expenditures which are disallowed under grant terms. The Board believes that such disallowances, ifany, will be immaterial to its overall financial position. \nNote 7: ACCUMULATED EMPLOYEES' LEAVE \nAll employees annually earn sick leave days at a rate ofone and one-quarter (I .25) days per school month (for a total of 11.25 days for nine month personnel, 12.50 days for ten month personnel, 13.75 days for eleven month personnel, and 15 days for twelve month personnel). Unused leave days may be carried over from one year to the next until a total of sixty (60) days is accumulated. \nWhen an employee, who is eligible for renewal of employment, retires from the Butts County School System with a minimum of five consecutive years of service in the system immediately preceding retirement and is eligible to draw retirement from the applicable State retirement system, said employee shall receive thirty dollars for each day of earned but unused accumulated sick leave. \nTwelve month employees earn vacation at the rate often days per year (one day per 23 worked for 230 day employees; one day per 24 days worked for 240 day employees). Vacation days may be accumulated from year to year, but only to a maximum oftwenty (20) days. Employees will be paid at their current rate of pay, for vacation days earned but not taken at the time of resignation, retirement, or other termination of employment, up to a maximum often (10) days. See Note 1- Compensated Absences \nNote 8: RETIREMENT PLANS \nTEACHERS RETIREMENT SYSTEM OF GEORGIA (TRS) \nTRS PLAN DESCRIPTION Substantially all teachers, administrative and clerical personnel employed by local school systems are covered by the Teachers Retirement System of Georgia (TRS), which is a cost-sharing multiple employer public employee retirement system (PERS). \nTRS 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 creditable service, regardless ofage, 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 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. \n \n- 16 - \n \n BUTTS COUNTY BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30, 1995 \n \nNote 8: RETIREMENT PLANS \n \nRetirement benefits also include death and disability 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. \n \nMembers become fully vested after ten years of service. If a member terminates with less than ten years of service, no vesting ofemployer contributions occurs, but the member's contributions are refunded with interest. \n \nThe Board's payroll for employees covered by TRS for the year ended June 30, 1995, was $6,928,006.58; total payroll was $8,082,379.00. \n \nTRS CONTRIBUTIONS REQUIRED AND MADE Employees ofthe Board who are covered by TRS are required by State statute to contribute 5% oftheir gross earnings to TRS. The Board 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. For fiscal year 1995 that rate for employer contributions was 11.81%. The interest rate assumption (rate of return on investments) was 7.50%. \n \nTotal contributions made during fiscal year 1995 amounted to $1,164,598.53, ofwhich $818,197.32 was made by the Board and $346,401.21 was made by employees. These contributions represented 11.81 % (Board) and 5% (employees) of covered payroll. \n \nTRS 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 ofthe 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 among other PERS and among other employers. \n \nTotal unfunded pension benefit obligation ofTRS as ofJune 30, 1994, was as follows: \n \nTotal pension benefit obligation \n \n$15,313,743,000.00 \n \nNet assets available for benefits, at cost \n \n14,254,785,000.00 \n \nUnfunded pension benefit obligation \n \n$ 1,058,958,000.00 \n \n- 17 - \n \n BUTTS COUNTY BOARD OF EDUCATION \n \nEXl-llBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30, 1995 \n \nNote 8: RETIREMENT PLANS \nThe measurement ofthe total pension benefit obligation is based on an actuarial valuation as ofJune 30, 1994. Net assets available to pay pension benefits were valued as of the same date. TRS does not make separate measurements ofassets and pension benefit obligation for individual employers. \nTotal contributions from all employers to TRS for fiscal year ended June 30, 1995 were $565,117,811.00. The Board's contribution for the year ended June 30, 1995 of $818,197.32 was actuarially determined and represented .1448% of total contributions made by all participating employers. \nTen year historical trend information is presented in the 1995 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. \nPUBLIC SCHOOL EMPLOYEES RETIREMENT SYSTEM OF GEORGIA (PSERS) \nPSERS PLAN DESCRIPTION Substantially all bus drivers, maintenance, custodial, and lunchroom personnel employed by local school systems are covered by the Public School Employees Retirement System of Georgia (PSERS). All employer's contributions are made by the State of Georgia in accordance with State statute. \nPSERS provides in accordance with State statute service retirement, disability retirement and survivors benefits for its members. A member is eligible for normal service retirement after 10 years of service and attainment ofage 65. A member applying for service retirement with 10 years of service and retires between the ages of 60 and 65 receives a reduced benefit. Monthly retirement benefits paid to members are equal to $8.00 per month multiplied by the number ofyears of creditable service. Options are available for distribution of the member's monthly pension at a reduced rate to a designated beneficiary on the member's death. \nRetirement provisions include death and disability benefits. Disability benefits are the same as if the employee had retired at age 65 as long as the employee has 15 or more years of creditable service. Death benefits are dependent upon the number ofyears of service. Ifthere are less than ten years of service, a lump sum refund of the employee's contributions and interest are made to the beneficiary. If there are more than ten years of service, the beneficiary shall receive for life half of what the employee would have received upon retirement. \nMembers become fully vested after ten years of service. If a member terminates with less than ten years of service, no vesting ofemployer contributions occurs, but the member's contributions are refunded with interest. \nThere were 90 employees covered under PSERS for the year ended June 30, 1995. \n \n- 18 - \n \n BUTTS COUNTY BOARD OF EDUCATION \n \nEXIIlBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30, 1995 \n \nNote 8: RETIREMENT PLANS \nPSERS CONTRIBUTIONS REQUIRED AND MADE Covered employees are required by State statute to contribute $4.00 a month for the nine month school year. Unlike TRS, the Board makes no contribution to PSERS. The State of Georgia is required by statute to make employer contributions actuarially determined and approved and certified by the PSERS' Board of Trustees. Total contributions from employees ofthe Board made during fiscal year 1995 amounted to $2,940.00. Total contribution for all school systems made by the State of Georgia to PSERS for fiscal year ended June 30, 1995, was $9,162,000.00. \nNote 9: SURETY BONDS \nThe School Superintendent, Dr. Dennis L. Fordham, is bonded in the amount of $25,000.00 with the AutoOwners Insurance Company, Lansing, Michigan, their Bond No. 897618-03001570, on which premium was paid through July 1, 1996. \n \n- 19 - \n \n BUTTS COUNTY BOARD OF EDUCATION COMBINING BALANCE SHEET SPECIAL REVENUE FUND JUNE 30. 1995 \n \nASSETS \nCash and Cash Equivalents \nAccounts Receivable \nInventories Food Donated Commodities Purchased Food \nTotal Assets \nLIABILITIES AND FUND EQUITY LIABILITIES \nCash Overdraft Accounts Payable Salaries Payable Expired Grant Balances Payable Deferred Revenue \nTotal Liabilities \nFUND EQUITY \nFund Balances Reserved For Continuation of Federal Programs For Inventories Food Donated Commodities Purchased Food \nUnreserved Undesignated Total Fund Equity \nTotal Liabilities and Fund Equity \n \nSCHOOL FOOD \nSERVICES FUND \n \nSTATE PRESCHOOL HANDICAPPED \nPROGRAM \n \nLOTTERY PROGRAMS \n \nDRUG-FREE SCHOOLS AND COMMUNITIES \nACT \n \n$ 246,992.34 $ \n \n0.00 $ 364,618.35 $ \n \n2,590.04 \n \n9,606.52 \n \n1,080.00 \n \n14,335.94 12,009.35 \n \ns \n \n2e2,944.15 s____o_.oo_s \n \ns _ _ _ 365,698.35 \n \n2_.s_so_.04_ \n \n$ 1,625.50 21,256.52 \n$ 22,882.02 \n \n$ 16,748.51 $ \n331,705.30 17,244.54 \n$ 365,698.35 $ \n \n553.15 2,008.94 \n27.95 \n2,590.04 \n \n$ 14,335.94 12,009.35 \n \n$ 26,345.29 \n \n233,716.84 $ \n \n0.00 $ \n \n0.00 $ \n \n0.00 \n \n$ 260,062.13 $ \n \n0.00 $ \n \n0.00 $ \n \n0.00 \n \no_.oo_ s 2e2,944.1 s s _ _ _ _ s 365,698.35 s _ _ _2_.s_so_.04_ \n \nSee notes to the general purpose financial statements. \n \n-20- \n \n EXHIBITe \n \nELEMENTARY AND SECONDARY EDUCATION ACT \n \nTITLE II \n \nCHAPTER 1 \n \nEISENHOWER \n \nEDUCATION OF CHAPTER2 \n \nMATHEMATICS \n \nDEPRIVED \n \nBLOCK GRANT - AND SCIENCE \n \nCHILDREN FLOW THROUGH EDUCATION \n \nINDIVIDUALS WITH \n \nDISABILITIES EDUCATION ACT \n \nTITLE VI, B \n \nFLOW \n \nPRESCHOOL \n \nTHROUGH \n \nPROGRAM \n \nTOTALS JUNE 30, 1995 JUNE 30, 1994 \n \n$ \n \n13,847.42 $ \n \n0.00 $ \n \n0.00 \n \n$ \n \n0.00 $ 628,048.15 $ 298,323.23 \n \n81,182.40 \n \n$ \n \n18,487.00 \n \n110,355.92 \n \n143,823.n \n \n14,335.94 12,009.35 \n \n16,600.63 12,231.93 \n \n$ \n \nes,02S.a2 s _ _ _ _ _o_.oo_s _ _ _ _ _o._oo_s \n \n- - - - - 18,487.00 $ \n \n0.00 $ 764,749.36 $ 470,979.56 \n \n$ \n \n9,169.47 \n \n33,060.62 \n \n2,017.31 \n \n$ \n \n44,247.40 \n \n$ \n \n8,912.82 \n \n2,139.92 \n \n5,007.42 \n \n2,426.84 \n \n$ \n \n18,487.00 \n \n$ \n \n8,912.82 $ \n \n30,236.55 \n \n61,333.50 \n \n336,1n.4o \n \n17,244.54 \n \n27,308.33 15,908.55 n,374.33 64,958.86 2,260.33 \n \n$ 453,904.81 $ 187,810.40 \n \n$ \n \n50,782.42 \n \n$ \n \n50,782.42 \n \n0.00 $ \n \n$ \n \n50,782.42 $ \n \n$ \n \n95,029.82 $ \n \n0.00 $ 0.00 $ \n \n0.00 $ 0.00 $ \n \n0.00 $ 0.00 $ \n \n$ \n \n50,782.42 $ \n \n22,751.58 \n \n$ 0.00 0.00 $ \n \n14,335.94 12,009.35 \nn,121.11 s \n233,716.84 310,844.55 $ \n \n16,600.63 12,231.90 51,584.11 \n231,585.05 283,169.16 \n \no.oo s _ _ _ _o_.oo_ s \n \n1a,4a1.oo s _ _ _ _o_.oo_s 764,749.36 s 470,979.56 \n \n- 21  \n \n BUTTS COUNTY BOARD OF EDUCATION COMBINING STATEMENT OF REVENUES. EXPENDITURES AND CHANGES IN FUND BALANCES \nSPECIAL REVENUE FUND YEAR ENDED JUNE 30. 1995 \n \nREVENUES \nState Funds Federal Funds Local and Other Funds \nTotal Revenues \nEXPENDITURES \nCurrent Instruction Support Services Pupil Services Improvement of Instructional Services Educational Media Services General Administration Maintenance and Operation of Plant Student Transportation Services Central Support Services Other Support Services Food Services Operation \nTotal Expenditures \nExcess of Revenues over (under) Expenditures \nOTHER FINANCING SOURCES \nOperating Transfers In \nExcess of Revenues and Other Financing Sources over (under) Expenditures \nFUND BALANCE JULY 1 \nFood Inventory - Net Change in Period Donated Commodities Purchased Food \nFUND BALANCE JUNE 30 \n \nSCHOOL \nFOOD \nSERVICES \nFUND \n \nSTATE \nPRESCHOOL \nHANDICAPPED \nPROGRAM \n \nLOTTERY PROGRAMS \n \nDRUG-FREE SCHOOLS AND COMMUNITIES \nACT \n \n$ 65,930.00 $ 607,229.12 249,250.78 \n$ 922,409.90 $ \n \n29,093.00 $ 448,363.70 $ \n29,093.00 $ 448,363.70 $ \n \n15,500.05 15,500.05 \n \n$ \n \n$ 920,278.08 \n \n$ 920,278.08 $ \n \n$ \n \n2,131.82 $ \n \n$ 324,322.12 \n \n31,039.10 $ 939.75 \n73,261.23 \n \n29,093.00 \n \n17,291.89 3,614.47 \n222.67 \n \n29,093.00 $ 450,691.23 $ 0.00 $ -2,327.53 $ \n \n15,500.05 \n15,500.05 0.00 \n \n$ \n \n2,131.82 $ \n \n260,417.58 \n \n-2,264.69 -222.58 \n \n$ 260,062.13 $ \n \n2,327.53 \n \n0.00 $ 0.00 \n \n0.00 $ 0.00 \n \n0.00 0.00 \n \n0.00 $ \n \n------ 0.00 $ \n \n0.00 \n \nSee notes to the general purpose financial statements. \n \n-22- \n \n EXHIBIT\"F\" \n \nELEMENTARY AND SECONDARY EDUCATION ACT \n \nTITLE II - \n \nCHAPTER 1 \n \nEISENHOWER \n \nEDUCATION OF \n \nCHAPTER 2 \n \nMATHEMATICS \n \nDEPRIVED \n \nBLOCK GRANT - AND SCIENCE \n \nCHILDREN \n \nFLOW THROUGH EDUCATION \n \nINDIVIDUALS WITH \n \nDISABILITIES EDUCATION ACT \n \nTITLE VI, B \n \nFLOW \n \nPRESCHOOL \n \nTHROUGH \n \nPROGRAM \n \nTOTALS YEAR ENDED JUNE 30, 1995 JUNE 30, 1994 \n \n$ \n \n352,656.11 $ \n \n18,728.00 $ \n \n-162.04 $ \n \n66,297.16 $ \n \n$ 30,100.00 \n \n543,386.70 $ 1,090,348.40 \n249,250.78 \n \n167,046.69 1,143,730.35 \n240,429.32 \n \n$ \n \n352,656.11 $ _ _ _18;..:.,7_2_8._00_ $ _ _ _-1_62_._04_ $ 66,297.16 $ 30,100.00 $ 1,882,985.88 $ 1,551,206.36 \n \n$ \n \n232,903.12 $ \n \n1,596.42 19,509.38 \n \n7,258.44 5,356.00 7,200.00 \n \n35,944.97 3,639.76 \n \n$ \n \n313,408.09 $ \n \n$ \n \n39,248.02 $ \n \n18,679.32 $ \n 48.68 \n18,728.00 $ 0.00 $ \n \n$ 11,055.14 \n11,055.14 $ -11,217.18 $ \n \n46,011.10 16,271.00 $ \n350.55 3,780.00 \n66,412.65 $ -115.49 $ \n \n$ 30,100.00 \n30,100.00 $ 0.00 $ \n \n621,915.66 $ \n \n550,212.77 \n \n94,506.57 31,504.27 73,261.23 \n7,657.67 22,647.89 14,594.47 29,093.00 36,167.64 923,917.84 \n \n35,348.60 12,231.17 \n2,399.00 7,810.71 4,192.40 42,976.17 26,163.00 40,094.13 888,654.57 \n \n1,855,266.24 $ 1,(;110,082.52 \n \n27,719.64 $ \n \n-58,876.16 \n \n$ \n \n39,248.02 $ \n \n11,534.40 \n \n0.00 $ 0.00 \n \n-11,217.18 $ 11,217.18 \n \n115.49 \n0.00 $ 0.00 \n \n$ \n \n50,782.42 $ _ _ _ _ _o_.oo_ $ _ \n \n0.00 $ \n \n0.00 $ \n \n2,443.02 \n \n313.18 \n \n0.00 $ 0.00 \n \n30,162.66 $ 283,169.16 \n \n-58,562.98 350,850.84 \n \n-2,264.69 -222.58 \n \n-9,488.43 369.73 \n \n0.00 $ \n \n310,844.55 $ \n \n283,169.16 \n \n-23- \n \n BUTTS COUNTY BOARD OF EDUCATION SCHEDULE OF FEDERAL FJNANCJAL ASSISTANCE \nYEAR ENDED JUNE 30 1995 \n \nSCHEDULE 1 \n \nFUNDING AGENCY PROGRAM/GRANT \n \nCFDA \n \nAWARDS \n \nNUMBER IN PERIOD \n \nFEDERAL FUNDS RECEIVED IN PERIOD(NET OF REFUNDS} \n \nFEDERAL REVENUE IN PERIOD \n \nEXPENDITURES IN PERIOD \n \nAgriculture, U. S. Department of Through Georgia Department of Education Food and Nutrition Program Child and Adult Care Food Program 1995 Contract Food Services School Breakfast Program 1994 Grant 1995 Grant National School Lunch Program 1994 Grant 1995 Grant Food Distribution Program (1) \n \n10.558 $ \n \n1,544.69 $ \n \n10.553 10.553 \n 10.555  10.555 \n10.550 \n \n123,701.92 \n411,872.16 701110.35 \n \n1,544.69 $ \n \n1,544.69 \n \n(2) \n \n15,363.16 118,613.41 \n3,887.71 407,354.15 NIA \n \n123,701.92 \n \n(2) \n \n411,872.16 $ 701110.35 \n \n850,167.73 (3) 701110.35 \n \nTotal U.S. Department of Agriculture \n \n$ 6071229.12 $ \n \n546z763.12 $ 6071229.12 $ \n \n9201278.08 \n \nEducation, U. S. Department of \n \nThrough Georgia Department of Education \n \nElementary and Secondary Education Act \n \nChapter 1 \n \nEducation of Deprived Children \n \n1993 Carry-Over \n \n 84.010 \n \n1994 Regular \n \n 84.010 \n \n1994Summer \n \n 84.010 \n \n1994 Carry-Over \n \n 84.010 $ \n \n1995 Regular \n \n* 84.010 \n \n1995Summer \n \n* 84.010 \n \nChapter2 \n \nBlock Grant  Flow Through \n \n1995 Regular \n \n84.151 \n \nTitle II \n \nEisenhower Mathematics and Science \n \nEducation \n \n1994 Regular \n \n84.164 \n \nIndividuals with Disabilities Education Act \n \nTilleVl,B \n \nFlow Through \n \n1994 Regular \n \n84.027 \n \n1994 Carry-Over \n \n84.027 \n \n1995 Regular \n \n84.027 \n \nPreschool Program \n \n1994 Regular \n \n84.173 \n \n1995 Regular \n \n84.173 \n \nVocational Education - Basic Grants lo States \n \nHigh School Program \n \nBasic Grant \n \n1994 Grant \n \n84.048 \n \n1995 Grant \n \n84.048 \n \nConsumer and Homemaking Education \n \n1995 Contract \n \n84.049 \n \nTech-Prep Education \n \n1994 Grant \n \n84.243 \n \n1995 Grant \n \n84.243 \n \n$ 51,615.00 259,299.00 61,731.00 18,728.00 \n8,434.00 87,210.00 30,100.00 \n36,749.97 20,395.90 22,914.50 \n \n21,556.00 17,556.17 37,053.02 $ 51,615.00 222,823.00 \n \n-946.98 $ 51,615.00 248,962.69 53,025.40 \n \n10,587.42 51,615.00 248,962.69 2,242.98 \n \n18,728.00 \n \n18,728.00 \n \n18,728.00 \n \n11,180.96 \n \n-162.04 \n \n11,055.14 \n \n27,414.58 6,982.00 \n43,255.00 \n3,965.00 30,100.00 \n \n8,434.00 57,863.16 \n30,100.00 \n \n8,549.49 (3) 57,863.16 \n30,100.00 \n \n1,063.69 \n \n31,445.47 \n \n36,749.47 \n \n(4) \n \n20,395.90 \n \n20,395.90 \n \n(4) \n \n31,277.96 \n \n22,914.50 \n \n22,914.50 \n \n(4) \n \n- 24 - \n \n BUTTS COUNTY BOARD OF EDUCATION SCHEDULE OF FEDERAL FINANCIAL ASSISTANCE \nYEAR ENDED JUNE 30, 1995 \n \nFUNDING AGENCY \nPROGRAM/GRANT \nEducation, U.S. Department of Through Griffin Regional Educational Service Agency Drug-Free Schools and Communities Act 1995 Grant \nTotal U. S. Department of Education \nFederal Emergency Management Agency Through Office of the Governor Disaster Assistance \n \nCFDA NUMBER \n \nAWARDS IN PERIOD \n \nFEDERAL FUNDS RECEIVED IN PERIOD(NET OF REFUNDS} \n \nFEDERAL REVENUE IN PERIOD \n \nEXPENDITURES IN PERIOD \n \n84.186 $ $ \n \n151528.00 $ 612?05.37 $ \n \n151528.00 $ 6141854.25 $ \n \n151500.05 $ 5631179.15 $ \n \n151500.05 4551203.93 \n \n83.516 $ 45,665.70 $ \n \n12,521.18 $ 45,665.70 \n \n(4) \n \nTotal Federal Financial Assistance \n \n$ 112651600.19 $ \n \n1I1741138.55 $ 112161073.97 $ 113751482.01 \n \nMajor Programs are identified by an asterisk (*) In front of the CFDA number. \n(1) The amounts shown for the Food Distribution Program represents the Federally assigned value of nonmonetary assistance for donated commodities received and/or consumed by the system during the current fiscal year. \n(2) Expenditures for the Child and Adult Care Food Program and the School Breakfast Program were not maintained separately and are included in the 1995 National School Lunch Program. \n(3) Expenditures for this program include State, and/or Local and Other Funds. Expenditures are not maintained by fund source. \n(4) Expenditures on this program were not maintained by fund source. \n \nSee notes to the general purpose financial statements. \n \n 25  \n \n BUTTS COUNTY BOARD OF EDUCATION CASH AND CASH EQUIVALENTS JUNE 30, 1995 \n \nSCHEDULE \"2\" \n \nNONINTEREST BEARING ACCOUNTS \nMcIntosh State Bank, Jackson, Georgia \nINTEREST BEARING ACCOUNTS \nMcIntosh State Bank, Jackson, Georgia \nCertificate of Deposit No. 11688 (5.65%) Commercial Checking Account (2.45%) Passbook Savings Account (3.00%) \nNationsBank, Jackson, Georgia \nCertificates of Deposit No. 747362 (6.05%) No. 763033 (5.80%) No. 763034 (5.76%) No. 763169 (5.68%) \nCommercial Checking Account (Variable) \n \n$ \n \n10,006.62 \n \n$ 250,000.00 146,995.90 9,964.95 \n \n406,960.85 \n \n$ 100,000.00 250,000.00 250,000.00 900,000.00 614,621.66 \n \n2,114,621.66 \n \n$ 2,531,589.13 \n \nSee notes to the general purpose financial statements. - 26 - \n \n BUTTS COUNTY BOARD OF EDUCATION ACCOUNTS RECEIVABLE JUNE 30. 1995 \n \nSCHEDULE \"3\" \n \nButts County Tax Commissioner \n \nCounty Wide Bond Tax \n \nCounty Wide School Tax \n \n$ \n \nEducation, Georgia Department of Foocl Services School Breakfast Program National School Lunch Program Vocational Education Federal Funds Lottery Program Distant Leaming Federal Programs ESEA - Chapter 1 Education of Deprived Children Individuals with Disabilities Education Act Title VI, B - Flow Through \n \nOffice of the Governor Disaster Assistance State Funds Federal Funds \n \nGOVERNMENTAL FUND TYPES \n \nSPECIAL \n \nDEBT \n \nGENERAL \n \nREVENUE \n \nSERVICE \n \nFUND \n \nFUND \n \nFUND \n \n927,283.40 \n \n$ \n \n12,515.55 $ \n \n$ 5,304.00 \n \n5,088.51 4,518.01 \n1,080.00 \n81,182.40 18,487.00 \n \n3,682.73 33,144.52 \n \nTOTAL \n12,515.55 927,283.40 \n5,088.51 4,518.01 5,304.00 1,080.00 \n81,182.40 18,487.00 \n3,682.73 33,144.52 \n \n$ \n \n969,414.65 $ \n \n110,355.92 $ \n \n12,515.55 $ =====1=,09=2=,2=8=6=.1=2 \n \nSee notes to the general purpose financial statements. \n \n- 27 - \n \n BUTTS COUNTY BOARD OF EDUCATION DEBT SERVICE REQUIREMENTS TO MATURITY \nJUNE 30, 1995 \n \nSCHEDULE \"4\" \n \nPAYMENTS DUE IN FISCAL YEAR ENDING JUNE 30 \n1996 \nCHANGES IN GENERAL LONG-TERM DEBT Bonds Payable at July 1, 1994 Bonds Retired During Period \n \nTOTAL DEBT SERVICE \n \n1981 ISSUE \n \nINTEREST \n \nPRINCIPAL \n \n$ \n \n60,087.50 $ \n \n5,087.50 $ ====5=5=,00=0=.0=0 \n \n1981 ISSUE \n \n$ \n \n105,000.00 \n \n50,000.00 \n \nBonds Payable at June 30, 1995 \nMATURITY DATES Semi-Annual Interest Payment Dates Annual Debt Retirement Date \n \n$ ====5=5=,00=0=.0=0 \nAPR 1-OCT 1 APR 1 \n \nSee notes to the general purpose financial statements. \n- 28 - \n \n BUTTS COUNTY BOARD OF EDUCATION SCHEDULE OF STATE REVENUE YEAR ENDED JUNE 30. 1995 \n \nSCHEDULE s- \n \nAGENCYIFUNDING \nGRANTS Education, Georgia Department of Quality Basic Education General and Career Education Programs Special Education Programs Remedial Education Program Media Center Programs Staff Development Programs Indirect Cost Pupil Transportation Regular Bus Replacement Middle School Incentive Special Instructional Assistance In-School Suspension Mid-term Adjustment School Counselors Grades 4 and 5 Superintendent's Base Salary Local Fair Share Educational Equalization Funding Grant Food Services Vocational Education Other State Programs At-Risk Summer School Program Governor's Emergency Funds (1) Innovative Programs Mentor Teacher Program Preschool Handicapped Program Remedial Summer School Program Teachers' Retirement Lottery Programs Algebra Classrooms Distant Learning Instructional Technology Media Center and Library Equipment Pre-Kindergarten Program \nHuman Resources, Georgia Department of Inclusion Grant \nOffice of the Governor Disaster Assistance \nOTHER Education, Georgia Department of Reimbursement for Student Information System \n \nGOVERNMENTAL FUND TYPES \n \nSPECIAL \n \nGENERAL \n \nREVENUE \n \nFUND \n \nFUND \n \nTOTAL \n \n$ 4,836,982.00 606,557.00 97,280.00 207,397.00 66,354.00 \n1,412,729.00 \n257,042.00 81,840.00 \n205,838.00 286,741.25 \n66,770.00 276,089.00 \n19,971.00 4,483.00 -1,030,869.00 549,096.00 \n$ 7,821.65 \n2,481.13 10,000.00 4,800.00 2,760.00 \n1,760.04 5,524.60 \n \n$ \n65,930.00 \n29,093.00 1,983.10 3,587.50 95,425.40 67,601.00 279,766.70 \n \n4,836,982.00 606,557.00 97,280.00 207,397.00 66,354.00 \n1,412,729.00 \n257,042.00 81,840.00 \n205,838.00 286,741.25 \n66,770.00 276,089.00 \n19,971.00 4,483.00 \n-1,030,869.00 549,096.00 65,930.00 7,821.65 \n2,481.13 10,000.00 4,800.00 2,760.00 29,093.00 1,760.04 5,524.60 \n1,983.10 3,587.50 95,425.40 67,601.00 279,766.70 \n \n1,200.24 4,910.30 \n \n1,200.24 4,910.30 \n \n1,000.00 \n \n1,000.00 \n \n(1) The purpose of these funds is for a vehicle purchase for the Jackson High School Band. \nSee notes to the general purpose financial statements. \n \n$ 7,986,558.21 $ \n \n543,386.70 s_.....;;s_,.s_29.;.:.,...,s4.;..;4;.;.s.;.1 \n \n- 29 - \n \n Taxes County Wide Bond Tax County Wide School Tax Railroad Car Tax Real Estate Transfer Tax \nOther After School Program Indirect Cost Special Revenue Fund Interest Earned Sales Adult Meals Lunches and Breakfast Supplemental School Assets Tuition Other \n \nBUTTS COUNTY BOARD OF EDUCATION SCHEDULE OF LOCAL AND OTHER REVENUE \nYEAR ENDED JUNE 30, 1995 \n \nSCHEDULE \"6\" \n \nGOVERNMENTAL FUND TYPES \n \nSPECIAL \n \nDEBT \n \nGENERAL \n \nREVENUE \n \nSERVICE \n \nFUND \n \nFUND \n \nFUND \n \nTOTAL \n \n$ 3,453,668.81 5,177.28 \n12,972.85 \n \n$ \n \n55,252.97 $ \n \n55,252.97 \n \n3,453,668.81 \n \n83.76 \n \n5,261.04 \n \n209.88 \n \n13,182.73 \n \n16,273.32 5,272.49 \n111,036.40 $ \n18,822.12 8,035.00 \n15,462.87 \n \n7,366.76 \n40,523.55 184,490.41 \n16,870.06 \n \n498.48 \n \n16,273.32 \n5,272.49 118,901.64 \n40,523.55 184,490.41 \n16,870.06 18,822.12 \n8,035.00 15,462.87 \n \n$ 3,646,721.14 $ 249,250.78 $ \n \n56,045.09 $ 3,952,017.01 \n \nSee notes to the general purpose financial statements. \n \n- 30 - \n \n BUTTS COUNTY BOARD OF EDUCATION SCHEDULE OF EXPENDITURES BY OBJECT GENERAL, SPECIAL REVENUE AND CAPITAL PROJECTS FUNDS \nYEAR ENDED JUNE 30, 1995 \n \nSCHEDULE '7\" \n \nEXPENDITURES \nOperating Costs Salaries Employee Benefits Travel of Employees Professional and Technical Services Compensation and Travel of Board Members Water, Sewer and Cleaning Services Repair and Maintenance Services Rents Insurance Communications Commodity Hauling Shared Services Other Purchased Services Supplies Energy Food Usage Books, Textbooks and Periodicals Dues and Fees Federal Indirect Costs Other Expenditures \nNonoperating Costs Building and Building Improvements Equipment \n \nGENERAL FUND \n \nSPECIAL REVENUE \nFUND \n \nCAPITAL PROJECTS \nFUND \n \nTOTAL \n \n$ 7,392,569.15 $ 689,809.85 \n \n2,068,090.74 \n \n174,700.51 \n \n12,525.72 \n \n3,666.04 \n \n72,457.03 \n \n61,871.35 \n \n12,676.89 \n \n33,606.54 \n \n218,462.47 \n \n16,040.09 \n \n4,370.00 \n \n12,266.87 \n \n114,340.04 \n \n31,515.60 \n \n105.95 \n \n4,777.92 \n \n178,142.36 \n \n10,720.00 \n \n108,660.06 \n \n569,011.81 \n \n112,210.14 \n \n359,765.22 \n \n5,181.16 \n \n485,106.08 \n \n192,811.79 \n \n4,586.23 \n \n20,262.00 \n \n8,674.05 \n \n5,272.49 \n \n18,068.20 \n \n5,844.79 \n \n322,409.06 \n \n$ \n156.472.66 \n \n$ 8,082,379.00 2,242,791.25 16,191.76 134,328.38 12,676.89 33,606.54 234,502.56 16,636.87 114,340.04 31,621.55 4,777.92 178,142.36 119,400.06 681,221.95 364,946.38 485,106.08 197,398.02 28,936.05 5,272.49 23,912.99 \n \n8,000.00 \n \n8,000.00 478,881.72 \n \nTotal Expenditures \n \n$ 11,631,804.62 $ 1,855,266.24 $ \n \n8,000.00 $ 13,495,070.86 \n \nSee notes to the general purpose financial statements. \n \n- 31 - \n \n f,!UTTS !..Q!.!ND: f,!QARQ QE EDlJCATl~ \nl:.t!EDULE OF 1;2iel;NQITURES fill Qf.!,!E!;.I \nLQTTERY PRQgBe,MS \nYEAR ENDED JUNE 30 1995 \n \nSCHEOULE\"II\" \n \nALGEBRA CLASSROOMS \n \nDISTANT LEARNING \n \nINSTRUCTIONAL TECHNOLOGY \n \nMEDIA CENTER AND \nLIBRARY EQUIPMENT \n \nPRE-KINDERGARTEN PROGRAM \n \nEXPENQITURES \n \nOperating Costs \n \nSalaries \n \nEmployee Benefits \n \nTravel of Employees \n \nProfessional and Technical Services \n \nRents \n \nOther Purchased Services \n \nSupplies \n \n$ \n \nEnergy \n \nBooks, Textbooks and Periodicals \n \nDues and Fees \n \nOther Expenditures \n \n$ \n \n960.00 \n \n2,124.65 \n \n2,863.90 $ \n \n$ \n \n1,901.94 $ \n \n21,716.38 \n \n107,175.80 $ 15,844.34 978.36 1,245.78 12,098.14 94,459.06 25,805.80 5,181.16 1,605.52 33.00 224.74 \n \nNonoperating Costs Equipment \n \n1,250.00 \n \n93 636.71 \n \n46470.95 \n \n15115.00 \n \nTOTAL \n107,175.80 15,844.34 978.36 2,205.78 12,098.14 94,459.06 54,412.67 5,181.16 1,605.52 33.00 224.74 \n156,472.66 \n \nTotal Expenditures \n \n$ \n \n2 124.65 $ 51073.90 $ \n \n9553865 $ \n \n68187.33 $ \n \n279766.70 $ 4501691.23 \n \nSee notes to the general purpose financial statements. \n \n- 32 - \n \n BUTTS COUNTY BOARD OF EDUCATION ANALYSIS OF MINIMUM EXPENDITURE REQUIREMENTS - OVERALL \nGENERAL FUND - QUALITY BASIC EDUCATION PROGRAMS YEAR ENDED JUNE 30, 1995 \n \nSCHEDULE \"9\" \n \nMinimum Expenditure Requirements (Total Allotment) Expenditures on Combined Program Basis \nSalaries Operations \nLess: Expenditures for Media Center Programs in Excess of Total Media Allotment \nExpenditures per Audit \nAmount of Underexpenditure for Total Allotment \n \nTHIRTEEN WEIGHTED AND MEDIA CENTER \nPROGRAMS \n \n100% TEST FOR OPERATIONS PORTION OF THIRTEEN WEIGHTED PROGRAMS \n \n$ 6,024,295.00 $ \n \n200,828.00 \n \n$ 6,405,739.41 \n \n------'--- 566,697.99 $ \n \n480,329.85 \n \n$ 6,972,437.40 \n \n-120,986.89 $ 6,851,450.51 \n \n$ \n \no.oo $=====o=.o=o \n \nSee notes to the general purpose financial statements. - 33 - \n \n BUTTS COUNTY BOARD Of EQUCATION \nANALYSIS OF MINIMUM EXPENDITURE REQUIREMENTS BY PROGRAM \nGENERAL FUND OUALITY BASIC EQUCATION PROGRAMS \nYEAR ENDED JUNE 30 1995 \n \nGEN~L At::ID ~REER EDUCAT!QN PROGRAMS Kindergarten (\") Grades 1  3 (\") Sub-Total  K-3 Grades 4 - 5 (\") Grades 6 - 8 (\") Grades 9 - 12 (\") High School Laboratories (\") Vocational Education Laboratories (\") Total General and career Education Programs \nSPECIAL EDUCATIQt::I PROGRAMS Regular Programs category I (\") category II (\") category JII (\") category JV (\") Sub-Total - Regular \ncategory v (Gifted) (\") \nTotal Special Education Programs \nREMEDIAL EDUCATIQN PRQGRAM 11 \nTotal Thirteen Weighted Programs MEDIA CENTER PRQGRAMS \nSalaries Operations \nTotal Media Center Programs \nTotal Thirteen Weighted and Media Center Programs \n \nSTAFF DEVELOPMENT PROGRAMS \nCost of Instruction Professional Development \n \nTotal Staff Development \n \n0 () \n \nIdentifies Thirteen Weighted \n \nPrograms. \n \nALLOTMENTS FROM DEPARTMENT OF EDUCATION \n \nREQUIRED \n \nORIGINAL _!,_ \n \nORIGINAL \n \nMID-TERM \n \n$ \n \n490,488.00 \n \ns s 441,439.20 \n \n1,295,800.00 \n \n1,166,220.00 \n \ns $ 1,786,288.00 90 \n \n1,607,659.20 \n \n671,590.00 90 1,156,652.00 90 \n \n604,431.00 \ns 1,040,986.80 \n \n661,802.00 90 \n \n595,621.80 \n \n292,351.00 90 \n \n263,115.90 \n \n268,299.00 90 \n \n241,469.10 \n \n$ 4,836,982.00 \n \ns 4,353,283.80 $ \n \n0.00 \n200,000.00 76.079.00 \n276,079.00 \n \ns \n \n595,125.00 \n \ns \n \n535,612.50 S \n \n0.00 \n \n$ \n \ns 595,125.00 90 \n \n535,612.50 $ \n \n11,432.00 90 \n \n10,288.80 \n \n$ \n \n606,557.00 \n \n$ \n \ns 545,901.30 \n \n$ \n \n97,280.00 90 $ \n \n87,552.00 $ \n \ns 5,540,819.00 \n \ns 4,986,737.10 $ \n \n0.00 \n0.00 0.00 276,079.00 \n \n$ \n \ns 162,025.00 90 \n \n145,822.50 $ \n \n0.00 \n \n45,372.00 90 \n \n40,834.80 \n \n$ \n \n207,397.00 \n \n$ \n \n186,657.30 $ \n \n0.00 \n \n$ 5.748,216.00 \n \ns 5,173,394.40 $ \n \n276,079.00 \n \ns \n \n15,641.00 \n \ns \n \ns 15,641.00 \n \n0.00 \n \n50.713.00 \n \n50,713.00 \n \n0.00 \n \n$ \n \n66,354.00 100 $ \n \n66,354.00 $ \n \n0.00 \n \nSee notes to the general purpose financial statements. \n \n- 34 - \n \n SCHEDULE\"10\" \n \nTOTAL REQUIRED \n \nACTUAL EXPENDITURES \n \nSALARIES \n \nOPERATIONS \n \nTOTAL \n \nAMOUNT OF UNDEREXPENDITURE \nFOR REQUIRED ALLOTMENT \n \ns \n \n441,439.20 s \n \n547,219.45 s \n \n23,938.10 s \n \n571,157.55 \n \n1,166,220.00 \n \n1,349,923.79 \n \n60,367.98 \n \n1,410,291.77 \n \ns 1,607,659.20 s 1,897,143.24 s \n \n84,306.08 s 1,981,449.32 s \n \n0.00 \n \n604,431.00 \n \n717,619.53 \n \n26,008.84 \n \n743,628.37 \n \n0.00 \n \n1,240,986.80 \n \n1,278,798.53 \n \n141,534.08 \n \n1,420,332.61 \n \n0.00 \n \n595,621.80 \n \n835,339.37 \n \n85,212.09 \n \n920,551.46 \n \n0.00 \n \n263,115.90 \n \n332,444.50 \n \n24,307.61 \n \n356,752.11 \n \n0.00 \n \n317,548.10 \n \n344,190.76 \n \n85,154.21 \n \n429,344.97 \n \n0.00 \n \ns $ 4,629,362.80 \n \n5,405,535.93 $ \n \n446,522.91 $ 5,852,058.84 \n \n$ \n \n535,612.50 \n \n$ \n \ns \n259,211.90 \n291,670.39 \n26,823.98 \n \n748.89 s \n19,062.66 11,774.49 \n1,236.46 \n \n748.89 278,274.56 303,444.88 28,060.44 \n \n$ \n \n535,612.50 $ \n \n577,706.27 $ \n \n32,822.50 $ \n \n610,528.77 \n \n0.00 \n \n10,288.80 \n \n44,675.27 \n \n597.99 \n \n45,273.26 \n \n0.00 \n \n$ \n \n545,901.30 $ \n \n622,381.54 $ \n \n33,420.49 $ \n \n655,802.03 \n \n$ \n \n87,552.00 $ \n \n135,806.19 $ \n \n386.45 $ \n \n136,192.64 \n \n0.00 \n \ns $ 5,262,816.10 \n \n6,163,723.66 $ \n \n480,329.85 $ 6,644,053.51 \n \n$ \n \n145,822.50 s \n \n242,015.75 \n \ns \n \n242,015.75 \n \n0.00 \n \n40,834.80 \n \n$ \n \n86,368.14 \n \n86,368.14 \n \n0.00 \n \n$ \n \n186,657.30 $ \n \n242,015.75 $ \n \n86,368.14 $ \n \n328,383.89 \n \n$ 5,449,473.40 S 6,405,739.41 $ \n \n566,697.99 $ 6,972,437.40 $ \n \n0.00 \n \n$ \n \n15,641.00 \n \n50,713.00 \n \ns _ _ _66.,..3_54_.oo_ \n \n$ \n \n48,191.91 $ \n \n48,191.91 \n \n28,268.70 \n \n28,268.70 \n \n$ \n \n76,460.61 $ \n \n76,460.61 s _ _ _ _ _ _o_.oo_ \n \n- 35 - \n \n BUTTS COUNTY BOARD OF EDUCATION SCHEDULE OF COMPENSATION AND TRAVEL OF BOARD MEMBERS \nYEAR ENDED JUNE 30, 1995 \n \nSCHEDULE 11 \n \nBOARD MEMBER ADDRESS \nMr. Ernest Battle, Chairman (*) 826 Chestnut Drive Jackson, Georgia 30233 \nMr. Joe Brown, Jr. (*) 2248 West Highway 36 Jackson, Georgia 30233 \nMr. Millard Daniel (*) 461 Four Points Road Jackson, Georgia 30233 \nMr. Jesse Duffey (*) 231 Alta Vista Drive Jackson, Georgia 30233 \nMr. Larry Morgan (*) 263 Jim McMichael Road Jackson, Georgia 30233 \nMs. Kay Pippen 774 McCaskill Drive Jackson, Georgia 30233 \n \nCOMPENSATION \n \nTRAVEL \n \n$ \n \n2,200.00 \n \n1,200.00 \n \n2,300.00 $ \n \n1,825.26 \n \n2,000.00 \n \n298.50 \n \n2,100.00 \n \n11.13 \n \n700.00 \n \n42.00 \n \n(*) Denotes Board Members Serving as of June 30, 1995 \n \n$ \n \n10,500.00 $===2'=17=6=.8=9 \n \nSee notes to the general purpose financial statements. \n \n- 36 - \n \n SECTION II COMPLIANCE \n \n CLAUDE L. VICKERS \nSTATE AUDITOR \n(404) 656-2174 \n \nDEPARTMENT OF AUDITS AND ACCOUNTS \n254 Washington Street, S.W., Suite 214 Atlanta, Georgia 30334-8400 \nAugust 27, 1996 \n \nHonorable Zell Miller, Governor Members of the General Assembly Members of the State Board ofEducation \nand Superintendent and Members of the Butts County Board ofEducation \nCOMPLIANCE REPORT BASED ON AN AUDIT OF THE FINANCIAL STATEMENTS PERFORMED IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS \nLadies and Gentlemen: \nWe have audited the general purpose financial statements of the Butts County Board of Education as of and for the year ended June 30, 1995, and have issued our report thereon dated August 27, 1996. This report was qualified for various departures from generally accepted accounting principles, as identified in the auditor's report on the general purpose financial statements. \nWe 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. \nCompliance with laws, regulations, contracts, and grants applicable to Butts County Board of Education is the responsibility of the Board'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 Board'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 n9t express such an opinion. \nThe results of our tests disclosed no instances of noncompliance that are required to be reported herein under Government Auditing Standards. \n \n95CRL-10 \n \n 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. \nRespectfully submitted, \nL~ \nClaude L. Vickers State Auditor \nCLV:jy 95CRL-10 \n \n CLAUDE L. VICKERS \nSTATE AUDITOR \n(404) 656-2174 \n \nDEPARTMENT OF AUDITS AND ACCOUNTS \n254 Washington Street, S.W., Suite 214 Atlanta, Georgia 30334-8400 \nAugust 27, 1996 \n \nHonorable Zell Miller, Governor Members of the General Assembly Members of the State Board ofEducation \nand Superintendent and Members of the Butts County Board ofEducation \n \nSINGLE AUDIT REPORT ON COMPLIANCE WITH THE GENERAL REQUIREMENTS APPLICABLE TO FEDERAL FINANCIAL ASSISTANCE PROGRAMS \n \nLadies and Gentlemen: \n \nWe have audited the general purpose financial statements of the Butts County Board of Education as of and for the year ended June 30, 1995, and have issued our report thereon dated August 27, 1996. This report was qualified for various departures from generally accepted accounting principles, as identified in the auditor's report on the general purpose financial statements. \n \nWe have applied procedures to test the Butts County Board of Education's compliance with the following requirements applicable to each of its Federal financial assistance programs, which are listed in the Schedule of Federal Financial Assistance, for the year ended June 30, 1995: \n \n(I) Political Activity \n \n(5) Allowable Costs/Cost Principles \n \n(2) Civil Rights \n \n(6) Audit Follow-Up/Resolution \n \n(3) Cash Management \n \n(7) Administrative Requirements \n \n(4) Federal Financial Reports \n \nOur 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 Board's compliance with the requirements listed in the preceding paragraph. Accordingly, we do not express such an opinion. \n \n95CRL-40 \n \n 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 Butts County Board ofEducation had not complied, in all material respects, with those requirements. \nThis report is intended for the information of management, the Federal cognizant audit agency and other Federal granter agencies. This restriction is not intended to limit the distribution of this report which is a matter of public record. \nRespectfully submitted, \nc:t~ \nClaude L. Vickers State Auditor \nCLV:jy 95CRL-40 \n \n CLAUDE L. VICKERS \nSTATE AUDITOR \n(404) 656-2174 \n \nDEPARTMENT OF AUDITS AND ACCOUNTS \n254 Washington Street, S.W., Suite 214 Atlanta, Georgia 30334-8400 \nAugust 27, 1996 \n \nHonorable Zell Miller, Governor Members of the General Assembly Members ofthe State Board ofEducation \nand Superintendent and Members ofthe Butts County Board ofEducation \n \nSINGLE AUDIT OPINION ON COMPLIANCE WITH SPECIFIC REQUIREMENTS APPLICABLE TO MAJOR FEDERAL FINANCIAL ASSISTANCE PROGRAMS \n \nLadies and Gentlemen: \n \nWe have audited the general purpose financial statements of the Butts County Board of Education as of and for the year ended June 30, 1995, and have issued our report thereon dated August 27, 1996. This report was qualified for various departures from generally accepted accounting principles, as identified in the auditor's report on the general purpose financial statements. \n \nWe have also audited the Butts County Board ofEducation's compliance with the requirements governing: \n \n(I) Types of Services Allowed or Unallowed \n \n(5) Applicable Special Tests and Provisions \n \n(2) Eligibility \n(3) Matching, Level ofEffort, and/or Earmarking \n \n(6) Other Requirement Claims for Advances and Reimbursements \n \n(4) Reporting \n \nThese requirements are applicable to the major Federal financial assistance programs, which are identified in the Schedule ofFederal Financial Assistance, for the year ended June 30, 1995. The management of the Butts County Board of Education is responsible for the Board's compliance with those requirements. Our responsibility is to express an opinion on compliance with those requirements based on our audit. \n \n95CRL-80 \n \n We conducted our audit ofcompliance in accordance with generally accepted auditing standards; Government Auditing Standards, issued by the Comptroller General ofthe United States; and Office ofManagement and Budget (0MB) Circular A-128, \"Audits of State and Local Governments\". Those standards and 0MB Circular A-128 require that we plan and perform the audit to obtain reasonable assurance about whether material noncompliance with the requirements referred to above occurred. An audit includes examining, on a test basis, evidence about the Butts County Board ofEducation's compliance with those requirements. We believe that our audit provides a reasonable basis for our opinion. \nIn our opinion, the Butts County Board ofEducation complied, in all material respects, with the requirements as disclosed in the second paragraph that are applicable to its major Federal financial assistance programs for the year ended June 30, 1995. \nThis 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. \nRespectfully submitted, \n~ \nClaude L. Vickers State Auditor \nCLV:jy 95CRL-80 \n \n CLAUDE L. VICKERS \nSTATE AUDITOR \n(404) 656-2174 \n \nDEPARTMENT OF AUDITS AND ACCOUNTS \n254 Washington Street, S.W., Suite 214 Atlanta, Georgia 30334-8400 \nAugust 27, 1996 \n \nHonorable Zell Miller, Governor Members of the General Assembly Members of the State Board ofEducation \nand Superintendent and Members ofthe Butts County Board ofEducation \n \nSINGLE AUDIT REPORT ON COMPLIANCE WITH SPECIFIC REQUIREMENTS APPLICABLE TO NONMAJOR FEDERAL FINANCIAL ASSISTANCE PROGRAM TRANSACTIONS \n \nLadies and Gentlemen: \n \nWe have audited the general purpose financial statements ofthe Butts County Board ofEducation as of and for the year ended June 30, 1995, and have issued our report thereon dated August 27, 1996. This report was qualified for various departures from generally accepted accounting principles, as identified in the auditor's report on the general purpose financial statements. \n \nIn connection with our audit of the fiscal year 1995 general purpose financial statements of the Butts County Board of Education and with our consideration of the Board's control structure used to administer Federal financial assistance programs, as required by Office of Managemenrand Budget (0MB) 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, 1995. As required by 0MB Circular A-128, we have performed auditing procedures on the selected transactions to test compliance with the requirements governmg: \n \n(1) Types of Services Allowed or Unallowed \n \n(2) Eligibility \n \nOur procedures were substantially less in scope than an audit, the objective of which is the expression of an opinion on the Butts County Board ofEducation's compliance with these requirements. Accordingly, we do not express such an opinion. \n \n95CRL-120 \n \n 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 Butts County Board ofEducation had not complied, in all material respects, with those requirements. \nThis 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. \na ~ Respectfully submitted, \nClaude L. Vickers State Auditor \nCLV:jy 95CRL-120 \n \n SECTION III INTERNAL CONTROL \n \n CLAUDE L. VICKERS \nSTATE AUDITOR \n(404) 656-2174 \n \nDEPARTMENT OF AUDITS AND ACCOUNTS \n254 Washington Street, S.W., Suite 214 Atlanta, Georgia 30334-8400 \nAugust 27, 1996 \n \nHonorable Zell Miller, Governor Members of the General Assembly Members of the State Board ofEducation \nand Superintendent and Members of the Butts County Board ofEducation \nREPORT ON INTERNAL CONTROL STRUCTURE IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS \nLadies and Gentlemen:  \nWe have audited the general purpose financial statements of the Butts County Board ofEducation as of and for the year ended June 30, 1995, and have issued our report thereon dated August 27, 1996. This report was qualified for various departures from generally accepted accounting principles, as identified in the auditor's report on the general purpose financial statements. \nWe 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. \nThe management of the Butts County Board ofEducation 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. \n95ICL-3 \n \n In planning and performing our audit of the general purpose financial statements of the Butts County Board ofEducation for the year ended June 30, 1995, we obtained an understanding of the internal control structure. With respect to the internal control structure, we obtained an understanding ofthe 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 procedures 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 opinion. \nWe 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 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. \nAs described in the Schedule ofFindings and Improper or Questioned Costs, a reportable condition was noted in the following control category: \nGeneral Fixed Assets \nA 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 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. \nOur 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, we believe that the reportable condition disclosed above is also considered to be a material weakness. \nThis condition was considered in determining the nature, timing, and extent of the procedures to be performed in our audit ofthe Butts County Board ofEducation's financial statements and this report does not affect our report thereon dated August 27, 1996. \nThis 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. \nRespectfully submitted, \n~ \nClaude L. Vickers State Auditor \nCLV:jy 95ICL-3 \n \n CLAUDE L. VICKERS \nSTATE AUDITOR \n(404) 656-2174 \n \nDEPARTMENT OF AUDITS AND ACCOUNTS \n254 Washington Street, S.W., Suite 214 Atlanta, Georgia 30334-8400 \nAugust 27, 1996 \n \nHonorable Zell Miller, Governor Members of the General Assembly Members ofthe State Board ofEducation \nand Superintendent and Members of the Butts County Board ofEducation \nSINGLE AUDIT REPORT ON THE INTERNAL CONTROL STRUCTURE USED IN ADMINISTERING FEDERAL FINANCIAL ASSISTANCE PROGRAMS \nLadies and Gentlemen: \nWe have audited the general purpose financial statements of the Butts County Board ofEducation as of and for the year ended June 30, 1995, and have issued our report thereon dated August 27, 1996. This report was qualified for various departures from generally accepted accounting principles, as identified in the auditor's report on the general purpose financial statements. We have also audited the Butts County Board of Education's compliance with requirements applicable to major Federal financial assistance programs and have issued our opinion thereon dated August 27, 1996. \nWe 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 (0MB) Circular A-128, \"Audits ofState and Local Governments\". Those standards and 0MB 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 and about whether the Butts County Board ofEducation complied with laws and regulations, noncompliance with which would be material to a major Federal financial assistance program. \nIn planning and performing our audit for the year ended June 30, 1995, we considered the Board's internal control structure in order to determine our auditing procedures for the purpose of expressing our opinions on the Board's general purpose financial st\u0026tements and on its compliance with requirements applicable to major Federal financial assistance programs and to report on the internal control structure accordance with 0MB Circular A-128. This report addresses our consideration ofinternal control structure policies and procedures \n \n95ICL-5 \n \n 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 August 27, 1996. \n \nThe management ofthe Butts County Board ofEducation 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, that transactions are executed 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 ofinherent limitations in any internal control structure, errors, irregularities or instances of noncompliance may nevertheless occur and not be detected. Also, projection of any evaluation of the 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. \n \nFor the purposes 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: \n \nGENERAL REOUIRE1\\t1ENTS \n \nSPECIFIC REOUIRE1v1ENTS \n \n(I) Political Activity (2) Civil Rights (3) Cash Management (4) Federal Financial Reports \n \n(I) Types of Services Allowed or Unallowed \n(2) Eligibility \n(3) Matching, Level ofEffort, and/or Earmarking \n \n(5) Allowable Costs/Cost Principles \n \n(4) Reporting \n \n(6) Audit Follow-Up/Resolution (7) Administrative Requirements \n \n(5) Applicable Special Tests and Provisions \n(6) Other Requirement Claims for Advances and Reimbursements \n \nFor all of the internal control structure categories listed above, we obtained an understanding of the design ofrelevant policies and procedures and whether they have been placed in operation, and we assessed control risk. \n \n95ICL-5 \n \n During the year ended June 30, 1995, the Butts County Board ofEducation expended 61% ofits total Federal financial assistance under major Federal financial assistance programs. \nWe performed tests of controls, as required by 0:MB Circular A-128, to evaluate the effectiveness 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 described above that are applicable to each of the Board's major Federal financial assistance programs, which are identified in the Schedule ofFederal Financial Assistance. 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. \nOur 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 constitute material weaknesses under standards established by the American Institute of Certified Public Accountants. A material weakness is a reportable condition in which the design or operation of one or more ofthe 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. We noted no matters involving the internal control structure and its operation that we consider to be material weaknesses as defined above. \nThis 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. \nRespectfully submitted, \n~~ \nClaude L. Vickers State Auditor \nCLV:jy 95ICL-5 \n \n SECTION IV FINDINGS AND IMPROPER OR QUESTIONED COSTS \n \n BUTTS COUNTY BOARD OF EDUCATION SCHEDULE OF FINDINGS AND IMPROPER OR QUESTIONED COSTS \nYEAR ENDED JUNE 30, 1995 \nPRIOR YEAR \nAUDIT FOLLOW-UP/RESOLUTION Failure to Meet Expenditure Requirements Financial Statements Amount: $588.58 Audit Control Number6181-94-01 \nThe audit report for the year ended June 30, 1994, reported that the Board had an underexpenditure of Quality Basic Education (QBE) funds of$588.58 for the operations portion ofthe Remedial Education Program. For the year under review, no adjustment was made to the Board's local fair share by the Georgia Department of Education to refund this underexpenditure as required. The underexpenditure of $588.58 should be returned to the Georgia Department of Education through an increase in the Board's local fair share for the QBE programs in a subsequent fiscal period. \nAUDIT FOLLOW-UP/RESOLUTION Failure to Meet Expenditure Requirements Financial Statements Amount: $16,147.75 Audit Control Number 6181-94-02 \nThe audit report for the year ended June 30, 1994, reported that the Board had an underexpenditure of Quality Basic Education (QBE) funds of$16,147.75 for the StaffDevelopment - Professional Development Stipends Program. For the year under review, no adjustment was made to the Board's local fair share by the Georgia Department ofEducation to refund this underexpenditure as required. The underexpenditure of$16,147.75 should be returned to the Georgia Department ofEducation through an increase in the Board's local fair share for the QBE programs in a subsequent fiscal period. \nAUDIT FOLLOW-UP/RESOLUTION Improper Expenditures Financial Statements Finding Resolved Audit Control Number 6181-94-03 \nThe audit report for the year ended June 30, 1994, noted that payments of $4,240.00 were made from the Board's General Fund for per diem payments to non-employees for coaching of extra-curricular activities. For the year under review, the Board established policies preventing the recurrence of this type expenditure. \n- 1- \n \n BUTTS COUNTY BOARD OF EDUCATION SCHEDULE OF FINDINGS AND IMPROPER OR QUESTIONED COSTS \nYEAR ENDED JUNE 30, 1995 \nPRIOR YEAR/CURRENT YEAR \nGENERAL FIXED ASSETS Failure to Maintain General Fixed Assets Account Group Financial Statements Reportable Condition - Material Weakness Audit Control Number 6181-93-01 \nThe audit report for the year ended June 30, 1994, noted that the management of the Butts County Board of Education 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 Board 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 Board being incomplete and not in accordance with generally accepted accounting principles. Appropriate action should be taken by the Board to establish accounting controls and procedures to provide for maintenance of a General Fixed Assets Account Group. These subsidiary records should include an inventory ofland, buildings and equipment owned by the Board and should include, but may not be limited to, date acquired, acquisition cost, estimated replacement cost, location and description. Detailed records should be maintained of all additions and deletions to the General Fixed Assets Account Group. \nCURRENT YEAR \nCASH MANAGEMENT Excessive Lottery Cash Balance Financial Statements Nonmaterial Noncompliance Audit Control Number 6181-95-01 \nA review ofcash management procedures for the Lottery - Instructional Technology program disclosed that cash draws were made in excess of actual expenditures. At June 30, 1995 this reimbursement basis program had a cash balance of $17,244.54. Procedures should be implemented to ensure that excess funds are not retained in this program at year end. The Georgia Department of Education should review this matter to determine if a reclaim offunds is appropriate. \nNote: The Butts County Board ofEducation was provided an opportunity to include pertinent comments from the Board's management concerning these audit findings, conclusions and recommendations. The Board has elected not to provide comments for inclusion in this report. \n-2- \n \n "},{"id":"dlg_ggpd_y-ga-ba800-b-pr1-be26-bb98-b1993-h94","title":"Audit report, Butts County Board of Education, Jackson, Georgia, year ended June 30, 1994","collection_id":"dlg_ggpd","collection_title":"Georgia Government Publications","dcterms_contributor":["Georgia. Department of Audits and Accounts.","Georgia. Department of Audits."],"dcterms_spatial":["United States, Georgia, Butts County, 33.28785, -83.95717"],"dcterms_creator":["Georgia. Department of Audits"],"dc_date":["1994-06-30"],"dcterms_description":["Ceased with year ended June 30, 1999.","Report year covers fiscal year.","Year ended June 30, 1995-year ended June 30, 1996 appear to be issued by Georgia. Department of Audits and Accounts, but issuing body is still presented on some sources as: Georgia. Department of Audits.","Has supplements: Supplementary information, Butts County Board of Education, Jackson, Georgia, summary and schedule of salaries and travel, -year ended June 30, 1998; Butts County Board of Education, Jackson, Georgia, schedule of salaries and travel, year ended June 30, 1999.","Year ended June 30, 1994 (online surrogate); title from PDF cover (Georgia Government Publications database, viewed September 28, 2022).","Year ended June 30, 1999 (online surrogate); (Georgia Government Publications database, viewed September 28, 2022)."],"dc_format":["application/pdf"],"dcterms_identifier":null,"dcterms_language":["eng"],"dcterms_publisher":["Atlanta, Ga. : Dept. of Audits and Accounts"],"dc_relation":null,"dc_right":["http://rightsstatements.org/vocab/InC/1.0/"],"dcterms_is_part_of":null,"dcterms_subject":["Auditors' reports--Georgia","Financial statements--Georgia","Butts County (Ga.). Board of Education--Appropriations and expenditures"],"dcterms_title":["Audit report, Butts County Board of Education, Jackson, Georgia, year ended June 30, 1994"],"dcterms_type":["Text"],"dcterms_provenance":["University of Georgia. Map and Government Information Library"],"edm_is_shown_by":["https://dlg.galileo.usg.edu/do:dlg_ggpd_y-ga-ba800-b-pr1-be26-bb98-b1993-h94"],"edm_is_shown_at":["https://dlg.galileo.usg.edu/id:dlg_ggpd_y-ga-ba800-b-pr1-be26-bb98-b1993-h94"],"dcterms_temporal":null,"dcterms_rights_holder":["\u0026copy; Georgia Department of Audits"],"dcterms_bibliographic_citation":null,"dlg_local_right":null,"dcterms_medium":["state government records"],"dcterms_extent":null,"dlg_subject_personal":null,"iiif_manifest_url_ss":null,"dcterms_subject_fast":null,"fulltext":"GA A800 ,RI fj_G, \n593 \n1q93-q4 \nSTATE OF GEORGIA DEPARTMENT OF AUDITS \n254 WASHINGTON STREET ATLANTA. GEORGIA 30334 \n \n AUDIT REPORT BUTTS COUNTY BOARD OF EDUCATION \nJACKSON, GEORGIA YEAR ENDED JUNE 30, 1994 \n \n BUITSCOUNTYBOARDOFEDUCATION  TABLE OF CONTENTS - \n \nSECTION! \n \nFINANCIAL \n \nINDEPENDENT AUDITOR'S COMBINED REPORT ON GENERAL PURPOSE FINANCIAL STATEMENTS AND SUPPLEMENTARY INFORMATION SCHEDULE OF FEDERAL FINANCIAL ASSISTANCE \n \nEXHIBITS \n \nGENERAL PURPOSE FINANCIAL STATEMENTS \n \nCOMBINED STATEMENTS- OVERVIEW \n \nA \n \nCOMBINED BALANCE SHEET \n \nALL FUND TYPES AND ACCOUNT GROUP \n \n2 \n \nB \n \nCOMBINED STATEMENT OF REVENUES, EXPENDITURES AND \n \nCHANGES IN FUND BALANCES \n \nGOVERNMENTAL FUND TYPES \n \n4 \n \nC \n \nCOMBINED STATEMENT OF REVENUES, EXPENDITURES AND \n \nCHANGES IN FUND BALANCES - ACTUAL AND BUDGET \n \nGOVERNMENTAL FUND TYPES \n \n5 \n \nD NOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \n6 \n \nADDITIONAL FINANCIAL INFORMATION \n \nCOMBINING STATEMENTS \n \nSPECIAL REVENUE FUND \n \nE \n \nCOMBINING BALANCE SHEET \n \n18 \n \nF \n \nCOMBINING STATEMENT OF REVENUES, EXPENDITURES \n \nAND CHANGES IN FUND BALANCES \n \n20 \n \nSCHEDULES \n \nI SCHEDULE OF FEDERAL FINANCIAL ASSISTANCE \n \n22 \n \n2 ANALYSIS OF CASH AND CASH EQUIVALENTS \n \n24 \n \n3 ACCOUNTS RECEIVABLE \n \n25 \n \n4 DEBT SERVICE REQUIREMENTS TO MATURITY \n \n26 \n \nSCHEDULE OF REVENUE \n \n5 \n \nSTATE FUNDS \n \n27 \n \n6 \n \nLOCAL AND OTHER FUNDS \n \n28 \n \nSCHEDULE OF EXPENDITURES BY OBJECT \n \n7 \n \nGOVERNMENTAL FUND TYPES \n \n29 \n \n8 \n \nLOTTERY PROGRAMS \n \n30 \n \n BUTTS COUNTY BOARD OF EDUCATION  TABLE OF CONTENTS. \n \nSECTION I \n \nFINANCIAL \n \nADDITIONAL FINANCIAL INFORMATION \n \nSCHEDULES \n \nANALYSIS OF MINIMUM EXPENDITURE REQUIREMENTS \n \nGENERAL FUND QUALITY BASIC EDUCATION PROGRAMS \n \n9 \n \nOVERALL \n \n33 \n \n10 \n \nBY PROGRAM \n \n34 \n \n11 SCHEDULE OF COMPENSATION AND TRAVEL OF BOARD MEMBERS \n \n36 \n \nSECTION II \nCOMPLIANCE \nCOMPLIANCE REPORT BASED ON AN AUDIT OF THE FINANCIAL STATEMENTS PERFORMED IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS \nSINGLE AUDIT REPORT ON COMPLIANCE WITH THE GENERAL REQUIREMENTS APPLICABLE TO FEDERAL FINANCIAL ASSISTANCE PROGRAMS \nSINGLE AUDIT OPINION ON COMPLIANCE WITH SPECIFIC REQUIREMENTS APPLICABLE TO MAJOR FEDERAL FINANCIAL ASSISTANCE PROGRAMS \nSINGLE AUDIT REPORT ON COMPLIANCE WITH SPECIFIC REQUIREMENTS APPLICABLE TO NONMAJOR FEDERAL FINANCIAL ASSISTANCE PROGRAM TRANSACTIONS \n \nSECTION III \nINTERNAL CONTROL \nREPORT ON INTERNAL CONTROL STRUCTURE IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS \nSINGLE AUDIT REPORT ON THE INTERNAL CONTROL STRUCTURE USED IN ADMINISTERING FEDERAL FINANCIAL ASSISTANCE PROGRAMS \n \n BlITTS COUNTY BOARD OF EDUCATION - TABLE OF CONTENTS - \nSECTION IV FINDINGS AND IMPROPER OR QUESTIONED COSTS SCHEDULE OF FINDINGS AND IMPROPER OR QUESTIONED COSTS \nSECTIONV PERTINENT VIEWS OF RESPONSIBLE OFFICIALS SCHEDULE OF PERTINENT VIEWS OF RESPONSIBLE OFFICIALS \n \n SECTION I FINANCIAL \n \n CLAUDE L. VICKERS \nSTATE AUDITOR (404) 656-2174 \n \nDEPARTMENT OF AUDITS \n254 Washington Street, S.W., Suite 214 Atlanta, Georgia 30334-8400 \nMay 5, 1995 \n \nHonorable Zell Miller, Governor Members of the General Assembly Members ofthe State Board ofEducation \nand Superintendent and Members of the Butts County Board ofEducation \nINDEPENDENT AUDITOR'S COMBINED REPORT ON GENERAL PURPOSE FINANCIAL STATEMENTS AND SUPPLEMENTARY INFORMATION SCHEDULE OF FEDERAL FINANCIAL ASSISTANCE \nLadies and Gentlemen: \nWe have audited the general purpose financial statements (Exhibits A through D) of the Butts County Board of Education, as of and for the year ended June 30, 1994, as listed in the table of contents. These financial statements are the responsibility of the Board's management. Our responsibility is to express an opinion on these financial statements based on our audit. \nExcept as discussed in the following paragraph, 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 the Office ofManagement and Budget Circular A-128, \"Audits of State and Local Governments\". Those standards and 0MB 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 estiniates made by management, as well as evaluating the overall financial statement presentation. We believe that our audit provides a reasonable basis for our opinion. \nWe did not observe the taking of either the Federal donated commodities inventory or purchased foods inventory at June 30, 1994, nor could we satisfy ourselves as to the accuracy of the amounts stated as inventories through alternative procedures. \nAs described in the notes to the general purpose financial statements, the Board's financial statements have been prepared using certain accounting practices and policies which, in our opinion, vary in some respects from generally accepted accounting principles. These variances are described as follows: \n94ARL-13 \n \n * The general purpose financial statements of the Board did not contain a General Fixed Assets \nAccount Group to account for property and equipment owned by the Board which should be included to conform to generally accepted accounting principles. \n* The Board did not report compensated absences within the general purpose financial statements as \nrequired by generally accepted accounting principles. \n* School activity accounts maintained at the individual schools are not included in the general purpose financial statements. To conform to generally accepted accounting principles, these accounts should be included in the general purpose financial statements. \n* The Board did not recognize as expenditures, in the year ended June 30, 1994, a portion of salaries \nand the corresponding employer's cost of related benefits earned for contractual services completed prior to June 30, 1994. Also funds received, subsequent to June 30, 1994, from the Georgia Department ofEducation for the State's share of these unrecorded salaries and related benefits were not recorded as revenue in the year under review. Conversely, the similar expenditures and related revenues for contractual services completed prior to June 30, 1993, were improperly recorded in the year ended June 30, 1994. To conform to generally accepted accounting principles, revenues should be recorded when available and measurable and expenditures should be recorded when incurred, rather than when funds are received or disbursed. \nThe aggregate effects on the general purpose financial statements of these variances or omissions have not been determined, but are believed to be material. \nIn our opinion, except for the effects ofsuch adjustments, if any, on the Special Revenue Fund, as might have been determined to be necessary had we been able to satisfy ourselves as to the accuracy of the food service inventories as discussed in the third paragraph, and except for the effects on the general purpose financial statements of the matters referred to in the preceding paragraph, the general purpose financial statements present fairly, in all material respects, the financial position of the Butts County Board of Education as of June 30, 1994, and the results ofits operations for the year then ended, in conformity with generally accepted accounting principles. \nOur audit was conducted for the purpose of forming an opinion on the general purpose financial statements ofthe Butts County Board ofEducation taken as a whole. The combining statements (Exhibits E and F) and the financial schedules (Schedules 1 through 11 which includes the Schedule ofFederal Financial Assistance) are presented for purposes of additional analysis and are not a required part of the general purpose financial statements of the Butts County Board of Education. Such information has been subjected to the auditing procedures applied in the audit of the general purpose financial statements and, in our opinion, except for the effect of adjustments, ifany, on the Special Revenue Fund, as might have been determined to be necessary had we been able to satisfy ourselves as to the accuracy of the food service inventories as discussed in the third paragraph, and except for the effects of the matters referred to in the fourth paragraph, such information is fairly presented in all material respects in relation to the general purpose financial statements taken as a whole. \n94ARL-!3 \n \n A copy ofthis report has been filed as a pennanent 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. \nRespectfully submitted, \nL~ \nClaude L. Vickers State Auditor \nCLV:cm 94ARL-13 \n \n BUTTS COUNTY BOARD OF EDUCATION - 1- \n \n BUTTS COUNTY BOARD OF EDUCATION COMBINED BALANCE SHEET \nALL FUND TYPES ANO ACCOUNT GROUP JUNE 30 1994 \n \nASSETS Cash and Cash Equivalents Accounts Receivable Inventories \nFood Donated Commodities Purchased Food \nAmount Available in Debt Service Fund Amount to be Provided in Future Years \nFor Payment of Bond Debt \nTotal Assets \n \nGENERAL FUND \n \nGOVERNMENTAL FUND TYPES \n \nSPECIAL \n \nCAPITAL \n \nREVENUE \n \nPROJECTS \n \nFUND \n \nFUND \n \n$ 1,793,479.32 $ \n \n271,014.90 $ \n \n104,166.58 \n \n862,692.50 \n \n143,823.77 \n \n16,600.63 12,231.93 \n \n$ 2,656,171.82 $ \n \n443,671.23 $ \n \n104166.58 \n \nLIABILITIES AND FUND EQUITY \nLIABILITIES \nAccounts Payable Salaries Payable Expired Grant Balances Payable Deferred Revenue General Obligation Bonds Payable \nTotal UabUities \nFUND EQUITY \nFund Balances Reserved For Continuation of Federal Programs For Debt Service For Expired Grant Balances/Questioned Costs For Inventories Food Donated Commocfrties Purchased Food \nUnreserved Undesignated \nTotal Fund Equity \n \n$ \n \n16,977.26 $ \n \n15,908.55 \n \n77,374.33 \n \n64,958.86 \n \n2,260.33 \n \n$ \n \n16,977.26 $ \n \n160,502.07 \n \n$ \n \n$ \n \n16,736.33 \n \n$ \n \n16,736.33 $ \n \n2,622,458.23 \n \n$ 2,639,194.56 $ \n \n22,751.58 \n16,600.63 12,231.93 51,584.14 231,585.02 $ 283,169.16 $ \n \n104,166.58 104,166.58 \n \nTotal Liabilities and Fund Equity \n \n$ 2,656,171.82 $ \n \n443,671.23 $ \n \n104,166.58 \n \nThe notes to the general purpose financial statements are an integral part of this statement. -2- \n \n EXHIBIT\"A\" \n \nDEBT SERVICE \nFUND \n \nACCOUNT GROUP GENERAL \nLONG-TERM DEBT \n \nTOTALS (Memorandum On~ JUNE 30, 1994 JUNE 30, 1993 \n \n$ \n \n22,061.97 \n \n$ 2,190,722.77 $ 2,209,241.94 \n \n14,392.56 \n \n1,020,908.83 \n \n1,052,479.34 \n \n16,600.63 12,231.93 \n \n26,089.06 11,862.20 \n \n$ \n \n36,454.53 \n \n36,454.53 \n \n37,887.29 \n \n68,545.47 \n \n68,545.47 \n \n117,112.71 \n \n$ \n \n36 454.53 $ \n \n105,000.00 $ 3,345,464.16 $ 3,454,672.54 \n \n$ \n \n32,885.81 $ \n \n23,242.65 \n \n77,374.33 \n \n63,316.13 \n \n64,958.86 \n \n2,260.33 \n \n$ \n \n105,000.00 \n \n105,000.00 \n \n155,000.00 \n \n$ \n \n105,000.00 $ 282,479.33 $ 241,558.78 \n \n$ \n \n36,454.53 \n \n$ \n \n36,454.53 \n \n$ \n \n36,454.53 \n \n$ \n \n36 454.53 $ \n \n$ \n \n22,751.58 $ \n \n58,043.05 \n \n36,454.53 \n \n37,887.29 \n \n16,736.33 \n \n16,600.63 12,231.93 \n \n26,089.06 11,862.20 \n \n$ 104,775.00 $ 133,881.60 \n \n2,958,209.83 \n \n3,079,232.16 \n \n$ 3,062,984.83 $ 3,213,113.76 \n \n105,000.00 $ 3,345 464.16 $ 3,454,672.54 \n \n-3 - \n \n BUTTS COlJNTY BOARD OF f;QUCATION PQMRINEPSTAJsMENT Qf BfYENUES EXPENPIIlJBFS ANP CHANVJiS IN FUND RA! ANPES \nGQYFBNMENTAL FUND TYPES YsABENPEPJt1NE30 1994 \n \nEXHIBIT-a- \n \n~ \nStale Funds Federal Funds Local and Other Funds \nTotal Revenues \nEXPENPIDJRES \nCu1TOnt Instruction SupportSeivicec PupilSeivicec lmproyement of Instructional Services EducaUonal Media Services General Administration Schoo, Administration Business Administration Maintenance and OperaUon or Plant Student Transportation Services Central Suppo,t Services Other Support Services Food Services Operation Other Operations of Non.Instructional Services \nCapital Outlay \nDebi- \nPrincipal Interest Paying AQent Fees \nTotal Expenditures \nExcocs ol ReYonuec ..., (under) Expendijun,o; \nQI!::IER E!NANCING QU~E (Y~} \nOperating Transfers ln Operating Transfers Out \nTotal Other F\"mancing Sources (Uses) \nExcess or Revenue\u0026 and Other Financing \nSources over (under) Expenditures and Other Financing Use\u0026 \nEU~l2 ~ANQ~ JUL! 1 \nFood Inventory a Net Change in Period Donated Commodilies Purchased Food \n \nGENERAL FUND \n \nSPECIAL REVENUE \nFUND \n \nCAPITAL PROJECTS __E!lli!L_ \n \nDEBT SERVICE \nFUND \n \nTOTALS IMemoiandum On!r): \nYEAR ENDED JUNE30 1 - JUNE30 1993 \n \n7,431,474.23 $ 5\u003c1,811.65 \n3147451.82 \n \n167,046.69 $ \n \n0.00 \n \n1,143,730.35 240429.32 ____ $ \n \n10 633 737.70 $ 1551.206.36 $_____Q,22_ $ \n \n6345\u003c1.74 \n \n7,598,520.92 $ 1,198,542.00 3 451 335.88 \n \n7,462,082.60 1,293,297.41 3 327 492.32 \n \n6345\u003c1.74 $ 12.248 398.80 $ 12 082 872.33 \n \n6,748,196.66 $ \n359,461.52 212,457.37 330,817.35 320,639.53 788,657.74 \n30,963.12 953,985.58 631,201.68 \n109,250.16 38,112.15 \n115,550.66 25,145.49 \n \n550,212.n \n35,348.60 12.231.17 2,399.00 \n7,810.71 \n4,192.40 42,976.17 26,163.00 40,094.13 888,654.57 \n \n50,000.00 \n \n10 664 439.01 $ 1 610 082.52 $ 50 000.00 $ -30 701.31 $ -58 876.16 $ -so 000.00 $ \n \n7,298,4011.43 $ 7,048,997.88 \n \n3114,810.12 224,688.5\u003c1 333,216.35 328,450.24 788,657.74 \n30,963.12 958,1TT.98 674,1TT.85 \n26,163.00 149,344.29 826,766.72 \n \n430,703.49 217,198.5\u003c1 328,878.76 299,153.5\u003c1 678,859.64 \n35,924.69 870,407.37 599,692.03 121,734.41 \n1,STT.13 878,155.32 \n \n115,550.86 75,145.49 \n \n104,438.25 27,1168.09 \n \n50,000.00 14.337.50 \n550.00 \n \n50,000.00 14.337.50 \n550.00 \n \n45,000.00 18,500.00 \n300.00 \n \n64 887.50 $ 12 389 409.03 $ 11707489.14 \n \n-1 432.76 $ \n \n-141 010.23 $ \n \n375 383.19 \n \n-313.18 -313.18 $ \n \n313.18 313.18 \n \n313.18 $ -313.18 \n0.00 $ \n \n87.lM -a7.94 \n0.00 \n \n-31,014.49 $ 2,670,209.05 \n \n-58,562.98 $ -50,000.00 $ \n \n350,850.84 \n \n154,166.58 \n \n-1,432.76 $ -141,010.23 $ \n \n375.383.19 \n \n37,887.29 \n \n3,213,113.76 \n \n2,836,453.84 \n \n-9,488.43 369.73 \n \n-9,488.43 369.73 \n \n2,579.76 a1 303.03 \n \nFUND BALANCE !UNE 30 \n \n$ 2,639,194.56 $ 283,169.16 $ 104166.58 $ \n \n36 45\u003c1.53 S 3 062 984.83 $ 3 213113.76 \n \nThe notes to the general purpose financial statements are an integral part of this statement. .4. \n \n 11!.l!m QQ!.l~D:'. ~BC! QE EC!!a:!QMIQ~ QQMU~E~ SIATf;ME~I QE BE~E~!a:!E~ E;!!;eEHt\u003e.II!.lBE~ A~C! Ql::tA~~E~ IN F!a:!HC! DALANQE \n~I!.li!il Al!it! l~UJ~ET  ~~EBNMEHTAL F~JHQ D:'.PE YEAR ENPEP JUNE 30 1QQ4 \n \nEXHIBIT\"C\" \n \n~ \nS-Funds Federal Funds Local and Other Funds \nTotal Revenues \nEXPENQITLJRES \nCurrent 1-..ction SupportSelvices Pupil Selvices Improvement d Instructional Services Educational Media Selvices General Administration School Administration Business Administration Maintenance and Operation of Plant Student Transportation Selvices Cenual Support Selvices Other Support Selvices Food Selvices Clpe\u003cation Other Operations d Non-Instructional Selvices \nCapital Outlay DobtService \nTotal Expenditures \nExcess of Revenues over (under) Expenditures \nQT!:tEB FINAN~IN~ ~QUB!;E (USES} \nOther Sources \nOther u... \nTotal Other Financing Sources (Uses) \nExcess d Revenues and Other Financing Sources owr (under) Expenditures and Other Financing \nu- \nFUNQ 1!6LIIN!.~ ~~LY 1 1993 \nFQQQ INV~NTORY - N~T CHANGE IN PERIOD \nDonated Commodities Pufchased Food \n \nACTUAL PER \nEXHIBIT\"B\" \n \nACTUAL PER \nADJUSTMENTS BUDGET BASIS \n \nBUDGET \n \nVARIANCE FAVORABLE (UNFAVORABLE) \n \n7,598,520.92 $ 1,188,542.00 3,451,335.88 \n12,248,388.80 $ \n \n0.00 $ \n \n7,598,520.92 $ 1,188,542.00 3,451,335.88 \n \n7,476,141.00 $ 1, 116,366.00 3,063,892.00 \n \n0.00 $ 12,248,388.80 $ 11,656,499.00 $ \n \n122,379.92 82,176.00 387,343.88 \n581,899.80 \n \n7,288,408.43 $ \n384,810.12 224,688.54 333,216.35 328,450.24 788,657.74 30,963.12 958,177.88 674,177.85 26,163.00 149,344.29 926,766.72 115,550.66 75,145.49 64,887.50 \n12,389,408.03 $ \n-141,010.23 $ \n \n0.00 $ 7,288,408.43 $ 7,318,243.00 $ \n \n384,810.12 224,688.54 333,216.35 328,450.24 788,657.74 \n30,963.12 958,177.88 674,177.85 \n26,163.00 149,344.29 926,766.72 115,550.66 75,145.49 64,887.50 \n \n434,961.00 238,678.00 335,211.00 320,633.00 805,660.00 39,697.00 881,692.00 668,758.00 23,163.00 150,374.00 834,228.00 105,461.00 30,000.00 64,800.00 \n \n0.00 $ 12,389,408.03 $ 12,351 560.00 $ \n \n0.00 $ -141,010.23 $ -695,061.00 $ \n \n19,833.57 \n40,150.88 13,988.46 1,994.65 -7,817.24 17,002.26 8,733.88 23,514.02 -5,418.85 -3,000.00 1,029.71 -92,538.72 -10,089.66 -45,145.49 \n-87.50 \n-37,849.03 \n554,050.77 \n \n313.18 $ -313.18 \n0.00 $ \n \n0.00 $ 0.00 $ \n \n313.18 $ -313.18 \n0.00 $ \n \n1,500.00 $ 1,500.00 $ \n \n-1,186.82 -313.18 \n-1,500.00 \n \n-141,010.23 $ 3,213,113.76 \n \n0.00 $ -141,010.23 $ -693,561.00 $ \n \n-37,951.26 \n \n3,175,162.50 \n \n2,331,278.49 \n \n552,550.77 843,884.01 \n \n-9,488.43 \n \n9,488.43 \n \n0.00 \n \n0.00 \n \n369.73 \n \n-369.73 \n \n0.00 \n \n0.00 \n \nF!,mP ML.aN~E JUNE~ 1~ \n \n3,062,984.83 $ -28,832.56 $ 3,034,152.27 $ 1,637,717.49 $ 1,396,434.78 \n \nThe notes to the general purpose financ~I statements are an integral part of this statement. -5- \n \n BUTTS COUNTY BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO TIIE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE30 1994 \n \nNote 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES \nThe Butts County Board ofEducation (Board) was established under the laws of the State of Georgia and operates under the guidance of a school board elected by the voters and a Superintendent appointed by the Board. With the exception ofthe departures from generally accepted accounting principles disclosed in the following paragraphs, the financial statements of the Board have been prepared in conformity with generally accepted accounting principles as applied to government units. The Governmental Accounting Standards Board (GASB) is the accepted standard-setting body for establishing governmental accounting and financial reporting standards. \nThe more significant ofthe Board's accounting policies are described below. \nREPORTING ENTITY \nIn evaluating how to define the government 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\". The primary government consists of all the organizations that compose the legal entity ofthe Butts County Board ofEducation. \nBased upon the application ofthe above criteria, the Butts County Board ofEducation is determined to be the lowest level ofgovernment exercising oversight responsibility and control over all activities related to public education in Butts County, Georgia. The Board is not included in any other governmental \"reporting entity\" as defined by GASB Codification of Governmental Accounting and Fmancial Reporting Standards. \nBoard members were elected by the public and have decision making authority, the power to designate management, the ability to significantly influence operations, and primary accountability for fiscal matters. The Board determines the millage rate at which school taxes are levied and may incur bonded indebtedness with voter approval. \nFUND ACCOUNTING \nThe Board uses funds and an account group to report on its financial position and the results of its operations. Fund accounting is designed to demonstrate legal compliance and to aid financial management by segregating transactions related to certain governmental functions or activities. \nA 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. \nGeneral Fixed Assets are recorded as expenditures in the various funds at the time of purchase. A General Fixed Assets Account Group is not presently maintained by the Board. To conform to generally accepted accounting principles, a General Fixed Assets Account Group should be maintained for reporting the cost of assets acquired by governmental fund types. \n- 6- \n \n BUTTS COUNTY BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30 1994 \n \nNote 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES \nAlthough \"school activity accounts\" are maintained at the individual schools, neither the assets, liabilities and fund equity, nor the revenues, expenditures and changes in fund balances of these accounts are reflected in these financial statements. To confonn to generally accepted accounting principles, these accounts should be recorded in the general purpose financial statements. \nThe general purpose financial statements account for all State, Federal, Local and Other Funds under control ofthe Board, in compliance with generally accepted accounting principles applicable to governmental units, unless otherwise disclosed in these notes. Funds and the account group presented in this report are as follows: \nGOVERNMENTAL FUND TYPES - are used to account for all or most of a Board's general activities. Governmental Fund Types include: \nGENERAL FUND - the fund used to account for all financial resources of the Board except those required to be accounted for in another fund. These transactions relate to resources obtained and used for services traditionally provided by a board of education. \nSPECIAL REVENUE FUND - the fund used to account for the proceeds of specific revenue sources (other than for major capital projects) that are legally restricted to expenditures for specified purposes. These funds are primarily received from the Georgia Department of Education and from the Federal government to accomplish specific objectives and are required to be accounted for separately. Also included are proceeds received from State, Federal, Local and Other sources for operations of the school food services fund. This fund could be accounted for as an enterprise fund; however, the Board chooses not to provide for depreciation, but to maintain the fund on a modified accrual basis and to report the fund as a special revenue fund under governmental fund types, which is acceptable under generally accepted accounting principles for governmental entities. \nCAPITAL PROJECTS FUND - the fund used to account for financial resources to be used for the acquisition or construction of major capital facilities. \nDEBT SERVICE FUND - the fund used to account for the accumulation ofresources for, and the payment of, general long-tenn principal, interest and paying agent fees. \nACCOUNT GROUP \nGENERAL LONG-TERM DEBT ACCOUNT GROUP - used to account for general obligation bonds outstanding. \nBASIS OF ACCOUNTING \nThe 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 generally are included on the balance sheet. \n- 7- \n \n BUTTS COUNTY BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30 1994 \n \nNote 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES \nOperating 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. \nLiabilities 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. \nGovernmental funds are accounted for using the modified accrual basis of accounting under which: \nRevenues are recognized when susceptible to accrual (i.e., when they become both measurable and available). \"Measurable\" means the amount ofthe transaction can be determined and \"available\" means collectible within the current period or soon enough thereafter to be used to pay liabilities of the current period. Those revenues considered susceptible to accrual are property taxes, intergovernmental grants and investment income. Property taxes are considered available if they are collected and remitted by the collecting agent to the Board within 60 days after fiscal year-end. \nExpenditures are generally recognized when the related fund liability is incurred. \nA departure from the above definitions is the accounting treatment afforded the final two payments on General Fund teachers' and bus drivers' contracts, and the resources available from the Georgia Department of Education for the State's share ofthese contracts. During fiscal year 1994_, a substantial number of personnel of the Board were employed for a one hundred and ninety day period beginning in late August 1993 and ending in early June 1994. Personnel contracts for this employment period specify that compensation be paid in twelve equal monthly payments beginning in September 1993 and ending in August 1994. State grants to fund the State's share of these contracts were disbursed from the Georgia Department of Education to the Board in the same twelve months. As ofJune 30, 1994, compensation under these employment contracts had been earned, but two of the twelve monthly payments, due for July and August 1994, had not been made. Payments for these two months were made and recorded as expenditures by the Board subsequent to June 30, 1994. Also, the State's portion of the compensation paid in July and August 1994 was received and recorded as revenue in the fiscal year subsequent to June 30, 1994. Conversely, the similar expenditures and related revenues for contractual services completed prior to June 30, 1993, were recorded in the year ended June 30, 1994. Generally accepted accounting principles require that revenues be recorded when available and measurable and that expenditures be recorded when incurred, rather than when funds are received or disbursed. \nBUDGET \nThe Butts County Board of Education has a legally authorized nonappropriated budget which is formally approved by the Board at the aggregate level. Budgets are prepared to provide a basis for funding operations and there is no legal prohibition regarding overexpenditure of the aggregate budget. The budget process begins when the Board's administration prepares a tentative aggregated budget for the Board's approval. After approval of this tentative budget by the Board, such budget is advertised at least once in a newspaper \n- 8- \n \n BUTTS COUNTY BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30 1994 \n \nNote 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES \nof general circulation in the locality. At a subsequent meeting of the Board after advertisement, the Board receives comments on the tentative budget, makes revisions as necessary and adopts a final school budget. This final budget is then submitted, in accordance with provisions of the Quality Basic Education Act, OCGA Section 20-2-167, to the Georgia Department ofEducation. \nThe Board prepares its budget on the modified accrual basis, which is the same basis on which it presents its financial statements. The budget comparison on Exhibit \"C\" presents actual and budget data for all governmental funds on a combined basis. To facilitate comparison with the budget, donated and purchased food inventories as reflected on Exhibit \"B\" have been eliminated from fund balance. \nCASH AND CASH EQUIVALENTS \nCOMPOSITION OF DEPOSITS Cash and cash equivalents consist of deposits (including certificates of deposit and savings accounts) in authorized financial institutions. Georgia Laws authoriz.e the Board to deposit its funds in one or more solvent banks, insured Federal savings and loan associations, or insured State chartered building and loan associations. The placement ofproceeds from bond issues in certificates of deposit is limited to financial institutions located within this State. \nRECEIVABLES \nReceivables consist ofgrant reimbursements due from Federal, State or other grantors for expenditures made but not reimbursed and other receivables disclosed from information available. Receivables are recorded when either the asset or revenue recognition criteria has been met. Receivables recorded on the general purpose financial statements do not include any amounts which would necessitate the need for an allowance for uncollectible receivables. \nPROPERTY TAXES \nThe Butts County Board of Commissioners fixed the property tax levy for the 1993 tax year (calendar year) on July 1, 1993 (levy date). Taxes were due on September 3, 1993. The lien date for property taxes was January 1, 1993. Taxes collected within the current fiscal year or within 60 days after year-end are reported as revenue in fiscal year 1994 since their collection meets the criteria of GASB codification section P70. l 03. The Butts County Tax Commissioner bills and collects the property taxes for the Board of Education, withholds 2.5% of taxes collected as a fee for tax collection, and remits the balance of taxes collected to the Board. \nTax millage rates levied for the 1993 tax year (calendar year) for the Butts County Board of Education were as follows (a mill equals $1 per thousand dollars of assessed value): \n \n- 9- \n \n BUTTS COUNTY BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30 1994 \n \nNote 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES \n \nSchool Operations School Bonds \n \n14.38 mills 2.98 mills \n \n17 36 mills \n \nINVENTORIES \n \nFOOD INVENTORIES Inventories of donated food commodities used in the preparation of meals are reported on the Combined Balance Sheet at their Federally assigned value. Purchased foods inventories are reported on the Combined Balance Sheet at cost. Donated food commodities are recorded as revenues and expenditures at the time commodity items are received. Purchased foods inventories are recorded as expenditures at the time of purchase. The inventories reported on the balance sheet for donated food commodities and for purchased foods are equally offset by reservations of fund balance which indicates that these amounts do not constitute \"available spendable resources\" even though they are a component of net current assets. \n \nCOMPENSATED ABSENCES \n \nCompensated absences represent obligations of the Board relating to employees' rights to receive compensation for future absences based upon service 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 ofthis obligation as this amount is deemed immaterial to the general purpose financial statements. \n \nHowever, the dollar value of accumulated compensated absences at June 30, which will be payable from future resources is material to the general purpose financial statements and has not been recorded in the General Long-Term Debt Account Group. This presentation differs from generally accepted accounting principles. \n \nGENERAL OBLIGATION BONDS \n \nThe Board issues general obligation bonds to provide funds for the acquisition and construction of major capital facilities. General obligation bonds are direct obligations and pledge the full faith and credit of the government. The outstanding amount of these bonds is recorded in the General Long-Term Debt Account Group. \n \nINTERFUND TRANSACTIONS \n \nThe Board has the following types ofinterfund transactions: \n \nReimbursements 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. \n \n- 10 - \n \n BUTTS COUNTY BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30 1994 \n \nNote 1: SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES \nOperating transfers are recorded for all interfund transactions other than reimbursements. \nMEMORANDUM ONLY -TOTAL COLUMNS \nTotal 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. Neither are such data comparable to a consolidation. Interfund eliminations have not been made in the aggregation of this data. \nNote 2: DEPOSITS \nCOLLATERALIZATION 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 in an amount of not less than 110 percent of the public funds being secured after the deduction ofthe 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. \nAcceptable security for deposits consists of any one of or any combination of the following: \n( 1) Surety bond signed by a surety company duly qualified and authorized to transact business within the State of Georgia, \n(2) Insurance on accounts provided by the Federal Deposit Insurance Corporation, \n(3) Bonds, bills, notes, certificates of indebtedness or other direct obligations of the United States or of the State of Georgia, \n(4) Bonds, bills, notes, certificates of indebtedness or other obligations of the counties or municipalities ofthe State of Georgia, \n(5) Bonds ofany 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, \n(6) Industrial revenue bonds and bonds of development authorities created by the laws of the State of Georgia, and \n \n- 11 - \n \n BUTTS COUNTY BOARD OF EDUCATION \n \nEXIIlBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30 1994 \n \nNote 2: DEPOSITS \n \n(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 Banlc, the Federal Intermediate Credit Bank, the Central Banlc for Cooperatives, the Farm Credit Banlcs, the Federal Home Loan Mortgage Association, and the Federal National Mortgage Association. \n \nCATEGORIZATION OF DEPOSITS At June 30, 1994, the banlc balances were $2,866,066.32. The amounts of the total banlc balances are classified into three categories of credit risk: \n \nCategory 1 - Cash that is insured (e.g., Federal depository insurance) or collateralized with securities held by the Board or by the Board's agent in the Board's name. \nCategory 2 - Cash collateralized with securities held by the pledging financial institution's trust department or agent in the Board's name. \nCategory 3 - Uncollateralized deposits. (This includes any banlc balance that is collateralized with securities held by the pledging financial institution, or by its trust department or agent but not in the Board's name.) \n \nThe Board's deposits are classified by risk category at June 30, 1994, as follows: \n \nRisk Category \n \nBanlc Balance \n \n1 \n \n$ 218,381.89 \n \n2 \n \n2,647,684.43 \n \n3 \n \n0.00 \n \nTotal \n \n$ 2 866 066 32 \n \nNote 3: NON-MONETARY TRANSACTIONS \n \nThe Board receives food commodities from the United States Department of Agriculture (USDA) for school breakfast and lunch programs. These commodities are recorded at their Federally assigned value. See Note 1 - Inventories \n \nNote4: GENERALLONG-TERMDEBT \n \nThe changes in General Long-Term Debt during the fiscal year ended June 30, 1994, were as follows: \n \n- 12 - \n \n BUTTS COUNTY BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATE:MENTS \n \nJUNE 30 1994 \n \nNote4: GENERALLONG-TERMDEBT \n \nGeneral Obligation \nBonds \n \nBalance July 1, 1993 \n \n$ 155,000.00 \n \nDeductions \n \n50 000.00 \n \nBalance June 30, 1994 \n \n$ 105 000 00 \n \nAt June 30, 1994, payments due, by fiscal year which includes principal and interest for these items: \n \nFiscal Year Ended June 30 \n \nGeneral Obligation \nBonds \n \n1995 1996 \n \n$ 59,712.50 60 087.50 \n \nTotal Principal and Interest \n \n$ )19 800 00 \n \nNote 5: SIGNIFICANT COMMIT:MENTS \n \nAt June 30, 1994, the Board had encumbrances in the amount of$127,089.07 for the unperformed portion \nof purchase orders, contracts and other commitments for goods and services associated with Lottery Programs. Lottery funds in the amount of $124,514.37 are available to fund these encumbrances. Encumbrances outstanding do not constitute expenditures or liabilities in the current year because these commitments will be honored during the subsequent fiscal year. These encumbrances are identified by Lottery Program as follows: \n \nAlgebra Classrooms Computers in Classrooms Distant Learning Media Center and Library Equipment \n \n$ 2,124.65 52,783.19 3,993.90 68 187.33 \n \n$ 127 089 07 \n \nThe amounts described in this note are not reflected in the general purpose financial statements. \n \n- 13 - \n \n BUTTS COUNTY BOARD OF EDUCATION \n \nEXIIlBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30 1994 \n \nNote 6: CONTINGENT LIABil.,ITIES \nAmounts received or receivable principally from the Federal government are subject to audit and review by grantor agencies. This could result in requests for reimbursement to the grantor agency for any expenditures which are disallowed under grant terms. The Board believes that such disallowances, if any, will be immaterial to its overall financial position. \nNote 7 : ACCUMULATED EMPLOYEES' LEAVE \nAll employees annually earn sick leave days at a rate ofone and one-quarter (1.25) days per school month (for a total of 11.25 days for nine month personnel, 12.50 days for ten month personnel, 13.75 days for eleven mont personnel, and 15 days for twelve month personnel). Unused leave days may be carried over from one year to the next until a total of sixty (60) days is accumulated. \nWhen an employee, who is eligible for renewal of employment, retires from the Butts County School System with a minimum of five consecutive years of service in the system immediately preceding retirement and is eligible to draw retirement from the applicable State retirement system, said employee shall receive thirty dollars for each day of earned but unused sick leave accumulated at the time of retirement. \nTwelve month employees earn vacation at the rate often days per year (one day per 23 worked for 230 day employees; one day per 24 days worked for 240 day employees). Vacation days may be accumulated from year to year, but only to a maximum oftwenty (20) days. Employees will be paid at their current rate of pay, for vacation days earned but not taken at the time of resignation, retirement, or other termination of employment, up to a maximum often (10) days. See Note 1- Compensated Absences \nNote 8: RETIREMENT PLANS \nTEACHERS RETIREMENT SYSTEM OF GEORGIA (TRS) \nTRS PLAN DESCRIPTION Substantially all teachers, administrative and clerical personnel employed by local school systems are covered by the Teachers Retirement System of Georgia (TRS), which is a cost-sharing multiple employer public employee retirement system (PERS). \nTRS provides service retirement, disability retirement and survivors benefits for its members. A member is eligible for service retirement after 30 years of creditable 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 number of years of creditable service up to 40 years. The normal retirement pension is payable monthly for life. Options are available for distribution ofthe member's monthly pension at a reduced rate to a designated beneficiary on the member's death. \n \n- 14 - \n \n BUTTS COUNTY BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEJ\\1ENTS \n \nJUNE30 1994 \n \nNote 8: RETIREJ\\1ENT PLANS \n \nRetirement benefits also include death and disability 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 IO years of service) and compensation up to the time ofdisability or death. \n \nMembers become fully vested after ten years of service. If a member terminates with less than ten years of service, no vesting ofemployer contributions occurs, but the member's contributions are refunded with interest. \n \nThe Board's payroll for employees covered by TR.S for the year ended June 30, 1994, was $6,560,336.92; total payroll was $7,599,022.72. \n \nTRS CONTRIBUTIONS REQUIRED AND MADE Employees of the Board who are covered by TR.Sare required to contribute 6% of their gross earnings to TRS. The Board makes monthly employer contributions to TRS at rates adopted by the TRS Board of Trustees as advised by their independent actuary. For fiscal year 1994 that rate for employer contributions was 11.81%. The interest rate assumption (rate ofreturn on investments) was 7.50%. \n \nTotal contributions made during fiscal year 1994 amounted to $1,168,397.15, of which $774,773.44 was made by the Board and $393,623.71 was made by employees. These contributions represented 11.81 % (Board) and 6% (employees) of covered payroll. \n \nTRS 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 ofthe 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 among other PERS and among other employers. \n \nTotal unfunded pension benefit obligation ofTRS as ofJune 30, 1993, was as follows: \n \nTotal pension benefit obligation \n \n$13,912,014,000.00 \n \nNet assets available for benefits, at cost \n \n12 821 722 000.00 \n \nUnfunded pension benefit obligation \n \n$ 1 090 292 000 00 \n \n- 15 - \n \n BUTTS COUNTY BOARD OF EDUCATION \n \nEXHIBIT \"D\" \n \nNOTES TO TIIE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE 30 1994 \n \nNote 8: RETIREMENT PLANS \nThe measurement ofthe total pension benefit obligation is based on an actuarial valuation as of June 30, 1993. 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. \nTotal contributions from all employers to TRS for fiscal year ended June 30, 1994 were $521,550,000.00. The Board's contribution for the year ended June 30, 1994 of $774,773.44 was actuarially determined and represented .1485% oftotal contributions made by all participating employers. \nTen year historical trend information is presented in the 1994 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. \nPUBLIC SCHOOL EMPLOYEES RETIREMENT SYSTEM OF GEORGIA (PSERS) \nPSERS PLAN DESCRIPTION Substantially all bus drivers, maintenance, custodial, and lunchroom personnel employed by local school systems are covered by the Public School Employees Retirement System of Georgia (PSERS). All employer's contributions are made by the State of Georgia. \nPSERS provides service retirement, disability retirement and survivors benefits for its members. A member is eligible for normal service retirement after 10 years ofservice and attainment of age 65. A member applying for service retirement with 10 years of service and retires between the ages of 60 and 65 receives a reduced benefit. Monthly retirement benefits paid to members are equal to $8.00 per month multiplied by the number of years of creditable service. Options are available for distribution of the member's monthly pension at a reduced rate to a designated beneficiary on the member's death. \nRetirement provisions include death and disability benefits. Disability benefits are the same as if the employee had retired at age 65 as long as the employee has 15 or more years of creditable service. Death benefits are dependent upon the number ofyears of service. Ifthere are less than ten years of service, a lump sum refund ofthe employee's contributions and interest are made to the beneficiary. Ifthere are more than ten years of service, the beneficiary shall receive for life halfofwhat the employee would have received upon retirement. \nMembers become fully vested after ten years of service. If a member terminates with less than ten years of service, no vesting of employer contributions occurs, but the member's contributions are refunded with interest. \nThere were 81 employees covered under PSERS for the year ended June 30, 1994. \nPSERS CONTRIBUTIONS REQUIRED AND MADE Covered employees are required by State statute to contribute $4.00 a month for the nine month school year. Unlike TRS, the Board makes no contribution to PSERS. The State of Georgia is required by statute to make employer contributions actuarially determined and approved and certified by the PSERS' Board of Trustees. \n- 16 - \n \n BUTTS COUNTY BOARD OF EDUCATION \n \nEXIIlBIT \"D\" \n \nNOTES TO THE GENERAL PURPOSE FINANCIAL STATEMENTS \n \nJUNE30 1994 \n \nNote 8: RETIREMENT PLANS \nTotal contributions from employees ofthe Board made during fiscal year 1994 amounted to $2,712.00. Total contribution for all school systems made by the State of Georgia to PSERS for fiscal year ended June 30, 1994, was $9,150,000.00. \nNote 9: SURETY BONDS \nThe School Superintendent, Dr. Dennis L. Fordham, is bonded in the amount of$25,000.00 with the AutoOwners Insurance Company, Lansing, Michigan, their Bond No. 897618-03001570, on which premium was paid through July 1, 1994. \n \n- 17 - \n \n BUTTS COUNTY BOARD OF EDUCATION COMBINING BALANCE SHEET SPECIAL REVENUE FUND JUNE 30 1994 \n \n~ Cash and Cash Equivalents Accounts Receivable I,,_ \nFood \nDonated Commodities \nPurchased Food \nTotal Assets \nLIABILITIES AND FUND EQUITY \nLIABILITIES \nCash Overdraft Accounts Payable Salaries Payable Expired Grant Balances Payable Defemid Revenue \nTotal Liabilities \nFUND EQUITY \nFund Balarnis Re\u0026eMld For Continuation of Federal Progams For Inventories Food Donated Commodities Purchased Food \nUnreserved Undesignated \nTotal Fund Equity \nTotal Liabilities and Fund Equity \n \nSCHOOL FOOD \nSERVICES FUND \n \nLOTTERY PROGRAMS \n \nSTATE PRESCHOOL HANDICAPPED \nPROGRAM \n \nDRUG-FREE SCHOOLS AND COMMUNITIES \nACT \n \n$ 230,375.27 $ 62,481.04 $ \n \n0.00 $ \n \n5,283.90 \n \n19,250.87 \n \n2,731.90 \n \n16,600.63 12,231.93 \n \n$ 278,458.70 $ 65,212.94 $ \n \n0.00 $ \n \n5,283.90 \n \n$ \n \n1,282.07 \n \n16,759.05 \n \n$ 62,952.61 \n \n2,260.33 \n \n$ 18,041.12 $ 65,212.94 \n \n$ \n \n1,083.90 \n \n4,290.00 \n \n$ \n \n5,283.90 \n \n$ 16,600.63 12,231.93 \n$ 28,832.56 231,585.02 $ \n260,417.58 $ \n \n0.00 $ 0.00 $ \n \n278,458.70 $ 65,212.94 $ \n \n0.00 $ \n \n0.00 \n \n0.00 $ \n \n0.00 \n \n0.00 $ \n \n5,283.90 \n \nSee notes to the general purpose financial statements. \n \n-18 \n \n EXHIBIT\"E\" \n \nELEMENTARY AND SECONDARY EDUCATION ACT \n \nTITLEII- \n \nCHAPTER 1 \n \nEISENHOWER \n \nEDUCATION OF \n \nCHAPTER2 \n \nMATHEMATICS \n \nDEPRIVED \n \nBLOCK GRANT AND SCIENCE \n \nCHILDREN FLOW THROUGH EDUCATION \n \nINDIVIDUALS WITH \n \nDISABILITIES EDUCATION ACT \n \nTITLE VI, B \n \nFLOW \n \nPRESCHOOL \n \nTHROUGH \n \nPROGRAM \n \nTOTALS JUNE 30, 1994 JUNE 30, 1993 \n \n$ \n \n0.00 \n \n183.02 $ 298,323.23 $ 233,559.96 \n \n$ \n \n78,728.00 \n \n$ \n \n11,343.00 $ \n \n27,805.00 \n \n3,965.00 \n \n143,823.TT \n \n1s1,s10.n \n \n16,600.63 12,231.93 \n \n26,089.06 11,862.20 \n \n$ \n \n78,nB.00 $ \n \n0.00 $ \n \n11,343.00 $ \n \n27,805.00 $ \n \n4,148.02 $ 470,979.56 $ 433,121.94 \n \n$ \n \n5,274.93 \n \n11,243.01 \n \n49,059.83 \n \n1,615.83 \n \n$ \n \n67,193.60 \n \n$ \n \n30.82 $ \n \n22,002.58 \n \n$ \n \n27,308.33 \n \n95.00 \n \n1,359.66 $ \n \n844.91 \n \n15,908.55 $ \n \n18,954.97 \n \n4,052.34 \n \n3,303.11 \n \nTT,374.33 \n \n63,316.13 \n \n390.42 \n \n64,958.86 \n \n2,260.33 \n \n$ \n \n125.82 $ \n \n27,805.00 $ \n \n4,148.02 $ 187,810.40 $ \n \n82,271.10 \n \n$ \n \n11,534.40 \n \n$ \n \n11,534.40 \n \n0.00 $ \n \n$ \n \n11,534.40 $ \n \n$ 1a.na.oo s \n \n$ \n \n11,217.18 \n \n$ 0.00 0.00 $ \n \n11,217.18 0.00 $ \n11,217.18 $ \n \n0.00 $ 0.00 $ \n \n$ \n \n22,751.58 $ \n \n58,043.05 \n \n$ 0.00 0.00 $ \n \n16,600.63 12,231.93 51,584.14 $ 231,585.02 283,169.16 $ \n \n26,089.06 11,862.20 \n95,994.31 254,856.53 350,850.84 \n \n0.00 $ \n \n11,343.00 $ \n \n27,805.00 $ \n \n4,148.02 $ 470,979.56 $ 433,121.94 \n \n-19- \n \n BUTTS COUNTY BOARD OF EDUCATION COMBINING STATEMENT OF REVENUES EXPENDITURES AND CHANGES IN FUND BALANCES \nSPECIAL REVENUE FUND YEAR ENDED JUNE 30 1994 \n \nREVENUES \nS-Funds Federal Funds Local and Other Funds \nTotal Revenues \nEXPENDITURES \nCurrem lnstructior, Support Services Pupil Services Improvement of ll'ISlrUclional Services EdUcatiorial Media Services Ger\u003eeral Admir\u003eistration Maintar\u003eance ar\u003ed Operatior, of Plar,t Student Trar,sportatior\u003e Services Cer\u003etral Support Services Other Support Food Services Operation \nTotalElq)enditures \nExcess of Rever,ues over (ur\u003eder) Elq)enditul'es \nOTHER FINANCING SOURCES \nOpenatir,g Transfers In \nExcess of Rever,ues ar\u003ed Other Fir\u003eaneir,g Sources over (ur\u003eder) Expenditures \nFUND BALANCE JULY 1 \nFood lnver\u003etory - Net Char,ge in Period Donated Commodities Purchased Food \nFUND BALANCE JUNE 30 \n \nSCHOOL FOOD \nSERVICES FUND \n \nLOTTERY PROGRAMS \n \nSTATE PRESCHOOL HANDICAPPED \nPROGRAM \n \nDRUG-FREE SCHOOLS AND COMMUNITIES \nACT \n \n$ 60,986.00 $ 560,574.60 240,429.32 \n$ 861,989.92 $ \n \n79,897.69 $ 79,897.69 $ \n \n26,163.00 $ \n26,163.00 $ \n \n25,332.00 25,332.00 \n \n$ \n$ 885,261.43 885,261.43 $ \n$ -23,271.51 $ \n \n48,933.44 \n5,226.00 321.42 \n2,399.00 \n4,192.40 18,779.10 \n$ 46.33 \n79,897.69 $ \n0.00 $ \n \n$ \n26,163.00 26,163.00 $ \n0.00 $ \n \n25,461.21 \n25,461.21 -129.21 \n \n-23,271.51 $ 292,807.79 \n-9,488.43 369.73 \n \n0.00 $ 0.00 \n \n0.00 $ 0.00 \n \n129.21 \n0.00 0.00 \n \n$ 260,417.58 $ \n \n0.00 $ \n \n0.00 $ \n \n0.00 \n \nSee notes to the general purpose fir\u003eancial statements. \n \n-20- \n \n EXHIBIT\"F\" \n \nELEMENTARY AND SECONDARY EDUCATION ACT \n \nTITLE II- \n \nCHAPTER 1 \n \nEISENHOWER \n \nEDUCATION OF \n \nCHAPTER2 \n \nMATHEMATICS \n \nDEPRIVED \n \nBLOCK GRANT - AND SCIENCE \n \nCHILDREN \n \nFLOW THROUGH EDUCATION \n \nINDIVIDUALS WITH \n \nDISABILITIES EDUCATION ACT \n \nTITLEVI, B \n \nFLOW \n \nPRESCHOOL \n \nTHROUGH \n \nPROGRAM \n \nTOTALS YEAR ENDED JUNE 30, 1994 JUNE 30, 1993 \n \n$ \n \n417,721.17 $ \n \n$ \n \n417,721.17 $ \n \n22,584.00 $ 22,584.00 $ \n \n11,343.00 $ 11,343.00 $ \n \n83,039.58 $ 83,039.58 $ \n \n$ 23,136.00 \n \n167,046.69 $ 1,143,730.35 \n240,429.32 \n \n80,546.00 1,266,658.81 \n236,580.63 \n \n23,136.00 $ 1,551,206.36 $ 1,583,765.44 \n \n$ \n \n372,451.41 $ \n \n6,802.63 10,281.47 \n \n7,505.00 \n \n22,215.09 \n \n40,047.80 3,393.14 \n \n$ 462,696.54 $ \n \n$ \n \n-44,975.37 $ \n \n22,530.48 53.52 \n22,584.00 $ 0.00 $ \n \n$ 1,628.28 \n30.82 \n1,659.10 $ 9,683.90 $ \n \n80,836.23 $ \n221.37 1,981.98 \n83,039.58 $ 0.00 $ \n \n550,212.77 $ 599,263.66 \n \n23,319.97 \n \n35,348.60 12,231.17 \n2,399.00 7,810.71 4,192.40 42,976.17 26,163.00 40,094.13 888,654.57 \n \n69,641.83 30,931.76 10,071.20 \n27,024.40 843,030.13 \n \n23,319.97 $ 1,610,082.52 $ 1,579,962.98 \n \n-183.97 $ -58,876.16 $ \n \n3,802.46 \n \n$ \n \n-44,975.37 $ \n \n56,509.77 \n \n0.00 $ 0.00 \n \n9,683.90 $ 1,533.28 \n \n0.00 $ 0.00 \n \n183.97 \n \n313.18 \n \n87.94 \n \n0.00 $ 0.00 \n \n-58,562.98 $ 350,850.84 \n \n3,890.40 345,683.71 \n \n-9,488.43 369.73 \n \n2,579.76 -1,303.03 \n \n$ \n \n11,534.40 $ \n \n0.00 $ \n \n11,217.18 $ \n \n0.00 $ \n \n0.00 $ 283,169.16 $ 350,850.84 \n \n-21- \n \n LH,lII:iii QQ!Jt.i!Y aQ6BQ QE EQ!.!Q!IIQt.i t;t:fEO!JLE QE EEOEB!L Elt.i!t.i~IAI 6~~1~Iat.it;E \nYEAR ENDED JUNE 30 1994 \n \nSCHEDULE \"1\" \n \nFUNDING AGENCY \nPBOGRAMIGRANJ \nAgriculture, U.S. Department of Through Georgia Department of Education Food and Nutrition Program Food Services School Breakfast Program 1994Grant National School Lunch Program 1993 Grant 1994Grant Food Distribution Program (1) \n \nCFDA ~ \n \nAWARDS IN PERIOD \n \nFEDERAL FUNDS RECEIVED IN PERIOD (NET OF REFUNDS) \n \nFEDERAL REVENUE IN PERIOD \n \nEXPENDITURES IN PERIOD \n \n10.553 $ 111,840.44 $ \n \n10.555 10.555 10.550 \n \n386,323.60 62410.56 \n \n96,477.28 $ 111,840.44 \n \n3,300.24 382,435.89 N/A \n \n386,323.60 $ 62410.56 \n \n(2) \n822,850.87 (3) 62410.56 \n \nTotal U.S. Department of Agriculture \n \n$ 560574.60 \n \n482213.41 $ 560574.60 $ \n \n885261.43 \n \nEducation, U. S. Department of \n \nThrough Georgia Department of Education \n \nElementary and Secondary Education Act \n \nChapter1 \n \nEducation of Deprived Children \n \n1993 Regular \n \n84.010 \n \n1993Summer \n \n84.010 \n \n1993 Corry-Over \n \n84.010 $ \n \n1994 Regular \n \n84.010 \n \n1994Summer \n \n 84.010 \n \nChapter2 \n \nBlock Grant - Flow Through \n \n1994Regular \n \n84.151 \n \nTlllell \n \nEisenhower Mathematics and Science \n \nEducation \n \n1993Regular \n \n84.164 \n \n1994 Regular \n \n84.164 \n \nIndividuals with Disabilities Education Act \n \nTilleVl,B \n \nFloW Through \n \n1993 Regular \n \n84.027 \n \n1993 Carry-over \n \n84.027 \n \n1994 Regular \n \n84.027 \n \nPreschool Program \n \n1993Regular \n \n84.173 \n \n1994 Regular \n \n84.173 \n \nVocational Education - Basic Grants to States \n \nHigh School Program \n \nBasic Grant \n \n1993 Grant \n \n84.048 \n \n1994Grant \n \n84.048 \n \nConsumer and Homemaking Education \n \n1994 Contract \n \n84.049 \n \nSupplementary State Grants tor Facilities \n \n1994 Contract \n \n84.253 \n \n$ 36,165.00 386,156.00 41,100.00 22,584.00 \n11,343.00 \n11,130.00 78,892.00 23,136.00 \n53,345.47 500.00 966.18 \n \n42,407.08 86,025.00 14,609.00 $ 326,000.00 \n \n$ 36,165.00 343,556.17 38,000.00 \n \n56,509.77 36,165.00 343,556.17 26,465.60 \n \n22,584.00 \n \n22,584.00 \n \n22,584.00 \n \n11,343.00 \n \n1,533.28 125.B2 \n \n14,636.25 11,130.00 44,495.00 \n4,461.00 19,171.00 \n \n11,130.00 71,909.58 \n23,136.00 \n \n11,130.00 71,909.58 \n23,319.97 (3) \n \n12,431.28 \n \n21,003.82 \n \n53,345.47 \n \n(4) \n \n500.00 \n \n500.00 \n \n(4) \n \n966.18 \n \n966.18 \n \n(4) \n \n- 22 - \n \n BUTTS CQIINIY BQARp QF EDUCATIQN SCHEQIJLE OF FEDERAi FINANCIAL ASSISTANCE \nYEAR ENDED JLJNE 30 1994 \n \nSCHEDULE \"1. \n \nFUNDING AGENCY \nPRQGRAM{GRANJ \n \nCFDA NUMBER \n \nAWARDS IN PERIOD \n \nFEDERAL FUNDS RECEIVED IN PERIOD (NET OF REFUNDS) \n \nFEDERAL REVENUE IN PERIOD \n \nEXPENDITURES IN PERIOD \n \nEducation, U. S. Department of Through Griffin Regional Educational Service A'Jf'f'Cf Drug-Free Schools and Communities Act 1993 Grant 1994Grant \n \n84.186 84.186 \n \n25 332.00 \n \n10,781.15 25 332.00 $ \n \n25 332.00 $ \n \n25 461.21 (3) \n \nTotal U. S. Department of Education \n \n$ 690 649.65 $ \n \n656 532.76 $ 637 967.40 $ _ _,6-\"18\"\"7\"'60\"\"''-\"40'- \n \nTotal Federal Financial - n e e \n \n$ 1 251 224.25 $ \n \n1138 746.17 $ 1 198 542.00 $ 1 504 021.83 \n \nMajor Programs are identified by an asterisk (\") in front of the CFDA number. \n \n(1) The amounts \"\"'\"\"\" for the Food Distribution Program represents the Federally assigned value of nonmonetary assistance for donated commodities received and/or consumed by the system during the current fiscal year. \n(2) Expendltun,s for the School Breakfast Program were not maintained separately and are included in the 1994 \n \n- \n \nSchool Lunch Program. \n \n(3) ~ r e s for this program include State, and/or Local and other Funds. \n \nExpendltun,s are not maintained by fund source. \n \n(4) Expenditures on this program were not maintained by fund source. \n \nSee notes to the general purpose financial statements. \n \n- 23 - \n \n BUTTS COUNTY BOARD OF EDUCATION ANALYSIS OF CASH AND CASH EQUIVALENTS \nJUNE 30 1994 \n \nSCHEDULE \"2\" \n \nNONINTEREST BEARING ACCOUNTS \nMcIntosh State Bank, Jackson, Georgia \nINTEREST BEARING ACCOUNTS \nMcIntosh State Bank, Jackson, Georgia \nPassbook Savings Account (3.00%) Commercial Checking Account (Variable) Certificates of Deposit \nNo. 12131 (4.16%) No. 11974 (3.31%) \nNationsBank, Jackson, Georgia \nCommercial Checking Account (Variable) Market Investment Account (3.65%) \n \n$ \n \n19,195.50 \n \n$ \n \n2,866.47 \n \n130,375.27 \n \n1,000,000.00 100,000.00 \n \n-235,064.07 1,173,349.60 \n \n2,171,527.27 \n \n$ 2,190,722.77 \n \nSee notes to the general purpose financial statements. - 24 - \n \n BUTTS COUNTY BOARD OF EDUCATION ACCOUNTS RECEIVABLE JUNE 30 1994 \n \nSCHEDULE \"3\" \n \nButts County Tax Commissioner County Wide Bond Tax County Wide School Tax \nEducation, Georgia Department of Food Services School Breakfast Program National School Lunch Program Vocational Education Federal Funds Lottery Programs Algebra Classrooms Media Center and Library Equipment Federal Programs ESEA Chapter 1 - Education of Deprived Children TIiie II - Eisenhower Mathematics and Science Education Individuals with Disabilities Education Act TIiie VI, B Flow Through Preschool Program \n \nGOVERNMENTAL FUND TYPES \n \nSPECIAL \n \nDEBT \n \nGENERAL REVENUE \n \nSERVICE \n \nFUND \n \nFUND \n \nFUND \n \n$ 830,350.85 \n \n$ 14,392.56 $ \n \n$ 15,363.16 3,887.71 \n32,341.65 \n332.90 2,399.00 \n \n78,728.00 11,343.00 \n27,805.00 3,965.00 \n \nTOTAL \n14,392.56 830,350.85 \n15,363.16 3,887.71 \n32,341.65 332.90 \n2,399.00 \n78,728.00 11,343.00 \n27,805.00 3,965.00 \n \n$ 862,692.50 $ 143,823.77 $ 14,392.56 $ 1,020,908.83 \n \nSee notes to the general purpose financial statements. - 25 - \n \n BUTTS COUNTY BOARD OF EDUCATION DEBT SERVICE REQUIREMENTS TO MATURITY \nJUNE 30 1994 \n \nSCHEDULE \"4\" \n \nPAYMENTS DUE IN FISCAL YEAR ENDING JUNE 30 \n1995 1996 \n \nTOTAL DEBT SERVICE \n \n1981 ISSUE \n \nINTEREST \n \nPRINCIPAL \n \n$ 59,712.50 $ 60,087.50 \n \n9,712.50 $ 5,087.50 \n \n50,000.00 55,000.00 \n \n$ 119,800.00 $ 14,800.00 $ \n \n105,000.00 \n \nCHANGES IN GENERAL LONG-TERM DEBT Bonds Payable at July 1, 1993 Bonds Retired During Period \n \n1981 ISSUE \n \n$ \n \n155,000.00 \n \n50,000.00 \n \nBonds Payable at June 30, 1994 \n \n$ \n \n105,000.00 \n \nMATURITY DATES Semi-Annual Interest Payment Dates Annual Debt Retirement Date \n \nAPR1-OCT1 APR1 \n \nSee notes to the general purpose financial statements. - 26 - \n \n BUTTS COUNTY BOARD OF EDUCATION SCHEDULE OF STATE REVENUE YEAR ENDED JUNE 30 1994 \n \nSCHEDULE \"5\" \n \nAGENCY/FUNDING \nGRANTS Education, Georgia Department of Quality Basic Education General and Career Education Programs Special Education Programs Remedial Education Program Media Center Programs Staff Development Programs Indirect Cost Pupil Transportation Regular Bus Replacement Middle School Incentive Special Instructional Assistance In-School Suspension Local Fair Share Educational Equalization Funding Grant Food Services Vocational Education Other State Programs Mentor Teacher Program Preschool Handicapped Program Teachers' Retirement Lottery Programs Algebra Classrooms Computers in Classrooms Distant Learning Media Center and Library Equipment Pre-Kindergarten Program Safe Schools Grant \nHuman Resources, Georgia Department of Inclusion Grant \nOTHER Education, Georgia Department of Reimbursement for Computer Supplies \n \nGOVERNMENTAL FUND TYPES \n \nSPECIAL \n \nGENERAL \n \nREVENUE \n \nFUND \n \nFUND \n \nTOTAL \n \n$ 4,812,889.00 483,917.00 39,519.00 204,143.00 65,850.00 \n1,415,500.00 \n244,574.00 79,630.00 177,191.00 \n266,917.00 63,498.00 \n-1,000,458.00 565,761.00 $ 1,384.00 \n5,040.00 \n5,286.98 \n \n$ 4,812,889.00 483,917.00 39,519.00 204,143.00 65,850.00 \n1,415,500.00 \n \n60,986.00 \n \n244,574.00 79,630.00 \n177,191.00 266,917.00 \n63,498.00 -1,000,458.00 \n565,761.00 60,986.00 1,384.00 \n \n26,163.00 \n \n5,040.00 26,163.00 \n5,286.98 \n \n332.90 18,203.67 \n1,486.40 2,399.00 39,475.72 18,000.00 \n \n332.90 18,203.67 \n1,486.40 2,399.00 39,475.72 18,000.00 \n \n33225 \n \n332.25 \n \n500.00 \n \n500.00 \n \n$ 7,431 474.23 $ \n \n167,046.69 $ 7,598,520.92 \n \nSee notes to the general purpose financial statements. - 27 - \n \n BUTTS COUNTY BOARD OF EDUCATION SCHEDULE OF LOCAL AND OTHER REVENUE \nYEAR ENDED JUNE 30 1994 \n \nSCHEDULE \"6\" \n \nGOVERNMENTAL FUND TYPES \n \nSPECIAL \n \nDEBT \n \nGENERAL \n \nREVENUE \n \nSERVICE \n \nFUND \n \nFUND \n \nFUND \n \nTOTAL \n \nTaxes County Wide Bond Tax County Wide School Tax Railroad Car Tax Real Estate Transfer Tax \n \n$ 3,043,715.41 122.22 \n10,874.70 \n \n$ 62,596.69 $ 62,596.69 \n \n3,043,715.41 \n \n2.53 \n \n124.75 \n \n225.36 \n \n11,100.06 \n \nOther After School Program Compensation for Loss of Assets Indirect Cost Special Revenue Fund Interest Earned Lost and Damaged Books Sales Adult Lunches Lunches and Breakfast Supplemental Sales Tuition Other \n \n12,317.77 7,967.01 $ \n \n90.00 \n \n6,223.81 56,178A2 \n908.52 \n \n6,228.43 \n \n4,626.00 4,517.96 \n \n36,750.40 183,814.39 \n13,546.10 \n \n630.16 \n \n12,317.77 8,057.01 \n6,223.81 63,037.01 \n908.52 \n36,750.40 183,814.39 \n13,546.10 4,626.00 4,517.96 \n \n$ 3,147,451.82 $ 240,429.32 $ 63,454.74 $ 3,451,335.88 \n \nSee notes to the general purpose financial statements. - 28 - \n \n BUTTS COUNTY BOARD OF EDUCATION SCHEDULE OF EXPENDITURES BY OBJECT \nGOVERNMENTAL FUND TYPES YEAR ENDED JUNE 30 1994 \n \nSCHEDULE'7\" \n \nEXPENDITURES \nOperating Costs Salaries Employee Benefi1s Travel of Employees Professional and Technical Services Compensation and Travel of Board Members Water, Sewer and Cleaning Services Repair and Maintenance Services Rents Insurance Communications Commodity Hauling Shared Services Other Purchased Services Supplies Energy Food Usage Books, Textbooks and Periodicals Dues and Fees Federal Indirect Costs Other Expenditures \nNonoperating Costs Building and Building Improvements Equipment \n \nGENERAL FUND \n \nSPECIAL REVENUE \nFUND \n \nCAPITAL PROJECTS \nFUND \n \n$ 6,953,415.73 $ 645,606.99 \n \n$ \n \n1,945,179.38 \n \n156,795.24 \n \n11,738.50 \n \n3,701.61 \n \n26,8TT.27 \n \n53,932.51 \n \n13,450.12 \n \n29,457.60 \n \n130,846.84 \n \n16,397.52 \n \n2,706.00 \n \n88,340.36 \n \n24,894.67 \n \n36.23 \n \n4,961.54 \n \n97,523.96 \n \n23,125.00 \n \n7,628.88 \n \n34,543.36 \n \n501,936.66 \n \n82,543.15 \n \n358,878.38 \n \n447,087.62 \n \n152,092.14 \n \n2,107.65 \n \n15,400.00 \n \n2,272.71 \n \n6,223.81 \n \n16,193.28 \n \n4,242.81 \n \n290 585.24 \n \n$ 123 798.77 \n \n50,000.00 \n \nTOTAL \n7,599,022.72 2,101,974.62 \n15,440.11 80,809.78 13,450.12 29,457.60 147,244.36 \n2,706.00 88,340.36 24,930.90 \n4,961.54 120,648.96 \n42,172.24 584,479.81 358,878.38 447,087.62 154,199.79 \n17,672.71 6,223.81 20,436.09 \n50,000.00 414 384.01 \n \nTotal Expenditures \n \n$ 10,664,439.01 $ 1,610,082.52 $ 50,000.00 $ 12,324,521.53 \n \nSee notes to the general purpose financial statements \n \n- 29 - \n \n BUTTS COUNTY BOARD OF EDUCATION SCHEDULE OF EXPENDITURES BY OBJECT \nLOTTERY PROGRAMS YEAR ENDED JUNE 30 1994 \n \nEXPENDITURES \nOperating Costs Salaries Employee Benefits Travel of Employees Repair and Maintenance Services Rents Other Purchased Services Supplies Books, Textbooks and Periodicals \nNonoperating Costs Equipment \n \nALGEBRA ClASSROOMS \n \nCOMPUTERS IN \nCLASSROOMS \n \nDISTANT LEARNING \n \n$ \n \n1,486.40 \n \n$ \n \n332.90 $ \n \n2,510.93 \n \n15,692.74 \n \nTotal Expenditures \n \n$ \n \n332.90 $ \n \n18,203.67 $ \n \n1,486.40 \n \nSee notes to the general purpose financial statements. - 30 - \n \n SCHEDULE \"8\" \n \nMEDIA CENTER AND \nLIBRARY EQUIPMENT \n \nPRE-KINDERGARTEN PROGRAM \n \nSAFE SCHOOLS \nGRANT \n \nTOTAL \n \n$ \n \n$ \n \n2,399.00 \n \n$ \n \n2,399.00 $ \n \n13,358.44 1,711.16 613.52 \n2,706.00 8,714.19 11,922.46 \n449.95 \n$ \n \n$ 18,000.00 \n \n13,358.44 1,711.16 613.52 1,486.40 2,706.00 8,714.19 \n17;165.29 449.95 \n33,692.74 \n \n39,475.72 $ \n \n18,000.00 $ \n \n79,897.69 \n \n- 31 - \n \n  BUTTS COUNTY BOARD OF EDUCATION ANALYSIS OF MINIMUM EXPENDITURE REQUIREMENTS - OVERALL \nGENERAL FUND - QUALITY BASIC EDUCATION PROGRAMS YEAR ENDED JUNE 30 1994 \n \nSCHEDULE \"9\" \n \nMinimum Expenditure Requirements (Total Allotment) \nExpenditures on Combined Program Basis Salaries Operations \nLess: Expenditures for Media Center Programs in Excess of Total Media Allotment Expenditures for Staff Development Programs in Excess of Total Staff Development Allotment for: Cost of Instruction \nExpenditures per Audit \nAmount of Underexpenditure for Total Allotment \n \nTHIRTEEN WEIGHTED AND MEDIA CENTER \nPROGRAMS \n \nSTAFF DEVELOPMENT \nPROGRAM \n \n$ \n \n5,540,468.00 $ \n \n65,850.00 \n \n$ \n \n6,046,916.36 \n \n488,434.34 $ \n \n$ \n \n6,535,350.70 $ \n \n66,089.66 66,089.66 \n \n-122,784.09 \n \n$ \n \n6,412,566.61 $ \n \n-16,387.41 49,702.25 \n \n$ \n \n0.00 $ \n \n16147.75 \n \nSee notes to the general purpose financial statements. - 33 - \n \n BlITTS CQl ttfIY BQABQ PE EQl ICATION ANALYSIS Of MINIM\\ U,4 EXPfNQffiJRf BfQUIRfUENJ:S - BY PRQGRAM \nGENERAi FUND -OI IAI ITV BASIC fQUCATIQN PROGRAMS YEAR ENPEP JUNE ;w 1m \n \nGENERAi AND CABffR fptJCATIQN PROGRAMS \nSub-Total - K-3 Grades 4  5 (1 Grades 6  8 (1 Grades 9-12 (\") High School Labonltorieg (1 Vocational Education Laboratories (i \nTotal General and Career Education Programs \nSPC1AI fQlJQAT]QN PROGRAMS \nRegular Programs category I (1 category II (1 category II1(1 category IV (1 Itinerant Supplemental Speech Sub--Total  Regular category V (Gifted) (1 Total Special Education Programs \nBf;MfQIA[ fpt.JCATIQN PBQGRAM C, MSQIA CsNTfR PROORAMS \nTotal Thirteen Weighted and Media Center \nSTAFF PfVEl OPMl;NT PROGRAMS (1) Co\u0026l:rllnstruction \nTolal staff Dewlopment \n(i Identifies Thirteen Weighted Programs Note (1) S7,653.30dtheal,lotmentforProfessional \n[)eo.,eloprnent has been transferred to Cost of Instruction as authorized by OCGA 20-2-182 \nSee notes to the general purpose financial statements \n \nALLOTMENTS FROM DEPARTMENT OF EDUCATION \n \nREQUIRED \n \nTOTAL \n \nORIGINAL _!L \n \nORIGINAL \n \nMIO-TERM \n \nREQUIRED \n \n490,967.00 \n \n441,870.30 S \n \n1306618.00 1,797,585.00 \n \n90 s \n \n1175 956.20 1,617,826.50 S \n \n717,225.00 90 \n \n645,502.50 \n \n1,035,430.00 90 \n \n931,887.00 \n \n674,452.00 90 \n \n607,006.80 \n \n290,400.00 90 \n \n261,360.00 \n \n297 797.00 90 \n \n268 017.30 \n \n$ 4 612 889.00 \n \n4 331 600.10 $ \n \n0.00 $ 441,870.30 \n \n1175 956.20 \n \n0.00 S 1,617,826.50 \n \n0.00 \n \n645,502.50 \n \n0.00 \n \n931,887.00 \n \n0.00 \n \n607,006.80 \n \n0.00 \n \n261,360.00 \n \n0.00 \n \n268 017.30 \n \n0.00 $ 4 331 600.10 \n \n473,030.00 \n \n425,727.00 $ \n \n0.00 $ \n \n425,727.00 \n \n473,030.00 10 887.00 \n483 917.00 39 519.00 \n204143.00 \n \n90 s \n90 \n90 $ 90 $ \n \n425,727.00 $ 9 798.30 \n435 525.30 S \n35 567.10 s \n183 728.70 $ \n \n$ 5,540,468.00 \n \n4,986,421.20 $ \n \n0.00 s \n0.00 $ 0.00 $ \n0.00 s \n \n425,727.00 9 798.30 \n435 525.30 35 567.10 \n183 728.70 \n \n0.00 $ 4,986 421.20 \n \n22,481.30 100 $ 43 368.70 100 \n \n22,481.30 S 43 368.70 \n \n65,850.00 \n \n65,850.00 $ \n \n5,606,316.00 \n \n5,052,271.20 $ \n \n0.00 $ \n \n22,481.30 43 368.70 \n \n0.00 $ \n \n65,650.00 \n \n0.00 $ 5,052,271.20 \n \n 34  \n \n SCHEDULE \"10'' \n \nREQUIRED ALLOTMENT \n \nSALARIES ACTUAL \n \nDISTRIBUTION BY RESPECTIVE PORTIONS \n \nAMOUNT OF UNDEREXPENDllURE \nFOR REQUIRED ALLOTMENT \n \nREQUIRED ALLOTMENT \n \nOPERATIONS ACTUAL \n \nAMOUNT OF UNDEREXPENDllURE \nFOR REQUIRED ALLOTMENT \n \n430,353.00 $ \n \n471,340.68 \n \n11,517.30 s \n \n15,552.62 \n \n1138 746.60 \n \n1330741.57 \n \n37 209.60 \n \n70 475.12 \n \n1,569,099.60 $ 1,802,082.25 $ \n \n0.00 \n \n48,726.90 s \n \n86,027.74 s \n \n0.00 \n \n625,531.50 \n \n715,473.99 \n \n0.00 \n \n19,971.00 \n \n24,304.93 \n \n0.00 \n \n903,970.80 \n \n1,258,117.33 \n \n0.00 \n \n27,916.20 \n \n98,202.09 \n \n0.00 \n \n580,008.60 \n \n799,181.52 \n \n0.00 \n \n26,998.20 \n \n75,720.53 \n \n0.00 \n \n249,780.60 \n \n308,770.32 \n \n0.00 \n \n11,579.40 \n \n23,768.01 \n \n0.00 \n \n232 903.80 \n \n317 954.78 \n \n0.00 \n \n35113.50 \n \n51 698.47 \n \n0.00 \n \n4161 294.90 $ 5 201 580.19 $ \n \n0.00 \n \ns 170 305.20 \n \n359 721.77 S \n \n0.00 \n \n14,287.50 162,654.30 $ 194,304.60 \n38,099.70 \n \n260,214.05 263,800.84 \n \n409,346.10 $ 9 524.70 \n418 870.80 $ 34$942.50 $ \n142 029.00 $ \n \n524,014.89 S 43153.90 $ 567168.79 46 891.27 $ 231 276.11 $ \n \n4 757,137.20 $ 6,046,916.36 $ \n \n738.90 $ 3,513.60 5,337.90 1,315.80 2,097.00 3 377.70 \n \n538.17 7,736.87 11,914.37 7,628.88 \n \n0.00 \n \n16,380.90 S \n \n27,818.29 s \n \n0.00 \n \n273.60 \n \n5 207.28 s \n \n16 654.50 $ \n \n33 025.57 \n \n0.00 \n \n624.60 $ \n \n38.02 $ \n \n0.00 \n \n41 699.70 $ \n \n95 650.98 $ \n \n0.00 \n \n229,284.00 $ \n \n488,434.34' $ \n \n0.00 0.00 \n588.58 0.00 \n588.58 \n \n4,757,137.20 $ 6,046,916.36 $ \n \n22,481.30 s \n43,368.70 \n \n38,868.71 s \n27 220.95 \n \n65,850.00 $ \n \n66,089.66 s \n \n0.00 16147.75 \n16,147.75 \n \n0.00 \n \n295,134.00 $ \n \n554,524.00 $ \n \n16,736.33 \n \n- 35 - \n \n BUTTS COUNTY BOARD OF EDUCATION \n \nSCHEDULE \"11\" \n \nSCHEDULE OF COMPENSATION AND TRAVEL OF BOARD MEMBERS \n \nYEAR ENDED JUNE 30 1994 \n \nBOARD MEMBER ADDRESS \nMr. Ernest Battle, Chairman (*} 826 Chestnut Drive Jackson, Georgia 30233 \nMr. Joe Brown, Jr. 2248 West Highway 36 Jackson, Georgia 30233 \nMr. Millard Daniel (*} 461 Four Points Road Jackson, Georgia 30233 \nMr. Jesse Duffey (*) 231 Alta Vista Drive Jackson, Georgia 30233 \nMr. Larry Morgan (*) 263 Jim McMichael Road Jackson, Georgia 30233 \nMrs. Kay Pippen (*) 774 McCaskill Drive Jackson, Georgia 30233 \nMr. Arthur T. Presley 815 Keys Ferry Road Jackson, Georgia 30233 \n \nCOMPENSATION \n \nTRAVEL \n \n$ \n \n2,700.00 $ \n \n408.95 \n \n900.00 \n \n1,400.00 \n \n541.17 \n \n1,500.00 \n \n2,500.00 \n \n2,500.00 \n \n1,000.00 \n \n$ (*) Denotes Board Members Serving as of June 30, 1994 \n \n12,500.00 $===9=5=0=.1=2 \n \nSee notes to the general purpose financial statements. - 36 - \n \n SECTION II COMPLIANCE \n \n CLAUDE L. VICKERS \nSTATE AUDITOR (404) 656-2174 \n \nDEPARTMENT OF AUDITS \n254 Washington Street, S.W., Suite 214 Atlanta, Georgia 30334-8400 \nMay 5, 1995 \n \nHonorable Zell Miller, Governor Members of the General Assembly Members ofthe State Board ofEducation \nand Superintendent and Members of the Butts County Board ofEducation \nCOMPLIANCE REPORT BASED ON AN AUDIT OF THE FINANCIAL STATEMENTS PERFORMED IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS \nLadies and Gentlemen: \nWe have audited the general purpose financial statements of the Butts County Board ofEducation as of and for the year ended June 30, 1994, and have issued our report thereon dated May 5, 1995. This report was qualified for a scope limitation and for various departures from generally accepted accounting principles, as identified in the auditor's report on the general purpose financial statements. \nExcept as discussed in the following paragraph, 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. \nWe did not observe the taking of either the Federal donated commodities inventory or the purchased foods inventory at June 30, 1994, nor could we satisfy ourselves as to the accuracy of the amounts stated as inventories through alternative procedures. \nCompliance with laws, regulations, contracts, and grants applicable to Butts County Board of Education is the responsibility of the Board'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 Board'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. \nThe results of our tests indicate that, with respect to the items tested, the Butts County Board of Education complied, in all material respects, with the provisions referred to in the preceding paragraph. With respect to \n94CRL-10 \n \n items not tested, nothing came to our attention that caused us to believe that the Board had not complied, in all material respects, with those provisions. \nThis report is intended for the information of management, the Federal cognizant audit agency and other Federal granter agencies. This restriction is not intended to limit the distribution of this report which is a matter of public record. \nRespectfully submitted, \n~~ \nClaude L. Vickers State Auditor \nCLV:cm 94CRL-10 \n \n C!AUDE L. VICKERS \nSTATE AUDITOR (404) 656-2174 \n \nDEPARTMENT OF AUDITS \n254 Washington Street, S.W., Suite 214 Atlanta, Georgia 30334-8400 \nMay 5, 1995 \n \nHonorable Zell Miller, Governor Members of the General Assembly Members ofthe State Board ofEducation \nand Superintendent and Members ofthe Butts County Board ofEducation \n \nSINGLE AUDIT REPORT ON COMPLIANCE WITH THE GENERAL REQUIREMENTS APPLICABLE TO FEDERAL FINANCIAL ASSISTANCE PROGRAMS \n \nLadies and Gentlemen: \n \nWe have audited the general purpose financial statements ofthe Butts County Board ofEducation as of and for the year ended June 30, 1994, and have issued our report thereon dated May 5, 1995. This report was qualified for a scope limitation and for various departures from generally accepted accounting principles, as identified in the auditor's report on the general purpose financial statements. \n \nWe have applied procedures to test the Butts County Board of Education'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, 1994: \n \n(1) Political Activity \n \n(5) Allowable Costs/Cost Principles \n \n(2) Civil Rights \n \n(6) Audit Follow-Up/Resolution \n \n(3) Cash Management \n \n(7) Administrative Requirements \n \n(4) Federal Financial Reports \n \nOur procedures were limited to the applicable procedures described in the Office ofManagement 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 Board's compliance with the requirements listed in the preceding paragraph. Accordingly, we do not express such an opinion. \n \n94CRL-40 \n \n 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 Butts County Board of Education had not complied, in all material respects, with those requirements. \nThis 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. \nRespectfully submitted, \n~~ \nClaude L. Vickers State Auditor \nCLV:cm 94CRL-40 \n \n CLAUDE L. VICKERS \nSTATE AUDITOR (404) 656-2174 \n \nDEPARTMENT OF AUDITS \n254 Washington Street, S.W., Suite 214 Atlanta, Georgia 30334-8400 \nMay 5, 1995 \n \nHonorable Zell :Miller, Governor Members of the General Assembly Members ofthe State Board ofEducation \nand Superintendent and Members of the Butts County Board ofEducation \n \nSINGLE AUDIT OPINION ON COMPLIANCE WITH SPECIFIC REQUIREMENTS APPLICABLE TO MAJOR FEDERAL FINANCIAL ASSISTANCE PROGRAMS \n \nLadies and Gentlemen: \n \nWe have audited the generai purpose financial statements of the Butts County Board of Education as of and for the year ended June 30, 1994, and have issued our report thereon dated May 5, 1995. This report was qualified for a scope limitation and for various departures from generally accepted accounting principles, as identified in the auditor's report on the general purpose financial statements. \n \nWe have also audited the Butts County Board ofEducation's compliance with the requirements governing: \n \n(1) Types of Services Allowed or Unallowed \n \n(5) Applicable Special Tests and Provisions \n \n(2) Eligibility \n(3) Matching, Level ofEffort, and/or Earmarking \n \n(6) Other Requirement Claims for Advances and Reimbursements \n \n(4) Reporting \n \nThese requirements are applicable to the major Federal financial assistance programs, which are identified in the Schedule ofFederal Financial Assistance, for the year ended June 30, 1994. The management of the Butts County Board of Education is responsible for the Board's compliance with those requirements. Our responsibility is to express an opinion on compliance with those requirements based on our audit. \n \n94CRL-80 \n \n Except as discussed in the following paragraph, we conducted our audit of compliance in accordance with generally accepted auditing standards; Government Auditing Standards issued by the Comptroller General of the United States; and Office of Management and Budget (0MB) Circular A-128, \"Audits of State and Local Governments\". Those standards and 0MB Circular A-128 require that we plan and perform the audit to obtain reasonable assurance about whether material noncompliance with the requirements referred to above occurred. An audit includes exarniniing, on a test basis, evi9ence about the Butts County Board ofEducation's compliance with those requirements. We believe that our audit provides a reasonable basis for our opinion. \nWe did not observe the taking of either the Federal donated commodities inventory or the purchased foods inventory at June 30, 1994, nor could we satisfy ourselves as to the accuracy of the amounts stated as inventories through alternative procedures. However, this matter has no affect on the Board's compliance with the requirements listed in the second paragraph of this report. \nIn our opinion, the Butts County Board ofEducation complied, in all material respects, with the requirements as disclosed in the second paragraph that are applicable to its major Federal financial assistance programs for the year ended June 30, 1994. \nThis 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 ofpublic record. \nRespectfully submitted, \n#~ \nClaude L. Vickers State Auditor \nCLV:cm 94CRL-80 \n \n CLAUDE L. VICKERS \nSTATE AUDITOR (404) 6562174 \n \nDEPARTMENT OF AUDITS \n254 Washington Street, S.W., Suite 214 Atlanta, Georgia 30334-8400 \nMay 5, 1995 \n \nHonorable Zell Miller, Governor Members of the General Assembly Members ofthe State Board ofEducation \nand Superintendent and Members of the Butts County Board ofEducation \n \nSINGLE AUDIT REPORT ON COMPLIANCE WITH SPECIFIC REQUIREMENTS APPLICABLE TO NONMAJOR FEDERAL FINANCIAL ASSISTANCE PROGRAM TRANSACTIONS \n \nLadies and Gentlemen: \n \nWe have audited the general purpose financial statements ofthe Butts County Board of Education as of and for the year ended June 30, 1994, and have issued our report thereon dated May 5, 1995. This report was qualified for a scope limitation and for various departures from generally accepted accounting principles, as identified in the auditor's report on the general purpose financial statements. \n \nIn connection with our audit of the fiscal year 1994 general purpose financial statements of the Butts County Board ofEducation and with our consideration of the Board's internal control structure used to administer Federal financial assistance programs, as required by Office ofManagement and Budget (0MB) Circular A128, \"Audits ofState and Local Governments\", we selected certain transactions applicable to certain nonmajor Federal financial assistance programs for the year ended June 30, 1994. As required by 0MB Circular A-128, we have performed auditing procedures on the selected transactions to test compliance with the requirements governing: \n \n(1) Types of Services Allowed or Unallowed \n \n(2) Eligibility \n \nOur procedures were substantially less in scope than an audit, the objective of which is the expression of an opinion on the Butts County Board of Education's compliance with these requirements. Accordingly, we do not express such an opinion. \n \nWith 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 \n \n94CRL-120 \n \n came to our attention that caused us to believe that the Butts County Board ofEducation had not complied, in all material respects, with those requirements. \nThis 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. \nRespectfully submitted, \nde~ \nClaude L. Vickers State Auditor \nCLV:cm 94CRL-120 \n \n SECTION III INTERNAL CONTROL \n \n CLAUDE L. VICKERS \nSTATE AUDITOR (404) 656-2174 \n \nDEPARTMENT OF AUDITS \n254 Washington Street, S.W., Suite 214 Atlanta, Georgia 30334-8400 \nMay 5, 1995 \n \nHonorable Zell Miller, Governor Members of the General Assembly Members ofthe State Board ofEducation \nand Superintendent and Members of the Butts County Board ofEducation \nREPORT ON INTERNAL CONTROL STRUCTURE IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS \nLadies and Gentlemen: \nWe have audited the general purpose financial statements of the Butts County Board ofEducation as of and for the year ended June 30, 1994, and have issued our report thereon dated May 5, 1995. This report was qualified for a scope limitation and for various departures from generally accepted accounting principles, as identified in the auditor's report on the general purpose financial statements. \nExcept as discussed in the following paragraph, 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. \nWe did not observe the taking of either the Federal donated commodities inventory or purchased foods inventory at June 30, 1994, nor could we satisfy ourselves as to the accuracy of the amounts stated as inventories through alternative procedures. \nIn planning and performing our audit of the general purpose financial statements of the Butts County Board of Education for the year ended June 30, 1994, we considered the internal control structure in order to determine our auditing procedures for the purpose of expressing our opinion on the general purpose financial statements and not to provide assurance on the internal control structure. \nThe management of the Butts County Board of Education 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, \n94ICL-3 \n \n 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 pennit 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. \n \nFor the purposes of this report, we have classified the significant internal control structure policies and procedures in the following categories: \n \n(1) Cash and Cash Equivalents \n \n(6) Employee Compensation \n \n(2) Inventories \n \n(7) General Ledger \n \n(3) Revenue/Receivables/Receipts \n \n(8) General Fixed Assets \n \n(4) Procurement \n \n(5) Expenditures/Liabilities/ Disbursements \n \nFor all ofthe internal control categories listed above, we obtained an understanding of the design ofrelevant policies and procedures and whether they have been placed in operation, and we assessed control risk. \n \nWe 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 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. \n \nAs described in the Schedule ofFindings and Improper or Questioned Costs, a reportable condition was noted in the following control category: \n \nGeneral Fixed Assets \n \nA 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 perfonning their assigned functions. \n \nOur 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 \n \n94ICL-3 \n \n reportable conditions that are also considered to be material weaknesses as defined above. However, we believe that the reportable condition disclosed above is also considered to be a material weakness. \nThis condition was considered in determining the nature, timing, and extent of the procedures to be performed in our audit ofthe Butts County Board of Education's financial statements and this report does not affect our report thereon dated May 5, I 995. \nThis 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. \nRespectfully submitted, \n~ \nClaude L. Vickers State Auditor \nCLV:cm 94ICL-3 \n \n C!AUDE L. VICKERS \nSTATE AUDITOR (404) 656-2174 \n \nDEPARTMENT OF AUDITS \n254 Washington Street, S.W., Suite 214 Atlanta, Georgia 30334-8400 \nMay 5, 1995 \n \nHonorable Zell Miller, Governor Members of the General Assembly Members ofthe State Board ofEducation \nand Superintendent and Members ofthe Butts County Board ofEducation \nSINGLE AUDIT REPORT ON THE INTERNAL CONTROL STRUCTIJRE USED IN ADMINISTERING FEDERAL FINANCIAL ASSISTANCE PROGRAMS \nLadies and Gentlemen: \nWe have audited the general purpose financial statements ofthe Butts County Board ofEducation as of and for the year ended June 30, 1994, and have issued our report thereon dated May 5, 1995. This report was qualified for a scope limitation and for various departures from generally accepted accounting principles, as identified in the auditor's report on the general purpose financial statements. We have also audited the Butts County Board ofEducation's compliance with requirements applicable to major Federal financial assistance programs and have issued our opinion thereon dated May 5, 1995. \nExcept as discussed in the following paragraph, 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 (0MB) Circular A-128, \"Audits of State and Local Governments\". Those standards and 0MB 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 and about whether the Butts County Board of Education complied with laws and regulations, noncompliance with which would be material to a major Federal financial assistance program. \nWe did not observe the taking of either the Federal donated commodities inventory or purchased foods inventory at June 30, 1994, nor could we satisfy ourselves as to the accuracy of the amounts stated as inventories through alternative procedures. \nIn planning and performing our audit for the year ended June 30, 1994, we considered the Board's internal control structure in order to determine our auditing procedures for the purpose of expressing our opinion on the general purpose financial statements and on its compliance with requirements applicable to major Federal financial assistance programs and to report on the internal control structure in accordance with 0MB Circular \n94ICL-5 \n \n 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 May 5, 1995. \n \nThe management of the Butts County Board of Education 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, that transactions are executed 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 ofinherent limitations in any internal control structure, errors, irregularities or instances of noncompliance may nevertheless occur and not be detected. Also, projection of any evaluation of the 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. \n \nFor the purposes 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: \n \nGENERAL REQUIREMENTS \n \nSPECIFIC REQUIREMENTS \n \n(!) Political Activity (2) Civil Rights (3) Cash Management (4) Federal Financial Reports \n \n(1) Types of Services Allowed or Unallowed \n(2) Eligibility \n(3) Matching, Level ofEffort, and/or Earmarking \n \n(5) Allowable Costs/Cost Principles \n \n(4) Reporting \n \n(6) Audit Follow-Up/Resolution (7) Administrative Requirements \n \n(5) Applicable Special Tests and Provisions \n(6) Other Requirement Claims for Advances and Reimbursements \n \nFor all of the internal control structure categories listed above, we obtained an understanding of the design ofrelevant policies and procedures and whether they have been placed in operation, and we assessed control risk. \n \nDuring the year ended June 30, 1994, the Butts County Board of Education expended 69% ofits total Federal \nfinancial assistance under major Federal financial assistance programs. \n \n94ICL-5 \n \n We performed tests of controls, as required by O1\\IB Circular A-128, to evaluate the effectiveness 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 described above that are applicable to each of the Board's major Federal financial assistance programs, which are identified in the Schedule of Federal Financial Assistance. 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. \nOur 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 constitute material weaknesses under standards established by the American Institute of Certified Public Accountants. A material weakness is a reportable condition in which the design or operation ofone or more ofthe 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. We noted no matters involving the internal control structure and its operation that we consider to be material weaknesses as defined above. \nThis report is intended for the information of management, the Federal cognizant audit agency and other Federal granter agencies. This restriction is not intended to limit the distribution of this report which is a matter of public record. \nRespectfully submitted, \n~~~ \nClaude L. Vickers State Auditor \nCLV:cm 94ICL-5 \n \n SECTION IV FJNDINGS AND IMPROPER OR QUESTIONED COSTS \n \n BUTTS COUNTY BOARD OF EDUCATION SCHEDULE OF FINDINGS AND IMPROPER OR QUESTIONED COSTS \nYEAR ENDED JUNE 30 1994 \nPRIOR YEAR/CURRENT YEAR \nGENERAL FIXED ASSETS Failure to Maintain General Fixed Assets Account Group Financial Statements Reportable Condition - Material Weakness Audit Control Number 6181-93-01 \nThe audit report for the year ended June 30, 1993, noted that the management ofthe Butts County Board of Education 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 Board 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 Board being incomplete and not in accordance with generally accepted accounting principles. Appropriate action should be taken by the Board to establish accounting controls and procedures to provide for maintenance of a General Fixed Assets Account Group. These subsidiary records should include an inventory ofland, buildings and equipment owned by the Board and should include but may not be limited to date acquired, acquisition cost, estimated replacement cost, location and description. Detailed records should be maintained of all additions and deletions to the General Fixed Assets Account Group. \nCURRENT YEAR \nEXPENDITURES/LIABILITIES/DISBURSEMENTS Failure to Meet Expenditure Requirements Financial Statements Nonmaterial Noncompliance Amount: $588.58 Audit Control Number 6181-94-0 I \nFor the year under review, the Board had an underexpenditure of Quality Basic Education (QBE) funds of $588.58 for the operations portion ofthe Remedial Education Program. This underexpenditure resulted from the Board's failure to meet minimum expenditure requirements for this program. These funds should be returned to the Georgia Department of Education through an increase in the Board's local fair share for the QBE programs in a subsequent fiscal period. \nEXPENDITURES/LIABILITIES/DISBURSEMENTS Failure to Meet Expenditure Requirements Financial Statements Nonmaterial Noncompliance Amount: $16,147.75 Audit Control Number 6181-94-02 \nFor the year under review, the Board reported to the Georgia Department of Education on DE form 0420 \"General Fund QBE Program Expenditure Summary\" expenditures totaling $38,868.71 for the Staff \n \n BUTTS COUNTY BOARD OF EDUCATION SCHEDULE OF FINDINGS AND IMPROPER OR QUESTIONED COSTS \nYEAR ENDED JUNE 30 1994 \nCURRENT YEAR \nEXPENDITURES/LIABILITIES/DISBURSEMENTS Failure to Meet Expenditure Requirements Financial Statements Nonrnaterial Noncompliance Amount: $16,147.75 Audit Control Number 6181-94-02 \nDevelopment - Cost ofInstruction Program. A review ofthe underlying source documentation for the Quality Basic Education (QBE) program disclosed that the Board expended more than 15 percent of its initial allotment offunds for Professional Development Stipends for StaffDevelopment - Cost oflnstruction Program purposes resulting in an underexpenditure of $ 16, 147.75 for the minimum required allotment of $43,368.70 for the StaffDevelopment - Professional Development Stipends Program. \nThis questioned cost resulted from management's reliance on incorrect information received from the Georgia Department ofEducation, resulting in a violation of Official Code of Georgia 20-2-182. These funds should be returned to the Georgia Department of Education through an increase in the Board's local fair share for the QBE programs in a subsequent fiscal period. \nEXPENDITURES/LIABILITIES/DISBURSEMENTS Improper Expenditure Financial Statements Nonrnaterial Noncompliance Amount: $4,240.00 Audit Control Number 6181-94-03 \nIn the year under review, expenditures of$4,240.00 were made from the Board's General Fund for per diem payments to non-employees for coaching of extra-curricular activities. The Official Code of Georgia Annotated Section 20-2-411 provides, in part, as follows: \n\"...school funds shall be used for educational purposes and may be used to pay the salaries of personnel and to pay for the utilization of school facilities, including school buses; for extracurricular and interscholastic activities, including literary events, music, and athletic programs within individual schools and between schools in the same or different school systems when such activities are sponsored by local boards of education as an integral part of the total school program; and for no other purpose...\". \nAn expenditure ofthis nature is considered to be beyond the customary scope of expenditures for \"educational purposes\". Appropriate action should be taken by the Board to establish policies preventing the recurrence of this type expenditure in future periods. \n \n SECTIONV PERTINENT VIEWS OF RESPONSIBLE OFFICIALS \n \n BUTTS COUNTY BOARD OF EDUCATION SCHEDULE OF PERTINENT VIEWS OF RESPONSIBLE OFFICIALS \nYEAR ENDED JUNE 30 1994 \nEXPENDITURES/LIABILITIES/DISBURSEMENTS Improper Expenditure Financial Statements Nonmaterial Noncompliance Amount: $4,240.00 Audit Control Number 6181-94-03 \nWe did not realize that treating payments to lay coaches as contracted services was viewed differently with regard to O.C.G.A. 20-2-411 than ifwe had treated the payments as salary. Our intent was to pay the same amount to the lay coach as we would have paid as salary supplement to one of our regular coaches for the same position. We will immediately change our procedure and begin treating payments to lay coaches as salaries to employees. \nNote: The Butts County Board ofEducation has elected not to provide comments for inclusion in this report other than the above. \n \n "}],"pages":{"current_page":1,"next_page":null,"prev_page":null,"total_pages":1,"limit_value":10,"offset_value":0,"total_count":6,"first_page?":true,"last_page?":true},"facets":[{"name":"type_facet","items":[{"value":"Text","hits":6}],"options":{"sort":"count","limit":16,"offset":0,"prefix":null}},{"name":"creator_facet","items":[{"value":"Georgia. Department of Audits","hits":6}],"options":{"sort":"count","limit":11,"offset":0,"prefix":null}},{"name":"subject_facet","items":[{"value":"Auditors' reports--Georgia","hits":6},{"value":"Butts County (Ga.). 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