2008 Financial Statement - Okeechobee Clerk of Court

Transcription

OKEECHOBEE COUNTY CLERK OF CIRCUIT COURT
SPECIAL-PURPOSE
FINANCIAL STATEMENTS
AND
SUPPLEMENTAL REPORTS
SEPTEMBER 30, 2008
OKEECHOBEECOUNTY, FLORIDA
SEPTEMBER 30, 2008
TABLE OF CONTENTS
Page
Report of Independent Certified Public Accountant.................................................................................
1-2
SPECIAL-PURPOSE FINANCIAL STATEMENTS:
Special-purpose Balance Sheet – Governmental Funds ........................................................................
3
Special-purpose Statement of Revenues, Expenditures and Changes in
Fund Balances – Governmental Funds .................................................................................................
4
Fund Balances – Budget and Actual – General Fund ..........................................................................
5
Fund Balances – Budget and Actual – Fine and Forfeiture Fund..........................................................
6
Special-purpose Statement of Fiduciary Net Assets – Agency Fund ....................................................
7
Notes to Special-purpose Financial Statements.....................................................................................
8-12
Combining Special-purpose Statement of Fiduciary Net Assets – All
Agency Funds ........................................................................................................................................ 13-14
Combining Special-purpose Schedule of Change in Assets and Liabilities All Agency Funds .................................................................................................................................. 15-17
ADDITIONAL ELEMENTS OF REPORT PREPARED IN ACCORDANCE WITH
GOVERNEMENT AUDITING STANDARDS, ISSUED BY THE COMPTROLLER
GENERAL OF THE UNITED STATES AND THE RULES OF THE AUDITOR
GENERAL OF THE STATE OF FLORIDA:
Independent Auditor’s Report Internal Control Over Financial Reporting
and on Compliance and Other Matters Based on an Audit of
Special-purpose Financial Statements Performed in Accordance
with Government Auditing Standards ................................................................................................... 18-20
Management Letter................................................................................................................................ 21-23
OKEECHOBEE COUNTY CLERK OF THE CIRCUIT COURT
SPECIAL PURPOSE BALANCE SHEET
GOVERNMENTAL FUNDS
SEPTEMBER 30, 2008
General
Assets
Cash
Due from other governments
Prepaid expense
Fine and
Forfeiture
PRMT
Total
$
331,307
-
$ 387,747
26,551
4,314
$ 420,427
-
$
1,139,481
26,551
4,314
$
331,307
$ 418,612
$ 420,427
$
1,170,346
Liabilities
Accounts payable and accrued liabilities $
Due to Board of County Commissioners
Due to other governments
Deposits
Deferred revenue
Total liabilities
36,191
290,038
5,078
331,307
$
$
$
66,989
290,038
228,409
5,078
159,405
749,919
Total Assets
Liabilities and fund balances
Fund balances
Fund balance - reserved for
records modernization and
court-related technology
Total fund balances
Total liabilities and fund balances
$
331,307
30,798
228,409
159,405
418,612
$ 418,612
420,427
420,427
$ 420,427
See accompanying notes to financial statements.
3
-
420,427
420,427
$
1,170,346
SPECIAL PURPOSE STATEMENT OF REVENUES, EXPENDITURES
AND CHANGES IN FUND BALANCES
GOVERNMENTAL FUNDS
FOR THE YEAR ENDED SEPTEMBER 30, 2008
Fine and
Forfeiture
General
Revenues
Appropriations from
Board of County Commissioners
Intergovernmental
Fines & Forfeitures
Charges for services
Interest
Total revenues
$
Expenditures
Current:
General Government:
Salaries and benefits
Operating expenditures
Excess return to state
Capital outlay
Total expenditures
Excess of revenues
over expenditures
Other financing sources (uses)
Operating transfer in
Operating transfer out
Excess fees to Board of
County Commissioners
Total other financing sources (uses)
1,294,885
260,495
16,772
1,572,152
$
647,553
299,116
654,219
12,974
1,613,862
Total
PRMT
$
80,042
17,443
97,485
$
1,294,885
647,553
299,116
994,756
47,189
3,283,499
1,040,066
175,491
66,557
1,282,114
1,287,650
71,800
228,409
1,587,859
2,590
57,494
60,084
2,327,716
249,881
228,409
124,051
2,930,057
290,038
26,003
37,401
353,442
(26,003)
26,003
-
26,003
(26,003)
(26,003)
26,003
(290,038)
(290,038)
(290,038)
(290,038)
Excess of revenues and other
sources over expenditures and
other uses
-
-
63,404
63,404
Fund balances, beginning of year
-
-
357,023
357,023
-
$ 420,427
Fund balances, end of year
$
-
$
4
$
420,427
SPECIAL-PURPOSE STATEMENT OF REVENUES, EXPENDITURES, AND
CHANGES IN FUND BALANCES - BUDGET AND ACTUAL
GENERAL FUND
Budget
Original
Final
Revenues
Appropriations from Board of
Interest
Total revenues
Actual
Variance with
Final budget Positive
(Negative)
$ 1,294,885
396,880
13,120
1,704,885
$ 1,294,885
406,880
13,120
1,714,885
$ 1,294,885
260,495
16,772
1,572,152
1,219,086
400,688
85,111
1,704,885
1,204,586
416,088
84,211
1,704,885
1,040,066
175,491
66,557
1,282,114
164,520
240,597
17,654
422,771
Expenditures
Current:
General Government:
Capital outlay
Total expenditures
$
(146,385)
3,652
(142,733)
Excess of revenues
over expenditures
-
10,000
290,038
280,038
Other financing (uses)
Excess fees to Board of
Total other financing (uses)
-
(10,000)
(10,000)
(290,038)
(290,038)
(280,038)
(280,038)
other uses
-
-
-
-
Fund balance, beginning of year
-
-
-
-
Fund balance, end of year
$
-
$
-
$
5
-
$
-
SPECIAL-PURPOSE STATEMENT OF REVENUES, EXPENDITURES, AND
CHANGES IN FUND BALANCES - BUDGET AND ACTUAL
FINE AND FORFEITURE FUND
Budget
Original
Revenues
Intergovernmental
Fines & Forfeitures
Interest
Miscellaneous
Total revenues
$
Expenditures
Current:
General Government:
Excess return to state
Total expenditures
Actual
Final
604,671
325,587
560,670
18,858
1,509,786
$
1,379,409
130,377
1,509,786
615,208
325,587
560,670
18,858
100,000
1,620,323
$
647,553
299,116
654,219
12,974
1,613,862
Variance with
Final budget Positive
(Negative)
$
32,345
(26,471)
93,549
(5,884)
(100,000)
(6,461)
1,342,235
151,988
100,000
1,594,223
1,287,650
71,800
228,409
1,587,859
54,585
80,188
(128,409)
6,364
Excess of revenues
over expenditures
-
26,100
26,003
(97)
Other financing (uses)
Operating tranfers out
Total other financing (uses)
-
(26,100)
(26,100)
(26,003)
(26,003)
97
97
other uses
-
-
-
-
Fund balance, beginning of year
-
-
-
-
Fund balance, end of year
$
-
$
-
$
6
-
$
-
SPECIAL-PURPOSE STATEMENT OF FIDUCIARY NET ASSETS
AGENCY FUND
SEPTEMBER 30, 2008
Assets
Cash
$
586,749
Total Assets
$
586,749
$
482,187
13,004
91,558
$
586,749
Liabilities
Due to individuals
Due to Board of County Commissioners
Total Liabilities
7
NOTES TO SPECIAL-PURPOSE FINANCIAL STATEMENTS
SEPTEMBER 30, 2008
NOTE 1 - REPORTING ENTITY
Okeechobee County, Florida (the “County”) is a political subdivision of the State of Florida. It is
governed by an elected Board of County Commissioners (the “Board”) and an appointed County
Administrator, as provided by Section 125.73 of the Florida Statutes. The County Administrator is
responsible for the administration of all departments of which the Board has the authority to control
pursuant to the general laws of Florida.
These special-purpose financial statements are fund financial statements that have been prepared in
conformity with the reporting guidelines established by the Governmental Accounting Standards Board
(GASB) and accounting practices prescribed by the Auditor General, State of Florida. The basic financial
statements for the County as a whole, which includes the funds of the Okeechobee County Clerk of
Circuit Court (the “Clerk”), were prepared in conformity with accounting principals generally accepted in
the United States of America (GAAP).
The Clerk is an elected official of the County, pursuant to the Constitution of the State of Florida, Article
VIII, Section 1(d). The Clerk is part of the primary government of the County. The Clerk is responsible
for the administration and operation of the Clerk’s office. The Clerk’s financial statements include only
the funds of the Clerk’s office. There are no separate legal entities (component units) for which the Clerk
is considered to be financially accountable.
The Clerk funds operations as a Fee Officer and a Budget Officer pursuant to Florida Statutes Chapters
28, 218 and 129, respectively. As a Fee Officer, the Clerk collects fees and commissions from court
related matters to fund the court functions of the clerk. Excess fees are remitted per Florida Statute 28.36.
As a Budget Officer, the operations as Clerk to the Board are approved and funded by the Board. The
budgeted receipts from the Board are recorded as revenue on the Clerk’s financial statements and as other
financing uses on the Board’s financial statements. Any excess of revenues and other financing sources
received over expenditures as Clerk to the Board are remitted to the Board at year end.
NOTE 2 - SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
The accounting policies of the Clerk conform to accounting principles generally accepted in the United
States of America as applicable to governments. The following is a summary of the more significant
principles and policies used in the preparation of these financial statements:
Fund Accounting
The accounts of the Clerk are organized on the basis of funds, each of which is considered a separate
accounting entity. The operations of each fund are accounted for with a separate set of self-balancing
accounts that comprise its assets, liabilities, fund equity, revenues and expenditures, as appropriate.
Government resources are allocated to, and accounted for, in individual funds based upon the purposes
for which they are to be spent and the means by which spending activities are controlled. The purposes of
the Clerk’s funds are as follows:
8
SEPTEMBER 30, 2008
NOTE 2 - SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (continued)
Governmental Major Funds

General Fund – The General Fund is the general operating fund of the Clerk. It is used
to account for general revenues and other receipts that are not required either legally or
by generally accepted accounting principles to be accounted for in other funds.

Fine and Forfeiture Fund – The Fine and Forfeiture fund reports the revenues and
expenditures relating solely to the performance of the standard list of court-related
functions listed in Chapter 28.35, Florida Statutes.

PRMT Fund – The Public Records Modernization Trust Fund (“PRMT”) reports the
revenues and expenditures pursuant to Chapter 29.008, Florida Statutes.
Fiduciary Fund Type

Agency Fund – Agency Funds are used to account for assets held by a government as an
agent for individuals, private organizations or other governments and/or funds. Agency
funds are custodial in nature (assets equal liabilities) and do not involve measurement of
results of operations.
Basis of Accounting
Basis of accounting refers to when revenues and expenditures or expenses are recognized in the accounts
and reported in the financial statements. Basis of accounting relates to the timing of the measurements
made, regardless of the measurement focus applied.
All governmental funds are accounted for using the modified accrual basis of accounting. Under this
method, revenue is recognized when it becomes measurable and available as net current assets. Revenues
are considered to be available when they are collected within the current period or soon enough thereafter
to pay liabilities of the current period. For this purpose, the Clerk considers revenues to be available if
they are collected within sixty days of the end of the current fiscal period. Expenditures are generally
recognized under the modified accrual basis of accounting when the related fund liability is incurred.
Budgetary Requirements
General governmental revenues and expenditures accounted for in budgetary funds are controlled by a
formal integrated budgetary accounting system in accordance with the Florida Statutes. An annual budget
is adopted for the General Fund and Fine and Forfeiture Fund. Budget to actual comparisons are provided
in the financial statements for the General Fund and Fine and Forfeiture Fund, where the Clerk has legally
adopted an annual budget. Final budget amounts presented in the accompanying special-purpose
financial statements have been adjusted for legally authorized amendments of the annual budget for the
year. Budgets are prepared on the modified accrual (GAAP) basis of accounting. The Clerk’s annual
budget is monitored at varying levels of classification detail. However, for purposes of budgetary control,
expenditures cannot legally exceed the total annual budget appropriations at the individual fund level. All
appropriations lapse at year-end.
9
SEPTEMBER 30, 2008
NOTE 2 - SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (concluded)
Capital Assets
Capital assets are recorded as expenditures in the general and special revenue funds at the time an asset
is acquired. Assets acquired by the Clerk are capitalized at cost and are reported with the County as a
whole.
Accrued Compensated Absences
It is the Clerk’s policy to grant permanent full-time employees vacation and sick leave. For all full-time
employees hired prior to January 15, 1996, the maximum vacation and sick leave to be reimbursed upon
termination will be 240 hours, unless the employee has 25 years of service with the County. An
employee with 25 years of service or more will be reimbursed for all accrued and unused vacation and
sick leave. For all full-time employees hired after January 15, 1996, the maximum vacation to be
reimbursed upon termination will be 240 hours; the maximum sick leave to be reimbursed will also be
240 hours.
The Clerk’s liability for compensated absences is reported as noncurrent liabilities in the records of the
County as a whole. Because of their spending measurement focus, expenditure recognition for
governmental funds is limited to exclude amounts represented by noncurrent liabilities. Since they do not
affect net current assets, such long-term amounts are not recognized as governmental fund expenditures
or fund liabilities.
Reserved Fund Balance
The PRMT reserved fund balance is set aside for records modernization purposes and court-related
technology.
Use of Estimates
The preparation of the special-purpose financial statements is in conformity with accounting principals
prescribed by the Auditor General, State of Florida, and requires management to make use of estimates
that affect the reported amounts in the special-purpose financial statements. Actual results could differ
from estimates.
NOTE 3 – CASH
Cash Deposits
Custodial credit risk is the risk that in the event of bank failure, the government’s deposits may not be
returned to it. At September 30, 2008, the carrying amount of the Clerk’s deposits was $1,726,230 and
the bank balance was $1,836,341. Deposits in banks and savings associations are collateralized as public
funds through a state procedure provided for in Chapter 280, Florida Statutes. Financial institutions
qualifying as public depositories are required to pledge eligible collateral having a market value equal to
or greater than the average daily or monthly balance of all public deposits times the depository’s collateral
pledging level. The Public Deposit Security Trust Fund has a procedure to allocate and recover losses in
the event of a default or insolvency. When public deposits are made in accordance with Chapter 280, no
public depositor shall be liable for any loss thereof.
10
SEPTEMBER 30, 2008
NOTE 4 – CHANGES IN LONG-TERM OBLIGATIONS
The following is a summary of the changes in long-term obligations of the Clerk for the year ended
September 30, 2008:
Balance
October 1,
2007
Accrued Compensated Absences $
153,662
Additions
$
138,101
Deductions
$
138,323
Balance
September 30,
2008
$
153,440
Accrued compensated absences represent the vested portion of accrued annual leave. See Note 2 for a
summary of the Clerk’s compensated absences policy.
NOTE 5 – EMPLOYEE BENEFITS
Pension Plan
All full-time employees of the Clerk participate in the Florida Retirement System (the “System”). This
System was created by the Florida Legislature and is a cost-sharing, multiple-employer public retirement
plan available to governmental units within the state of Florida. Participants can choose from two
options: the FRS Pension Plan or the FRS Investment Plan.
The System issues a publicly available financial report that includes financial statements and required
supplementary information for the System. That report may be obtained by writing to the Florida
Retirement System, Division of Retirement, 2639-C North Monroe Street, Tallahassee, Florida 323991560, or by calling (850) 488-5706.
The Clerk and all full-time employees are eligible to participate in the System. The Pension Plan
provides that special risk employees who retire at or after age 55 with six years of creditable service and
all other employees who retire at or after age 62 with six years of creditable service are entitled to a
retirement benefit, payable monthly for life, equal to the product of: 1) average monthly compensation in
the highest five years of creditable service; 2) creditable service during the appropriate period; and 3) the
appropriate benefit percentage. Benefits are fully vested on reaching six years of service. Vested
employees may retire after six years of creditable service and receive reduced retirement benefits. The
System also provides death benefits, disability benefits and cost-of-living adjustments. Benefits are
established by Florida Statute.
The Investment Plan provides for vesting after one year of creditable service. Normal retirement benefits
are available to employees who retire at or after age 62 with one or more years of service. Retirement
benefits are based on the employee’s account balance. Employees are not required to contribute to the
plan.
The funding methods and the determination of benefits payable are provided in various acts of the Florida
Legislature. The acts provide that employers, such as the Clerk are required to contribute 9.85 percent of
the compensation for regular members, 13.12 percent for senior management and 16.53 percent for
county officials, which includes the health insurance subsidy contribution of 1.11 percent.
11
SEPTEMBER 30, 2008
NOTE 5 – EMPLOYEE BENEFITS (concluded)
Pension Plan (concluded)
The Clerk’s contributions to the System for the years ended September 30, 2008, 2007, and 2006 were
$163,331, $165,674 and $118,332, respectively, equal to the required contributions for each year.
Deferred Compensation Plan
The Clerk offers to its employees a Deferred Compensation Plan created in accordance with the Internal
Revenue Code Section 457. The Plan, available to all Clerk employees, permits participants to defer a
portion of their salary until future years. Participation in the Plan is optional. The deferred compensation
is not available to employees until termination, retirement, death, or unforeseeable emergency. The assets
of the Plan are not held in the fiduciary responsibility of the Clerk and are not included in the Clerk’s
special-purpose financial statements.
NOTE 6 – RELATED PARTY TRANSACTIONS
Transactions with the Okeechobee County Board of County Commissioners for the year ended September
30, 2008 were as follows:
Budget Appropriation – The General Fund of the Clerk received payments from the Board of
County Commissioners for non-court related and accounting services in the amount of
$1,294,885 for the year ended September 30, 2008.
NOTE 7 – RISK MANAGEMENT
The Clerk is exposed to various risks of loss related to: torts; theft of, damage to, and destruction of
assets; errors and omissions, injuries to employees; and natural disasters. Insurance for the Clerk relating
to property, general liability and workers’ compensation is included in the policies maintained by the
Okeechobee County Board of County Commissioners. The amount of insurance settlements has not
exceeded the Clerk’s insurance coverage in any prior fiscal year. There has been no significant reduction
in the insurance coverage from the prior year.
NOTE 8 – CONTRACTUAL OBLIGATIONS
In July, 2007 the Clerk entered into a contract for the development of software for court-related activities.
During the year, the Clerk paid $27,941. The payment schedule for the remaining amount due is as
follows:
September 30, 2009
Upon Final Acceptance
$
11,177
11,177
Total
$
22,354
12
COMBINING SPECIAL-PURPOSE STATEMENT OF FIDUCIARY NET ASSETS
ALL AGENCY FUNDS
SEPTEMBER 30, 2008
Tax
Deed
Documentary Intangible
Stamps
Taxes
Teen
Court
Court
Improvement
Assets
Cash
$ 106,890
$
25,409
$
6,749
$
-
$
-
Total Assets
$ 106,890
$
25,409
$
6,749
$
-
$
-
$ 106,890
$
-
$
-
$
-
$
-
Liabilities
Due to individuals
Due to Board of
Total Liabilities
$ 106,890
25,409
$
25,409
13
6,749
$
6,749
$
-
$
-
Cash
Bond
Registry of
the Court
Escrow
Jury and
Witness
Child
Support
Fines and
Costs
Restitution
Total
$ 79,541
$
247,456
$ 48,300
$
-
$
980
$ 71,424
$
-
$ 586,749
$ 79,541
$
247,456
$ 48,300
$
-
$
980
$ 71,424
$
-
$ 586,749
$ 79,541
$
247,456
$ 48,300
$
-
$
-
$
$
-
$ 482,187
-
-
-
13,004
91,558
247,456
$ 48,300
-
$ 586,749
$ 79,541
$
$
-
$
14
-
980
13,004
58,420
980
$ 71,424
$
COMBINING SPECIAL-PURPOSE SCHEDULE OF CHANGES IN
ASSETS AND LIABILITIES - ALL AGENCY FUNDS
FOR THE FISCAL YEAR ENDED SEPTEMBER 30, 2008
Balance
October 1,
2007
(Decreases)
Increases
Balance
September 30,
2008
Tax Deed
Assets
Cash
$
97,678
$
265,195
$
(255,983)
$
106,890
Liabilities
Due to individuals
$
97,678
$
265,195
$
(255,983)
$
106,890
Documentary Stamps
Assets
Cash
$
28,233
$
2,314,079
$
(2,316,903)
$
25,409
Liabilities
$
28,233
$
2,314,079
$
(2,316,903)
$
25,409
Intangible Taxes
Assets
Cash
$
7,817
$
447,309
$
(448,377)
$
6,749
Liabilities
$
7,817
$
447,309
$
(448,377)
$
6,749
Teen Court
Assets
Cash
$
13,120
$
-
$
(13,120)
$
-
Liabilities
$
13,120
$
-
$
(13,120)
$
-
Court Improvement
Assets
Cash
$
67,629
$
-
$
(67,629)
$
-
Liabilities
$
67,629
$
-
$
(67,629)
$
-
(continued)
15
ASSETS AND LIABILITIES - ALL AGENCY FUNDS (continued)
Balance
October 1,
2007
Cash Bond
Assets
Cash
Due from others
Total assets
$
(Decreases)
Increases
$
$
81,129
5,350
86,479
$
$
298,122
298,122
Liabilities
Due to individuals
$
86,479
$
Registry of the Court
Assets
Cash
$
229,586
Liabilities
Due to individuals
$
Escrow
Assets
Cash
Balance
September 30,
2008
$
$
(299,710)
(5,350)
(305,060)
$
79,541
79,541
292,310
$
(299,248)
$
79,541
$
4,094,208
$
(4,076,338)
229,586
$
4,094,208
$
(4,076,338)
$
247,456
$
122,293
$
68,722
$
(142,715)
$
48,300
Liabilities
Due to individuals
$
122,293
$
68,722
$
(142,715)
$
48,300
Jury and Witness
Assets
Cash
$
585
$
23,235
$
(23,820)
$
-
Liabilities
$
585
$
23,235
$
(23,820)
$
-
247,456
(continued)
16
ASSETS AND LIABILITIES - ALL AGENCY FUNDS (concluded)
Balance
October 1,
2007
Increases
Balance
September 30,
2008
(Decreases)
Child Support
Assets
Cash
$
449
$
805,586
$
(805,055)
$
980
Liabilities
$
449
$
805,586
$
(805,055)
$
980
Fines and Costs
Assets
Cash
$
79,943
$
995,203
$
(1,003,722)
$
71,424
$
$
$
(265,268)
(721,254)
(986,522)
$
$
249,507
728,496
978,003
$
$
28,765
51,178
79,943
13,004
58,420
71,424
$
45
$
2,257
$
(2,302)
$
-
$
45
$
2,257
$
(2,302)
$
-
$
$
$
(9,455,674)
(5,350)
(9,461,024)
$
$
9,313,916
9,313,916
$
$
728,507
5,350
733,857
$
586,749
586,749
$
536,081
$
4,722,692
$
(4,776,586)
$
482,187
$
28,765
169,011
733,857
$
249,507
4,318,705
9,290,904
$
(265,268)
(4,396,158)
(9,438,012)
$
13,004
91,558
586,749
Liabilities
Due to Board of
$
Restitution
Assets
Cash
Liabilities
Due to Individuals
Total - All Agency Funds
Assets
Cash
Due from others
Total Assets
Liabilities
Due to individuals
Due to Board of
Total Liabilities
17
ADDITIONAL ELEMENTS OF REPORT PREPARED IN
ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS,
ISSUED BY THE COMPTROLLER GENERAL OF THE UNITED
STATES AND THE RULES OF THE AUDITOR GENERAL
OF THE STATE OF FLORIDA