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1988/1989 FY Audit Report A r 41-1g73,4/0-4761g- CERTIFIED PUBLIC ACCOUNTANTS FINANCIAL STATEMENTS AND ACCOMPANYING INFORMATION CITY OF OKEECHOBEE, FLORIDA September 30 , 1989 Alliance• Boardman • rt. Pierce• Meadville• Naples• New Castle• Port StLucle• Salem• Sharon• Stuart • Warren• Youngstown /EM r CITY OF OKEECHOBEE, FLORIDA CITY COUNCIL AND ADMINISTRATIVE PERSONNEL September 30, 1989 CITY COUNCIL Oakland R. Chapman Mayor, Chairman Jim Kirk Dowling Watford, Jr. Councilmember Councilmember Richard R. Collins Oscar Thomas Councilmember Councilmember ADMINISTRATIVE John J. Drago John Cook City Administrator City Attorney Bonnie S. Thomas, CMC L.C. Fortner, Jr. City Clerk Public Utilities Director Louis K. Tomey II Charles Elders Chief of Fire Director of Public Works Larry Mobley Lola Parker Chief of Police Finance Director T - - - o o O o o - - - C O N T E N T S P A G E Independent Auditors' Report 1-2 Combined Financial Statements: Combined Balance Sheets - All Fund Types and Account Groups 3-4 Combined Statements of Revenue, Expenditures and Changes in Fund Balances - All Governmental Fund Types 5 Combined Statements of Revenue, Expenditures and Changes in Fund Balances - Budget and Actual - Governmental Funds 6 Combined Statements of Revenue, Expenses and Changes in Fund Equity - Proprietary Fund and Similar Trust Funds 7 Combined Statements of Changes in Financial Position - Proprietary Fund and Similar Trust Funds 8 Notes to Combined Financial Statements 9-26 Accompanying Information: General Fund - Schedule of Revenue - Budget and Actual 27-28 Schedule of Expenditures - Budget and Actual 29-30 Debt Service Fund - Statement of Revenue and Expenditures - Budget and Actual 31 Pension Trust Funds - - Combining Balance Sheets 32 Combining Statements of Revenue, Expenses and Changes in Fund Balances 33 Combining Statements of Changes in Financial Position 34 Statistical Information: Summary of Insurance Coverage - Unaudited 35 Schedule of Assessed Values, Tax Levies and Rates - Unaudited 36 Schedule of Certain Revenue - Unaudited 37 Independent Auditors' Report on Internal Control Structure 38-40 Independent Auditors' Report on Compliance with Laws and Regulations 41 Management Letter 42-48 - - - o o 0 o o - - - CERTIFIED PUBLIC ACCOUNTANTS Other Offices: 2222 Colonial Road OHIO Suite 200 Youngstown(Boardman) Ft. Pierce. FL 34950 Youngstown Telephone(407)461-8833 Warren FAX#(407)461-8872 Salem Alliance February 2, 1990 PENNSYLVANIA New Castle Sharon Meadville FLORIDA Stuart Naples Port St.Lucie The Honorable Mayor and Members of the City Council City of Okeechobee, Florida Independent Auditors' Report We have audited the accompanying combined financial statements of the City of Okeechobee, Florida (City) as of and for the year ended September 30, 1989, as listed in the table of contents. These combined financial statements are the responsibility of the City's management. Our responsibility is to express an opinion on these combined financial statements based on our audit. We conducted our audit in accordance with generally accepted auditing standards. Those standards require that we plan and perform the audit to obtain reasonable assurance about whether the financial statements are free of material misstatement. An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the financial statements. An audit also includes assessing the accounting principles used and significant estimates made by management, as well as evaluating the overall financial statement presentation. We believe that our audit provides a reasonable basis for our opinion. As disclosed in Notes D and E to the financial statements, the City has not maintained adequate detailed fixed asset records to support the cost of the water and sewer utility plant in service in the proprietary fund and fixed assets, included in the general fixed asset account group, with respect to the stated cost of assets acquired prior to October 1 , 1981 . In addition, depreciation in the proprietary fund is computed based on the assigned values. In our opinion, generally accepted accounting principles require that fixed assets be stated at cost and supported by adequate detailed records. It is not practicable to determine the effects on the combined financial statements of this departure from generally accepted accounting principles. _1_ MEMBER AMERICAN INSTITUTE OF CERTIFIED PUBLIC ACCOUNTANTS DIVISION OF CPA FIRMS-SEC AND PRIVATE COMPANIES PRACTICE SECTIONS 1 1 The Honorable Mayor and Members of the City Council February 2, 1990 City of Okeechobee, Florida In our opinion, except for the effects of the departure from generally accepted accounting principles in the proprietary fund and general fixed asset account group, as discussed in the preceding paragraph, the aforementioned combined financial statements present fairly, in all material respects, the financial position of the City of Okeechobee, Florida at September 30, 1989 and the results of its operations and changes in financial position of its proprietary and similar trust fund type for the year then ended in conformity with generally accepted accounting principles. Our audit was made for the purpose of forming an opinion on the basic combined financial statements taken as a whole. The accompanying information listed in the accompanying table of contents is presented for purposes of additional analysis and is not a required part of the basic combined financial statements. Such information, except for the portion marked "unaudited," on which we express no opinion, has been subjected to the auditing procedures applied in the audit of the basic combined financial statements and, in our opinion, except for the effects on the proprietary fund and general fixed asset account group of not maintaining adequate detailed fixed asset records as discussed in the third paragraph above, is fairly stated in all material respects in relation to the combined financial statements taken as whole. 8 a/dk 411I4 Certified Public Accountant 1 I I I -2- t COMBINED BALANCE SHEETS - ALL FUND TYPES AND ACCOUNT GROUPS CITY OF OKEECHOBEE. FLORIDA September 30, 1989 FIDUCIARY FUND TYPE ACCOUNT GROUPS GOVERNMENTAL FUND TYPE PROPRIETARY EMPLOYEE GENERAL GENERAL TOTAL DEBT FUND TYPE PENSION FIXED LONG-TERM (MEMORANDUM GENERAL SERVICE ENTERPRISE_ TRUST FUNDS ASSETS _ DEBT ONLY) ASSETS Cosh $ 525.558 $ 185,535 $ 120,515 $1,872.000 $ -0- $ -0- $ 2,703,608 Investments -0- 2,133 -0- 82,531 -0- -0- 84.664 Receivables: Taxes 73,064 -0- -0- -0- -0- -0- 73.064 Accounts less allowance of $35,523 32.041 -0- 117,929 -0- -0- -0- 149,970 Due from other government agencies 62,857 -0- 113 -0- -0- -0- 62.970 Due from other funds 175,155 -0- 7,222 -0- -0- -0- 182,377 Inventory 3,434 -0- -0- -0- -0- -0- 3.434 Restricted assets: Cash 2.397 -0- 692,627 -0- -0- -0- 695,024 Investments -0- -0- 438.988 -0- -0- -0- 438,988 Fixed assets -0- -0- 11,586.277 -0- 1,956.262 -0- 13.542,539 Unamortized bond expenses -0- -0- 159.393 -0- -0- -0- 159,393 Amount available in Debt Service Fund -0- -0- -0- -0- -0- 10,501 10.501 Amount to be provided for retirement of general long-term debt -0- -0- -0- -0- -0- 1,550,902 1,550.902 TOTAL ASSETS $ 874,506 $ 187,668 $13.123,064 $1,954,531 $1,956,262 $1,561,403 $19,657,434 See accompanying notes to combine financial statements -3- COMBINED BALANCE SHEETS - ALL FUND TYPES AND ACCOUNT GROUPS (CONTINUED) CITY OF OKEECHOBEE, FLORIDA September 30, 1989 FIDUCIARY PROPRIETARY FUND TYPE ACCOUNT GROUPS GOVERNMENTAL FUND TYPE FUND TYPE EMPLOYEE GENERAL GENERAL TOTAL DEBT ENTERPRISE PENSION FIXED LONG-TERM (MEMORANDUM GENERAL SERVICE FUND TRUST FUNDS ASSETS DEBT ONLY) LIABILITIES Accounts payable $ 35,104 $ -0- $ 26,587 $ -0- $ -0- $ -0- $ 61,691 Customer deposits -0- -0- 253,975 -0- -0- -0- 253,975 Accrued liabilities 8,902 -0- 33,500 -0- -0- 51,403 93,805 Accrued interest 84,680 -0- -0- -0- -0- -0- 84,680 Payable from restricted assets: Accounts payable -0- -0- 3,125 -0- -0- -0- 3,125 Accrued interest on bonds payable -0- -0- 110,805 -0- -0- -0- 110,805 Matured bonds and interest coupons -0- 2,012 -0- -0- -0- -0- 2,012 Due to other funds 7,222 175,155 -0- -0- -0- -0- 182,377 Deferred revenue 15,410 -0- -0- -0- -0- -0- 15,410 Long-term debt -0- -0- 6,823,389 -0- -0- 1,510,000 8,333,389 TOTAL LIABILITIES 151 ,318 177,167 7,251,381 -0- -0- 1 ,561,403 9,141 ,269 FUND EQUITY Contributed capital -0- -0- 4,835,995 -0- -0- -0- 4,835,995 Investment in general fixed assets -0- -0- -0- -0- 1,956,262 -0- 1,956,262 Retained earnings: Reserved for revenue bond retirement -0- -0- 593,612 -0- -0- -0- 593,612 Unreserved -0- -0- 442,076 -0- -0- -0- 442,076 Fund balances: Reserved for: Employees' retirement -0- -0- -0- 1 ,954,531 -0- -0- 1,954,531 Debt service -0- 10,501 -0- -0- -0- -0- 10,501 Inventory 3,434 -0- -0- -0- -0- -0- 3,434 Encumbrances 19,974 -0- -0- -0- -0- -0- 19,974 Unreserved 699,780 -0- -0- -0- -0- -0- 699,780 TOTAL FUND EQUITY 723,188 10,501 5,871 ,683 1,954,531 1,956,262 -0- 10,516,165 TOTAL LIABILITIES AND FUND EQUITY $ 874,506 $ 187,668 $13,123,064 $1,954,531 $1,956,262 $1,561 ,403 $19,657,434 See accompanying notes to combined financial statements -4- COMBINED STATEMENTS OF REVENUE, EXPENDITURES AND CHANGES IN FUND BALANCES - ALL GOVERNMENTAL FUND TYPES CITY OF OKEECHOBEE, FLORIDA Year ended September 30, 1989 TOTALS DEBT (MEMORANDUM GENERAL SERVICE ONLY) REVENUE Taxes $ 982,078 $ 42,336 $1 ,024,414 Intergovernmental 852,794 -0- 852,794 Charges for services 171 ,239 -0- 171 ,239 Licenses and permits 31 ,828 -0- 31 ,828 Fines and forfeitures 46,911 -0- 46,911 Interest income 41 ,761 5,938 47,699 Miscellaneous 46,645 -0- 46,645 TOTAL REVENUE 2,173,256 48,274 2,221 ,530 EXPENDITURES Public safety 970,304 -0- 970,304 General government 386,401 -0- 386 ,401 Transportation 575,040 -0- 575,040 Physical environment 145,050 -0- 145,050 Health and human services 52,811 -0- 52,811 Debt service: Principal -0- 25,000 25,000 Interest 104,615 16,050 120,665 Professional fees -0- 500 500 TOTAL EXPENDITURES 2,234,221 41 ,550 2,275,771 EXCESS OF REVENUE OVER EXPENDITURES (DEFICIENCY) (60,965) 6,724 (54,241) OTHER FINANCING SOURCE Proceeds from note payable 235,044 -0- 235,044 EXCESS OF REVENUE AND OTHER FINANCING SOURCE OVER EXPENDITURES 174,079 6,724 180,803 FUND EQUITY Beginning of year 549,109 3,777 552,886 End of year $ 723,188 $ 10,501 $ 733,689 See accompanying notes to combined financial statements -5- =II 1111111 11111 COMBINED STATEMENTS OF REVENUE, EXPENDITURES AND CHANGES IN FUND BALANCES BUDGET AND ACTUAL - GOVERNMENTAL FUNDS CITY OF OKEECHOBEE, FLORIDA Year ended September 30, 1989 TOTALS GENERAL FUND DEBT SERVICE FUND (MEMORANDUM ONLY) ACTUAL (ON VARIANCE VARIANCE ACTUAL (ON VARIANCE BUDGETARY FAVORABLE FAVORABLE BUDGETARY FAVORABLE BUDGET BASIS) (UNFAVORABLE) BUDGET ACTUAL (UNFAVORABLE) BUDGET BASIS) (UNFAVORABLE) REVENUE Taxes $ 985,030 $ 982,078 $ (2,952) $ 27,000 $ 42,336 $ 15,336 $1,012,030 $1,024,414 $ 12,384 Intergovernmental 805,920 852.794 46,874 -0- -0- -0- 805.920 852,794 46,874 Charges for services 116,010 171,239 55,229 -0- -0- -0- 116,010 171,239 55,229 Licenses and permits 30,000 31,828 1,828 -0- -0- -0- 30,000 31,828 1,828 Fines and forfeitures 52,750 46,911 (5,839) -0- -0- -0- 52,750 46,911 (5,839) Interest Income 10,590 41,761 31,171 ' 2,000 5,938 3,938 12,590 47,699 35,109 Miscellaneous 29,350 46,645 17,295 -0- -0- -0- 29,350 46,645 _ 17,295 TOTAL REVENUE 2,029,650 2,173,256 143,606 29,000 48,274 19,274 2,058,650 2,221 ,530 162,880 EXPENDITURES Public safety 932,755 925,158 7,597 -0- -0- -0- 932,755 925,158 7,597 General government 391,944 381,896 10,048 -0- -0- -0- 391,944 381,896 10,048 Transportation 725,280 529,899 195,381 -0- -0- -0- 725,280 529,899 195,381 Physicpl environment 115,000 145,050 (30,050) -0- -0- -0- 115,000 145,050 (30,050) Health and human services 47,376 52,811 (5,435) -0- -0- -0- 47,376 52,811 (5,435) Debt service 60,000 104,615 (44,615) 41,550 41,550 -0- 101 ,550 146,165 (44,615) TOTAL EXPENDITURES 2,272,355 2,139,429 132,926 41,550 41,550 -0- 2,313,905 2,180,979 132,926 EXCESS OF REVENUE OVER EXPENDITURES (DEFICIENCY) (242,705) 33,827 276,532 (12,550) 6,724 19,274 (255,255) 40,551 295,806 OTHER FINANCING SOURCE Proceeds from note payable -0- 235,044 235,044 -0- -0- -0- -0- 235,044 235,044 EXCESS OF REVENUE AND OTHER FINANCING SOURCE OVER EXPENDITURES (DEFICIENCY) $ (242,705) 268,871 $ 511,576 $ (12,550) 6,724 S 19,274 $ (255,255) 275,595 S 530,850, FUND EQUITY Beginning of year 549,109 3,777 552,886 Adjustment to conform with generally accepted accounting principles: Adjustment for encumbrances (94,792) -0- (94,792) End of year $ 723,188 $ 10,501 $ 733,689 See accompanying notes to combined financial statements -6- r , , II COMBINED STATEMENTS OF REVENUE, EXPENSES AND CHANGES IN FUND EQUITY - PROPRIETARY FUND AND SIMILAR TRUST FUNDS IICITY OF OKEECHOBEE, FLORIDA IIYear ended September 30, 1989 FIDUCIARY FUND TYPE PROPRIETARY EMPLOYEE TOTALS FUND TYPE PENSION (MEMORANDUM IIENTERPRISE FUND TRUST FUNDS ONLY) OPERATING REVENUE Charges for services $1 ,697,220 $ -0- $1 ,697,220 Contributions -0- 191 ,754 191 ,754 Interest income -0- 154,022 _ 154,022 TOTAL OPERATING REVENUE 1 ,697,220 345,776 2,042,996. IIOPERATING EXPENSES Personal services 582,414 -0- 582,414 Contractual services 54,314 7,518 61 ,832 Depreciation 306,001 -0- 306,001 Materials and operating supplies 351 ,732 -0- 351 ,732 Utilities 137,239 -0- 137,239 Insurance 52,437 -0- 52,437 Repairs and maintenance 80,611 -0- 80,611 Administrative supplies and expense 24,608 547 25,155 Contribution refunds -0- 57 ,227 57 ,227 General fund administrative charge 47,770 -0- 47 ,770 Bad debts expense 11 ,181 -0- 11 ,181 TOTAL OPERATING EXPENSES 1 ,648,307 65,292 1 ,713,599 OPERATING INCOME 48,913 280,484 329,397 NONOPERATING REVENUE (EXPENSE) Impact fees 212,077 -0- 212,077 Tap fees 35,211 -0- 35,211 Interest income 61 ,811 -0- 61 ,811 I Interest expense (408,559) -0- (408,559) Other fiscal charges (2,217) -0- (2,217) Loss on disposition of equipment (22,991) -0- (22,991 ) Miscellaneous 1 ,887 -0- 1 ,887 Legal and engineering fees - lawsuit (45,395) -0- (45,395) (168,176) -0- (168,176) INET INCOME (LOSS) (119,263) 280,484 161 ,221 FUND EQUITY Beginning of year 5,974,163 1 ,674,047 7,648,210 I 5,854,900 1 ,954,531 7,908,431 Capital contribution 16,783 -0- 16,783 End of year $5,871 ,683 $1 ,954,531 $7,826,214 ti` See accompanying notes to combined financial statements -7- 4 1 COMBINED STATEMENTS OF CHANGES IN FINANCIAL POSITION - PROPRIETARY FUND AND SIMILAR TRUST FUNDS CITY OF OKEECHOBEE, FLORIDA Year ended September 30, 1989 FIDUCIARY FUND TYPE PROPRIETARY EMPLOYEE TOTALS FUND TYPE PENSION (MEMORANDUM ENTERPRISE FUND TRUST FUNDS ONLY) SOURCES OF WORKING CAPITAL From operations: Net income (loss) $ (119,263) $ 280,484 $ 161 ,221 Add items not affecting working capital: Depreciation 306,001 -0- 306,001 Amortization of bond discount 16,122 -0- 16,122 Loss on disposition of equipment _ 22,991 -0- 22,991 WORKING CAPITAL FROM OPERATIONS 225,851 280,484 506,335 Contributed capital - federal grant 16,783 -0- 16,783 Proceeds of bond anticipation notes payable 2,000,000 -0- 2,000,000 Proceeds from sale of equipment 3,010 -0- 3,010 TOTAL RESOURCES PROVIDED 2,245,644 280,484 2,526,128 USES OF WORKING CAPITAL Acquisition of property and equipment 1 ,899,170 -0- 1 ,899,170 Increase in restricted assets 254,032 -0- 254,032 Increase in bond issuance costs 11 ,018 -0- 11 ,018 Principal payments of bond payable 60,000 -0- 60,000 TOTAL RESOURCES APPLIED 2,224,220 -0- 2,224,220 INCREASE IN WORKING CAPITAL $ 21 ,424 $ 280,484 $ 301 ,908 CHANGES IN COMPONENTS OF WORKING CAPITAL Increase (decrease) in current assets: Cash $ 120,365 $ 247,000 $ 367,365 Investments -0- 44,516 44,516 Accounts receivable (38,764) (11 ,032) (49,796) Due from other governmental units 113 -0- 113 81 ,714 280,484 362,198 Increase (decrease) in current liabilities: Due to other funds 13,984 -0- 13,984 Accounts payable 12,822 -0- 12,822 Customers deposits 20,583 -0- 20,583 Accrued liabilities 12,901 -0- 12,901 60,290 -0- 60,290 INCREASE IN WORKING CAPITAL $ 21 ,424 $ 280,484 $ 301 ,908 See accompanying notes to combined financial statements -8- NOTES TO COMBINED FINANCIAL STATEMENTS CITY OF OKEECHOBEE, FLORIDA September 30, 1989 NOTE A - SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES The City of Okeechobee (the City) was originally incorporated in 1915 and its present charter was adopted in 1919 under Chapter 8318 of Special Acts of 1919. The City operates under the council form of government and provides the following services as authorized by its charter: public safety, public works and culture and recreation. The accounting policies of the City conform to generally accepted accounting principles as applicable to governmental units. The following is a summary of the more significant policies: 1 . SCOPE OF REPORTING ENTITY The accompanying financial statements include all organizations, activities and functions over which the City maintains direct manifestations of oversight responsibility, and those organizations where other circumstances or relationships require their inclusion to conform with generally accepted accounting principles . These circumstances include special financing relationships and consideration of the scope of public services provided by a particular organization or agency. This report includes all funds and account groups of the City. The specific organizations and agencies included in the accompanying financial statements, and a summary description of how the specific elements of oversight responsibility, and other criteria , were considered in the determination of whether or not to include the organization in the financial statements are presented below. The City of Okeechobee Pension Trust Funds The three retirement plans included in the financial statements are the General Employee's Pension Trust Fund, the Police Officer's Retirement Trust Fund and the Firefighters Pension Trust Fund. All are governed by a separate Board of Trustees subject to the requirements of local ordinances and by applicable provisions of Florida law. I The plans require participation by all employees in the respective governing authorities with the exception of the City Administrator who maintains a preexisting pension trust fund. Additionally, the organizations exist for the benefit of the r employees of the City. y -9- c � NOTES TO COMBINED FINANCIAL STATEMENTS CITY OF OKEECHOBEE, FLORIDA September 30, 1989 NOTE A - SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (CONTINUED) 2. BASIS OF PRESENTATION - FUND ACCOUNTING The accounts of the City are organized on the basis of funds or account groups , 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 balance, revenues and expenditures/expenses. Government resources are allocated to an 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 various funds are summarized by type in the combined financial statements. The following fund types and account groups are used by the City: Governmental Fund Types Governmental funds are those through which most governmental functions of the City are financed. The acquisition, use and balances of the City's expendable financial resources and the related liabilities are accounted for through__governmental funds. The measurement focus is upon determination of changes in financial position, rather than upon net income determination. The following are the City's governmental fund types: General Fund - The general fund is the general operating fund of the City. It is used to account for all financial resources except those required to be accounted for in another fund. Debt Service Funds - The debt service fund is used to account for the accumulation of resources for, and the payment of, general long-term debt principal, interest and related costs. Proprietary Fund Type The proprietary fund is used to account for the City's ongoing organizations and activities which are similar to those often found in the private sector. The measurement focus is upon determination of net income. The following is the City's proprietary fund type: Enterprise Fund - The enterprise fund is used to account for operations (a) that are financed and operated in a manner similar to private business enterprises where the intent of the governing body is that the costs (expenses, including ti -10- NOTES TO COMBINED FINANCIAL STATEMENTS CITY OF OKEECHOBEE, FLORIDA September 30, 1989 I NOTE A - SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (CONTINUED) 2. BASIS OF PRESENTATION - FUND ACCOUNTING (CONTINUED) Proprietary Fund Type (Continued) depreciation) of providing goods or services to the general public on a continuing basis be financed or recovered primarily through user charges or (b) where the governing body has decided that periodic determination of revenues earned, expenses incurred and/or net income is appropriate for capital maintenance, public policy, management control accountability or other purposes. The enterprise fund is a water and sewer operation. Fiduciary Fund Type ' Fiduciary funds are used to account for assets held by the City in a trustee capacity or as an agent for individuals, private organizations, other governmental units and/or other funds. The following is the City's proprietary fund type: Trust Funds Trust funds include pension trust funds. Pension trust funds are accounted for essentially the same as the proprietary fund since capital maintenance is critical. 3. ACCOUNT GROUPS Account groups are used to establish accounting control and accountability for the City's general fixed assets and general long- term debt. The two account groups are not "funds." They are concerned only with the measurement of financial position. They are not involved with measurement of results of operations. The following are the City's account groups: General Fixed Assets Account Group The account group is established to account for all fixed assets of the City used for general purposes. General Long-Term Debt Account Group This account group is established to account for all long-term debt of the City expected to be paid from governmental type funds. -11- NOTES TO COMBINED FINANCIAL STATEMENTS CITY OF OKEECHOBEE, FLORIDA September 30, 1989 NOTE A - SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (CONTINUED) 4. BASIS OF ACCOUNTING AND MEASUREMENT FOCUS Basis of accounting refers to when revenues and expenditures or expenses are recognized in the accounts and reflected in the financial statements. The basis relates to the timing of measurements made, regardless of the measurement focus applied. All governmental funds are accounted for using the modified accrual basis of accounting. Their revenues are generally recognized when they become measurable and available as net current assets. Expenditures are generally recognized when the related fund liability is incurred. Exceptions to this general rule include accumulated unpaid vacation and sick pay and principal and interest on general long-term debt , which is recognized when due. All proprietary funds and pension trust funds are accounted for on the accrual basis of accounting. Their revenues are recognized when earned and expenses are recognized when incurred. Unbilled water and sewer utility service revenues ($27,074 at September 30, 1989) are recorded at year end. The accounting and reporting treatment applied to fixed assets and long-term liabilities associated with a fund is determined by its measurement focus. All governmental funds are accounted for on a spending or "financial flow" measurement focus. This means that only current assets and current liabilities are generally included on their balance sheets. Their reported fund balance (net current assets) is considered a measure of "available spendable resources." Governmental fund operating statements present increases (revenues and other financing sources) and decreases (expenditures and other financing uses) in net current assets. Accordingly, they are said to present a summary of sources and uses of "available spendable resources" during a period. Special reporting treatments are also applied to governmental fund inventories and prepaid expenses to indicate that they do not represent "available spendable resources," even though they are a component of net current assets. Such amounts are generally offset by fund balance reserve accounts. -12- NOTES TO COMBINED FINANCIAL STATEMENTS CITY OF OKEECHOBEE, FLORIDA September 30, 1989 NOTE A - SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (CONTINUED) 5. BUDGET AND BUDGETARY ACCOUNTING The City enacts an annual budget for the governmental funds, by ordinance, after conducting the required public hearings. The budget adopted is on a basis consistent with generally accepted accounting principles except encumbrances are presented as expenditures. The City follows these procedures in establishing the budgetary data reflected in the financial statements: a. The City Administrator submits to the City Council a proposed operating budget for the fiscal year commencing on October 1st. The operating budget includes proposed expenditures and means of financing them. b. Public hearings are conducted to obtain taxpayer comments. c. The budget is legally enacted through the passage of an ordinance by City Council on or before the fifteenth day of September of the fiscal year currently ending. d. The level of budgetary control is the department. The City Administrator is authorized to transfer budgeted amounts within departments of any fund. Revisions that alter the budgeted totals of any department require approval of the City Council. Unencumbered appropriations lapse at year end. e. The reported budgetary data represents the final approved budget after amendments adopted by the City Council. f. The General Fund budget is adopted on a basis consistent with generally accepted accounting principles, except encumbrances are presented as expenditures. g. Formal budget integration is not employed for Proprietary, Debt Service or Trust funds because effective budgetary control is achieved by alternate measures. Budgeted amounts are as originally adopted, or as amended by the City Council. Individual amendments were not material in relation to the original appropriations which were amended. -13- NOTES TO COMBINED FINANCIAL STATEMENTS CITY OF OKEECHOBEE, FLORIDA September 30, 1989 NOTE A - SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (CONTINUED) 6. ENCUMBRANCES The governmental funds use encumbrance accounting under which PI purchase orders, contracts and other commitments for the expenditure of funds are recorded in order to reserve that portion of the applicable appropriation. Encumbrances outstanding at year end are reported as a reserve of fund balance because they do not constitute expenditures or liabilities. As of September 30, 1989, encumbrances in the general fund amounted to $19,974. 7. CASH AND CASH INVESTMENTS • Cash accounts for the City are maintained in interest-bearing accounts. Investments , consisting of certificates of deposit and money market accounts, are stated at cost which approximates market. The City is authorized to invest in the local government surplus funds trust fund, obligations of the U.S. government or agencies thereof, banking institutions within the state and other such institutions within the guidelines of the state statutes. Florida Statutes require state and local governmental units to deposit monies with a financial institution classified as a "Qualified Public Depository," which is a state insurance pool for banks and other financial institutions. The pool requires each bank to render as collateral a percentage of all state and local monies on deposit. Upon default of a particular financial institution within the pool , the pooled collateral is used to reinstate the state and local government deposits . This pool is additional insurance above the federal depository insurance. The City has deposits totalling $3,922,284 with state qualified institutions as of September 30, 1989. 8. INVENTORY Inventory consists of motor fuels which is stated at cost determined on the first-in, first-out method. -14- • NOTES TO COMBINED FINANCIAL STATEMENTS CITY OF OKEECHOBEE, FLORIDA September 30, 1989 NOTE A - SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (CONTINUED) 9. FIXED ASSETS If Fixed assets used in governmental funds are recorded as expenditures in the governmental fund and capitalized at cost in the General Fixed Assets Account Group. Assets contributed to the City are recorded at their estimated fair value on the date donated. Public domain general fixed assets ("infrastructure") , including unimproved land, roads, bridges , curbs and gutters , streets and sidewalks , drainage systems , and lighting systems are not capitalized. No IFdepreciation has been provided on governmental fund fixed assets. Fixed assets used in enterprise funds are capitalized at cost in such funds. Depreciation is provided in amounts sufficient to relate the cost of the depreciable assets to operations over their estimated service lives on the straight-line basis. 10. ALLOCATION OF ADMINISTRATIVE CHARGES Certain administrative expenses are incurred by the City's general fund on behalf of the City's enterprise fund. The general fund charges for these services based upon management estimates. Reimbursement for these services is recorded as an operating expense of the enterprise fund and as a reduction of financial and administrative expense of the general fund. For the year ended September 30, 1989, these charges amounted to $47,770. IF11 . VACATION AND SICK LEAVE Full-time and permanent employees accrue a paid vacation ranging from 6 days after 6 months of continuous service up to 20 days after 15 years of service. Unused vacation may be accumulated up to a maximum of 30 days. Sick leave for employees is accumulated at the rate of 12 days per year. Payment for unused sick leave upon termination of employment may be made for employees with 10 years or more of continuous service at a rate of 25% of the unused sick leave balance. The amount of vacation leave to be paid from current financial r resources is included with accrued liabilities in the general fund and the proprietary fund whereas the vested portion of sick leave and the noncurrent balance of vacation leave is included under long-term debt. A long-term liability of $51 ,403 has been recorded in the General Long- -15- NOTES TO COMBINED FINANCIAL STATEMENTS CITY OF OKEECHOBEE, FLORIDA September 30, 1989 NOTE A - SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (CONTINUED) 11 . VACATION AND SICK LEAVE (CONTINUED) Term Debt Group of accounts, representing the City's commitment to fund such costs from future operations for the general fund. A liability of $31 ,955 is reflected within the enterprise fund for accrued vacation and sick leave. 12. AMORTIZATION OF BOND EXPENSE The cost of issuance of bonds is being amortized , on the straight- line method, over the life of the bonds. 13. TOTAL COLUMNS ON COMBINED STATEMENTS Total columns on the combined financial statements are captioned "Memorandum Only" to indicate they are presented only to facilitate financial analysis. Data in these columns do not present financial position, results of operations or changes in financial position in conformity with generally accepted accounting principles. Neither is such data comparable to a consolidation. Interfund eliminations have not been made in the aggregation of this data. NOTE B - COMPARISON OF BUDGET TO ACTUAL RESULTS The actual results of operations are presented in accordance with generally accepted accounting principles which differ in certain respects from those practices used in the preparation of the 1988-89 budget. For purposes of preparing the combined statement of revenues and expenditures - budget and actual - governmental fund types, the actual results of operations have been adjusted to a basis consistent with the City's budgeted revenues and expenditures, formulated on the encumbrance system of accounting. The adjustments for encumbrances shown on the Combined Statement of Revenue, Expenditures and Changes in Fund Balances - Budget and Actual is as follows: GENERAL FUND Actual expenditures $2,234 ,221 Encumbrances - September 30, 1989 $ 19 ,974 Less prior year encumbrances paid (114 ,766) Adjustment for encumbrances (94,792) EXPENDITURES ON BUDGETARY BASIS $2,139,429 -16- NOTES TO COMBINED FINANCIAL STATEMENTS CITY OF OKEECHOBEE, FLORIDA September 30, 1989 NOTE C - PROPERTY TAXES The City's property tax is levied annually on the real and personal property located in the City on January 1st of the prior year. The assessed value on which the 1988-89 levy was based was $109,784,356. The assessed values are established by the Okeechobee County Property Appraiser. Tax collections by the Okeechobee County Tax Collector begin normally in November of each year with a due date of March 31 of the following year. Current tax collections for the year ended September 30, 1989 were 98.88% of the total tax levied. The City is permitted by state law to levy taxes up to 10 mills of assessed valuation for the General Fund. The tax rate for the 1988-89 fiscal year was 4.15 mills. NOTE D - FIXED ASSETS - PROPRIETARY FUND The carrying value of fixed assets recorded in the proprietary fund as of September 30, 1989 is summarized as follows: UTILITY PLANT CONSTRUCTION IN SERVICE IN PROGRESS TOTAL Balance September 30, 1988 $ 9,866,225 $ 2,360,450 $12,226,675 Additions 201 ,309 1 ,697,861 1 ,899,170 Transfers 162,818 (162,818) -0- Retirements (47,694) -0- (47,694) 10,182,658 3,895,493 14,078,151 Less accumulated depreciation 2,491 ,874 -0- 2,491 ,874_ Balance September 30, 1989 $ 7,690,784 $ 3,895,493 $11 ,586,277 Included in the above construction in progress is $316,352 which represents engineering fees and construction costs for the expansion to the wastewater treatment system. The balance of $3,579,141 in construction in progress is the wastewater collection system for the wastewater treatment facilities. The wastewater collection system portion of the project was stopped during 1986 prior to completion. During 1989 , no interest expense was capitalized on the wastewater collection system since there was no construction activity. The City has not maintained adequate detailed fixed asset records to support the cost of the water and sewer utility plant in service for assets acquired prior to October 1 , 1981 . At September 30, 1989, the cost of assets acquired prior to October 1 , 1981 was $4 ,051 ,067 (less $1 ,719 ,121 of accumulated depreciation) . Depreciation expense recorded for these assets was $101 ,277 in 1989. y. -17- NOTES TO COMBINED FINANCIAL STATEMENTS (CONTINUED) CITY OF OKEECHOBEE, FLORIDA September 30, 1989 NOTE E - CHANGES IN GENERAL FIXED ASSETS. A summary of changes in general fixed assets follows: BALANCE BALANCE OCTOBER 1 , 1988 ADDITIONS RETIREMENTS SEPTEMBER 30, 1989 Land and improvements $ 805,358 $ -0- $ -0- $ 805,358 Buildings and improvements 257,905 144,798 -0- 402,703 Furnishings and equipment 438,083 47,202 54,294 430,991 Rolling stock 360,730 -0- 43,520 317,210 TOTALS $1 ,862,076 $ 192,000 $ 97 ,814 $1 ,956 ,262 The City has not maintained adequate detailed fixed asset records to support the cost of general fixed assets acquired prior to October 1 , 1981 . At September 30, 1989, the value assigned to general fixed assets acquired prior to October 1 , 1981 was $890,077. NOTE F - LONG-TERM DEBT Long-term debt as of September 30, 1989 is summarized as follows: GENERAL LONG-TERM DEBT: General Obligation Bonds: $480,500 original issue General Obligation Bonds, due in annual installments of $15,000 to $35,000 through July 1 , 1996; interest rates ranging from 6.75% to 7.5% $ 210,000 Notes payable: 8.23% capital improvement notes to a bank, payment of $195,753, including interest, due annually beginning December 1989 through December 1998; collateralized by and payable from a pledge of the City's share of one-half cent Florida State sales tax 1 ,300,000 TOTAL GENERAL LONG-TERM DEBT $1 ,510,000 -18- I r NOTES TO COMBINED FINANCIAL STATEMENTS (CONTINUED) h CITY OF OKEECHOBEE, FLORIDA IFSeptember 30, 1989 I NOTE F - LONG-TERM DEBT (CONTINUED) PROPRIETARY FUND LONG-TERM DEBT: Revenue Bonds: $5,000,000 original issue Water and Sewer Refunding and Improvement Revenue Bonds, Series 1987, due in annual installments ranging from $60,000 to $405,000 through January 1 , 2017; interest ranging from 5% to 7.875% (issue includes $1 ,235,000 of Serial Bonds and $3,765,000 of Term Bonds); net of unamortized discount of $116,611 $4,823,389 $4 ,830,000 original issue Water and Sewer Improvement Revenue Bonds, Series 1989, due in annual installments ranging from $30,000 to $370,000 through September 30, 2014; interest ranging from 6% to 7 .125% (issue includes $1 ,660,000 of Serial Bonds and $3,170,000 of Term Bonds) 2,000,000 TOTAL PROPRIETARY FUND LONG-TERM DEBT $6,823,389 M The Water and Sewer Improvement Revenue Bonds, Series 1989, were issued on December 14 , 1989 for the purpose of refunding the Water and Sewer Bond Anticipation Note, Series 1989, outstanding in the principal amount of $2,000,000 at September 30 , 1989. The 1987 Water and Sewer Refunding and Improvement Revenue Bonds, Series 1987 and the Water and Sewer Improvement Revenue Bonds , Series 1989 , are collateralized by a pledge of the net revenues of the water and sewer system, public service taxes, franchise revenues and state revenue sharing funds. The bond covenants state among other things that the City may not lease, sell or encumber the utility plant assets in any manner and that various funds are required to be established and maintained for purposes of a sinking fund, reserve fund and various other accounts. I I I L I -19- • NOTES TO COMBINED FINANCIAL STATEMENTS (CONTINUED) CITY OF OKEECHOBEE, FLORIDA September 30, 1989 NOTE F - LONG-TERM DEBT (CONTINUED) The 1987 Water and Sewer Revenue and Refunding Bond ordinance requires, among other things, deposits on a monthly basis of amounts necessary to provide for semiannual interest and annual principal requirements. The sinking and reserve funds on deposit at September 30, 1989 are as follows: 1987 REVENUE MAXIMUM RESERVE BONDS Sinking Fund $154,171 Reserve Fund 438,988 Remaining in construction fund account 453 TOTAL $593,612 A summary of changes in all long-term debt for the year ended September 30, 1989 is as follows: PROPRIETARY FUND GENERAL LONG-TEES'[ DEBT WAS AND SEFER I VENUE BJNE GEMMAL BOND TOTAL OBLIGATION NOTES 1987 ANTICIPATION um-mm BONDS PAYARE TOTAL SERIES NOIE ltfrAL DEBT Balance at September 30, 1988 $ 235,000 $1,064,956 $1,299,956 $5,000,000 $ -0- $5,000,000 $6,299,956 Additions -0- 235,044 235,044 -0- 2,000,000 2,000,000 2,235,044 Payments 25,000 -0- 25,000. 60,000 -0- 60,000 85,000 210,000 1,300,000 1,510,000 4,940,000 2,000,000 6,940,000 8,450,000 Less unanortized bond discount -0- -0- -0-- 116,611 -0- 116,111 116,611. Balance at September 30, 1989 $ 210,000 $1,300.000 $1.510,000 $4,823,389 $2.000,000 $6,823,389 $8,333.389 Annual principal requirements for the next five years and thereafter are as follows: Year ending - 1990 $ 25,000 $ 88,763 $ 113,763 $ 60,000 $ -0- $ 60,000 $ 173,763 1991 25,000 96,068 121,068 65,000 -0- 65,000 186,068 1992 30,000 103,974 133,974 70,000 12,423 82,423 216,397 1993 30,000 112,532 142,532 75,000 39,337 114,337 256,869 1994 30,000 121,793 151,793 75,000 41,408 116,408 268,201 Thereafter 70,000 776,870 846,870 4,595,000 1,906,832 6,501,832 7,348,702 1l71AIS $ 210,000 $1,300,000 $1,510,000 $4,940,000 $2,000,000 $6,940,000 $8,450,000 -20- • NOTES TO COMBINED FINANCIAL STATEMENTS (CONTINUED) CITY OF OKEECHOBEE, FLORIDA TA September 30, 1989 NOTE F - LONG-TERM DEBT (CONTINUED) The annual requirements to amortize all debt outstanding as of September 30, 1989, including interest payments totalling $10,149,159 are as follows: PROPRIETARY FUND GENERAL LONG-T DEBT WAlER AND SEWER REVENUE BOM CtAL TUTAL OBLIGATION N RTES 1987 1989 LONG-TERM BONDS PAYABLE TOTAL SERIES SERIES IrEAL DEBT Year ending - 1990 $ 39,363 $ 195,753 $ 235,116 $ 432,934 $ 91,736 $ 524,670 $ 759,786 1991 31,675 195,753 233,1128 434,571 137,605 572,176 805,604 1992 40,956 195,753 236,709 435,771 149,655 585,426 822,135 1993 38,894 195,753 234,647 436,509 175,016 611,525 846,172 1994 36,831 195,753 232,584 431,934 174,644 606,578 839,162 Thereafter 77,131 978,765 1,055,896 9,855,1165 3,614,939 13,470,404 14,526,3)0 TOTALS $ 210,850 $1.957.530 $2•228•380 $12,027,184 $4,343,595 $16,310,779 $18,599,159 The annual changes in general long-term debt accrued vacation and medical leave benefits as of September 30, 1989 are as follows: OCTOBER 1 , 1988 DECREASE SEPTEMBER 30, 1989 $ 64,246 $ 12.843 $ 51 .403 NOTE G - PRIOR YEAR DEFEASANCE OF DEBT In 1987, the City defeased the 1983 Series A Water and Sewer Revenue Bonds by depositing sufficient funds in an irrevocable trust to provide for all future debt service payments on the old bonds. Accordingly, the trust account assets and the liability for the defeased bonds are not included in the City's financial statements. At September 30, 1989, $900,000 of bonds outstanding are considered defeased. NOTE H - INTERFUND RECEIVABLES AND PAYABLES The following is a summary of amounts due from and due to other funds: DUE FROM DUE TO OTHER FUNDS OTHER FUNDS General Fund $175,155 $ 7,222 Debt Service Fund -0- 175,155 Proprietary Fund „7,222 -0- TOTAL ALL FUNDS $182,377 $182,377 -21- NOTES TO COMBINED FINANCIAL STATEMENTS (CONTINUED) CITY OF OKEECHOBEE, FLORIDA September 30, 1989 NOTE I - CONTRIBUTED CAPITAL The source and additions to contributed capital are as follows: BALANCE BALANCE SOURCE OCTOBER 1 , 1988 ADDITIONS SEPTEMBER 30, 1989 Connection fees $ 421 ,758 $ -0- $ 421 ,758 Developers 338,761 -0- 338,761 Federal grant 747,310 -0- 747,310 Local Public Works Grant 417,740 -0- 417,740 Federal Revenue Sharing Funds 619,572 -0- 619,572 General Fund 100,000 -0- 100,000 Okeechobee Beach Water Association 275,000 -0- 275,000 Environmental Protection Agency Grant 1 ,899,071 16,783 1 ,915,854 TOTALS $4,819,212 $ 16,783 $4,835,995 NOTE J - PENSION PLANS The City has three pension plans, under a single employer public employee retirement system, covering substantially all the City's regular employees. Total pension expense for the year was $54 ,302 based on a covered payroll and a total payroll as follows: COVERED PAYROLL AS COVERED OF PERCENT PAYROLL TOTAL PAYROLL TOTAL PAYROLL General $806,252 $832,108 96.9% Police 318,260 439,109 72.5% Fire 150 ,344 170 ,049 88.4% It is the City's policy to fund pension expense as determined by actuarial valuation which provides for the accumulation of assets gradually over time so that sufficient assets will be available to pay benefits when due . The significant actuarially assumptions used to compute the actuarial determined contribution requirement are the same as those used to compute the pension benefit obligation. Mandatory employee contributions to the plans are at the rate of 5% of earnings. Accumulated employee contributions at September 30, 1989 are as follows: General $293,930 Police 110,658 Fire 28,640 TOTAL $433,228 ti -22- NOTES TO COMBINED FINANCIAL STATEMENTS (CONTINUED) CITY OF OKEECHOBEE, FLORIDA September 30, 1989 NOTE J - PENSION PLANS (CONTINUED) All regular employees working over 20 hours per week are eligible to participate on the date of employment following attainment of age 18 . Participation is mandatory. Normal retirement is provided for at age 65 (60 for fire and police) and 5 years of service (10 years for fire and police). The benefit is calculated at 1 .6% (2% for fire and police) of average monthly earnings times years of continuous service with the City. Benefits are payable by monthly annuity for 10 years certain and life thereafter with other options available. Early retirement is provided for at age 60 (age 55 for fire and police) and 10 years of participation. Death and disability benefits are also available through the plans. Upon termination of employment with less than 5 years of service (10 years for fire and police) the plan refunds accumulated employee contributions. After 5 years of service (10 years for fire and police) the pension benefit is accrued to date of termination and payable at normal retirement age if employee contributions are left in the fund. The actuarial determined pension contribution for 1989, which consisted entirely of normal cost, was as follows: Police $ 283 Fire 6 ,894 General 22,611 TOTAL $ 29,788 The actual City and employees contribution by fund for the year ended September 30, 1989 was as follows: CITY EMPLOYEES General Fund $ 27,396 $ 41 ,251 Proprietary Fund 26,906 21 ,977 TOTALS $ 54,302 $ 63,228 The plans covering the City's fire fighters and police officers are also funded by the State of Florida from a tax on fire insurance premiums collected. State contributions to these plans totalled $21 ,138 and $53,086, respectively, during the year ended September 30, 1989. -23- NOTES TO COMBINED FINANCIAL STATEMENTS (CONTINUED) CITY OF OKEECHOBEE, FLORIDA September 30, 1989 NOTE J - PENSION PLANS (CONTINUED) For the years ended September 30 , 1987 and 1988, the pension benefit obligation and net assets available for benefits expressed as percentages of the pension benefit obligation, was as follows: 1987 POLICE FIRE GENERAL Pension benefit obligation (2) $204,378 $ 85,005 $564 ,460 Net assets available for benefits (1) $495,312 $180,259 $716,949 Percentage funded - (1) : (2) 242% 212% 127% Assets in excess of pension benefit obligation (as a percent of annual covered payroll) 114% 16% 21% Employer contributions (as a percent of annual covered payroll -0-% 6% 1988 POLICE FIRE GENERAL Pension benefit obligation (2) $247,866 $ 88,874 $657,048 Net assets available for benefits (1) $594,801 $218,434 $849,780 Percentage funded - (1) : (2) 240% 246% 129% As the valuation for the year ended September 30, 1987 was the first year using the valuation method described herein, ten-year trend information is not available. The pension benefit obligation shown below is a standardized disclosure measurement established by GASB 5 that, with some exceptions, must be covered by a PERS. The standardized measurement is the actuarial present value of credited projected benefits. This pension valuation method reflects the present value of pension benefits, adjusted for the effects of projected salary increases and step- rate benefits, estimated to be payable in the future as a result of employee service to date. Y -24- i • NOTES TO COMBINED FINANCIAL STATEMENTS (CONTINUED) CITY OF OKEECHOBEE, FLORIDA September 30, 1989 I NOTE J - PENSION PLANS (CONTINUED) The standardized measure of the pension benefit obligation and the net assets available for benefits at October 1 , 1989 (the most recent valuation date) is as follows: POLICE FIRE GENERAL Pension benefit obligation: Retirees and beneficiaries currently receiving benefits and terminated employees entitled to benefits but not yet receiving them $ -0- $ 7,162 $ 20,271 Current employees: Accumulated employee contributions including allocated investment income 110,658 28,640 293 ,930 Employer - financed vested 146 ,297 31 ,120 355,168 Employer - financed nonvested 32,726 22,152 28,161 Total pension benefit obligation (2) 289,681 89,074 697,530 Net assets available for benefits (at cost which approximates market) (1 ) 716,709 254,952 982,870 Assets in excess of pension benefit obligation $427 ,028 $165 ,878 $285,340 Percentage funded - (1) +- (2) 247% 286% 141% Employer contributions (as a percent of annual covered payroll -O-% Principal actuarial assumptions used in the valuation above are summarized as follows: Mortality - The 1951 Group Annuity Mortality Table Projected by Scale C to 1970 (regraduated) ; females set back 5 years. Interest - 7% per year compounded annually, net of expenses . Retirement age - 60 for police officers and fire fighters , 65 for all other employees , immediately if over assumed retirement age. Salary increases - 6% for police and general; 7% for fire fighters , until the assumed retirement age. Funding method - Aggregate actuarial cost method. -25- • NOTES TO COMBINED FINANCIAL STATEMENTS (CONTINUED) CITY OF OKEECHOBEE, FLORIDA September 30, 1989 NOTE J - PENSION PLANS (CONTINUED) In 1989, the actuarial funding method was changed from the frozen entry age actuarial cost method to the aggregate actuarial cost method. This is a technical change without a financial impact because the unfunded frozen actuarial accrued liability is presently zero for all three groups. There were no other changes in actuarial assumptions in 1989. NOTE K - HOSPICE GRANT The City applied for and received Community Services Block Grants totalling $5,625. Hospice of the Treasure Coast-Okeechobee Branch was the subgrantee. The City received the funds and, upon presentation of invoices by Hospice, disbursed the funds up to the total grant amount. Also disbursed in the current year was $1 ,687 applicable to the prior year grant and $1 ,877 of the current grant has not been received or disbursed as of September 30, 1989. NOTE L - ENVIRONMENTAL PROTECTION AGENCY GRANTS As of September 30 , 1989 , the City has been awarded grants totalling $1 ,641 ,529 and $297,428 from the Environmental Protection Agency to be used in connection with construction of the City's new wastewater treatment plant. During 1989, grant funds totalling $16 ,783 were received. r r ti -26- GENERAL FUND SCHEDULE OF REVENUE - BUDGET AND ACTUAL CITY OF OKEECHOBEE, FLORIDA Year ended September 30, 1989 VARIANCE FAVORABLE BUDGET ACTUAL (UNFAVORABLE) TAXES Ad valorem taxes $ 434,450 $ 450,490 $ 16,040 Franchise fees 284,080 251 ,532 (32,548) Utility service taxes 264,000 275,071 11 ,071 Public service taxes 2,500 4,985 2,485 985,030 982,078 (2,952) INTERGOVERNMENTAL State shared revenue: Cigarette tax 98,000 95,841 (2,159) Revenue sharing 173,300 176,013 2,713 Mobile home licenses 2,000 2,629 629 One-half cent sales tax 155,000 167,780 12,780 _ Alcoholic beverage licenses 1 ,200 1 ,463 263 Gasoline tax refund 2,100 2,082 (18) _. Local option gasoline tax - 260,000 306,498 46 x498_. .-. Fire fighters supplement 1 ,320 1 ,322 2 692,920 753,628 60,708 Shared revenue from other local units: County occupational licenses 3,000 4,745 1 ,745 City share of 5 and 6 cent gas tax 110,000 94,421 (15,579) 113,000 99,166 (13,834) 805,920 852,794 46,874 CHARGES FOR SERVICES Sanitation fees 115,000 163,363 48,363 Miscellaneous 1 ,010 7,876 6,866 116,010 171 ,239 55,229 LICENSES AND PERMITS Occupational licenses 30,000 31 ,828 1 ,828 y -27- WEI 1 GENERAL FUND SCHEDULE OF REVENUE - BUDGET AND ACTUAL (CONTINUED) ICITY OF OKEECHOBEE, FLORIDA Year ended September 30, 1989 I II VARIANCE FAVORABLE BUDGET ACTUAL (UNFAVORABLE) IIFINES AND FORFEITURES Court fines $ 52,000 $ 45,140 $ (6,860) II Police education 500 759 259 Code enforcement fines 250 352 102 Miscellaneous -0- 660 660 52,750 46,911 (5,839) INTEREST INCOME 10,590 41 ,761 31 ,171 MISCELLANEOUS Comprehensive Planning Grant 9,700 9,905 205 Hospice Grant -0- 5,435 5,435 Other 15,700 15,378 (322) Sale of assets 500 3 ,822 3,322 Rents and royalties 3,350 3,070 (280) Refunds of prior year expenditures 100 9,035 8,935 29,350 46,645 17,295 TOTAL REVENUE $2,029,650 $2,173,256 $ 143,606 -28- GENERAL FUND SCHEDULE OF EXPENDITURES - BUDGET AND ACTUAL CITY OF OKEECHOBEE. FLORIDA Year ended September 30, 1989 ENCUMBRANCES ACTUAL ON VARIANCE PRIOR BUDGETARY FAVORABLE BUDGET ACTUAL YEAR 1989 BASIS (UNFAVORABLE) PUBLIC SAFETY Low enforcement: Personal services $ 545.770 $ 538.303 $ -0- $ -0- $ 538,303 $ 7,467 Operating expenses 108,080 115,533 -0- 762 116,295 (8.215) Capital outlay 15,435 50,004 38,319 1,000 12,685 2,750 ` 669,285 703,840 38,319 1,762 667,283 2,002 Fire control : Personal services 212,520 208,160 -0- -0- 208.160 4.360 Operating expenses 46,500 44,028 515 2,774 46,287 213 Capital outlay 4,450 14.276 11,948 1,100 3,428 1,022 263,470 266,464 12,463 3.874 257,875 5,595 932,755 970,304 50,782 5,636 925,158 7,597 GENERAL GOVERNMENT Legislative: Personal services 28,170 32,883 -0- -0- 32,883 (4,713) Operating expenses 24,000 24,800 -0- -0- 24,800 (800) 52,170 57,683 -0- -0- 57.683 (5,513) Executive - city administrator: Personal services 64,900 65,127 -0- -0- 65,127 (227) Operating expenses 15,500 6,352 -0- -0- 6,352 9,148 Capital outlay 1,000 5,036 1,326 -0- 3,710 (2.710) Allocation of administrative charges (11.943) (11.943) -0- -0- (11,943) -0- 69,457 64,572 1,326 -0- 63,246 6,211 Executive - city clerk: I Personal services 48,350 48,581 -0- -0- 48,581 (231 ) Operating expenses 10,500 9.964 -0- 2,044 12,008 (1,508) Capital outlay 700 700 -0- -0- 700 -0- 59,550 59,245 -0- 2,044 61,289 (1,739) I Financial and administrative: Personal services 53,040 50,800 -0- -0- 50,800 2,240 Operating expenses 21,400 20,427 120 374 20,681 719 { Capital outlay 1,450 4,635 3,185 -0- 1,450 -0- ` Allocation of administrative charges (35,827) (35.827) -0- -0- (35.827) -0- 40,063 40,035 3,305 374 37,104 2,959 Y -29- GENERAL FUND SCHEDULE OF EXPENDITURES - BUDGET AND ACTUAL (CONTINUED). CITY OF OKEECHOBEE. FLORIDA Yeor ended September 30, 1989 ENCUMBRANCES ACTUAL ON VARIANCE PRIOR BUDGETARY FAVORABLE BUDGET ACTUAL YEAR 1989 BASIS (UNFAVORABLE) m GENERAL GOVERNMENT (CONTINUED) General services: Personal services $ 67,580 $ 67,806 $ -0- $ -0- $ 67,806 $ (226) Operating expenses 83,624 80,114 -0- -0- 80,114 3,510 Capital outlay 1,500 5,525 2,292 -0- 3,233 (1,733) 152,704 153,445 2,292 -0- 151,153 1,551 Judicial : .. Operating expenses 18,000 11,421 -0- -0- 11,421 6,579 391,944 386,401 6,923 2,418 381,896 10,048 TRANSPORTATION ' Rood and street facilities: Personal services 203,630 200,407 -0- -0- 200.407 3,223 Operating expenses 410,650 165,047 3,031 920 162,936 247,714 Capital outlay 111,000 209,586 54,030 11,000 166,556 (55,556) 725,280 575,040 57,061 11,920 529,899 195,381 PHYSICAL ENVIRONMENT Garbage/solid waste control services: Operating expenses 115,000 145,050 -0- -0- 145,050 (30,050) HEALTH AND HUMAN SERVICES Operating expenses 47,376 52,811 -0- -0- 52,811 (5,435) DEBT SERVICE Interest 60,000 104,615 -0- -0- 104,615 (44,615) TOTAL EXPENDITURES $2,272,355 $2,234,221 $114,766 $ 19,974 $2,139,429 $132,926 y -30- DEBT SERVICE FUND STATEMENT OF REVENUE AND EXPENDITURES - BUDGET AND ACTUAL CITY OF OKEECHOBEE, FLORIDA Year ended September 30, 1989 VARIANCE FAVORABLE BUDGET ACTUAL (UNFAVORABLE) REVENUE Ad valorem taxes $ 27,000 $ 42,336 $ 15,336 Interest income 2,000 5,938 3,938 TOTAL REVENUE 29,000 48,274 19,274 EXPENDITURES Bond principal retirements 25,000 25,000 -0- Bond interest expense 16,050 16,050 -0- Professional fees 500 500 -0- TOTAL EXPENDITURES 41 ,550 41 ,550 -0- EXCESS OF REVENUE OVER EXPENDITURES (DEFICIENCY) $(12,550) $ 6,724 $ 19,274 ' r. -31- PENSION TRUST FUNDS COMBINING BALANCE SHEETS CITY OF OKEECHOBEE, FLORIDA September 30, 1989 POLICE GENERAL OFFICERS' FIREMEN'S EMPLOYEES' RETIREMENT RETIREMENT RETIREMENT FUND FUND FUND TOTAL ASSETS Cash $690,000 $240,000 $942,000 $1 ,872,000 Investments in money market accounts at cost which approximates market 26,709 14,952 40,870 82,531 $716,709 $254,952 $982_,870 $1 ,954,531 FUND BALANCES Reserved for employees' retirement $716,709 $254,952 $982,870 $1 ,954,531 -32- PENSION TRUST FUNDS COMBINING STATEMENTS OF REVENUE, EXPENSES AND CHANGES IN FUND BALANCES CITY OF OKEECHOBEE, FLORIDA Year ended September 30, 1989 POLICE GENERAL OFFICERS' FIREMEN'S EMPLOYEES' RETIREMENT RETIREMENT RETIREMENT FUND FUND FUND TOTAL OPERATING REVENUE State tax on insurance premiums $ 53,086 $ 21 ,138 $ -0- $ 74,224 Employer's contributions -0- 418 53,884 54,302 Employees' contributions 15,863 7,738 39,627 63,228 Interest income 55,570 19,774 78,678 154,022 TOTAL OPERATING REVENUE 124,519 49,068 172,189 345,776 OPERATING EXPENSES Employees' contribution refunds and interest 4,709 12,343 40,175 57,227 Contractual services 1 ,865 1 ,131 4,522 7,518 Administrative expense 15 522 10 547 TOTAL OPERATING EXPENSES 6,589 _ 13,996 44,707 65,292 NET INCOME 117,930 35,072 127,482 280,484 FUND BALANCES Beginning of year 598,779 219,880 855,388 1 ,674 ,04y End of year $716,709 $254,952 $982,870 $1,954,531 I 1 I -33- I PENSION TRUST FUNDS COMBINING STATEMENTS OF CHANGES IN FINANCIAL POSITION CITY OF OKEECHOBEE, FLORIDA Year ended September 30, 1989 I POLICE GENERAL OFFICERS' FIREMEN'S EMPLOYEES' RETIREMENT RETIREMENT RETIREMENT FUND FUND FUND TOTAL SOURCES OF WORKING CAPITAL Net income $117,930 $ 35,072 $127,482 $ 280,484 ELEMENTS OF INCREASE IN WORKING CAPITAL Cash $104,000 $ 27,000 $116,000 $ 247,000 Investments 17,908 9,518 17,090 44,516 Accrued interest receivable (3:978) (1 ,446) (5,608) (11 ,032) INCREASE IN WORKING CAPITAL $117,930 $ 35,072 $127,482 $ 280,484 n y -34- 11 SUMMARY OF INSURANCE COVERAGE - UNAUDITED CITY OF OKEECHOBEE, FLORIDA September 30, 1989 I DESCRIPTION COVERAGE COMMERCIAL PACKAGE Buildings and contents (90% coinsurance - I $500 deductible) $3,238,470 LAW ENFORCEMENT LIABILITY Bodily injury, personal injury, property damage ($5,000 deductible) 1 ,000,000 WORKERS COMPENSATION AND EMPLOYER'S LIABILITY 500,000 rVEHICULAR EQUIPMENT Bodily injury and property damage 1 ,000,000 ' Collision ($250 deductible) ACV Comprehensive ($250 deductible) ACV SCHEDULED PROPERTY FLOATER ($250 DEDUCTIBLE) 519,346 ' PUBLIC OFFICIALS BONDS City clerk 20,000 Other employees 20,000 PUBLIC OFFICIAL LIABILITY ($1 ,000 DEDUCTIBLE) 1 ,000,000 I I I I 1 L ' -35- SCHEDULE OF ASSESSED VALUES, TAX LEVIES AND RATES - UNAUDITED CITY OF OKEECHOBEE, FLORIDA 1980-1989 ASSESSED VALUES REAL PERSONAL HOMESTEAD YEAR PROPERTY PROPERTY TOTAL EXEMPTION 1989 $92,069,710 $17,714,646 $109,784,356 $23,841 ,771 1988 90,523,355 17,276,363 107,799,718 22,969,436 1987 85,234,122 15,026,483 100,260,605 21 ,793,353 1986 70,533,985 14,573,190 85,107,175 20,715,053 1985 59,835,384 14,042,767 73,878,151 19,504,959 1984 57,820,098 13,060,620 70,880,718 19,007,098 1983 54,725,644 12,102,101 66,827,745 17,665,060 1982 57,589,660 10,664,660 68,254,320 14,162,210 1981 57,036,510 10,475,123 67,511 ,633 14,061 ,980 1980 51 ,225,720 9,725,167 60,950,887 5,173,430 TAX LEVIES AND APPLICABLE RATES LEVIES RATES DEBT GENERAL DEBT GENERAL SERVICE GOVERNMENT YEAR SERVICE GOVERNMENT MILLS MILLS 1989 $52,114 $455,605 .390 4.150 1988 39,231 447,369 .300 4.150 1987 18,308 416,082 .150 4.150 1986 15,873 361 ,791 .150 4.251 1985 14,008 314,056 .150 4.251 1984 13,483 307,480 .150 4.338 1983 12,674 261 ,497 .150 3.913 1982 8,668 291 ,007 .127 4.250 1981 8,574 286,924 .127 4.250 1980 36,386 335,209 .58 5.500 � w -36- SCHEDULE OF CERTAIN REVENUE - UNAUDITED CITY OF OKEECHOBEE, FLORIDA 1980-1989 GENERAL FUND STATE REVENUE SHARING OCCUPATIONAL UTILITY FINES AND FRANCHISE YEAR (NOTE) LICENSES TAXES FORFEITURES FEE PERMITS INTEREST 1989 $439,634 $31 ,828 $275,071 $46,911 $251 ,532 $ -0- $41 ,761 1988 411 ,522 38,367 258,229 67,802 234,877 -0- 27,314 1987 409,809 44,888 219,661 49,071 214,036 -0- 21 ,618 1986 398,901 41 ,498 207,756 29,731 206,335 -0- 30,978 1985 349,607 38,484 196,168 28,092 208,614 16,268 31 ,791 1984 346,742 42,119 133,768 22,764 185,428 25,508 34,363 1983 329,260 40,138 118,812 20,493 152,921 14,836 25,091 1982 251 ,194 32,175 114,551 23,031 154,823 10,493 64,132 1981 257 ,325 22,228 108,286 13,813 137,759 23,459 69,536 1980 243,055 20,084 100,857 19,827 110,587 12,995 61 ,733 PROPRIETARY FUND WATER AND SEWER IMPACT DELINQUENT INTEREST ON HYDRANT YEAR CHARGES FEES CHARGES MISCELLANEOUS INVESTMENTS TAP FEES RENTAL 1989 $1 ,580,078 $212,077 $37,945 $68,723 $ 61 ,811 $ 35,211 $ 12,360 1988 1 ,632,157 90,640 25,588 50,823 71 ,998 37,679 9,960 1987 1 ,386,432 111 ,964 31 ,119 31 ,401 62,864 40,078 9,480 1986 1 ,341 ,837 260,382 30,417 21 ,141 103,288 44,888 9,360 1985 1 ,130,500 212,012 20,671 8,583 233,511 110,181 7,320 1984 971 ,227 29,012 14,146 9,663 110,367 20,112 7,320 1983 842,440 26,775 17,372 11 ,219 52,912 25,163 27,000 1982 810,720 -0- 12,228 22,324 73,181 13,400 27,000 1981 652,264 -0- 9,580 6,647 70,738 24,525 27,000 1980 615,426 -0- 9,280 6,732 53,657 15,650 23,280 L NOTE - INCLUDES ADDITIONAL TWO CENT CIGARETTE TAX AND ONE-HALF CENT SALES TAX -37- • 11:14 CERTIFIED PUBLIC ACCOUNTANTS Other Offices. 2222 Colonial Road OHIO Suite 200 Youngstown(Boardman) Ft. Pierce, FL 34950 Youngstown Telephone(407)461-8833 Warren FAX #(407)461-8872 Salem Alliance February 2, 1990 PENNSYLVANIA y f New Castle Sharon Meadville FLORIDA Stuart Naples Port St.Lucie The Honorable Mayor and Members of the City Council City of Okeechobee, Florida Independent Auditors' Report on Internal Control Structure We have audited the combined financial statements of the City of Okeechobee, Florida (City) as of and for the year ended September 30, 1989 and have issued our report thereon dated February 2, 1990. Our audit report was qualified because the City has not maintained adequate detailed fixed asset records in support of the recorded costs of the water and sewer utility plant in service in the proprietary fund or the amounts included in the general fixed asset group of accounts. 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 combined financial statements are free of material misstatement. In planning and performing our audit of the combined financial statements of the City for the year ended September 30, 1989, we considered its internal control structure in order to determine our auditing procedures for the purpose of expressing our opinion on the combined financial statements and not to provide assurance on the internal control structure. The management of the City 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 of combined 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 the risk that procedures may become inadequate because of changes in conditions or that the effectiveness of the design and operation of = g p policies and procedures may deteriorate. —38- i MEMBER AMERICAN INSTITUTE OF CERTIFIED PUBLIC ACCOUNTANTS DIVISION OF CPA FIRMS-SEC AND PRIVATE COMPANIES PRACTICE SECTIONS The Honorable Mayor and Members of the City Council February 2, 1990 For the purpose of this report, we have classified the significant internal control structure policies and procedures in the following categories: • revenue/receipts • purchases/disbursements • payroll Our consideration of the internal control structure included all of the control categories listed above. The purpose of our consideration of the internal control structure was to determine the nature, timing and extent of the auditing procedures necessary for expressing an opinion on the combined financial statements. We noted certain matters involving the internal control structure and its operation that we consider to be reportable conditions under standards established by the American Institute of Certified Public Accountants. Reportable conditions involve matters coming to our attention relating to significant deficiencies in the design or operation of the internal control structure that, in our judgment, could adversely affect the entity's ability to record, process, summarize, and report financial data consistent with the assertions of management in the combined financial statements. Following are the reportable conditions we noted: Establishment of Fixed Asset Records and Controls The City has not maintained adequate detailed fixed asset records in support of the recorded costs of the water and sewer utility plant in service or the amounts included in the general fixed assets group of accounts and we were unable to obtain sufficient supporting documentation to form an opinion with respect to (a) the stated costs of property items acquired in years prior to October 1 , 1981 and (b) the accumulated depreciation applicable to the water and sewer utility plant in service at September 30, 1989 or the depreciation expense for the year then ended. Sound financial administration in safeguarding the City's investment in fixed assets is of utmost importance in the exercise of stewardship responsibilities . The responsibilities can be effectively discharged only through adequate fixed asset accounting. Once initial records are established, the City will want to concurrently implement the kinds of controls and procedures enabling it to maintain control over the fixed assets. These procedures should include: Control over the proper input into the records for all fixed asset additions, sales, abandonments and transfers. - y -39- The Honorable Mayor and Members of the City Council February 2, 1990 Establishment of Fixed Asset Records and Controls (Continued) Periodic reconciliations of detail ledgers to the general ledger. Periodic inventory of fixed assets by location. Verification that any asset traded in for a new asset is properly removed from the records. Accounts Receivable--Customer Accounts Customer accounts receivable for garbage service and water and sewer charges should be reconciled to the general ledger accounts on a monthly basis. During 1989 , this reconciliation was not performed. There were no complete detail listings of customer accounts receivable generated to make this reconciliation possible. Accounts receivable detail listings should be available for each month. Adequate Explanation and Support of Adjusting Entries Our review of journal entries disclosed that adjusting entries were not supported or explained. We suggest that all adjusting entries be handwritten with a detailed explanation of its purpose. Data Processing System Integration The City utilizes the services of an outside data processing firm for compilation of financial information. Timely reports were not available for management to properly analyze financial condition. In addition, the financial reports received contained account classification errors. We recommend the City require that timely financial reports are issued and that upon receipt , the reports are reviewed for errors with necessary corrective action taken. Collection Follow-Up Procedures During 1989, the City established guidelines for review and collection of past due accounts for garbage collection and water and sewer billings. We recommend an aged accounts receivable listing be reviewed by the Director of Public Utilities on a monthly basis and appropriate actions for collection be taken. -40- The Honorable Mayor and Members of the City Council February 2, 1990 Vacation Accrual During 1989, various employees' vacation accrual exceeded the maximum allowed for carryover. The City should encourage all employees to use their vacation time annually with arrangements made to have their work performed by someone else during their absence. Internal control is strengthened because employees do not maintain continuous control over their particular area of responsibility. Also, this policy encourages the desirable practice of cross- training of duties. A material weakness is a reportable condition in which the design or operation 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 combined financial statements being audited may occur and not be detected with a timely period by employees in the normal course of performing their assigned functions. Our consideration of the internal control structure would not necessarily disclose all matters in the internal control structure that might be reportable conditions and, accordingly, would not necessarily disclose all reportable conditions that are also considered to be material weaknesses as defined above. However, we believe the reportable conditions described above are not material weaknesses, with the exception of not maintaining adequate detailed fixed asset records in support of the recorded costs of the water and sewer utility plant in the proprietary fund or the amounts included in the general fixed asset account group with respect to the stated cost of assets acquired prior to October 1 , 1981 . We also noted other matters involving the internal control structure and its operation that we have reported to the management of the City, in a separate management letter dated February 2, 1990. This report is intended for the information of the Mayor and City Council, management and the Auditor General for the State of Florida. This restriction is not intended to limit the distribution of this report, which is a matter of public record. Vte, 6aA,[k_ G‘i/t Certified Public Accountan -41- 4.4.4,&irek."4 7<;nic CERTIFIED PUBLIC ACCOUNTANTS Other Offices 2222 Colonial Road OHIO Suite 200 Youngstown(Boardman) Ft. Pierce, FL 34950 Youngstown Warren Telephone(407)461-8833 Salem FAX#(407)461-8872 February 2, 1990 Alliance PENNSYLVANIA New Castle Sharon Meadville FLORIDA Stuart Mayor and Naples The Honorable Ma y Port St.Lucie Members of the City Council City of Okeechobee, Florida Independent Auditors' Report on Compliance with Laws and Regulations We have audited the combined financial statements of the City of Okeechobee, Florida (City) as of and for the year ended September 30, 1989 and have issued our report thereon dated February 2, 1990. Our audit report was qualified because the City has not maintained adequate detailed fixed asset records in support of the recorded costs of the water and sewer utility plant in service in the proprietary fund or the amounts included in the general fixed asset group of accounts. 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 combined financial statements are free of material misstatement. Compliance with laws, regulations, contracts and grants applicable to the City is the responsibility of the City's management. As part of obtaining reasonable assurance about whether the combined financial statements are free of material misstatement, we performed tests of the City's compliance with certain provisions of laws, regulations, contracts and grants. However, our objective was not to provide an opinion on overall compliance with such provisions. The results of our tests indicate that, with respect to the items tested, the City complied, in all material respects, with the provisions referred to in the preceding paragraph. With respect to items not tested, nothing came to our attention that caused us to believe that the City had not complied, in all material respects , with those provisions. However, the results of our procedures disclosed immaterial instances of noncompliance with those requirements that we have reported to the management of the City in a separate communication dated February 2, 1990. This report is intended for the information of the Mayor and City Council, management and the Auditor General for the State of Florida. This restriction is not intended to limit the distribution of this report, which is a matter of public record. &AA Certified Public Accountants -42- MEMBER AMERICAN INSTITUTE OF CERTIFIED PUBLIC ACCOUNTANTS DIVISION OF CPA FIRMS-SEC AND PRIVATE COMPANIES PRACTICE SECTIONS • "! CERTIFIED PUBLIC ACCOUNTANTS Other Offices: 2222 Colonial Road OHIO Suite 200 Youngstown(Boardman) Ft. Pierce, FL 34950 Youngstown Telephone(407)461-8833 Warren FAX # (407)461-8872 Salem Alliance PENNSYLVANIA February 2, 1990 New Castle Sharon Meadville FLORIDA Stuart Naples Port St.Lucie INN The Honorable Mayor and Members of the City Council City of Okeechobee, Florida Management Letter We have audited the combined financial statements of the City of Okeechobee, Florida (City) for the year ended September 30, 1989, and have issued our report thereon dated February 2, 1990. The following comments are submitted IMP in accordance with the Rules of the Auditor General of the State of Florida, Chapter 10.550, Local Governmental Entity Audits. Recommendations to Improve the City's Present Financial Management Accounting Procedures and Internal Control PERSONNEL RECORDS The City should obtain from each employee the necessary documentation for lEr personnel files which would include an 1-9 form for status of employment eligibility. STATUS OF RECOMMENDATIONS MADE IN THE PRIOR YEAR MANAGEMENT LETTER In addition to the item mentioned above, some of the comments in the letter to management for the year ended September 30, 1988 had no action taken upon them during the fiscal year ended September 30, 1989. They are as follows: Establishment of Fixed Asset Records and Controls The City has not maintained adequate detailed fixed asset records �- in support of the recorded costs of the water and sewer utility plant in service or the amounts included in the general fixed assets group of accounts and we were unable to obtain sufficient supporting documentation to form an opinion with respect to (a) the stated costs of property items acquired in years prior to October 1 , 1981 and (b) the accumulated depreciation applicable to the water and sewer utility plant in service at September 30, 1989 or the depreciation expense for the year then ended. -43- MEMBER AMERICAN INSTITUTE OF CERTIFIED PUBLIC ACCOUNTANTS DIVISION OF CPA FIRMS-SEC AND PRIVATE COMPANIES PRACTICE SECTIONS The Honorable Mayor and Members of the City Council February 2, 1990 STATUS OF RECOMMENDATIONS MADE IN THE PRIOR YEAR MANAGEMENT LETTER (CONTINUED) Establishment of Fixed Asset Controls (Continued) Sound financial administration in safeguarding the City 's investment in fixed assets is of utmost importance in the exercise of stewardship responsibilities. The responsibilities can be effectively discharged only through adequate fixed asset accounting. By maintaining fixed asset records, the City will realize several benefits: Fixed assets can be inventoried periodically to ensure that they are properly controlled. Responsibility for custody and effective use of fixed assets can be clearly established. Information regarding sources of supply, prices and useful lives will be readily available . If information regarding maintenance costs is also included in the subsidiary ledgers , ratios of cumulative maintenance costs to original costs can be developed. Records will be readily available to substantiate the amount of grants used to finance expenditures for fixed assets. Furthermore, the determination of costs for building or equipment used is facilitated. The latter is important to obtain reimbursement for the use of buildings and equipment in Federal and state aid programs. Information is readily available both to determine insurance needs and to substantiate losses recoverable from insurance. Information is available for the preparation of a statement of general fixed assets. Establishing fixed asset records when none existed before can be a difficult and time consuming task. One approach is to: 1 . Define clearly what constitutes the fixed asset categories (e.g. , land, buildings , improvements other than buildings, equipment) , a fixed asset (i.e. , minimum dollar value and useful life) , and the location "control" areas. -44- The Honorable Mayor and Members of the City Council February 2, 1990 STATUS OF RECOMMENDATIONS MADE IN THE PRIOR YEAR MANAGEMENT LETTER (CONTINUED) Establishment of Fixed Asset Controls (Continued) 2. Plan and perform a complete inventory of all fixed assets. In creating the inventory records, obtain as much of the information to be included in the individual assets records as possible, e.g. , asset description, location, vendor or manufacturer and acquisition date. Fixed asset identification tags should be affixed at the time the physical inventory is taken. 3. Assign values to each fixed asset according to accepted principles. More specifically, the AICPA Industry Audit Guide, "Audits of State and Local Governmental Units ," sets forth the basis for valuing fixed assets of a governmental unit: "Such assets should be recorded at historical costs , or estimated historical cost, if the original cost is not available, or in the case of gifts or contributions, at the fair market value at the time received." Several procedures can be used to determine the valuation: _ Reference to the historical records, such as vendors' invoices, contracts, purchase orders , capital expenditure authorizations, cancelled checks , gift acknowledgements or other documents on hand. Correspondence with vendors, donors, etc. Use of an asset valuation reasonably reflective of historical value, provided it is reliable, if historical or fair market value is not available. Historical cost as reasonably estimated by employees for small items of relatively low value, e.g. , tools, office furniture and equipment. -45- J The Honorable Mayor and Members of the City Council February 2, 1990 J STATUS OF RECOMMENDATIONS MADE IN THE PRIOR YEAR MANAGEMENT LETTER (CONTINUED) Establishment of Fixed Asset Controls (Continued) Reliance on independent outside appraisals for assets which cannot be valued by one of the above methods or some other reasonable method. It is important to emphasize, however, that the appraisal should be based upon estimated historical cost, not on replacement cost or some other basis. Evaluation of fixed assets in the above manner will enable the City to establish reasonably accurate initial fixed asset values. Once initial records are established, the City will want to concurrently implement the kinds of controls and procedures enabling it to maintain control over the fixed assets. These procedures should include: Control over the proper input into the records for all fixed asset additions, sales, abandonments and transfers. Periodic reconciliations of detail ledgers to the general ledger. Periodic inventory of fixed assets by location. Verification that any asset traded in for a new asset is properly removed from the records. Accounts Receivable--Customer Accounts Customer accounts receivable for garbage service and water and sewer charges should be reconciled to the general ledger accounts on a monthly basis. During 1989, this reconciliation was not performed. There were no complete detail listings of customer accounts receivable generated to make this reconciliation possible. Accounts receivable detail listings should be available for each month. -, rem3 The Honorable Mayor and Members of the City Council February 2, 1990 Adequate Explanation and Support of Adjusting Entries Our review of journal entries disclosed that adjusting entries were not supported or explained. We suggest that all adjusting entries be handwritten with a detailed explanation of its purpose. Data Processing System Integration The City utilizes the services of an outside data processing firm for compilation of financial information. Timely reports were not available for management to properly analyze financial condition. In addition , the financial reports received contained account classification errors. We recommend the City require that timely financial reports are issued and that upon receipt, the reports are reviewed for errors with necessary corrective action taken. Collection Follow-Up Procedures During 1989 , the City established guidelines for review and collection of past due accounts for garbage collection and water and sewer billings. We recommend an aged accounts receivable listing be reviewed by the Director of Public Utilities on a monthly basis and appropriate actions for collection be taken. Vacation Accrual During 1989, various employees' vacation accrual exceeded the maximum allowed for carryover. The City should encourage all employees to use their vacation time annually with arrangements made to have their work performed by someone else during their absence. Internal control is strengthened because employees do not maintain continuous control over their particular area of responsibility. Also , this policy encourages the desirable practice of cross-training of duties. OTHER MATTERS Cash Large balances are maintained in several different cash accounts which are earning a low interest rate. Consideration should be given to try to maximize earning potential on all funds available to the City. z -47- I The Honorable Mayor and Members of the City Council February 2, 1990 OTHER MATTERS (CONTINUED) Department of Banking and Finance The City has not prepared or filed the financial report with the Department of Banking and Finance as of this date. However, it is the City's intention to prepare the financial report from the audited financial statements. The financial report filed with the Department of Banking and Finance is due March 31 , 1990. Rules of the Auditor General The City has complied with the provisions of Chapter 10.400, rules of the Auditor General concerning the physical count and identification of tangible personal property with the limitations as noted. Effort should be taken to perform the count in a timely manner as the count for the year ended September 30, 1989 was not completed until January, 1990. CONCLUDING REMARKS This letter is intended solely for the use of the Mayor and City Council , management and the Auditor General for the State of Florida. This restriction is not intended to limit the distribution of this letter, which is a matter of public record. Very truly yours, 4A0-) g Certified Public Accountants, T T 1 -48- oar