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Fiscal Year 2011MONROE COUNTY, FLORIDA PROPERTY APPRAISER Special -Purpose Financial Statements Year Ended September 30, 2011 N H MONROE COUNTY, FLORIDA PROPERTY APPRAISER Year Ended September 30, 2011 Special -Purpose Financial Statements, Required Supplementary Information and Independent Auditors' Reports Table of Contents Independent Auditors' Report .............................................. ------•---------.....----------..... SPECIAL-PURPOSE FINANCIAL STATEMENTS Special -Purpose Balance Sheet — General Fund .............. Special -Purpose Statement of Revenues, Expenditures and Changes in Fund Balances - General Fund .................................................................. Notes to Special -Purpose Financial Statements REQUIRED SUPPLEMENTARY INFORMATION Schedule of Revenues and Expenditures - Budget and Actual - General Fund SUPPLEMENTARY INDEPENDENT AUDITORS' REPORTS Independent Auditors' Report on 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.. Independent Auditors' Management Letter ........................ Page 2-3 4 5 6-11 12 13 - 14 15 - 16 N H! H" INDEPENDENT AUDITORS' REPORT H To the Honorable Karl Borglum, Property Appraiser of Monroe County, Florida: We have audited the accompanying special-purpose financial statements of the major fund of the Monroe County, Florida Property Appraiser (the "Property Appraiser"), as of and for the year ended September 30, 2011, as listed in the table of contents. These special-purpose financial statements are the responsibility of the Property Appraiser's management. Our responsibility is to express an opinion on these special-purpose financial statements based on our audit. We conducted our audit in accordance with auditing standards generally accepted in the United States of America and the standards applicable to financial audits contained in Government Auditing Standards issued by the Comptroller General of the United States. Those standards require that we plan and perform the audit to obtain reasonable assurance about whether the special-purpose financial statements are free of material misstatement. An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the special- purpose financial statements. An audit also includes. assessing the accounting principles used and significant estimates made by management, as well as evaluating the overall special- purpose financial statement presentation. We believe that our audit provides a reasonable basis for our opinion. As discussed in Note 1, the accompanying special-purpose financial statements were prepared for the purpose of complying with Section 218.39(2), Florida Statutes, and Chapter 10.550, Rules of the Auditor General -Local Governmental Entity Audits, and are not intended to be a complete presentation of the financial position and changes in financial position of the Property Appraiser. Additionally the special-purpose financial statements present only the Property Appraiser and are not intended to present fairly the financial position and changes in financial position of Monroe County, Florida, taken as a whole. In our opinion, the special-purpose financial statements referred to above present fairly, in all material respects, the respective financial position of the major fund of the Monroe County, Florida Property Appraiser as of September 30, 2011, and the respective changes in financial position thereof . for the year then ended, in conformity with accounting principles generally accepted in the United States of America. H L In accordance with Government Auditing Standards, we have also issued our report dated January 25, 2012 on our consideration of the Property Appraiser's internal control over financial reporting and our tests of its compliance with certain provisions of laws, regulations, contracts, and grant agreements and other matters. The purpose of that report is to describe the scope of our testing of internal control over financial reporting and compliance and the results of that testing, and not to provide an opinion on the internal control over financial reporting or on compliance. That report is an integral part of an audit performed in accordance with Government Auditing Standards and should be considered in assessing the results of our audit. The budgetary comparison schedule on page 12 is not a required part of the special-purpose financial statements but is supplementary information required by the Governmental Accounting Standards Board. We have applied certain limited procedures, which consisted primarily of Ttll inquiries of management regarding the methods of measurement and presentation of the required supplementary information. However, we did not audit the information and we express no opinion on it. This report is intended solely for the information and use of the Property Appraiser's management and the Florida Auditor General and is not intended to be and should not be used by anyone other than those specified parties. Orlando, Florida January 25, 2012 N 3 SPECIAL-PURPOSE FINANCIAL STATEMENTS R MONROE COUNTY, FLORIDA PROPERTY APPRAISER Special -Purpose Balance Sheet General Fund September 30, 2011 Assets Cash and cash equivalents $ 478,222 Total assets $ 478,222 Liabilities and Fund Balance Liabilities and credits: Accounts payable $ 65,398 Accrued wages and benefits payable 74,636 Due to Board of County Commissioners 300,373 Due to other governmental units 37,815 Total liabilities 478,222 Fund balance - Total liabilities and fund balance $ 478,222 See notes to special-purpose financial statements. 4 MONROE COUNTY, FLORIDA PROPERTY APPRAISER Special -Purpose Statement of Revenues, Expenditures and Changes in Fund Balances General Fund Year Ended September 30, 2011 Revenues: Intergovernmental Board of County Commissioners Charges for services Other taxing districts Investment income Miscellaneous Total revenues Expenditures: Current: Personnel services Operating expenditures Capital outlay Total expenditures Excess of revenues over expenditures Other financing sources (uses): Transfers to Board of County Commissioners Transfers to other governmental units Total other financing sources (uses) Net change in fund balance Fund balance, beginning of year Fund balance, end of year $ 2,876,864 668,395 4` 1,245 1,736 3,548,240 2,510,100 656,945 43,007 3,210,052 338,188 (300,373) (37,815) (338,188) See notes to special-purpose financial statements. 5 MONROE COUNTY, FLORIDA PROPERTY APPRAISER Notes to Special -Purpose Financial Statements Year Ended September 30, 2011 Note 1 — Summary of significant accounting policies Reporting Entity — The Monroe County, Florida Property Appraiser (the "Property Appraiser") is a separately elected county official established pursuant to the Constitution of the State of Florida. These special-purpose financial statements present only the Property Appraiser's Office and do not purport to reflect the financial position or the results of operations of Monroe County, Florida (the "County") taken as a whole. Entity status for financial reporting purposes is governed by Statements No. 14, as amended by Statement No. 39, of the Governmental Accounting Standards Board (GASB). Although the Property Appraiser's Office is operationally autonomous, it does not hold sufficient corporate powers of its own to be considered a legally separate entity for financial reporting purposes. Therefore, the Property Appraiser is reported as a part of the primary government of Monroe County, Florida. Measurement focus, basis of accounting, and financial statement presentation - The Property Appraiser's special-purpose financial statements are prepared for the purpose of complying with Section 218.39(2), Florida Statutes, and Chapter 10.550, Rules of the Auditor General (the "Rules"), which require the Property Appraiser to only present fund financial statements. In conformity with the Rules, the Property Appraiser has not presented the government -wide financial statements, related disclosures or management's discussion and analysis, which are required to present a complete presentation of its financial position and changes in financial position. The General Fund is used to account for all revenues and expenditures applicable to the general operations of the Property Appraiser that are not legally required or by accounting principles generally accepted in the United States of America to be accounted for in another fund. The General Fund is presented as a major governmental fund and uses the current financial resources measurement focus and the modified accrual basis of accounting. Revenues are recognized when measurable and available. Revenues are considered to be available when they are collectible within the current period or soon enough thereafter to pay liabilities of the current period. For this purpose, the Property Appraiser considers revenues to be available if they are collected within 60 days of the end of the current fiscal period. Expenditures generally are recorded when a liability is incurred, as under accrual accounting. However, expenditures related to compensated absences and claims and judgments are recorded only when payment Sk is due. The extent to which General Fund revenues exceed expenditures is reflected as transfers out and as liabilities to the Monroe County Board of County Commissioners (the "Board") and other governmental agencies in the same proportion as fees paid by each governmental unit to total fees earned by the Property Appraiser. Budgetary Requirements — General Fund expenditures are controlled by budget appropriations in accordance with the requirements set forth in the Florida Statutes. The budget is prepared on a basis consistent with accounting principles generally accepted in the United States of America. Cash and Cash Equivalents — The Property Appraiser's cash and cash equivalents consist of cash on hand and demand deposits. 6 MONROE COUNTY, FLORIDA PROPERTY APPRAISER Notes to Special -Purpose Financial Statements Year Ended September 30, 2011 Note 1 — Summary of significant accounting policies (continued) Capital Assets — Tangible personal property used in the Property Appraiser's operations are recorded as expenditures in the General Fund at the time assets are received and a liability is incurred. Purchased assets are capitalized at historical cost in the government -wide financial statements of the County. In addition, the Board provides office space used by the Property Appraiser at no charge. Compensated Absences — The Property Appraiser permits employees to accumulate earned but unused vacation and sick pay benefits. The Property Appraiser is not legally required to and does not accumulate expendable available financial resources to liquidate this obligation. The obligation for compensated absences is accrued in the government -wide financial statements of the County. A summary of activity for the Property Appraiser's compensated absences obligation is as follows: Balance, October 1, 2010 $129,618 Additions 215,672 Deletions (210,754) Balance, September 30, 2011 $134 Use of Estimates - The preparation of special-purpose financial statements requires management to make use of estimates that affect reported amounts. Actual results could differ from estimates. Note 2 — Deposits and Investments At September 30, 2011, cash and cash equivalents included demand deposits with a carrying amount of $478,222 and a bank balance of $480,714. The Property Appraiser places its cash and cash equivalents on deposit with financial institutions in the United States. The Federal Deposit Insurance Corporation (FDIC) covers $250,000 for substantially all depository accounts. The Property Appraiser from time to time may have amounts on deposit in excess of the insured limits and the remaining balances are insured 100% by the State of Florida collateral pool, a multiple financial institution pool with the ability to assess its members for collateral shortfalls if a member institution fails. Florida Statutes and the Property Appraiser's investment policy authorize investments in certificates of deposit, savings accounts, repurchase agreements, the Local Government Surplus Funds Trust Fund administered by the Florida State Board of Administration, money market funds, direct obligations of the U.S. Treasury and federal agencies and instrumentalities. 7 MONROE COUNTY, FLORIDA PROPERTY APPRAISER Notes to Special -Purpose Financial Statements Year Ended September 30, 2011 Note 3 - Retirement system Plan Description — The Property Appraiser's employees participate in the Florida Retirement System ("FRS"), administered by the Florida Department of Management Services. Employees elect to participate in either the defined benefit plan ("Pension Plan"), a cost sharing, multiple - employer, defined benefit retirement plan, or the defined contribution plan ("Investment Plan") under the FRS. FRS provides retirement and disability benefits, annual cost -of -living adjustments, and death benefits to Pension Plan members and beneficiaries of various governmental units within the State of Florida. Benefits are established by Chapter 121, Florida Statutes, and Chapter 60S, Florida Administrative Code. Amendments to the law can be made only by an act of the Florida Legislature. For employees hired before July 1, 2011 and enrolled in the Pension Plan, the FRS provides for vesting of benefits after 6 years of credited service. Normal Pension Plan retirement benefits are available to employees who retire at or after age 62 with 6 or more years of service or after 30 years if under age 62. Benefits are also based on the 5 highest state fiscal years of compensation earned during covered employment. For employees hired July 1, 2011 and thereafter enrolled in the Pension Plan, the FRS provides for vesting benefits after 8 years of credited service. Normal retirement benefits are available to employees who retire at or after age 65 with 8 or more years of service or after 33 years if under age 65. Benefits are also based on the 8 highest state fiscal years of compensation earned during covered employment. Pension Plan retirement benefits for all employees are based on age, average compensation and years -of -service credit. Early retirement is available after 6 years of service with a 5% reduction in benefits for each year prior to the normal retirement age. In addition to the above benefits, the FRS administers the Deferred Retirement Option Program ("DROP"). This program allows eligible employees to defer receipt of monthly retirement benefit payments while continuing employment with a FRS employer for a period not to exceed 60 months after electing to participate. Deferred monthly benefits are held in the FRS Trust Fund and accrue interest. For employees electing to participate in the Investment Plan rather than the Pension Plan, vesting occurs at one year of service. These participants receive a contribution of self -direction in an investment product with a third party administrator selected by the State Board of Administration. Investment accounts may be withdrawn by an employee 90 days after termination or retirement. The State of Florida annually issues a publicly available financial report that includes financial statements and required supplementary information for the FRS. The latest available report may be obtained by writing to the State of Florida Division of Retirement, Department of Management Services, PO Box 9000, Tallahassee, FL 32315-9000, or from the website www.frs.state.fl.us. Funding Policy — The FRS was noncontributory for Pension Plan and Investment Plan members until June 30, 2011. As of July 1, 2011 all members, with the exception of Deferred Retirement Option Program (DROP) members and re-employed retirees, contribute 3% of their eligible wages. Participating employer contributions are based upon state-wide rates established by the State of Florida on an annual basis effective each July 1. The rates applied to employee salaries effective as of July 1, 2011 are as follows: regular employees, 4.91 %, special risk employees, 14.10%, special risk administrative support, 6.04%, elected officials, 11.14%, MONROE COUNTY, FLORIDA PROPERTY APPRAISER Notes to Special -Purpose Financial Statements Year Ended September 30, 2011 Note 3 — Retirement system (continued) senior management, 6.27%, and DROP participants 4.42%. The Property Appraiser contributed to the plan an amount equal to 9.39% of covered payroll during the fiscal year ended September 30, 2011. The Property Appraiser's contributions made during the years ended September 30, 2011, 2010, and 2009 were $201,932, $243,743, and $239,561 respectively, which were equal to the required contributions for each fiscal year. The Property Appraiser has historically contributed amounts equal to required contributions and, therefore, does not have a pension asset or liability as determined in accordance with GASB Statement No. 27. Note 4 — Other Postemployment Benefit (OPEB) Plan The Monroe County Board of County Commissioners (BOCC) administers a single -employer defined benefits healthcare plan (the "Plan"). Florida Statutes 112.0801 requires the County to provide retirees and their eligible dependents with the option to participate in the Plan if the County provides health insurance to its active employees and their eligible dependents. The Plan provides medical coverage and prescription drug benefits to both active and eligible retired employees. The Plan does not issue a publicly available financial report. The BOCC may amend the plan design, with changes to the benefits, premiums and/or levels of participant contribution at any time. In an open session, on at least an annual basis and prior to the annual enrollment process, the BOCC approves the rates for the coming calendar year for the retiree and County contributions. Eligibility for post employment participation in the Plan is limited to full time employees of the County, and the Constitutional Officers. Employees who retire as an active participant in the Plan and were hired on or after October 1, 2001 may continue to participate in the Plan by paying the monthly premium established annually by the BOCC. Employees who retire as an active participant in the plan, were hired before October 1, 2001, have at least ten years of full time service with the County, and meet the retirement criteria of the Florida Retirement System (FRS) may continue to participate in the Plan at a cost equal to the FRS Health Insurance Subsidy for ten years of service (currently $5 per month for each year of service credit at retirement or $50 per month). Retirees who have met the requirements for early retirement, have not achieved age 60 and whose age and years of service do not equal 70 (rule of 70) must pay the standard monthly premium until the age criteria or the rule of 70 is met. At that time, the retiree's cost of participation will be equal to the FRS Health Insurance Subsidy. Surviving spouses and dependents of participating retirees may continue in the plan if eligibility criteria specific to those classes are met. 9 MONROE COUNTY, FLORIDA PROPERTY APPRAISER Notes to Special -Purpose Financial Statements Year Ended September 30, 2011 Note 4 — Other Postemployment Benefit (OPEB) Plan (continued) The BOCC engages an actuarial firm on a biannual basis to determine the County's actuarially determined annual required contribution and unfunded obligation. The Property Appraiser has no responsibility to the Plan other than to make the periodic payments determined by the BOCC. Further information about the Plan is available in the County's Comprehensive Annual Financial Report which is published on the Clerk's website at www. clerk-of-the-court.com. .� Note 5 — Risk management The Property Appraiser is exposed to various risks of loss related to tort; theft of, damage to, and destruction of assets; errors and omissions; injuries to employees; and natural disasters. The Property Appraiser participates in the coverage provided by the Board for Workers' Compensation, Group Insurance, and Risk Management internal service funds. Under these programs, Workers' Compensation provides $500,000 coverage per claim for regular employees. Workers' Compensation claims in excess of the self -insured coverage are covered by an excess insurance policy. Risk Management has a $5,000,000 excess insurance policy for general liability claims with a $200,000 self insured retention, and building property damage is covered for the actual cost of the buildings with a deductible of $50,000. Deductibles for windstorm and flood vary by location. Monroe County purchases commercial insurance for claims in excess of coverage provided by the funds and for all other risks of loss. Settled claims have not exceeded this commercial coverage in any of the past three years. The Property Appraiser makes payments to the Workers' Compensation, Group Insurance and Risk Management Funds based on estimates of the amounts needed to pay prior and current year claims. • Note 6 - Commitments Operating Leases — The Property Appraiser leases office equipment under various operating lease agreements. Total lease expenditures amounted to $17,656 during the year ended September 30, 2011. The following is a schedule by years of minimum future obligations under noncancelable operating leases as of September 30, 2011: c Year Ending September 30, Amount 2012 $ 14,175 2013 5,100 2014 5,100 2015 5,100 2016 425 Total $ 29,900 10 MONROE COUNTY, FLORIDA PROPERTY APPRAISER Notes to Special -Purpose Financial Statements Year Ended September 30, 2011 Note 7 — Litigation The Property Appraiser is a party from time to time in various lawsuits and other claims incidental to the ordinary course of its operation, some of which are covered by the Board's self- insurance program. While the results of litigation cannot be predicted with certainty, management believes the final outcome of such litigation will not have a material adverse effect on the Property Appraiser's financial position. n i A REQUIRED SUPPLEMENTARY INFORMATION H MONROE COUNTY, FLORIDA PROPERTY APPRAISER Schedule of Revenues and Expenditures Budget and Actual - General Fund Year Ended September 30, 2011 General Fund Variance with Final Budget Original Final Positive Budget Budget Actual (Negative) Revenues: Intergovernmental Board of County Commissioners $ 2,875,562 $ 2,876,164 $ 2,876,864 $ 700 Other taxing districts 669,095 669,095 668,395 (700) Investment income - - 1,245 1,245 Miscellaneous - - 1,736 1,736 Total revenues 3,544,657 3,545,259 3,548,240 2,981 Expenditures: Current: Personnel services 2,863,743 2,736,338 2,510,100 226,238 Operating expenditures 590,914 675,914 656,945 18,969 Capital outlay 90,000 133,007 43,007 90,000 Total expenditures 3,544,657 3,545,259 3,210,052 335,207 Excess of revenues over expenditures - 338,188 (338,188) Other financing sources (uses): Transfers to Board of County Commissioners (300,373) (300,373) Transfers to other governmental units - (37,815) (37,815) Total other financing sources (uses) - (338,188) (338,188) Ei Excess of revenues over expenditures and other financing uses Fund balance, beginning of year Fund balance, end of year $ $ - $ $ " H 91 12 h r� SUPPLEMENTARY INDEPENDENT AUDITORS' REPORTS w INDEPENDENT AUDITORS' REPORT ON 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 To the Honorable Karl Borglum, Property Appraiser of Monroe County, Florida: We have audited the special-purpose financial statements of the major fund of the Monroe County, Florida Property Appraiser (the "Property Appraiser") as of and for the year ended September 30, 2011, which comprise the Property Appraiser's special-purpose financial statements, and have issued our report thereon dated January 25, 2012 for the purpose of compliance with Section 218.39(2), Florida Statutes, and Chapter 10.550, Rules of the Auditor General -Local Governmental Entity Audits. We conducted our audit in accordance with auditing standards generally accepted in the United States of America and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States. Internal Control over Financial Reporting Management of the Property Appraiser is responsible for establishing and maintaining effective internal control over financial reporting. In planning and performing our audit, we considered the Property Appraiser's internal control over financial reporting as a basis for designing our auditing procedures for the purpose of expressing our opinions on the special-purpose financial statements, but not for the purpose of expressing an opinion on the effectiveness of the Property Appraiser's internal control over financial reporting. Accordingly, we do not express an opinion on the effectiveness of the Property Appraiser's internal control over financial reporting. A deficiency in internal control exists when the design or operation of a control does not allow OP management or employees, in the normal course of performing their assigned functions, to prevent, or detect and correct, misstatements on a timely basis. A material weakness is a deficiency, or combination of deficiencies, in internal control, such that there is a reasonable possibility that a material misstatement of the Property Appraiser's special-purpose financial statements will not be prevented, or detected and corrected, on a timely basis. Our consideration of internal control over financial reporting was for the limited purpose described in the first paragraph of this section and would not necessarily identify all deficiencies in internal control over financial reporting that might be deficiencies, significant deficiencies or material weaknesses. We did not identify any deficiencies in internal control over financial reporting that we consider to be material weaknesses, as defined above. 13 ICompliance and Other Matters As part of obtaining reasonable assurance about whether the Property Appraiser's special- purpose financial statements are free of material misstatement, we performed tests of its compliance with certain provisions of laws, regulations, contracts and grant agreements, noncompliance with which could have a direct and material effect on the determination of special-purpose financial statement amounts. However, providing an opinion on compliance with those provisions was not an objective of our audit, and accordingly, we do not express such an opinion. The results of our tests disclosed no instances of noncompliance or other matters that are required to be reported under Government Auditing Standards. This report is intended solely for the information and use of the Property Appraiser's management and the Florida Auditor General, and is not intended to be and should not be used by anyone other than these specified parties. Orlando, Florida January 25, 2012 14 is INDEPENDENT AUDITORS' MANAGEMENT LETTER To the Honorable Karl Borglum, Property Appraiser of Monroe County, Florida: We have audited the special-purpose financial statements of the major fund of the Monroe County, Florida Property Appraiser (the "Property Appraiser"), as of and for the year ended September 30, 2011, and have issued our report thereon dated January 25, 2012. We conducted our audit in accordance with auditing standards generally accepted in the United States of America and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States. We have issued our Independent Auditors' Report on 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. Disclosures in this report, which is dated January 25, 2012, should be considered in conjunction with this management letter. Additionally, our audit was conducted in accordance with Chapter 10.550, Rules of the Auditor General -Local Governmental Entity Audits, which govern the conduct of local governmental entity audits performed in the State of Florida. This letter includes the following information, which is not included in the aforementioned auditors' reports. Section 10.554(1)(i)l., Rules of the Auditor General, requires that we determine whether or not corrective actions have been taken to address findings and recommendations made in the preceding annual financial audit report. No recommendations were made in the preceding annual financial audit report. Section 10.554(1)(i)2., Rules of the Auditor General, requires our audit to include a review of the provisions of Section 218.415, Florida Statutes, regarding the investment of public funds. In connection with our audit of the special-purpose financial statements of the Property Appraiser, nothing came to our attention that would cause us to believe that the Property Appraiser was in noncompliance with Section 218.415 regarding the investment of public funds. Section 10.554(1)(i)3., Rules of the Auditor General, requires that we address in the management letter any recommendations to improve financial management. In connection with our audit, we did not have any such recommendations. Section 10.554(1)(i)4., Rules of the Auditor General, requires that we address violations of provisions of contracts or grant agreements, or abuse, that have occurred, or are likely to have occurred, that have an effect on the special-purpose financial statements that is less than material but more than inconsequential. In connection with our audit, we did not have any such findings. H 15 0 Section 10.554(1)(i)5., Rules of the Auditor General, provides that the auditor may, based on E" professional judgment, report the following matters that have an inconsequential effect on financial statements, considering both quantitative and qualitative factors: (1) violations of provisions of contracts or grant agreements, fraud, illegal acts, or abuse, and (2) deficiencies in internal control that are not significant deficiencies. In connection with our audit, we did not have any such findings. Section 10.554(1)(i)6., Rules of the Auditor General, requires that the name or official title and legal authority for the primary government and each component unit of the reporting entity be disclosed in the management letter, unless disclosed in the notes to the special-purpose financial statements. The Property Appraiser is a separately elected county official established pursuant to the Constitution of the State of Florida. There are no component units related to the Property Appraiser. This letter is intended solely for the information and use of the Property Appraisers' management and the Florida Auditor General and is not intended to be and should not be used by anyone other than these specified parties. I cj�', " , �\ , ,- Orlando, Florida January 25, 2012 16 0