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Fiscal Year 2007 MONROE COUNTY, FLORIDA SUPERVISOR OF ELECTIONS Financial Statements For the Year Ended September 30, 2007 MONROE COUNTY, FLORIDA SUPERVISOR OF ELECTIONS Table of Contents Page Independent Auditors' Report....................................... BASIC FINANCIAL STATEMENTS Balance Sheet—Governmental Fends .......................... .................................. ................. 4 Statement of Revenues., Expenditures and Changes In Fund Balances- Governmental Funds ..... Notes to Financial Statements 6 - 9 REQUIRED SUPPLEMENTARY INFORMATION Schedule of Revenues and Expenditures - Budget and Actual- General Fund .................................................................................................................. 10 SUPPLEMENTARY INDEPENDENT AUDITORS' REPORTS Independent Auditors' Report on Internal Control over Financial Reporting and on Compliance and Other Matters Based on an Audit of Financial Statements Performed in Accordance with Govemment Auditing Standards Independent Auditors' Management Letter .13 - 14 � a CERTIFIED PL'BI_IC ACCOUNTANTS& COMULTANTs INDEPENDENT AUDITORS' REPORT To the Honorable Harry L. Sawyer, Jr., Supervisor of Elections of Monroe County, Florida: We have audited the accompanying financial statements of each major fund of the Monroe County, Florida Supervisor of Elections (the "Supervisor of Elections") as of and for the year ended September 30, 2007, which collectively comprise the Supervisor of Election's basic financial statements as listed in the table of contents. These financial statements are the • responsibility of the Supervisor of Elections' management. Our responsibility is to express opinions on these 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 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 opinions. As discussed in Note 1, the accompanying 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 of Monroe County, Florida, and the results of its operations and the cash flows of its proprietary funds in conformity with accounting principles generally accepted in the United States of America. In our opinion, the financial statements referred to above present fairly, in all material respects, the financial position of each of the major funds of the Supervisor of Elections as of September 30, 2007, 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. In accordance with Government Auditing Standards, we have also issued our report dated January 23, 2008 on our consideration of the Supervisor of Elections' 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. 2 The budgetary comparison schedule on page 90 is not a required part of the basic financial statements but is supplementary information required by the Governmental Accounting Standards Board. We have applied certain limited procedures, which consisted primarily of 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 management and applicable state agencies, and is not intended to be and should not be used by anyone other than these specified parties. Orlando, Florida January 23, 2008 3 BASIC FINANCIAL STATEMENTS MONROE COUNTY, FLORIDA SUPERVISOR OF ELECTIONS Balance Sheet Governmental Funds September 30, 2007 Major Funds General Special ASSETS Fund Revenue Totals -- •— Assets Cash and cash equivalents $ 194,015 $ 58,776 $ 252,791 Due from other governments 13,745 - 13,745 Prepaid expenses 12599 } 12,599 Deposit on equipment 63,611 - 63,611 Total assets $ 283,970 $ 58,776 $ 342,746 LIABILITIES AND FUND BALANCES Liabilities Accounts payable $ 25,366 $ - $ 25,366 Accrued wages and benefits payable 28,635 - 28,635 Due to Board of County Commissioners 229,969 - 229,969 Total liabilities 283,970 - 283,970 Fund balances - _ 58,776 58,776 Total liabilities and fund balances $ 283,970 $ 58,776 $ 342,746 The notes to the financial statements 4 are an integral part of this statement. MONROE COUNTY, FLORIDA SUPERVISOR OF ELECTIONS Statement of Revenues, Expenditures and Changes in Fund Balances Governmental Funds Year Ended September 30, 2007 Major Funds General Special Revenues Fund Revenue Totals �` ' Charges for services $1,330,156 $ - $ 1,330,156 Intergovernmental - 17,207 17,207 Investment income 1,120 149 1,269 Miscellaneous 3,379 - 3,379 Total revenues 1,334,655 17,356 1,352,011 Expenditures Current: Personnel services 774,445 7,440 781,885 Operating expenditures 323,568 14,601 338,169 Capital outlay 5,703 - 5,703 Debt service: Principal 183,189 - 183,189 Interest 970 - 974 Total expenditures 1,287,875 22,041 1,309,916 Excess of revenues over expenditures 46,780 (4,685) 42,095 Other financing sources (uses) Capital lease proceeds 183189 183,189 Transfer to Board of County Commissioners _ (229,96a - (229,969) Total financing sources (uses) (46,780) - (46,780) Net change in fund balance - (4,685) (4,685) Fund balance, beginning of year - 63,461 63,461 Fund balance, end of year $ - $ 58,776 $ 58,776 The notes to the financial statements 5 are an integral part of this statement. MONROE COUNTY, FLORIDA SUPERVISOR OF ELECTIONS Notes to Financial Statements Year Ended September 30, 2007 Note 7 --Summary of significant accounting policies Reporting entity — The Monroe County, Florida Supervisor of Elections (the "Supervisor of Elections") is a separately elected county official established pursuant to the Constitution of the State of Florida. The Supervisor of Elections' financial statements 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 and No. 39 of the Governmental Accounting Standards Board (GASB). Although the Supervisor of Elections' 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 Supervisor of Elections is reported as part of the primary government of the County. Description of funds — The accounting records are organized for reporting purposes on the basis of two governmental funds. General Fund — The General Fund is a governmental fund used to account for all revenues and expenditures applicable to the general operations of the Supervisor of Elections that are not required legally or by accounting principles generally accepted in the United States of America to be accounted for in another fund. Special Revenue Fund — The Special Revenue Fund is used to account for the proceeds of specific revenue sources that are legally restricted or committed to expenditures for specific purposes. The Special Revenue Fund proceeds are to be used exclusively for voter education, the purchase of accessible voting systems, to recruit and train poll workers and to convert and integrate the county voter registration system. Measurement focus, basis of accounting, and financial statement presentation — The Supervisor of Elections' financial statements are prepared in accordance with Chapter 10.550, Rules of the Auditor General, which requires the Supervisor of Elections to only present fund financial statements. Accordingly, due to the omission of government-wide financial statements, related disclosures and management's discussion and analysis, these financial statements do not present a complete presentation of the financial position of the Supervisor of Elections as of September 30, 2007 and the changes in its financial position for the year then ended, as contemplated by Statement No. 34 of the Governmental Accounting Standards Board, Basic Financial Statements -- and Management's Discussion and Analysis — for State and Local Governments. The General Fund and the Special Revenue Fund are governmental funds which use 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 Supervisor of Elections 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. 6 MONROE COUNTY, FLORIDA SUPERVISOR OF ELECTIONS Notes to Financial Statements Year Ended September 30, 2007 Note 1 —Summary of significant accounting policies (continued) However, expenditures related to compensated absences and claims and judgments are recorded only when payment is due. The extent to which General Fund revenues exceed General Fund expenditures is reflected as transfers out and as liabilities to the Monroe County Board of County Commissioners. Budgetary requirements -- Expenditures are controlled by appropriations in accordance with the budget requirements set forth in the Florida Statutes. The General Fund budget is prepared on a basis consistent with accounting principles generally accepted in the United States of America. The Special Revenue Fund does not have a legally adopted budget. Cash and cash equivalents— The Supervisor of Elections' cash and cash equivalents consist of demand deposits. Capital assets—Tangible personal property used in the Supervisor of Elections' 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 County provides office space used by the Supervisor of Elections at no charge. Compensated absences - The Supervisor of Elections permits employees to accumulate earned but unused vacation and sick pay benefits. Related long-term obligations, amounting to $47,073 at September 30, 2007, are included in the government-wide financial statements of the County. Use of estimates-The preparation of financial statements requires management to make use of estimates that affect reported amounts. Actual results could differ from estimates. Note 2—Deposits and Investments As of September 30, 2007, the Supervisor of Elections has bank balances of$252,791. Demand and time deposits are fully insured by the Federal Deposit Insurance Corporation up to $100,000 at each institution or are covered by the State of Florida collateral pool, a multiple institution pool with the ability to assess its members for collateral if a member institution fails. Florida Statutes and the Supervisor'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, and direct obligations of the U.S. Treasury and federal agencies and instrumentalities. 7 MONROE COUNTY, FLORIDA SUPERVISOR OF ELECTIONS Notes to Financial Statements Year Ended September 30, 2007 Note 3--Retirement system Plan description — The Supervisor of Elections' employees participate in the Florida Retirement System ("FRS"), administered by the Florida Department of Administration. 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. As a general rule, membership in the FRS is compulsory for all employees working in a regularly established position for a state agency, county government, district school board, state university, community college, or a participating city or special district within the State of Florida. The FRS provides retirement and disability benefits, annual cost-of-living adjustments, and death benefits to Plan members and beneficiaries. 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. Benefits are computed on the basis of age, average final compensation, and service credit. Regular class employees who retire at or after age 62 with 6 years of credited service or 30 years of service regardless of age are entitled to a retirement benefit payable monthly for life, equal to 1.6% of their final average compensation for each year of credited service. Vested employees with less than 30 years of service may retire before age 62 and receive reduced retirement benefits. Special risk class employees (sworn law enforcement officers, firefighters, and correctional officers) who retire at or after age 55 with 6 years of credited service, or with 25,years of service regardless of age, are entitled to a retirement benefit payable monthly for life equal to 3.0% of their final average compensation for each year of credited service. Senior Management Service class employees who retire at or after age 62 with at least 6 years of credited service or 30 years of service regardless of age are entitled to a retirement benefit payable monthly for life, equal to 2.0% of their final average compensation for each year of credited service. Elected Officers' class employees who retire at or after age 62 with at least 6 years of credited service or 30 years of service regardless of age are entitled to a retirement benefit payable monthly for life, equal to 3.0% (3.33% for judges and justices) of their final average compensation for each year of credited service. A post-employment health insurance subsidy is also provided to eligible retired employees through the FRS in accordance with Florida Statutes. In addition to the above benefits, the FRS administers a 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 who elect 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. 8 MONROE COUNTY, FLORIDA SUPERVISOR OF ELECTIONS Notes to Financial Statements Year Ended September 30, 2007 Note 3—Retirement system (continued) 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, 2639 North Monroe Street, Building C, Tallahassee, Florida 32299-1560 or accessing their internet site at www,frs.state.fl.us. Funding policy — The FRS is noncontributory for members. Governmental employers are required to make contributions to the FRS based on statewide contribution rates. The contribution rates by job class at September 30, 2007 were as follows: regular, 9.85%; special risk, 20.92%; special risk administrative support, 12.55%; county elected officers, 16.53%; senior management, 13.12%; and DROP participants, 10.91%. During the fiscal year ended September 30, 2007, the Supervisor of Elections contributed to the plan an amount equal to 11.30% of covered payroll. Supervisor of Elections contributions to the FRS for the fiscal years ending September 30, 2005 through 2007 were $48,114, $58,926 and $67,703, respectively, which were equal to the required contributions for each fiscal year. The Supervisor of Elections 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—Risk management The Supervisor of Elections 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 Supervisor of Elections 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 $1,000,000 coverage per claim for regular employees. Risk Management has a $5,000,000 excess insurance policy for general liability claims with a $100,000 self-insured retention, and building property damage is covered for the actual value of the buildings with a deductible between $100,000 and $250,000. 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 Supervisor of Elections 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 5—Litigation The Supervisor of Elections 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 Supervisor of Elections' financial position. 9 REQUIRED SUPPLEMENTARY INFORMATION MONROE COUNTY, FLORIDA SUPERVISOR OF ELECTIONS Schedule of Revenues and Expenditures Budget and Actual - General Fund Year Ended September 30, 2007 General Fund Variance with Final Budget Original Final Positive Budget Budget Actual (Negative) Revenues Charges for services $1,332,400 $1,330,156 $1,330,156 $ - Investment income - - 1,120 1,120 Miscellaneous - - 3,379 33379 Total revenues 1,332,400 1,330,156 1,334,655 4,499 Expenditures Current: Personnel services 816,500 816,500 774,445 42,055 Operating expenditures 404,900 402,656 323,568 79,088 Capital outlay 45,000 45,000 5,703 39,297 Debt service: Principal 61,800 61,800 183,189 (121,389) Interest 4,200 4,200 970 3,230 Total expenditures 1,332,400 1,330,156 1,287,875 42,281 Excess of revenues over expenditures - - 46,780 46,780 Other financing sources (uses) Capital lease proceeds 183,189 183,189 Transfer to Board of County Commissioners - - (229,969) _ 2 9,969) Total financing sources (uses) - - (46,780) (46,780) Excess of revenues over expenditures and other financing sources (uses) $ - $ _ $ _ $ 10 SUPPLEMENTARY_ INDEPENDENT AUDITORS' REPORTS INDEPENDENT AUDITORS' REPORT ON INTERNAL CONTROL OVER FINANCIAL REPORTING AND ON COMPLIANCE AND OTHER MATTERS BASED ON AN AUDIT OF FINANCIAL STATEMENTS PERFORMED IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS To the Honorable Harry L. Sawyer, Jr., Supervisor of Elections of Monroe County, Florida: We have audited the financial statements of each major fund of Monroe County, Florida Supervisor of Elections (the "Supervisor of Elections") as of and for the year ended September 30, 2007, which comprise the Supervisor of Election's basic financial statements, and have issued our report thereon dated January 23, 2008 for the purpose of compliance with Section 218.29(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 In planning and performing our audit, we considered the Supervisor of Election's internal control over financial reporting as a basis for designing our auditing procedures for the purpose of expressing our opinion on the financial statements, but not for the purpose of expressing an opinion on the effectiveness of the Supervisor of Election's internal control over financial reporting. Accordingly, we do not express an opinion on the effectiveness of the Supervisor of Election's internal control over financial reporting. A control deficiency exists when the design or operation of a control does not allow management or employees, in the normal course of performing their assigned functions, to prevent or detect misstatements on a timely basis. A significant deficiency is a control deficiency, or combination of control deficiencies, that adversely affects the Supervisor of Election's ability to initiate, authorize, record, process, or report financial data reliably in accordance with generally accepted accounting principles such that there is more than a remote likelihood that a misstatement of the Supervisor of Election's financial statements that is more than inconsequential will not be prevented or detected by the Supervisor of Election's internal control. A material weakness is a significant deficiency, or combination of significant deficiencies, that results in more than a remote likelihood that a material misstatement of the financial statements will not be prevented or detected by the Supervisor of Election's internal control. 11 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 that might be 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. Compliance and Other Matters As part of obtaining reasonable assurance about whether the Supervisor of Election's 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 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 Govemment Auditing Standards. This report is intended solely for the information and use of management and applicable state agencies, and is not intended to be and should not be used by anyone other than these specified parties. Orlando, Florida January 23, 2008 12 mmo��l I n I.r m CFRTIFTEI)PUBLIC INDEPENDENT AUDITORS' MANAGEMENT LETTER To the Honorable Harry L. Sawyer, Jr., Supervisor of Elections of Monroe County, Florida: We have audited the financial statements of the Monroe County, Florida Supervisor of Elections (the "Supervisor of Elections"), as of and for the year ended September 30, 2007, which comprise the Supervisor of Election's basic financial statements, and have issued our report thereon dated January 23, 2008 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. We have issued our Independent Auditors' Report on Internal Control Over Financial Reporting and on Compliance and Other Matters Based on an Audit of Financial Statements Performed in Accordance with Government Auditing Standards, dated January 23, 2008, and it 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. Those rules (Section 10.554(1)(i)1) require that we address in the management letter, if not already addressed in the auditors' report on internal control over financial reporting, compliance and other matters, whether or not corrective actions have been taken to address significant findings and recommendations made in the preceding annual financial audit report. There were no recommendations in the preceding year's annual financial audit report. The Rules of the Auditor General (Section 10.554(1)(i)2) state that a management letter shall have a statement as to whether or not the Supervisor of Elections complied with Section 218.415, Florida Statutes, regarding the investment of public funds. In connection with our audit of the financial statements of the Supervisor of Elections, the results of our tests did not indicate that the Supervisor of Elections was in noncompliance with Section 218.415 regarding the investment of public funds. The Rules of the Auditor General (Section 10.554(1)(i)3) require disclosure in the management letter of any recommendations to improve the Supervisor of Election's financial management, accounting procedures and internal controls. There were no recommendations in connection with the fiscal 2007 financial statement audit. 13 The Rules of the Auditor General (Section 10.554(1)(i)4) require disclosure in the management letter of any violations of provisions of contracts and grant agreements or abuse that have an effect on the financial statements that is less than material but more than inconsequential. There were no such matters noted. The Rules of the Auditor General (Section 10.554(1)(i)5) allow for the following matters that are inconsequential to the financial statements, considering both quantitative and qualitative factors, to be reported based on professional judgment: a. immaterial violations of laws, rules, regulations and contractual provisions or abuse; b. immaterial improper expenditures or legal acts; and c. control deficiencies that are not significant deficiencies. There are'no such matters reported. The Rules of the Auditor General (Section 10.554(1)(i)6) also require 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 financial statements. The Supervisor of Elections is a separately elected county official established pursuant to the Constitution of the State of Florida. There are no component units related to the Supervisor of Elections. This report is intended solely for the information and use of management, the State of Florida Office of the Auditor General, and applicable state agencies, and is not intended to be and should not be used by anyone other than these specified parties. Orlando, Florida January 23, 2008 14 94 ���• ".rj HARRY L. SAWYER, JR. • '• • Supervisor of Elections 0 +�G O Monroe County Florida OR Of E www.keys-elections.org Honorable Danny L. Kolhage Clerk of the Courts Finance Department 500 Whitehead Street Key West, FI 33040 March 3, 2008 Mr. Kolhage, We are in receipt of the audit report for Fiscal Year ending 2007. There were no f i nd i ngs. If you have any questions please call me at ext. 3064. Thank you, Harry L. Sawy r, Jr. Supervisor of Elections Key West Office: 530 Whitehead Street#101 • Key West,Florida 33040-6547• (305)292-3416 Narathon Office(MM 50.5): Marathon Government Annex•490 63rd St.,Ocean,Suite 130•Marathon.Florida 33050•(305)289-6017 Plantation Key Office(MM 88.5): Plantation Key Government Center• 88820 Overseas Highway•Tavernier;Florida 33070•(305)852-7106