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Fiscal Year 2008 MONROE COUNTY, FLORIDA PROPERTY APPRAISER Financial Statements For the Year Ended September 30, 2008 MONROE COUNTY, FLORIDA PROPERTY APPRAISER Table of Contents Paqe Independent Auditors' Report................................................................................................. 2 - 3 BASIC FINANCIAL STATEMENTS Balance Sheet—General Fund 4 Statement of Revenues, Expenditures and Changes in Fund Balances - General Fund 5 Notes to Financial Statements 6— 10 REQUIRED SUPPLEMENTARY INFORMATION Schedule of Revenues and Expenditures - Budget and Actual - GeneralFund-,......................................................................................................... 11 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............................................... 12 - 13 Independent Auditors' Management Letter____ _ 14 - 15 • 1 r INDEPENDENT AUDITORS' REPORT To the Honorable Ervin A. Higgs, Property Appraiser of Monroe County, Florida: We have audited the accompanying 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, 2008, which comprise the Property Appraiser's basic financial statements as listed in the table of contents. These financial statements are the responsibility of the Property Appraiser's management. Our responsibility is to express an opinion 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 opinion. 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 the major fund of the Property Appraiser as of September 30, 2008, and the changes in its 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 18, 2009 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. 2 The budgetary comparison schedule on page I 1 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. CHERRY, BEKAERT& HOLLAND, L.L.P. C3�"Q-'k' �' '� , ,t-!�- Orlando, Florida January 18, 2009 3 BASIC FINANCIAL STATEMENTS MONROE COUNTY, FLORIDA PROPERTY APPRAISER Balance Sheet General Fund September 30, 2008 Assets Cash and cash equivalents $ 607,349 Receivable 611 Total assets $ 607,960 Liabilities and Fund Balance Liabilities: Accounts payable $ 14,069 Accrued wages and benefits payable 50,594 Due to Board of County Commissioners 464,126 Due to other governmental units 79,171 Total liabilities 607,960 Fund balance - Total liabilities and fund balance $ 607,960 The notes to the financial statements are an integral part of this statement. 4 MONROE COUNTY, FLORIDA PROPERTY APPRAISER Statement of Revenues, Expenditures and Changes in Fund Balances General Fund Year Ended September 30, 2008 Revenues: Charges for services Other taxing districts $ 802,664 Investment income 13,644 Miscellaneous 3,414 Total revenues 819,722 Expenditures: Current: Personnel services 2,776,605 Operating expenditures 556,948 Capital outlay 61,194 Total expenditures 3,394,747 Other financing sources (uses): Transfers from Board of County Commissioners 3,118,322 Transfers to Board of County Commissioners (464,126) Transfers to other governmental units (79,171) Total other financing sources (uses) 2,575,025 Excess of revenues over expenditures - Fund balance, beginning of year - Fund balance, end of year $ - The notes to the financial statements are an integral part of this statement. 5 MONROE COUNTY, FLORIDA PROPERTY APPRAISER Notes to Financial Statements Year Ended September 30, 2008 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. The Property Appraiser's 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 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 the County. Measurement focus, basis of accounting, and financial statement presentation - The Property Appraiser's financial statements are prepared in accordance with Chapter 10.550, Rules of the Auditor General, which requires the Property Appraiser to only present fund financial statements. The General Fund is used to account for all revenues and expenditures applicable to the general operations of the Property Appraiser. This 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 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 — 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 and Investments — Cash and cash equivalents consist of cash on hand and demand deposits, 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. 6 MONROE COUNTY, FLORIDA PROPERTY APPRAISER Notes to Financial Statements Year Ended September 30, 2008 Note 'I —Summary of significant accounting policies (continued) Compensated Absences — The Property Appraiser permits employees to accumulate earned but unused vacation and sick pay benefits. Related long-term obligations amounting to $160,572 at September 30, 2008, 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, 2008, the Property Appraiser has demand deposits with a carrying amount of$607,349 and a bank balance of$666,386. Demand and time deposits are fully insured by the Federal Deposit Insurance Corporation 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 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. Note 3—Retirement system Plan Description — The Property Appraiser's 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 7 MONROE COUNTY, FLORIDA PROPERTY APPRAISER Notes to Financial Statements Year Ended September 30, 2008 Note 3—Retirement system (continued) 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 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. 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, P. O. Box 9000, Tallahassee, Florida 32315-9000 or accessing their internst 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, 2008 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, 2008, the Property Appraiser contributed to the Plan an amount equal to 10.13% of covered payroll. Property Appraiser contributions to the FRS for the fiscal years ended September 30, 2006 through 2008 were $182,655, $238,712 and $238,915, 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 Benefits (OPEB) The Monroe County Board of County Commissioners (BOCC) administers a single-employer defined benefit healthcare plan (the "Plan"). In accordance with Section 112.0801 of the Florida Statutes, the BOCC is required to provide retirees with the opportunity to participate in this Plan because Monroe County provides a medical plan to active County employees. The Plan provides health care benefits including medical coverage, prescription drug benefits, dental benefits and life insurance coverage to both active and eligible retired employees. The Plan does not issue a publicly available financial report. 8 MONROE COUNTY, FLORIDA PROPERTY APPRAISER Notes to Financial Statements Year Ended September 30, 2008 Note 4—Other Postemployment Benefits (OPEB) (continued) The BOCC may amend the plan design, with changes to the benefits, premiums and/or levels of participant contribution at any time. The BOCC approves the rates for the coming calendar year for the retiree and County contributions at an open session prior to the annual enrollment process. Eligibility for post employment participation in the Plan is limited to full time employees of the Board, the Constitutional Officers, the Land Authority, and retirees. Retirees hired after October 1, 2001 must contribute the premium determined by the BOCC for all participants prior to the annual enrollment process. Retirees hired before October 1, 2001, who retire from the County with 10 years of full-time service and are covered by the Florida Retirement System, must contribute $50 from each Florida Health Insurance Subsidy payment from the Florida Retirement System. Other conditions apply to employees hired before October 1, 2001 who have retired before the normal retirement date, have not reached age 60, and whose age and years of service to the County do not equal 70. In conjunction with the implementation of GASB Statement 45 during fiscal year 2008, the BOCC engaged an actuarial firm 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 $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 cost 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 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. 9 MONROE COUNTY, FLORIDA PROPERTY APPRAISER Notes to Financial Statements Year Ended September 30, 2008 Note 6 -Commitments Operating Leases — The Property Appraiser has entered into noncancelable lease commitments for office equipment. Total lease expenditures amounted to $20,898 during the year ended September 30, 2008. The following is a schedule by years of minimum future obligations under the leases: 2009 $ 17,317 2010 17,317 2011 17,317 2012 12,951 Total $ 64,902 Note 7—Reclassification The funding received from the Board of County Commissioners (the BOCC) is reported in these financial statements as an "other financing source" transfer pursuant to changes in the Florida. Uniform Accounting System. In prior years, the BOCC funding was reported as revenue from charges for services. Note 8—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. 10 REQUIRED SUPPLEMENTARY INFORMATION MONROE COUNTY,FLORIDA PROPERTY APPRAISER Schedule of Revenues and Expenditures Budget and Actual-General Fund Year Ended September 30,2008 General Fund Variance with Final Budget Original Final Positive Budget Budget Actual (Negative) Revenues: Other taxing districts $ 802,664 $ 802,664 $ 802,664 $ Investment income - - 13,644 13,644 Miscellaneous - - 3,414 3,414 Total revenues 802,664 802,664 819,722 17,058 Expenditures: Current: Personnel services 2,930,080 2,929,486 2,776,605 152,861 Operating expenditures 689,398 689,398 556,948 132,450 Capital outlay 302,122 302,122 61,194 240,928 Total expenditures 3.921,600 3,920,986 3,394,747 526,239 Other financing sources(uses): Transfers from Board of County Commissioners 3,118,936 3,118,322 3,118,322 - Transfers to Board of County Commissioners - - (464,126) (464,126) Transfers to other govemmentaIunits - - (79,171) (79,171) Total other financing sources(uses) 3,118,936 3,118,322 2.575.025 (543,297) Excess of revenues over expenditures - - - Fund balance,beginning of year - - - - Fund balance,end of year $ - $ - $ - $ - 11 SUPPLEMENTARY INDEPENDENT AUDITORS' REPORTS • i 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 Ervin A. Higgs, Property Appraiser of Monroe County, Florida: We have audited the 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, 2008, which comprise the Property Appraiser's basic financial statements, and have issued our report thereon dated January 18, 2009 for the purpose of compliance with Section 218.39(2), Florida Statutes, and Chapter 10.550, Rules of the Auditor General-Local Govemmental 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 Property Appraiser'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 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 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 Property Appraiser'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 Property Appraiser's financial statements that is more than inconsequential will not be prevented or detected by the Property Appraiser'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 Property Appraiser's internal control. 12 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 assurance about whether the Property Appraiser'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 Government Auditing Standards. This report is intended solely for the information of the Property Appraiser, management, 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. CHERRY, BEKAERT& HOLLAND, L.L.P. Orlando, Florida January 18, 2009 13 ■ • CERTTFMDPUBLIC ACCOUNTANTS& INDEPENDENT AUDITORS' MANAGEMENT LETTER To the Honorable Ervin A. Higgs, Property Appraiser of Monroe County, Florida: We have audited the 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, 2008, which comprise the Property Appraiser's basic financial statements, and have issued our report thereon dated January 18, 2009. 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 Govemment 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. Disclosures in that report, dated January 18, 2009 should be considered in conjunction with this management letter. Additionally, our audit was conducted in accordance with the provisions of Chapter 10.550, Rules of the Auditor General, which govern the conduct of local government entity audits performed in the State of Florida. This letter includes the following information, which is not included in the aforementioned auditors' report_ Section 10.554(1)(i)1., Rules of the Auditor General, requires that we determine whether or not corrective actions have been taken to address significant findings and recommendations made in the preceding annual financial report. There were no recommendations made in the preceding year's annual financial report. Section 10.554(1)(i)2., Rules of the Auditor General, requires our audit to include a review of the provisions of Section 218.145, Florida Statutes, regarding the investment of public funds. In connection with our audit, nothing came to our attention that could cause us to believe that the Property Appraiser was in noncompliance with Section 218.415, Florida Statutes, regarding the investment of public funds. Section 10.554(1)(1)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 and grant agreements or abuse that have an effect on the financial statements that is less than material but more than inconsequential. In connection with our audit, we did not have any such findings. 14 Section 10.554(1)(i)5., Rules of the Auditor General, requires, based on professional judgment, the reporting of the following matters that are inconsequential to the financial statements, considering both quantitative and qualitative factors: (1) violations of laws, regulations, contracts or grant agreements, or abuse that have occurred, or are likely to have occurred, and (2) control deficiencies that are not significant deficiencies, including, but not limited to; (a) improper or inadequate accounting procedures (e.g., the omission of required disclosures from the financial statements); (b) failures to properly record financial transactions; and (c) inaccuracies, shortages, defalcations, and instances of fraud discovered by, or that come to the attention of the auditor. 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 this management letter, unless disclosed in the notes to the 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 management letter is intended solely for the information of the Property Appraiser and management, and 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. CHERRY, BEKAERT& HOLLAND, L.L.P. Orlando, Florida January 18, 2009 15 WA I DAI P„ O 1"+E RA)Air ,'/1 0 0.d t 0.4 f L_ 8 . mµ R O.P E RT N +1 Q'1 1 W n M l,° ^1.s H' R C OLINTY Cf,PR!R.I...H�DlYSE, R0 BOX 1176 KEY WEST, FLORIDA 33040 ER'Vt!" A. t-tttRG , t"..l.A. -C, . . February 20, 2009 Department of Financial Services Bureau of Local Government Finance Room 1001 Capitol Building, Tallahassee, Florida 32399-0350 ICE, Management Audit Response Dear Sir. In response to the Auditors Report on internal control for fiscal year 2007-2008, please find the following: There were no findings for the fiscal year 2007-2008 If you require any further information, please feel free to contact our office. Sincerely, ERVIN A. HIGGS, C.F.A,-CRA MONROE COUNTY PROPERTY APPRAISER EAH/j ll EMBER PROFESSIONAL APPRAISERS ASSOCIATION ION OF FLORIDA FLORIDA ASSOCIATION IATION OF PROPERTY APPRAISERS ..., WERNATI N' AL ASS CNA1101N OF A".SESCaCC' G OFFN?MERS NATIONAL ASSOCIATION OF REVIIEW APPRAISERS