06/15/2001 Addenda •
ADDENDA TO
AUDIT REPORT OF MONROE COUNTY
AIRPORTS REVENUE
June 15,2001
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Prepared by:
Internal Audit Department
Clerk of the Circuit Court
Danny L. Kolhage, Clerk
Monroe County, Florida
AUDIT REPORT ADDENDA
TO: Danny L. Kolhage
Clerk of the Circuit Court
FROM: Sandra L. Mathena
Director of Internal Audit
SUBJECT: Audit Report of Monroe County Airports Revenue, February 23, 2001
DATE: March 27, 2001
We present the following findings and recommendations as addenda to our Airports Revenue
Audit Report:
1. Airlines operating without contracts
In March 1999, the Board of County Commissioners approved Airport management's request
to allow airlines to operate without contracts, "pending review and execution of new
agreements by Airline Management." The airlines became month-to-month tenants, subject
only to the Rates & Charges schedule. Since that Board action Airport management has
elected to forgo written contracts for airline tenants, and no new contracts have been executed
with any airlines.
The expired contracts with the airlines contained clauses concerning late payment penalties,
security deposits, insurance coverage, and other legal issues which the Rates & Charges
schedule does not address. The absence of such contractual terms may expose Monroe
County to more potential liability, and result in less control over airport tenants.
Airport management should seek direction from the Board of County Commissioners
concerning whether to require written contracts for airlines.
2. One airline lacks certification of workers' compensation coverage
Administrative Instruction 4709.4 specifies that airlines at Monroe County airports shall
maintain workers' compensation insurance. Lack of workers' compensation coverage by
tenants may expose Monroe County to protracted legal proceedings, even when Monroe
County is not negligent, merely due to its ownership of the site of an accident. Our review
revealed that one airline failed to certify evidence of workers' compensation insurance. The
cause of this deficiency is unknown, but it subjects Monroe County to potential vulnerability.
Risk Management should obtain the applicable certificate of insurance from the
noncompliant tenant airline.
3. Sales tax not charged�ge to carrier with direct pay permit
Gulfstream Interna�'ional Airlines, Inc., operating as Continental Connection, is not being
charged sales tax on its rental of office, counter, & storage space at KWIA. Gulfstream has
furnished Airport management with a direct pay permit issued by the Florida Department of
Revenue (DOR). A direct pay permit authorizes the holder, "in certain instances," to remit
sales tax on real property leases directly to DOR, rather than through the lessor. However,the
only "certain instance" enumerated in Florida Statutes or the Florida Administrative Code is
for rental of real property used substantially for aircraft maintenance and employing 3,000
maintenance personnel, which is not the case here. Gulfstream submitted and Airport
management accepted the direct pay permit to sanction an activity, Gulfstream's
self-accruing and direct remitting of sales tax on rental of terminal space, which clearly does
not qualify for this tax treatment. As a result, Monroe County may be liable for underreported
sales tax, due to the use of this apportionment method.
Airport management should request an opinion from the Florida Department of Revenue
regarding the applicability of a direct pay permit to rental of terminal space.
4. Vendor numbers not included in accounts receivable postings
Receipts of the prior year, posted after year-end, do not appear on revenue transaction
analysis reports'specific to their payers, and are added manually. Such receipts do not
correspond to their respective receivables. This is because Finance posts the airport funds'
year-end accounts receivable by journal entry. Journal entries make no provision for payer
numbers which identify from whom an account is receivable. The Receivables screen permits
posting accounts receivable with payer numbers, and automatically reduces receivable
balances when payments post. Including payer numbers in the entry would eliminate
manually adding receipts to the on revenue transaction analysis reports, simplify the
accounting records, and improve the audit trail.
The Clerk's Finance Department should consider posting the airport funds' year-end accounts
receivable in its computer records by means of the Receivables screen, including payer
numbers, rather than by journal entry.
5. Unexplained Passenger Facility Charges downturn for one carrier
Key West Airport management pointed out that Passenger Facility Charges (PFC's) received
from American Airlines, for July&August, 2000, had decreased substantially from historical •
amounts, without a corresponding drop-off in enplaned passengers. American had been
remitting PFC's of approximately $20,000 per month, then remitted $1,509.16 for July, &
$4,287.44 for August. Airport management wrote American on October 23, 2000, requesting
an explanation of the difference. Internal Audit likewise wrote American on February 7,
2001, for an explanation and documentation of the difference. To date, American has not
replied to either letter. Airport management should continue to pursue this matter to a
satisfactory resolution.
6. PFC accounts audit reports
The Aviation Safety and Capacity Expansion Act of 1990 established the passenger facility
charge (PFC) program. KWIA currently charges a $3 PFC level per enplaned passenger.
These proceeds finance eligible, FAA approved, airport-related projects. Regulations limit
carriers to collecting PFC's only for the first two airports with PFC's on a one-way itinerary,
and only for the first two and the last two enplaning airports with PFC's on a round-trip
itinerary.
PFC's must be collected, held in trust, reported, separately accounted for, and remitted
monthly to the airport. Any airline that collects more than 50,000 individual PFC's a year
must provide for an audit at least annually of its PFC account. The audits shall be made
available to the public agency upon request. Airport management should obtain audit reports
annually for their major carriers.
Accounts Receivable
Tenants 9-30-98 by vendor 9-30-99
Air Canada pfc Aug 14.60
Air Canada Sept 8.76 23.36
Air France pfc Aug 20.44 20.44
Air Lingus pfc Aug 2.92
Air Lingus pfc July 5.84 8.76
Alamo Sept 582937 2,054.62 2,054.62
Alitalia May/Jun pfc 8.76
Alitalia pfc Sept 17.52 26.28
America West pfc Aug 37.96
America West pfc Sept 8.76 46.72
American pfc Sept 16,185.44 16,185.44
AMR pfc Aug 16,519.84
AMR pfc July-A-S 20,009.02 36,528.86
Amtran pfc Aug 40.88
Amtran pfc July 32.12
Amtran pfc Sept 70.08 143.08
Anderson 0 Aug 4,349.25
Anderson Sept 3,032.50 7,381.75
ARM Sept 100.00 100.00
Avis Aug 15,663.73
Avis Sept 12,012.19 27,675.92
Bell So Com - 9/98 59.89
Bell So Corn Sept reversed 59.89
Best Western 200.00 200.00
British Airways Sep 58.40
British pfc Aug 43.80 102.20
Budget Aug 7,722.64
Budget Sept 582937 5,917.52 13,640.16
Canadian pfc Aug 8.76
Canadian pfc Sept 2.92 11.68
ComAir 5,649.30
Comair Aug 96.48
Comair Aug 1,611.80
Comair Aug 4,220.48
Comair pfc Aug 35.04
Comair pfc Sept 26.28
Comair Sept 1,611.80
Comair Sept 4,193.67
Comair Sept 96.48 17,541.33
Compania pfc Sept 113.88 113.88
Conch Flyer 150.00
Conch Flyer Aug 150.00
Conch Flyer Aug 2,000.00
Conch Flyer Sept 2,000.00 4,300.00
Continental Aug pfc 582937 10,829.48
Continental Sept 9,665.60 20,495.08
Delta pfc Aug 9,744.04
Delta pfc Sept 5,729.04 15,473.08
Dollar Aug 11,392.31
Dollar Sept 10,668.14 22,060.45
Enterprise Sept 582937 448.57 448.57
fax 31.34 31.34
Flagship 8,423.53 8,423.53
Flight Ex Aug 177.60
Flight Ex Sept 582937 168.72 346.32
GMSB Sept 582937 323.40 323.40
Gulfstream 14,093.62
Gulfstream July 842.19
Gulfstream July 63.16
Gulfstream July 6,387.50 21,386.47
Hertz Aug 10,577.94 10,577.94
Hyannis Aug 2,264.40
Hyannis pfc Aug 2,017.72
Hyannis pfc July 1,865.88
Hyannis Sept 1,674.06
Hyannis Sept 373.76
Hyannis Sept 125.55
Hyannis Sept 1,749.36 10,070.73
Hyatt Sept 417.92 417.92
Iberian pfc Aug 5.84 5.84
Isi City Fly Aug 2,121.83
Is! City Fly Sept 3,549.71
Is' City Fly Sept 1,732.52
Island City Flying 3,302.06 10,706.12
KLM pfc Aug 5.84 5.84
Knight Ski II Sept 188.76 188.76
KW Term Pkg Lt 2 reversed
KW Term Pkg Lt 2 reversed 0.00
Little Palm Aug-Sept 400.00
Little Palm Sept 200.00 600.00
Lucs r Aug pfc 582937 2.92 2.92
Lufthansa pfc Aug 2.92
Lufthansa pfc Sept 20.44 23.36
Mesa July/Aug 4,204.83
Mesa Sept 1,739.20 5,944.03
Midway pfc Sept 35.04 35.04
Midwest pfc Aug 35.04
Midwest pfc July 8.76
Midwest pfc Sept 29.20 73.00
Monroe County Mosquito 554.84 554.84
Mt Air Cargo Aug pfc 242.73
Mt Air Cargo Sept 8,975.00 9,217.73
Northwest pfc Sept 195.64
Northwest pfc Sept 292.00 487.64
Qantas pfc Sept 2.92 2.92
Reno Air pfc Sept 5.84 5.84
SAS pfc Aug 11.68 11.68
Servicios Sept 2.92 2.92
Sheraton Sept 100.00 100.00
So Africa July pfc 582937 2.92
So African Sept 2.92 5.84
TWA July pfc 582937 131.40
TWA pfc Sept 256.96
TWA pfc Sept 230.68 619.04
United pfc Aug 1,125.20 •
United pfc Sept 1,035.68 2,160.88
US Airways Aug 2,814.26
US Airways Aug 167.65
US Airways Aug 4,333.38
US Airways pfc Aug 15,354.57
US Airways pfc Sept 12,451.92
US Airways Sept 167.65
US Airways Sept 2,814.26
US Airways Sept 4,355.50 42,459.19
Varig pfc Aug 2.92 2.92
Virgin Atlantic pfc Sept 17.52 17.52
Werks tel reimb 582902 2.20 2.20
309,455.27 309,455.27
MONROE COUNTY COURTHOUSE BRANCH OFFICE:
500 WHITEHEAD STREET,SUITE 101 •ct'cou1471-0 PLANTATION KEY
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6�` cuiof• 'P GOVERNMENT CENTER
KEY WEST,FLORIDA 33040 g• •. a
TEL. (305)294-4641 *: ._1;�'N ? 88820 OVERSEAS HIGHWAY
FAX(305)295-3663 3'. .�,,!ql', r PLANTATION KEY,FLORIDA 33070
•, e� TEL. (305)852-7145
BRANCH OFFICE: 4.couNi4 FAX(305)852-7146
MARATHON SUB COURTHOUSE
3117 OVERSEAS HIGHWAY CLERK OF THE CIRCUIT COURT ROTH BUILDING
MARATHON,FLORIDA 33050 50 HIGH POINT ROAD
TEL. (305)289-6027 MONROE COUNTY PLANTATION KEY,FLORIDA 33070
FAx(305)289-1745 www.clerk-of-the-court.com TEL. (305)852-7145
FAX(305)853-7440 ,
MEMORANDUM
TO: Lisa Albury, Finance Dept.
FROM: Sandy Mathena, Internal Auditor
SUBJECT: Request for airports revenue reports
DATE: May 9, 2000
In connection with our audit of Monroe County airports,this is a request for the following:
Detail printouts of only the following revenues for Key West Airport, fund 404, received
in the months of September, 1999, December, 1999, January, 2000, and February, 2000:
331500 Fed Grants-Economic Env
344101 Serv-Airport-Fees &Lease
344102 Serv-Airport-Pass Fac Chg
344103 Serv-Airport-Parking Lot
354003 Fines-Parking Violations
361005 Interest Earnings
366100 Donations
369001 Miscellaneous Revenue
369002 Miscellaneous Commissions
Again, thank you for your help.
Fund 404- Key West Intl Airport Revenues
Reported Receipts
Account# Account Name Sept. 1999 Oct. 1999 Nov. 1999 Dec. 1999 Jan. 2000 Feb. 2000 Mar. 2000
Cost Ctr 04549- Hurricane Georges 404
331500 Fed Grants-Economic Env 52,066.50 0.00 0.00 0.00 0.00 33,267.00 0.00
Cost Ctr 404- Key West Intl Airport
344101 Serv-Airport-Fees & Lease 277,931.19 19,037.98 101,872.43 133,927.16 133,753.80 149,940.24 201,665.46
344102 Serv-Airport-Pass Fac Chg 176,195.84 0.00 1,225.74 56,891.35 36,211.08 58,260.39 89,586.50
344103 Serv-Airport-Parking Lot 12,175.98 13,556.36 13,567.80 12,177.52 14,081.28 14,758.95 15,427.63
354003 Fines-Parking Violations 585.00 0.00 410.00 540.00 540.00 655.00 310.00
361005 Interest Earnings 31,162.56 13,355.64 12,965.22 14,775.40 16,137.09 14,587.74 0.00
366100 Donations 0.00 0.00 0.00 0.00 0.00 0.00 16,000.00
369001 Miscellaneous Revenue 59.29 30.00 30.00 350.16 30.00 102.00 30.00
369002 Misc. Commissions 432.99 0.00 179.50 321.12 203.93 262.04 355.22
550,609.35 45,979.98 130,250.69 218,982.71 200,957.18 271,833.36 323,374.81
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Key West Airport
97 to 98 98 to 99 97 to 99
Account f.y. '97 f.y. '98 % change f.y. '99 % change % change
ASSETS:
Current Assets
cash &equivalents 793,555 1,240,734 56.4% 478,491 -61.4% -39.7%
accounts receivable 22,325 309,455 1286.1% 241,239 -22.0% 980.6%
due from other funds 794,495 223,795 -71.8% 1,015,147 353.6% 27.8%
due from other govts 867,211 1,140,963 31.6% 1,404,990 23.1% 62.0%
Total Current Assets 2,477,586 2,914,947 17.7% 3,139,867 7.7% 26.7%
Restricted Assets
cash &equivalents 1,833,660 1,730,814 -5.6% 2,297,371 32.7% 25.3%
Property, Plant, & Equipment
net of depreciation 3,419,567 5,801,511 69.7% 7,776,867 34.0% 127.4%
Total Assets 7,730,813 10,447,272 35.1% 13,214,105 26.5% 70.9%
LIABILITIES & FUND EQUITY:
Current Liabilities
accounts payable 715,815 518,414 -27.6% 654,766 26.3% -8.5%
retainage payable 232,226 145,908 -37.2%
due to other funds 34,734 27,285 -21.4% 107,622 294.4% 209.8%
due to other govts 1,608 15,496 863.7% 164,412 961.0% 10124.6%
accrued comp abs 10,148
accrued wages 33,714 45,815 35.9% 35,678 -22.1% 5.8%
deposits in escrow 13,766 12,267 -10.9% 12,567 2.4% -8.7%
deferred revenues 63,057
otr current liabilities 2,029
Total Current Liabils 799,637 861,651 7.8% 1,186,039 37.6% 48.3%
Long-Term Liabilities
accrued comp abs 120,930 120,930 -0.0% 113,772 -5.9% -5.9%
Total Liabilities 920,567 982,581 6.7% 1,299,811 32.3% 41.2%
Fund Equity
contributed capital 3,007,339 5,258,815 74.9% 6,931,610 31.8% 130.5%
unrsrvd retaind earn 3,802,907 4,205,876 10.6% _ 4,982,684 18.5% 31.0%
Total Fund Equity 6,810,246 9,464,691 39.0% 11,914,294 25.9% 74.9%
Total Liabs & Equity 7,730,813 10,447,272 35.1% 13,214,105 26.5% 70.9%
,
Key West Airport
97 to 98 98 to 99 97 to 99
Account f.y. '97 f.y. '98 % change f.y. '99 % change % change
Operating Revenues:
charges for services 1,597,471 2,298,274 43.9% 2,482,206 8.0% 55.4%
fines &forfeitures 418 1,140 172.7% 4,782 319.5% 1044.0%
miscellaneous 7,317 19,279 163.5% 6,157 -68.1% -15.9%
Total Operating Rev 1,605,206 2,318,693 44.4% 2,493,145 7.5% 55.3%
Operating Expenses:
personal services 935,116 1,027,684 9.9% 986,657 -4.0% 5.5%
operations 1,466,890 828,595 -43.5% 2,106,986 154.3% 43.6%
depreciation & amort 42,728 65,399 53.1% 100,505 53.7% 135.2%
Total Operat'g Exps 2,444,734 1,921,678 -21.4% 3,194,148 66.2% 30.7%
Oper Income (Loss) (839,528) 397,015 -147.3% (701,003) -276.6% -16.5%
Non-Operating Revs (Exps)
operating grants 545,695 101,201 -81.5% 702,323 594.0% 28.7%
investment income 176,596 122,830 -30.4% 171,864 39.9% -2.7%
loss: dispos assets (1,047)
721,244 224,031 -68.9% 874,187 290.2% 21.2%
(118,284) 621,046 -625.0% 173,184 -72.1% -246.4%
Operating Transfers
X'fers from otr funds 789,537 548,882 -30.5% 947,156 72.6% 20.0%
X'fers to otr funds (399,539) (766,959) 92.0% (343,532) -55.2% -14.0%
Total Op X'fers 389,998 (218,077) -155.9% 603,624 -376.8% 54.8%
Net Income 271,714 402,969 48.3% 776,808 92.8% 185.9%
Fund Equity- begin 5,111,187 6,810,246 33.2% 9,464,691 39.0% 85.2%
Contributed Capital 1,427,345 2,251,476 57.7% 1,672,795 -25.7% 17.2%
Fund Equity- ending 6,810,246 9,464,691 39.0% 11,914,294 25.9% 74.9%
•
1 '
Key West Airport
97 to 98 98 to 99 97 to 99
Account f.y. '97 f.y. '98 % change f.y. '99 % change % change
CHANGE IN CASH & EQUIV:
Cash flows from operations
cash rec'd for services 1,666,922 2,006,540 20.4% 1,835,461 -8.5% 10.1%
cash pd to suppliers (936,264) (787,331) -15.9% (1,825,670) 131.9% 95.0%
cash pd to employees (955,036) (1,005,435) 5.3% (1,014,100) 0.9% 6.2%
otr operating revenue 7,735 20,419 164.0% 10,939 -46.4% 41.4%
$ provided (used) (216,643) 234,193 -208.1% (993,370) -524.2% 358.5%
Cash flows from non-capital financing
operating grants rec'd 653,538 209,801 -67.9% 659,283 214.2% 0.9%
oper x'fers from otr fds 221,651 1,119,582 405.1% 868,859 -22.4% 292.0%
oper x'fers to otr fds (399,539) (766,959) 92.0% (343,532) -55.2% -14.0%
$ provided (used) 475,650 562,424 18.2% 1,184,610 110.6% 149.1%
Cash flows from capital financing
capital grant proceeds 614,921 1,872,228 204.5% 1,487,880 -20.5% 142.0%
acq/constr cap assets (1,833,013) -2447342 33.5% (2,046,670) -16.4% 11.7%
$ provided (used) (1,218,092) (575,114) -52.8% (558,790) -2.8% -54.1%
Cash flows from investing
investment income 176,596 122,830 -30.4% 171,864 39.9% -2.7%
$ provided (used) 176,596 122,830 -30.4% 171,864 39.9% -2.7%
Net incr(dcr) cash/equiv (782,489) 344,333 -144.0% (195,686) -156.8% -75.0%
Cash & equiv-begin 3,409,704 2,627,215 -22.9% 2,971,548 13.1% -12.9%
Cash & equiv-end 2,627,215 2,971,548 13.1% 2,775,862 -6.6% 5.7%
Key West Airport
97 to 98 98 to 99 97 to 99
Account f.y. '97 f.y. '98 % change f.y. '99 % change % change
RECON OF OP INCOME TO NET CASH:
Operating income (839,528) 397,015 -147.3% (701,003) -276.6% -16.5%
Adjustments
depreciation & amort 42,728 65,399 53.1% 100,505 53.7% 135.2%
Decrease/(Increase) in
accounts receivable 68,805 (287,130) -517.3% 68,216 -123.8% -0.9%
due from otr funds 1,257 (713,055) -56826.7%
due from otr govts (10) (3,105) 30950.0% (2,206) -29.0% 21960.0%
(Decrease)/Increase in
accounts payable 503,422 34,825 -93.1% 136,352 291.5% -72.9%
retainage payable (86,318)
due to otr funds 26,157 (7,449) -128.5% 80,337 -1178.5% 207.1%
due to otr govts 1,047 13,888 1226.5% 148,916 972.3% 14123.1%
accrued comp abs (19,812) 10,148 -151.2% (17,306) -270.5% -12.6%
accrued wages (108) 12,101 -11304.6% (10,137) -183.8% 9286.1%
deposits in escrow (601) (1,499) 149.4% 300 -120.0% -149.9%
otr current liabilities 2,029
Net cash provid(used) (216,643) 234,193 -208.1% (993,370) -524.2% 358.5%
•
Key West Airport
97 to 98 98 to 99 97 to 99
Account f.y. '97 f.y. '98 % change f.y. '99 % change % change
ACTUAL:
operation & maint'nce 1,328,040 1,657,625 24.8% 1,781,278 7.5% 34.1%
Hurricane Georges 5,695 601,597 10463.6%
operating grants
airfield drainage 288,364
safety fence 162,530
salt pond enhancemt 109,578
noise buffer 170,733
airport plan studies 50,217 76,497 52.3% 20,251 -73.5% -59.7%
airport clear zone II 137,945
airport master plan 39,020 12,110 -69.0%
noise study update '` 53,227 46,794 -12.1% 118 -99.7% -99.8%
additional parking 6,940
parking lot expansion 24,456 31,012 26.8% 5,012 -83.8% -79.5%
cmmerc'l apron ph I 3,560 13,855 289.2% 17,256 24.5% 384.7%
gen'l av apron ph I 1,754 6,824 289.1% 8,499 24.5% 384.5%
maintenance 2,088
E Martello envirnmt'l 1,137 4,208 270.1%
runway/taxi rehab 900 74,554 8183.8%
envirnmt'l mitigation 1,745 13,604 679.6%
sewer line road 33,980
airport plan studies II 59,075
runway/taxi lite 457,697
envirnmt'l mitig constr 7,910
sewer line rd constr 580
cmmrc'l apron con II 4,012
genii av apron con II 4,012
capital outlay 1,858,655 2,447,341 31.7% 2,046,670 -16.4% 10.1%
loss: dispos of assets 1,047
operating transfers & reserves
x'fers to other funds 399,539 766,959 92.0% 343,532 -55.2% -14.0%
Total actual expenses 4,635,605 5,070,582 9.4% 5,483,845 8.2% 18.3%