Report No. 07700, Monroe County 7730
STATE OF FLORIDA
OFFICE OP THE AUDITOR GENERAL
::•oF•tHE srjr�....
MONROE COUNTY %•
CLERK OF THE CRIMINAL COURT OF RECORD
TAX COLLECTOR
ASSESSOR OF TAXES
SHERIFF
JUDGE OF THE SMALL CLAIMS COURT
As of April 30, 1971
7700
STATE OF FLORIDA
OFFICE OF THE AUDITOR GENERAL
Report on Audit
of the following Officials of
MONROE COUNTY
As of Pages
Clerk of the Criminal Court of Record Louie Carbonell 4-30-71 1- 3
Tax Collector Harry F. knight 4-30-71 4-15
Assessor of Taxes Joe Allen 4-30-71 16-22
Sheriff H. L. "Bobby" Brown 4-30-71 23-35
Judge of the Small Claims Court Paul E. Eequinaido 4-30-71 36-38
Dated: April 17, 1972
r,Jf-
,, STATE OF FLORIDA/+° OFFICE OP THE AUDITOR GENERAL
ERNEST ELusoN.C.P A. Tallahassee, Florida
AUDITOR c.v.... April 17, 1972
The Legislative Auditing Committee
of the Legislature
and the
Governor of Florida
Sirs:
Pursuant to law, I have directed that an audit be made of the
accounts and records of the
HONORABLE LOUIS CARBONELL
CLERK OF THE CRIMINAL COURT OF RECORD
MONROE COUNTY
For the period beginning July 1, 1968,
and ending April 30, 1971,
and present this report thereon.
SCOPE AND OPINION .
An examination of the accounts and records was made in accordance
with generally accepted auditing standards , and accordingly included such tests
of the accounting records and such other auditing procedures considered
necessary in the circumstances.
The records are required to be kept in accordance with the requirements
of Chapter 219, Florida Statutes, and the regulations issued pursuant thereto
by the Department of Banking and Finance.
Operating expenses of the office of Clerk of the Criminal Court of
Record were budgeted and paid by the Board of County Commissioners; consequently,
the financial operations of the office are not included in the scope of this
audit but are included in the audit of that Board.
In my opinion, subject to the comments above, this report presents
fairly the accounting and accountability of the office of the Clerk of the
Criminal Court of Redord on the basis of cash receipts and disbursements for the
period July 1, 1966, through April 30, 1971, in conformity with generally accepted
governmental accounting principles applied on a consistent basis.
1
COMMENTS
All collections of record were accounted for. Juror payroll advances
on hand at April 30, 1971, amounted to $1,290.90. Payroll receipts , disburse-
ments, and balances are summarized as follows:
Balance, July 1, 1966 $ 455.80
Payroll Advances Received from
Comptroller 84,481.00
Total to be Accounted for $84,936.80
Disbursements :
Juror Payrolls $48,861.45
Refunds to Comptroller 34,784.45
Total Disbursements $83,645.90
Balance, April 30, 1971 S 1,290.90
Collections were deposited intact into an official bank account.
Official prenumbered receipts were issued for all collections of record.
Collections of fines and costs from Criminal Court convictions were
made by the Sheriff.
A cashbook, as required by Chapter 219, Florida Statutes, was well
kept, with some exceptions. A $15 juror payroll replacement check issued
December 23, 1968 (replacing a check dated October 1, 1968, which was stated
to have been lost in the mail) , was erroneously recorded in the cashbook,
resulting in a $15 understated cash balance. Payroll checks, in the aggregate
amount of $1,724.10, were dated April 30, 1971, but were recorded in the cash-
book as of May 3, 1971. Some of these checks had cleared the bank as of April 30,
1971. The tabulation of payroll receipts, disbursements, and balances, as
summarized in these comments, includes the $1,724.10 amount.
Bank balances shown on the monthly bank statements were not properly
reconciled to the book balance.
Bank statements , canceled checks, and original jury venires through
December 31, 1968, were destroyed without obtaining the consent of the Division
of Archives , History and Records Management, Department of State, as required
by Section 119.041, Florida Statutes. Most of these records had been included
in the audit test examinations before the records were destroyed. Upon the
auditor's request, the Clerk obtained copies of the statements and most of the
canceled checks from the bank for the period from September 1, 1968, to
December 31, 1968. Copies of a few of the checks could not be obtained due to
the poor condition of the bank's microfilm records for these checks.
Minutes of the Court did not properly reflect the attendance of jurors
and had not been completed for the period from February 1970 through April 1971.
Completed minutes did not contain the signature of the Judge although required
by Sections 28.21(1) and 32.05(3) , Florida Statutes.
2
The Board of County Commissioners is required by Section 219.02(3) ,
Florida Statutes , to provide adequate insurance for the protection of public
money in county offices. The county insurance policies did not specifically
include the office of the Clerk of the Criminal Court of Record.
The salaries of the Clerk and his employees were paid by the Board
of County Commissioners. Retirement deductions were made and remitted by the
county. The Board of County Commissioners also paid the other operating expenses
of the office.
The Clerk's compensation of $8,400 a year to September 30, 1969, was
governed by Chapter 65-1112, Acts of 1965. Effective October 1, 1969, annual
compensation was increased to $9 ,600 in accordance with the provisions of
Chapter 69-563, Acts of 1969. The Clerk's annual salary, beginning June 27,
1970, was set at $12,500 by Section 145.065(4) , Florida Statutes, 1970 Supplement.
As prescribed by Chapter 67-973, Acts of 1967, the Clerk received an
automobile allowance of $600 annually.
Respectfully submitted,
(Signed) Ernest Ellison, C.P.A.
Auditor General
Audit supervised by:
(Signed) Willard C. Hale
Audit made by:
(Signed) Lawrence J. Heffernan
3
if
�, �r t STATE OF FLORIDA
P� OFFICE OF THE AUDITOR GENERAL
ERNEST ELLSON.C.P. A. Tallahassee , Florida
4nnian Or."`"A` April 17, 1972
The Legislative Auditing Committee
of the Legislature
and the
Governor of Florida
Sirs:
Pursuant to law, I have directed that an audit be made of the
accounts and records of the
HONORABLE HARRY F. KNIGHT
TAX COLLECTOR
MONROE COUNTY
For the period beginning January 1, 1970,
and ending April 30, 1971,
and present this report thereon.
Pursuant to the provisions of Section 11.45(4) , Florida Statutes , an
audit by this office of the accounts and records for the period beginning
November 2 , 1968, and ending December 31, 1969, has been deferred.
SCOPE AND OPINION
An examination of the accounts and records was made in accordance
with generally accepted auditing standards , and accordingly included such tests
of the accounting records and such other auditing procedures considered
necessary in the circumstances.
The records were kept in accordance with the requirements of Chapter
219 , Florida Statutes , and regulations issued pursuant thereto.
In my opinion , subject to the comments above, the attached financial
statements present fairly the financial condition of the office of Tax Collector
at April 30, 1971, and the results of its financial operations for the years
1970 and 1971 to April 30, in conformity with generally accepted governmental
accounting principles applied on a consistent basis.
4
RESOURCES AND LIABILITIES
Resources at April 30, 1971, were adequate to cover liabilities of
record. A statement of resources and liabilities as recorded in the Tax Col-
lector's financial accounts is presented on exhibit A of this report.
Exhibits A and B of this report do not reflect commissions receivable
as of April 30, 1971. In accordance with Section 192.091(4) , Florida Statutes,
commissions are not considered revenue until received by the Tax Collector.
Some expenditures were reported in the years paid rather than in the
years incurred. Audit adjustments were not made because the net effect on reported
expenditures was not material.
Former Tax Collector, Howard E. Wilson, had an equity in the official
funds of $7,477.11 at November 1, 1968, according to audit report No. 7122.
Unidentified collections amounting to $1,125.60 were on hand in the trust accounts
and were included in the $7,477.11 amount. The unidentified collections were
not remitted to the former Tax Collector's estate and remain a portion of the
unidentified balances on hand at April 30, 1971. The former Tax Collector's
equity consisting of accrued compensation and auto allowance in the amount of
$6,351.51 was remitted to the former Collector's estate in December 1968.
COMMISSIONS
Gross income from commissions, as shown by the Tax Collector's cash-
book, is presented in the following tabulation:
Taxing Unit 1970 1971 to
April 30
State:
Licenses $ 2,911.15 $ 2,924.26
Intangible Taxes (Including Class C) 3,764.06 2,505.10
Sales Tax and Use Tax 2,224.83 854.68
County 107,978.73 91,472.60
School District Current 4,248.05 .47
School District Interest and Sinking 3,475.67 3,181.27
Mosquito Control District 6,436.25 6,362.50
Lower Keys Hospital District 3,658.39 4,350.58
Central and Southern Florida Flood
Control District 439.18 198.65
Monroe General Hospital 3,807.48 8,696.61
Tax Sales 7,649.21
Gross Income from Commissions (Exhibit B) $146,593.00 $120,546.72
The commissions for nonvoted school taxes , beginning with the 1970
tax roll, are required to be calculated pursuant to Section 192.091(2)(c) ,
Florida Statutes , 1969, and 1970 Supplement. The commissions on nonvoted school
taxes on the 1970 tax roll are payable one-half by the Board of County Commis-
sioners and one-half by the District School Board. The Tax Collector had billed
5
the Monroe County Board of County Commissioners for the entire amount of com-
missions due on remittances of the nonvoted school taxes. As a result the
Monroe County Board of County Commissioners had overpaid $18,772.24 and the
Monroe District School Board owed, but had not been billed for, $31,809.05 during
the period covered by this report.
INCOME AND EXPENSES
An annual report of income and expenses for 1970 was properly filed
as required by Section 145.12, Florida Statutes. A statement of income and
expenses for the years 1970 and 1971 to April 30 is presented as exhibit B of
this report.
Excess income for 1970 was remitted promptly.
COMPENSATION
Section 145.11, Florida Statutes, sets the Tax Collector's compensation
at $13,500 annually.
RETIREMENT
Retirement contributions had been properly deducted from salaries paid
to all eligible employees. These contributions, together with contributions for
the Tax Collector's personal account, had been promptly remitted to the
retirement system.
BUDGETS
Expenditures were within the amounts shown on budgets approved by the
Department of Revenue in accordance with Section 195.011, Florida Statutes.
COLLECTIONS AND REMITTANCES
In general, collections were promptly and accurately remitted. Col-
lections were posted on the rolls and changes to the tax rolls were made in
accordance with the instructions issued by the Department of Revenue. Tax
executions were issued for delinquent taxes on the 1969 intangible personal
property tax roll. Procedures and records for the collection of occupational
licenses were generally adequate.
Collections and remittances are shown on exhibit C.
6
TAX ROLLS
The tax rolls were properly closed. Tax roll balances are shown
on exhibit D of this report.
RECORDS AND CASH CONTROL
A balanced cashbook, as required by Section 219.04, Florida Statutes,
was kept.
Collections were deposited intact. Prenumbered receipts or validated
receipts were used for all collections of record.
The Tax Collector used unoffical receipts which were not prenumbered
for miscellaneous collections. In addition, regular prenumbered receipts as
prescribed by the Department of Revenue for validated receipts were used to
record these collections. The Tax Collector should discontinue the use of
unofficial receipts.
Subsidiary records did not contain sufficient detailed information
to identify balances shown as unidentified on exhibit A.
REPORTS OF FUNDS MAINTAINED ON DEPOSIT
Section 136.02, Florida Statutes, requires the Tax Collector to report,
to the Clerk of the Circuit Court, the balances of all funds maintained on
deposit in banks as of the close of business of each month and to set forth esti-
mates of the highest balance expected to be on deposit in said banks during the
ensuing month. The Tax Collector's reports during the audit period did not
include funds held as time deposits in banks and actual balances for the ensuing
months, in some instances, were materially in excess of estimated balances as
reported to the Clerk of the Circuit Court.
STATEMENT FROM AUDITED OFFICIAL
A list of audit findings was submitted to the Tax Collector, Monroe
County. The Tax Collector's written comments concerning this list are shown
on exhibit E.
7
EXHIBITS
The following exhibits are attached to and form a part of this report:
EXHIBIT - A Resources and Liabilities.
EXHIBIT - B Income Account.
EXHIBIT - C Collections and Remittances.
EXHIBIT - D Tax Roll Balances.
EXHIBIT - E Statement from Audited Official.
Respectfully submitted,
(Signed) Ernest Ellison, C.P.A.
Auditor General
Audit supervised by:
(Signed) Willard G. Bale
Audit made by:
(Signed) William W. Fritz
Q
EXHIBIT' - A MONROE. COUNTY
TA% COLLECTOR
RESOURCES AND LIABILITIES
April go, ig71
Total A c co n t
Tax Tag Commissions
Collector Agent
Resources
Cash in Office $ 6,405.02 $ 3.226.22 $ 755.05 $ 2,422.35
Cash in Bank 367,022.58 286,337.07 11, 589.81 69,095.70
Interfund Accounts -208.00 -2.003.50 2,211.50
rot l Reources $373,428.20 $289,357.29 $10,341.30 $73,729.55
Liabilities
Remitted in Regular Course After
April 30, 1971, Exhibit C $291,935.45 $282,265.71 $ 9, 669.74 $
Excess Income Accrued, 1971 to
April 30, Exhibit B 70,731.15 70,731.15
Refunds Due Individuals 5,441.03 5,403.65 37.38
Deductions from Salaries:
Withholding Taxes 1,071.70 1,071.70
Social Security 411.24 411.24
Retirement 346.34 346.34
Group Insurance 86.20 86.20
Credit Union 651.80 651.80
United Fund 6.10 6.10
Cash Overage 194.82 143.91 50.91
Collections held in Suspense 7.95 7.95
Unidentified Balances 1,877.92 1.302.54 575.38
Outstanding Checks on Closed Bank
Account 241.48 241.48
Total Liabilities $373,003.10 $289,357.29 $10,341.36 $73,304.53
Tax Collector 425,02 425.02
Total $373,428.20 $289,357.29 610,341.36 673,729.55
EXHIBIT - A
9
MONROE COUNTY EXRTBII - H
TAX COLLECTOR
INCOME ACCOUNT
January 1 , 1g7o to Aprsl go, 1971
1970 1971
TO APRIL 30
Gross Income
Commissions $146, 593. 00 $120, 546. 72
Tax Certificate Fees 392. 40
Advertising 4, 796. 24 3. 00
Personal Property Collections Fees 199. 00. 141. 01
Tax Redemption 107. 17 237. 76
Beverage License Transfer Fees 9. 25 4. 00
Occupational Licenses Fees 385. 50 319. 00
Motor Vehicle License Fees 23, 103. 00 6, 573. 50
Motorboat Registration Certificate Fees 2, 790. 50 388. 00
Mailing Fees 924. 55 23. 00
Interest on Time Deposits 1, 318. 75
Miscellaneous Income 912. 00 72. 33
Total Gross Income $181, 531. 36 $128, 308. 32
Expenses
Salaries S107, 938. 72 $ 37, 201. 17
Retirement 9, 607. 57 2, 617, 94
Printing 10, 573. 67 601. 13
Advertising 4, 990. 32
Insurance 958. 00 912. 00
Collection Cost, Class C Intangible Taxes 895. 00 426. 26
Automobile Allowances 1, 800. 00 600. 00
Office Equipment 7, 408. 73 3, 912. 16
Postage and Post Office Box Rent 4, 375. 23 1, 122, 65
Telephone 2, 295. 23 763. 34
Office Supplies 2, 093. 83 809. 74
Association Dues 380. 00 410. 00
Legal Fees 500. 00
Office Expenses 5, 260. 47 1, 689. 06
Office Repairs 345. 30 276. 00
Travel Expense 1, 976. 06 1, 735. 72
Total P.xtenses $161, 398. 13 $ 53, 077. 17
Net Income $ 20, 133. 23 $ 75, 231. 15
Compensation 13, 500. 00 4, 500. 00
Excess Income $ 6, 633. 23( 1) $ 70, 731. 15(2)
Notes: ( 1) Remitted to Board of County Commissioners $6, 351. 32
Remitted to District School Board 281. 91
Total $6. 633. 23
(2) Not payable until after the end of the Year, hut the amount is
calculated and shown since it is in excess of the compensation of
the Tax Collector to date.
10 EXHIBIT
'LYE 7HlT — f' MONROE COUNTY
TAX COLLECTOR
COLLECTIONS AND REMITTANCES
January 1, 1970 to April 30, 1971
Total Taxes Licenses and Registrations
General Intangible Motor Other
Vehicle
On Hand, January 1, 1970 $ 1,994,097.31 $ 1,933,616.79 $ 33,502.30 $ 20,516.92 $ 6,461.30
Collections. Audit Period:
Taxes on Rolle:
Prior to 1969 $ 1,661.58 $ $ 1.661.58 $ $
1969 3,287,050.37 3,258 418.79 28,631.58
1970 6,233,761.11 6,126,149.06 107.612.05
On E 5 I Lists 937.08 937.08
Execution Register 278.55 278.55
Interest Added 10,706.35 10.429.03 277.32
Advertising 4,665.19 4,852.94 12.25
Class C 74,600.11 74,608.11
Motorboat Registrations 49.631.00 49,631.00
State Licenses:
1969 60,388.64 60,340.98 47.66
1970 764.697.78 754,340.89 10,356.89
1971 85,880.26 85.880.26
Sales Tax 103.598.44 103,598.44
Use Tax, Dealer's Tags 806.25 806.25
County Licenses:
1969 25.49 25.49
1970 5.600.80 5.600.80
1971 67,262.71 67,262.71
Petal Collections 210,751,759.71 $ 9,400,786.90 $213.081.44 $919,086.56 $218,804.81
Total to he Remitted S12,745,657.02 211,334,403.69 $246,583.74 $939,603.48 5225,266.11
Remittances, Audit Period:
Regular, for Commissions $11,414,617.27 S10,909,457.84 $233,178.06 2102,656.89 M $169,324.46
Individual Tax Sales 152,970.01 152,970.01
Beverage License Transfers 2,518.00 2,518.00
Department of Motor Vehicles 827.260.85 827,260.05
Board of Conservation 51.686.50 51,666.50
Advertising 4,652.94 4,852.94
Tax Assessor Fees 16.00 16.00
Total Remittances $12,453,921.57 $11,067,280.79 $233,176.08 5929,933.74 $223,528.96
On Hand, April 30, 1971 :
Remitted in Regular Course After
April 30, 1971 291,935.45 267,122.90 13,405.66 9,669.74 1,737.15
Total S12,745,857.02 $11,334,403.69 $246.583.74 $939.603.46 $225,266.11
Note: II) Includes $3,079.74 commissions deducted.
LXOTHIT - C'
11
MONROE COUNTY EXHIBIT - U
TAX COLLECTOR
TAX ROLL BALANCES
Hods Open Uurtng Period January 1, 1970 to April go, 1972
General Rolls Intangible Rolls 10
1989 1970 1969 1970
Debits
Charged on Roll 66,301,480.40 $8,513.420.82 $ 97.800.83 S106.783.74
Supplemental Poll 578.19 19,200.35 6.180.88
Assessor's Corrections -94U.06 -1 ,025.33
Deficiency of Credits -23.08 -266.67
To NiI $6,301.457.32 $6,513,054.95 $115,707.08 $112,964.62
Credits
Collected on Rolls:
Prior to Audit Period 62,840,173.29 $ $ 72,841.63 $
Audit Period 3,258,4113.79 6,126,149.06 213,631.58 107,612.05
Total Cato $6,098,592.08 $6,126,149.06 $101.473.21 $107,612.05
Discounts 187,479.36 192,736.37 3.646.54 3,660.87
Total Co lle<tions $6,286,071.46 S6,318.885.43 $105,119.75 $111.272.92
County Tax Sale 6,648.50
Execution Register 10.587.33
E & I Lists 8.737.36
Uncollected, Current Rolls 194,169.52 1.691.70
Total $6,301.457.32 $6,513,054.95 $115.707.08 012.364.62
Note: 111 Includes class C-2 taxes: does not include class C taxes.
EXHIBIT • P
12
MONROE COUNTY EXHIBIT - F
TAX COLLECTOR
STATEMENT FROM AUDITLO OFFICIAL
January 1. Io7a to April AA, Ig71
HARRY F. KNIGHT
TAX COLLECTOR. MONROE COUNTY
KEY WEST. FLORIDA
April 14, 1972
State of Florida
Office of the Auditor General
Tallahassee, Florida
Attn: Mr. Ernest Ellison
Auditor General
Dear Mr. Ellison:
We are in receipt of the preliminary and tenative audit findings
prepared by your office. Attached are my ccmments per your letter of
March 24, 1972.
In,addition to my comments, there is attached a copy of a letter to
the Monroe County School District Superintendent for your information.
Respectfully yours,
HarryF. Knight
TAX Collector
Monroe County
hfx/jj
(Vacation Land ele6. P..icdnes EXHIBIT E
13 (Continued)
EXHIBIT - E MONROE COUNTY
(Continued)
TAX COLLECTOR
STATEMENT FROM AUDITED OFFICIAL
January i, i97o to Anrit go, zg7i
Coeadssions on nonvoted School Taxes
This office was aware of the question concerning billing payment of fees
to Tax Collector and Tax Assessor's Offices between the School District Board
Members and County Commissioner. However, since we had no instruction to the
contrary we continued billing as in the peat. Each agency tendered their bill-
ing without question. While the State auditors were in this office they did
not at any time question this practice, the first knowledge we had that this
procedure was incorrect was when we received your preliminary audit report.
This matter was not brought to our attention during the audit, and appears to
be so uncertain and controversial that at least one of the public bodies con-
cerned sought an opinion on the matter from the Attorney General. This office
was not a recipient of the Attorney General's opinion, but only learned of
this ruling after receipt of the preliminary audit.
Unofficial Receipts
The receipts in question were used by the sub-offices only for the pur-
pose of supplying the customer with a receipt in cases where the validating
or processing of payment could not be handled by them but had to forward-
ed to this office for receipting in the required form. The use of this type
of receipt was started at the sub-offices on the keys only for the protection
of the customers due to the fact they could not receive at that time a proper-
ly validated or accepted form of payment. The type of collection which made
this necessary was collection of Beverage Licenses prior to the time we supplied
the licenses to the area in which the business was located the amount of the
license was paid to the sub-office and forwarded to key West for processing
and depositing. The end of March each year, once taxes beams delinquent the
sub-offices do not validate taxes but do service the keys area by accepting pay-
ments and forwarding the money to key West for validating. The use of this type
of receipt will no longer be used for incidental collections by the sub-offices
on the keys. We find this type of collection advantageous to the public, there-
fore, we will in the future use the form supplied by the state, Receipt Form CP-1.
Bank Balances
The bank statements furnished to the Clerk of the Circuit Court as pre-
scribed by Section 136.02, Florida Statutes, has been corrected to include
Time Deposits. This would not have occurred if at the time of changing personnel
within the office it had been clearly understood that the bank statement was
to include time deposits not just bank balances. The balances in sate months
were in excess as it is hard to predict how the customers will respond in any
collection period.
EXHIBIT -
(Cantmaued)
14
MONROE COUNTY EXHIBIT - E
(Con ttnuedl
TAX COLLECTOR
,STA71MENT FROM AUDITED OFFICIAL
January ,, a070 to AI)rvl qe, IQ71
HARRY F. KNIGHT
TAX COLLECTOR. MONROE COUNTY
KEY WEST. FLORIDA
April 12, 1972
District School Board
Monroe County
310 Fleming Street
Key West, Fla.
Gentlemen:
The office of the Tax Collector, Monroe County, was audited for
the period January 1, 1970 to April 30, 1971. In their preliminary
comment the auditors have stated as follows:
The commissions for nonvoted school taxes, beginning with the
1970 tax roll, are required to be calculated pursuant to Section
192.091 (2) (C) , Florida Statutes, 1969, and 1970 Supplement.
The commissions on nonvoted school taxes on the 1970 tax roll are
payable one-half by the Board of County Commissioners and one-
half by the District School Board. The Tax Collector had billed
the Monroe County Board of County Commissioners for the entire
amount of oomminions duo on s mitten:se of the nonvoted school
taxes. As a result the Monroe County Board of County Comaissioners
had overpaid $18,772.24 and the Monroe District School Board owed,
that had not been billed for, $31,809.05 during the period covered
by this report.
This office has recently become aware of Attorney General's opinion
which indicates that an amendment to Section 193.65 (1) and (2) have the
effect of imposing on the District School Board the obligation to pay one-
half of the commissions on non-voted school millage for the year 1970, as
the amendment appears to have become effectite on July 1, 1970.
This letter will serve to notify you that the matter is now in abeyance,
awaiting resolution.
Yours truly,
Harry F. Knight
Tax Collector
hfk/jj
cc: Mr. Armando Henriques, superintendent
County Commissioner's, Clerk
Mr. Ernest Ellison, Auditor General
744 Naeatvn land of As ..,td.ne
EXHIBIT - E
15
A'Tv-e sr,R
zt 6 STATE OF F' LORIDA
e
.K,C� Y 'f OFFICE Or THY. AUDITOR GENERAL
0t
ERNEST ELLISON,C P A. Tallahassee, Florida
AUDITOR `ENERAT April 17, 1972
17re Legislative Auditing Committee
of the Legislature
and the
Governor of Florida
Sirs:
Pursuant to law, I have directed that an audit be made of the
accounts and records of the
HONORABLE JOE ALLEN
ASSESSOR OF TAXES
MONROE COUNTY
For the period beginning January 1, 1970,
and ending April 30, 1971,
and present this report thereon.
Pursuant to the provisions of Section 11.45(4), Florida Statutes, an
audit by this office of the accounts and records for the period beginning
September 1, 1968, and ending December 31, 1969, has been deferred.
SCOPE AND OPINION
An examination of the accounts and records was made in accordance
with generally accepted auditing standards, and accordingly included such tests
of the accounting records and such other auditing procedures considered
necessary in the circumstances.
The records were kept in accordance with the requirements of Chapter
219, Florida Statutes, and the regulations issued pursuant thereto.
In my opinion, subject to the comments above, the attached financial
statements present fairly the financial condition of the office of Tax
Assessor at April 30, 1971, and the results of its financial operations for
1970 and 1971 to April 30, in conformity with generally accepted governmental
accounting principles applied on a consistent basis.
16
TAX ROLLS
The preparation and maintenance of the tax roll was converted in 1969
to an electronic data processing system which employed the services and equip-
ment of a data processing company on a contractual basis. Plats, maps, and
aerial photographs were used, among other things, in developing the tax rolls.
Corrections to the tax rolls by the Assessor, after delivery of the
tax rolls to the Tax Collector, were made in accordance with instructions
provided by the Department of Revenue.
Tax rolls were prepared for the county, the City of Key West, and the
City of Key Colony Beach in the year 1970.
The following tabulation reflects the valuation of the 1970 county tax
roll:
Roll General Intangible
Exempt Nonexempt Total (Excluding
Class C)
1970 $110,311,110 S325,393,903 $435,705,013 $121,544,828
Property valuations were not reviewed as a part of this audit.
RESOURCES AND LIABILITIES
The resources on hand at April 30, 1971, were adequate to cover all
liabilities of record, as shown on exhibit A.
BUDGETS
Budgets and budget amendments were prepared and submitted to the
Department of Revenue for approval. Expenditures were within budgeted amounts.
INCOME AND EXPENSES
Due to the adoption of the Constitution of Florida as revised in
1968, effective January 7, 1969, and the enactment of Chapters 70-243 and
70-246, Acts of 1970, which amended Section 192.091, Florida Statutes (formerly
193.65, Florida Statutes), and the subsequent interpretations thereof by the
Attorney General and the Courts, the commissions of assessors for the 1970
nonvoted school tax are required to be calculated for the first half of the
year pursuant to Section 192-091(1)(b), Florida Statutes, 1969, and for the
second half of the year pursuant to Section 192.091(1)(a), Florida Statutes,
1970 Supplement. Consequently, the Assessor must recalculate his commissions
on the 1970 nonvoted school tax, billing $28,065.78 to the District School
Board and refunding $32,605.78 to the Board of County Commissioners.
Except for the above, commissions in general were correctly billed
to the various taxing units.
In general, expenditures were supported by adequate documentation.
17
Travel expenses were paid in compliance with the provisions of
Chapter 65-1053, Acts of 1965, and Section 112.061, Florida Statutes, except
that the vouchers did not contain the written statement required by Section
112.061(11) , Florida Statutes.
An annual report of income and expenses as required by Sectior.
145.12, Florida Statutes, was promptly filed for 1970. Excess income reported
was promptly remitted; however, it was understated as a result of miscalcula-
tions of the Assessor's compensation as explained under the heading
COMPENSATION.
Excess income payable is shown on exhibit B. As reported in audit
report No. 7122, at August 31, 1968, excess income had been overremitted
$76.35 to the Board of County Commissioners and had been underremitted the
same amount to the District School Board. At April 30, 1971, corrective action
had not been taken in this matter and the Assessor's records did not reflect
these amounts. Additional excess income payable of $1,000 for 1969, $1,000
for 1970, and additional excess income accrued in 1971 to April 30 in the
amount of $390.41, making a total amount of $2,390.41, were not recorded on
the Assessor's records and required adjustments decreasing the recorded
Assessor's equity by the amount of $2,390.41.
Income and expenses as audited are shown on schedule 1-B.
COMPENSATION
A guaranteed annual compensation of $12,500 for the Assessor was
prescribed by Chapter 65-1052, Acts of 1965. Additional compensation for his
services in assessing municipal taxes was governed by Chapter 65-1923, Acts
of 1965, as amended by Chapter 69-1313, Acts of 1969.
Section 145.121(2)(c), Florida Statutes, provides that the Assessor's
compensation for 1969 and until the expiration of his present term of office
shall be under the same terms and conditions which prevailed immediately prior
to July 1, 1969.
Beginning with the year 1969, the Assessor's guaranteed annual
compensation was erroneously recorded at the rate of $13,500 per annum instead
of the correct rate of $12,500 per annum as prescribed by Chapter 65-1052,
Acts of 1965. The correct amounts are as follows:
Total 1969 1970 1971
to 4-30
Compensation Earned:
Chapter 65-1052, Acts of 1965 $29,109.59 $12,500.00 $12,500.00 $4,109.59
Chapter 65-1923, Acts of 1965:
City of Key West 7,652.30 5,486.44 2,165.86
City of Key Colony Beach 923.79 923.79
Chapter 69-1313, Acts of 1969:
City of Key West 4,336.74 2,430.96 1,905.78
City of Key Colony Beach 2,061.86 2,061.86
Total Compensation Earned $44,084.28 $18,910.23 $19,158.68 $6,015.37
18
RECORDS AND INTERNAL CONTROL
Records were generally well kept and were in substantial compliance
with the provisions of Chapter 219, Florida Statutes. Official prenumbered
receipts were issued for collections of record. Bank statements were promptly
reconciled each month to the books of account.
In some instances expenditures were not recorded in the fiscal
periods in which incurred. Proper accounting and budgeting procedures require
that expenditures be recorded in the fiscal period in which goods are received
or in which services are rendered.
Some minor deficiencies in proper internal control procedures were
noted and discussed with the Tax Assessor.
RETIREMENT AND SOCIAL SECURITY
The Assessor deducted proper amounts for retirement and social
security contributions from salaries paid to eligible employees. These contri-
butions were remitted on a timely basis, together with current contributions
for the Assessor's personal account.
EXHIBITS
The following exhibits are attached to and form a part of this report:
EXHIBIT - A Resources and Liabilities.
EXHIBIT - B Excess Income Payable.
SCHEDULE 1-B Income Account.
Respectfully submitted,
(Signed) Ernest Ellison, C.P.A.
Auditor General
Audit supervised by:
(Signed) Willard G. Hale
Audit made by:
(Signed) Lawrence J. Heffernan
19
MONROE COUNTY EXHIBIT - A
ASSESSOR OF TAXES
RESOURCES AND LIABILITIES
April 30, 1971
Resources
Cash in Bank $31, 343. 38
Liabilities and Assessor' s Equity
Social Security Payable $ 621. 25
Excess Income Payable 2, 000. 00
Excess Income Accrued 27, 153. 42
Total Liabilities $29, 774. 67
Assessor of Taxes 1, 568. 71
Total $31, 943. 38
EXHIBIT - A
20
EXHIBIT H MONROE COUNTY
ASSESSOR OF TAXES
EXCESS INCOME PAYABLE
September f, ig68 to Atrtl 3o, 1971
TOTAL D u E
Board of District
County School
Commissioners Board
Balance Overremitted - Underremitted,
September 1. 1988 $ $ -76.35 $ 76. 35
Accrued:
1968 520. 57 434. 54 86. 03
1969 1, 254. 94 1, 235. 81 19. 33
1970 1, 330. 26 1, 285. 42 44. 84
Total $3, 105. 77 $2, 879. 22 $226. 55
Remitted:
January 10, 1969 $ 520. 57 $ 434. 54 $ 86. 03
January 6, 1970 254. 94 243. 42 11. 52
January 4, 1971 330. 26 315. 38 14. 88
Total Remitted $1, 105. 77 $ 993. 34 $112. 43
Balance Underremltted, April 3o, 1971 $2, 000. 00 $1, 885. 88 $114. 12
EXHIBIT - B
21
MONROE COUNTY SCHEDII/C 1- B
ASSESSOR OF TAXES
INCOME ACCOUNT
January 1, ig7n to April 3o, Tg71
1970 1971
TO 4. 30
Gross Income
Commissions $195, 468. 13 $107, 381. 42
Reimbursement for Costs of Preparing
Tax Roll for City of Key Colony Beach 500. 00
Interest - Certificate of Deposit 625. 00
Total Gross Income $196, 593. 13 $107, 381. 42
Expenses
Salaries $117, 561. 73 $ 49, 994. 02
Retirement and Social Security Matching 11, 144. 46 4, 158. 62
Automobile Expense 5, 136. 17 2, 682. 26
Travel 7, 396. 14 1, 474. 10
Postage and Freight 2, 380. 21 2, 233. 55
Insurance 1, 884. 00
Legal Fees 1, 200.00
Association Dues 392. 50 392. 50
Equipment 7,041. 59 4, 134. 07
Office Supplies 4, 652. 54 2, 965. 31
Telephone 1, 630. 42 484. 15
Maintenance and Alterations 6, 015. 71 3, 207. 03
Data Processing 8,078. 46 2, 189. 27
Miscellaneous 1, 581. 26 297. 75
Total Expenses $176, 104. 19 $ 74, 212. 63
Net Income $ 20, 488. 94 $ 33. 168. 79
Compensation 19, 158.68 6, 015. 37
Excess Income Accrued $ 1, 330. 26 $ 27, 153. 42( 1)
Note: ( 1) Not payable until after the end of the year, but the amount is
calculated and shown since it is in excess of the compensation
of the Assessor to date.
SCHEDULE i-8
22
STATE OF FLORIDA
p
•
(+[� OFFICF. OF TIIF AUDITOR (9F.NERAI.
•14% et'
ERNEST EL111LIIISOON.C. P A. Tallahassee, Florida
AUDITOR cE"E=A. April 17, 1972
The Legislative Auditing Committee
of the Legislature
and the
Governor of Florida
Sirs:
Pursuant to law, I have directed that an audit be made of the
accounts and records of the
HONORABLE R. L. "BOBBY" BROWN
SHERIFF
MONROE COUNTY
For the period beginning October 1, 1969,
and ending April 30, 1971,
and present this report thereon.
Pursuant to the provisions of Section 11.45(4), Florida Statutes, an
audit by this office of the accounts and records of the office of Sheriff,
Monroe County, for the period beginning July 1, 1966, and ending September 30,
1969, has been deferred.
SCOPE AND OPINION
An examination of the accounts and records was made in accordance
with generally accepted auditing standards, and accordingly included such tests
of the accounting records and such other auditing procedures considered necessary
in the circumstances.
23
The records of the operating and trust accounts were kept in accordance
with the uniform system of accounts, which was approved under the authority
provided by Section 116.07, Florida Statutes. The records for two federally
funded projects were maintained according to the provisions of a fiscal procedures
manual published by the Inter-Agency Law Enforcement Planning Council. Chapter
274, Florida Statutes, and the regulations issued pursuant thereto prescribe
the records and procedures required for tangible personal property owned by the
Sheriff's office.
Property records kept were not adequate to provide the values of tangible
personal property; consequently, the amounts for fixed assets are not shown in
this report.
In my opinion, subject to the comments above, this report presents
fairly the financial condition of the office of Sheriff, Monroe County, at
April 30, 1971, and the results of its financial operations for the fiscal years
1969-70 and 1970-71 to April 30, in conformity with generally accepted governmental
accounting principles applied on a consistent basis.
GENERAL STATEMENT
Adequate resources were on hand to cover liabilities of record.
Collections appeared to have been properly accounted for. Cash was balanced and
deposited regularly. Prenumbered receipts were in use. Expenditures were
properly supported and held within budgeted amounts. Except for tangible personal
property, records were generally well kept.
Detailed comments are made under appropriate headings.
RESOURCES AND LIABILITIES
Resources were adequate at April 30, 1971, to cover all recorded
liabilities at that date, as shown on exhibit A.
REMITTANCES TO THE COUNTY AND STATE
Remittances to Monroe County for civil fees earned, fines and estreatures,
and court costs were as follows:
Fiscal Year Total Court Civil Fines and
Costs (1) Fees Estreatures
1969-70 $131,070.46 $ 693.85 $ 9,828.55 $120,548.06
1970-71 to April 30, 1971 100,982.68 1,383.00 6,188.70 93,410.98
Total $232,053.14 $2,076.85 $16,017.25 $213,959.04
Note: (1) Special assessments of court costs were remitted to the Clerk of the
Board for deposit into the Monroe County Fine and Forfeiture Fund
account known as "Law Enforcement Education" pursuant to a Monroe
County Board of County Commissioners' resolution which became
effective May 1, 1970.
24
Amounts remitted to the State Treasurer to be used in funding the
State Police Academy were as follows:
Fiscal Year Amount
1969-70 $2,001.00
1970-71 to April 30, 1971 1,384.00
Total $3,385.00
RECEIPTS, EXPENDITURES, AND BUDGETS - OPERATING ACCOUNT
As provided by Sections 30.49 and 30.50, Florida Statutes, the Sheriff
submitted budgets to the county before the beginning of each fiscal year, and
received monthly advances from the county for his operating expenses according
to the budgets and budget amendments approved by the county.
Receipts, expenditures, and budgeted amounts for the Sheriff's
operating account are shown on exhibit B.
The annual report required by Section 145.12, Florida Statutes, was
properly filed with the Board of County Commissioners and the State Department
of Banking and Finance. The unexpended budget balance was promptly refunded
to the county.
Expenditures were held within budgeted amounts and were properly
supported except in a few minor instances which were discussed with the Sheriff.
The Sheriff received a monthly automobile allowance of $125. Several
deputies received monthly automobile allowances of $50 to $130. These expenditures
were allowed by Chapter 65-1062, Acts of 1965.
Two payments or donations amounting to $300 each were made to the Key
West Junior Football League. Although the purpose may be a worthy one, I know
of no legal authority for such lump-sum donations, and it would appear that
this is not a necessary expenditure for the operation of the Sheriff's office.
During the fiscal year 1969-70, payments of $15 to $30 were made to
several of the Sheriff's deputies as allowances for cleaning uniforms, replacing
damaged clothing, and other similar expenses. These expenditures were authorized
by Chapter 67-702, Acts of 1967. The practice was discontinued as of October 1,
1970.
The Sheriff's office had taken steps to ensure proper control of long-
distance phone charges by initiating a call log. A review of the log and the
related telephone company billings indicated that improvements were needed before
the procedures could be considered fully adequate.
25
COMPENSATION
Section 145.071, Florida Statutes, 1969, set the Sheriff's annual
compensation at $13,500. This section was amended by Chapter 70-395, Acts of
1970, to increase the Sheriff's annual compensation to $14,850 effective
January 1, 1970.
RETIREMENT AND SOCIAL SECURITY
The Sheriff had properly deducted retirement and social security
contributions from the salaries paid to all eligible employees. These contri-
butions, together with contributions for his personal account, were promptly
remitted.
INSURANCE
Insurance was carried with private commercial companies for false
arrest liability, bodily injury liability, auto liability, and auto comprehensive
and collision.
Those employees handling cash were covered by a public employees
blanket bond.
MEALS SERVED BY COUNTY JAIL
It was the policy of the Sheriff to allow certain employees to eat
meals served by the jail's kitchen. These employees (jailers, cooks, and
dispatchers) were allowed to do so because it was considered in the best interest
of the office for them to remain at the jail.
During the course of the audit it was noted that other employees were
served coffee without charge , and on occasion criminal court juries were served
a cold meal without reimbursement to the Sheriff's appropriation.
Records were maintained in an attempt to account for meals served t,.
prlsoners and nonprisoners. A review of the records indicated that the meals
served in some months had not been properly accounted for.
PROPERTY RECORDS
The records and procedures to account for tangible personal property
were inadequate and/or inaccurate as follows:
1. There were no master control accounts to show the total property
owned and to provide a check on the accuracy of the individual
property records.
2. There was no record to indicate that a complete physical inventory
had been taken since Sheriff Brown assumed office on January 7,
1969.
26
3. Sheriff Brown had segregated his individual property records to
reflect 105 individual items with a total cost of $8,001.09 that
had not been located since he assumed office. There were no records
to show that any determinations had been made or attempted to fix
the reasons and responsibilities for the missing items.
4. A selective test of 157 individual property items by the auditor,
in addition to those mentioned above, revealed that many items
were not properly identified on the records and/or were not properly
marked or tagged.
5. Four of the items tested were found to be listed twice on the property
records because they were included as parts of other items as well
as being recorded individually.
6. The following individual items included in the selective test could
not be located for physical inspection:
Property Item Cost
No.
824-644 Tape Recorder $(Unknown)
824-643 Wall Spike Eavesdropper Unit 89.00
824-587 File - Four Drawer, Legal 146.75
824-766 Chair - Burgandy 68.58
824-530 Fire Extinguisher 28.50
824-188 Fire Extinguisher 31.00
824-255 Monitor, FM 1100 50.00
824-386 Siren 70.00
824-519 Siren 87.00
824-582 Red Flash Light 49.50
The prescribed records and procedures for tangible personal property
are contained in Chapter 274, Florida Statutes , and the regulations issued by
its authority.
SURETY BONDS AND SURETY BONDS ESTREATED
A review of outstanding surety bonds held by the Sheriff's office
indicated that there may have been a lack of proper communication between the
Criminal Court, the County Solicitor's office, the Justice of the Peace Courts,
and the Sheriff's office.
Bonds dating back to the year 1960 were still on hand in the Sheriff's
office while court records indicated that a material number of the long out-
standing bonds were for cases which were no longer outstanding or pending in
Monroe County.
Certain surety bonds which had been,estreated in Criminal Court and
held by the Sheriff's office had not been acted on timely. A list of these bonds
and a schedule of the dates that the County Solicitor recorded the judgments
with the Clerk of the Circuit Court of Monroe County is as follows:
Date of Name of Principal Amount of Court Date Judgment
Esteature Bond Reference Was Recorded
by Clerk of
the Circuit Court
7-24-69 Ralph Benjamin Jones $ 500.00 CC #311 6- 9-71
10-16-69 Gene Edward Blackwell 500.00 CC #33 5-11-71
10-16-69 Gene Edward Blackwell 35.00 CC #44 5-11-71
11-11-69 Elmo F. Midyette, Jr. 250.00 CC #489 5-11-71
2-11-71 Robert E. Moore 1,000.00 CC 959 5-11-71
3-24-71 Edward W. Cavanaugh 350.00 CC #276 5-11-71
Only the last bond in the above list had been collected by Monroe
County as of May 31, 1971.
Steps should be taken to ensure prompt collection of estreated bonds
and to prevent the backlog of bonds held by the Sheriff's office after the courts
have closed the related cases.
FEDERAL PROJECTS
The Sheriff's office participated in two federally funded projects
which were administered by the State of Florida through the Inter-Agency Law
Enforcement Planning Council. The Sheriff received two lump-sum advances
totaling $12,355 for the Video Training Project and the Satellite Crime
Laboratory Project.
The purpose of the projects was to develop additional crime laboratory
facilities and to provide additional law enforcement training through the use
of video presentations. The Sheriff stated that the special project funds were
not used to supplant county appropriations as both projects were established
only as a result of the availability of additional funds as administered by the
Inter-Agency Law Enforcement Planning Council.
A separate bank account and a separate set of financial records were
maintained for each project. Expenditures were made from only one project,
the Video Training Project, during the period covered by this report. Original
expenditures were made from the Sheriff's Operating Account and were reimbursed
from the project's funds. All such expenditures from the Operating Account
were reimbursed in the fiscal year of expenditure.
The salary reimbursements from the Video Training Project's funds to
the Sheriff's Operating Account were excessive in the amount of $38.22, which
represented the matching portion of social security for the month of December
1970. This amount was not disbursed by the Operating Account and therefore
should not have been reimbursed to it.
The transactions of the federally funded projects are presented on
exhibit C and the balances at April 30, 1971, are presented under a special
heading on exhibit A.
28
STATEMENT FROM AU➢ITED OFFICIAL
A list of audit findings was submitted to the Sheriff. The Sheriff's
written comments concerning this list are shown on exhibit D.
EXHIBITS
The following exhibits are attached to and form a part of this report:
EXHIBIT - A Balance Sheet.
EXHIBIT - B Receipts, Expenditures, and Budgets - Operating Account.
EXHIBIT - C Receipts, Expenditures, and Budgets - Federal Projects.
EXHIBIT - D Statement from Audited Official.
Respectfully submitted,
(Signed) Ernest Ellison, C.P.A.
Auditor General
Audit supervised by:
(Signed) Willard C. Hale
Audit made by:
(Signed) William W. Fritz
29
EXHIBIT - A MONROE COUNTY
SHERIFF
BALANCE SHEET
Abril 30 , 1971
Total Operating Trust Federal General
Account Accounts Projects Fixed
Assets
ASSETS
Assets - Other Than Fixed:
Cash in Office $ 200.00 S 200.00 $ $ $
Cash in Bank:
Operating Account 71,998.54 71,998.54
Bond Account 33,629.50 33,629.50
Individual Depositors Account 1,807.14 1,807.14
Suspense Account 4,427.96 4,427.96
Federal Projects:
Satellite Crime laboratory Account 6,396.00 6,396.00
Video Training Account 955.53 955.53
Fixed Assets Ill
TOTAL 5119.414.67 $72,196.54 $39,864.60 $7,351.53 5 (11
LIABILITIES AND FUND BALANCES
Liabilities:
Cash Bonds $ 33,629.50 $ $33,629.50 ,$ S
Individual Deposits 1,807.14 1,607.14
Other Suspense 4,427.96 4,427.96
Total Liabilities S 39,664.60 $ - - $39,864.60 $ - - $ - -
Fund Balances:
Operating Account $ 72,198.54 $72,198.54 S $ $
Federal Projects 7,351 53 7.351,53
Investment in Fixed Assets (I)
Total Fund Balances $ 79.550.07 $72.198.54 $ - - 57,351.53 S - -
TOTAL $119,414.67 $72,198.54 $39,864.60 $7,351.53 $ (11
Note: (1) Due to the condition of the records and lack of physical inventories, I am unable to
present the balances of the General Fixed Assets accounts.
EXHIBIT A
30
MONROE COUNTY EXHIBIT - B
SHERIFF
RECEIPTS, EXPENDITURE'S, AND BUDGETS - OPERATING ACCOUNT
October I , 1969 to April 30, igry1
Fiscal Year Ended 9-30-70 Fiscal Year Ending 9-30-71
Budgeted Actual Budget Budgeted Actual Budget
Difference to 4-30-71 Difference
Receipts
County Appropriation $667.303.00 6667,303.00 $ - - $751,016.00 $513,277.20 $-237,738.80
Expenditures and Balance
Salary of Sheriff $ 14,512.50 $ 14,512.50 $ $ 14,850.00 $ 6,662.50 $ 6,187.50
Salaries of Deputies and Assistants 387.307.21 $387.270.33 36.87 469,780.00 $260.755.62 209,024.3E
Expenses Other Than Salaries:
Automobile $ 63,571.43 $ 40,501.79
Travel 3,621.36 2,066.93
Radio 2,979.78 2,454.63
Other Criminal 22,681.32 6,950.35
Food for Jail 23,264.75 15.998.67
Care of Prisoners 5,832.02 3,250,25
Jail Utilities 13,904.22 10.710.38
Jail Supplies 3.581.97 2.444.58
Other Jail 4,788.90 2,513.44
Telephone and Telegraph 12.836.77 7,716.07
Office Supplies 9,166.29 4,691.92
Other Administrative 44.865.58 39.902.87
Total Expenses Other Than Salaries 211.014.35 $211.001.39 12.96 225,586.00 $139,201_80 86,304.12
Equipment:
Automobile $ 27.404.84 $ 27.054.80
Jail 1,202.13 264.10
Radio 8.190.85 875.00
Other 12,591.13 361.74
Total 6qui0ment 49,466.95 $ 49.468.95 34,800.00 $ 28.555.64 6,244.36
Investigations 5,000.00 S 5,000.00 6,000.00 $ 3,903.02 2.096.98
Total Buigatary A'<petlitures 6667,303.00 $667,253.17 $ 49.83 $751,016.00 S441,078.06 $ 309,937.34
Balance Refunded to County 49.83 -Y9.8.3
Fund Balance 72,198.54 -72,198.5U
Total $667,303,00 $667.303.00 $ - - $751,016,00 $513.277.20 $ 237,738.90
EXHIBIT - B
31
EXHIBIT - C MONROE COUNTY
SHERIFF
RECEIPTS, EXPENDITIIRES, AND BUDGETS - FEDERAL PROJECTS
October i, ig6g to April go, i971
FISCAL YEAR ENDING 9-30-71 ( I )
Budgeted Actual Budget
to 4 -30-71 Difference
Satellite Crime Laboratories
Project Grant
Receipts:
Grant Award 512, 793. 00 $6, 396. 00 $-6,397.00
Expenditures and Fund Balance:
Expenditures $12. 793. 00 $ $12, 793. 00
Fund Balance 6, 396. 00 -6,396.00
Total $12, 793, 00 $6. 396. 00 $ 6. 397. 00
Video Training Project Grant
Receipts:
Grant Award $ 5, 959. 00 $5, 959. 00 $ - -
Expenditures and Fund Balance:
Expenditures:
Salary $ 5, 359. 00 64, 903. 92 $ 455. 08
Other Expenses 600. 00 99. 55 500. 45
Total Exbendi tyres $ 5, 959. 00 $.5, 003. 47 $ 955. 53
Fund Balance 955. 53 -955.53
Total $ 5, 959. 00 $5. 959. 00 $ - -
Note: ( I ) There were no transactions in the fiscal year ended September 30,
1970.
EXHIBIT - C
32
MONROI COUNTY EXHIBIT P
SHFRI FI
STATEMENT FROM All➢LTFD OFFICIAL
October I, 79P9 to April fo! 197'
C��/bbrt4f, HOBERT L. BROWN . SHERIFF MONROE COUNTY
.. M`MBER OF F7 5 H,�RIFFS AP$Oc,ATION
TELEPHONE TIONNE
FLORIDA VI A['n OFFICERS ANNOe7.MTmn
P.0.110X INK
KEY INEPT, FLOEIDA Siuln March 22, 1972
Honorable Ernest Ellison, C.P.A.
Auditor General
Florida State Capitol
Tallahassee, Florida 32302
Re: Preliminary and Tentative
Audit Findings
Dear Mr. Ellison:
This will acknowledge receipt of your letter and list
of preliminary and tentative audit findings for the period
beginning October 1, 1969 and ending April 30, 1971.
When I first took office in 1969 the outgoing Sheriff
left the night before and hasn't spoken to me since. I
bring this to your attention so that you can imagine how
many problems I inherited.
In reference to the two payments to the Key West Jun-
ior Football League, this has been a practice with this
office since 1965. The payments were made for purchase of
equipment in the Juvenile Delinquency Prevention Program
in which we sponsor the Junior Deputy Football Team. This
exception was not noted in the prior audit reports. Al-
though I do not consider this a donation, but as stated for
purchase of equipment, I have taken steps to raise the
money throughout the community in the future.
Since the Audit, a direct line has been installed be-
tween our sub-stations and the main office; thus, addition-
ally improving the system.
I have advised the Criminal Court Judge of your exception
to serving the jury a cold meal (sandwiches) . I might note
that this was not routine and happened on rare occaisions only.
P.XNIBIT - 0
33 «o,I t„II,ee I
1L111181I - P MONROI rOLIN I
ent i,niaJl
snFlu F E-
STAIW hr PNO,N 40019Yi0 01E1c11I.
October I , 1909 tc Apra( 9c, ,9+i
Hon. Ernest Ellison, C.P.A.
Page two
March 22, 1972
I have assigned Lt. Nathan Tynes of this department to
make daily checks with the Chief Cook in regards to meals
served for better accountability.
1. In regards to the tangible personal property, we
now have a master control file showing dollar amount of
physical inventory. Individual property records have been
assigned by location and property use. Responsibility has
been fixed for the accountability of all items shown on
physical inventory.
2. 6 3. All items purchased by this administration
are accounted for. I had no way of knowing what the in-
ventory was prior, due to lack of communication with the
previous sheriff. A complete physical inventory now exists.
4. In regards to a selective test of 157 individual
property items this matter was corrected at the time of the
audit.
5. In regards to four of the items tested and found
to be listed twice, this was also corrected at the time
of the audit.
6. In regards to the items that could not be located,
these were purchased many years ago by prior administrations
and could not be accounted for when I took office.
All Bonds arc cleared and all Estreatures paid.
Whenever a bond is estreated the bondsman has 30 days
to pay the estreature or deliver the defendant to the
Sheriff. After completion of this period the bondsman is
notified in writing by letter that the Sheriff will not
accept anymore surety bonds until the estreature has been
satisfied.
All of the estreatures mentioned in your letter have
been collected and are shown ns paid.
P.XIl1I1IT - 0
i. ,n t„well
34
MONuOV (MINTY ItAYIIUJT - N
I Lant,nhedl
SI—IR I
STAfCMIiNI PNON 4011IP O{PICIAI.
;Maher , a19 I( Apr: qn, 1971
Hon. Ernest Ellison, C.P.A.
Page three
March 22, 1972
In regards to the Video Training Project where the oper-
ating account was excessive in the amount of $38.22, which
represented the matching portion of social security, for the
month of December, 1979. This was corrected during the time
the auditors were here.
Since I have been in office I have continuously communi-
cated with your office in reference to information and advice
and am taking this opportunity to thank you and your staff
for the assistance rendered. Should I be in a position to
reciprocate in matters of mutual interest, please advise.
Yours very truly.
Sheriff of Monroe County
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�. IE S,�l
.4 STATE OP FLORIDA
^ 6
0 2 OFFICE OP THE AUDITOR GENERAL
ERNEST EwSON,C.P A Tallahassee, Florida
^°°"O"GENE"•` April 17, 1972
The Legislative Auditing Cormittee
of the Legislature
and the
Governor of Florida
Sirs:
Pursuant to law, I have directed that an audit be made of the
accounts and records of the
HONORABLE PAUL E. ESQUINALDO
JUDGE OF THE SMALL CLAIMS COURT
MONROE COUNTY
For the period beginning January 1, 1970,
and ending April 30, 1971,
and present this report thereon.
Pursuant to the provisions of Section 11.45(4), Florida Statutes, an
audit by this office of the accounts and records for the period beginning
September 1, 1968, and ending, December 31, 1969, has been deferred.
SCOPE AND OPINION..
An examination of the accounts and records was made in accordance
with generally accepted auditing standards, and accordingly included such tests
of the accounting records and such other auditing procedures considered necessary
in the circumstances.
The records were kept in accordance with the requirements of Chapter
219, Florida Statutes, and the regulations issued pursuant thereto by the
Department of Banking and Finance.
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Operating expenses of thu office of the Judge of the Small Claims Court
were budgeted and paid by the ➢oard of County Commissioners ; consequently, the
financial operations of the office are not included in the scope of this audit
but are included in the audit of that board.
In my opinion, subject to the comments above, this report presents
fairly the accounting and accountability of the office of the Judge of the Small
Claims Court on the basis of cash receipts and disbursements for the period
January 1, 1970, through April 30, 1971, in conformity with generally accepted
governmental accounting principles applied on a consistent basis.
COMMENTS
There were no assets or liabilities of record at April 30, 1971.
All cash collections had been deposited into the county depository.
In accordance with Chapter 63-606, Acts of 1963, filing fees were
collected by the Judge. A total amount of $5,132.50 was collected and remitted
to the county during the audit period.
A balanced cashbook was maintained as required by Chapter 219, Florida
Statutes. Official prenumbered receipts were issued for all collections of
record, and amounts collected were deposited intact into the county depository.
In accordance with Chapter 59-728, Acts of 1959, deposits were credited to the
Fine and Forfeiture Fund.
The proceedings and disposition of cases brought before the court were
recorded in a court docket as prescribed by Section 42.08, Florida Statutes.
The Judge and the Clerk were paid salaries of $7,500 and $3,600 per
annum, respectively, by the ➢oard of County Commissioners pursuant to Chapter
59-728, Acts of 1959, as amended by Chapter 63-607, Acts of 1963, as amended
by Chapter 65-1063, Acts of 1965. Other operating expenses of the office were
paid direct by the ➢oard of County Commissioners.
Retirement contributions were properly deducted and remitted by the
county.
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Section 219.02(3), Florida Statutes , requires the ➢oard of County
Commissioners to provide adequate insurance for the protection of public money
in county offices. The county insurance policies did not specifically include
the office of the Judge of the Small Claims Court.
Respectfully submitted,
(Signed) Ernest Ellison, C.P.A.
Auditor General
Audit supervised by:
(Signed) Willard G. Hale
Audit made by:
(Signed) Lawrence J. Heffernan
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