Report No. 09038, Tax Collector 9033
STATE OF FLORIDA
OFFICE OF THE AUDITOR GENERAL
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*** MONROE COUNTY ***
TAX COLLECTOR
For the Period
May 1, 1974 to June 30 , 1976
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STATE OF FLORIDA
OFFICE OF THE AUDITOR GENERAL
Report on Audit
of the Accounts of the
• MONROE COUNTY
TAX COLLECTOR
• For the Period
May 1 , 1974 to June 30 , 1976
Dated: June 16 , 1977
1
•
9038
STATE OF FLORIDA
OFFICE OF THE AUDITOR GENERAL
Report on Audit
of the Accounts of the
MONROE COUNTY
TAX COLLECTOR
For the Period
May 1 , 1974 to June 30 , 1976
Dated: June 16 , 1977
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-JL=� S I/ STATE OF FLORIDA
OFFICE OF THE AUDITOR GENERAL
ERNEST ELLISON,C.P. A. Tallahassee, Florida
AUDITOR GENERAL June 16 , 1977
The Legislative Auditing Committee
of the Legislature
and the
Governor of Florida
Sirs:
Pursuant to the provisions of Section 11 .45, Florida
Statutes, I have directed that an audit be made of the accounts and
records of the
HONORABLE HARRY F. KNIGHT
MONROE COUNTY
TAX COLLECTOR
For the Period Beginning May 1 , 1974 ,
and Ending June 30 , 1976 ,
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No.
and present this report thereon.
(1) Since the income of the office was reported for the period
from January 1 , 1974, to September 30 , 1974 , the income 'for that
entire nine-month period is shown in this report.
(2) The Tax Collector in his written response to the audit
findings included in this report stated (see page 22) : "It has always
been the practice of this office to follow the statutes, rules and
regulations in connection with the operation of this office. However ,
most of us are finding it increasingly difficult to satisfy the State
Auditors. It is hoped by this office that some consideration will be
given to the fact that there are no shortages in funds which we handle
for the various taxing bodies as well as the State of Florida. " This
report does not indicate that it was not the Tax Collector 's practice
to follow the statutes (laws) and rules and regulations. As required
by law, this report, however , does indicate the instances in spite of
his practice, where the Tax Collector violated laws and regulations.
The Tax Collector is not required to satisfy the State Auditors; he is
only required to perform his duties as required by law, in other
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words, satisfy the law. Finally, the Collector is aware that this
office has always reported whether or not trust collections of record
are accurately handled.
SCOPE AND OPINION
( 3) I have examined the financial statements of the various
funds of the Monroe County Tax Collector for the nine-month period
ended September 30, 1974, the fiscal year ended September 30, 1975,
and the nine-month period ended June 30, 1976. My examination was
made in accordance with generally accepted auditing standards, and
accordingly included such tests of the accounting records and such
other auditing procedures as I considered necessary in the
circumstances.
(4) In my opinion, the accompanying financial statements present
fairly the financial position of the Monroe County Tax Collector at
June 30, 1976, and the results of operations of the General
(Operating) Fund for the nine-month period ended September 30, 1974,
the fiscal year ended September 30, 1975, and the nine-month period
ended June 30, 1976, and the cash receipts and disbursements of the
Trust and Agency Funds for the period from May 1 , 1974, to June 30,
1976, in conformity with generally accepted accounting principles
applied on a consistent basis.
FINANCIAL POSITION
( 5) The financial position of all funds at June 30, 1976, is
shown on exhibit A. The balance sheet of the Trust and Agency Funds
is shown on exhibit D.
FINANCIAL OPERATIONS - GENERAL (OPERATING) FUND
Budgets
(6) Budgets for the operation of the Tax Collector 's office were
prepared and submitted to the Department of Revenue as prescribed by
Section 195.087 (2) , Florida Statutes; however , budget copies could not
be found by the County Clerk 's personnel, nor was there any evidence
located or presented showing that copies had been filed with the
county as required by Section 218 .35 (4) , Florida Statutes.
( 7) A summary of the budget amounts as approved by the
Department of Revenue and a comparison with actual amounts expended
are shown on exhibit B.
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Revenues and Expenditures
(8) The reports of revenues and expenditures for the nine-month
period from January 1 , 1974 , to September 30, 1974, and the fiscal
year ended September 30, 1975, were promptly filed pursuant to the
provisions of Section 218.36, Florida Statutes. Excess fees for the
fiscal year 1974-75 had been underremitted by $3 ,010.50 as of June 30,
1976, as shown on exhibit F, note 3. This was the amount of a warrant
written and recorded on September 30, 1975, for the purchase from the
Burroughs Corporation of three validating machines. The machines were
not received and on January 9, 1976, the Tax Collector voided the
warrant. On August 4, 1976, after the close of the audit period, the
Tax Collector amended his report of revenues and expenditures for
1974-75 and properly distributed the $3,010.50 as excess fees.
Expenditures should never be recorded or reported for goods or
services that have not been received.
(9) Commissions and fees charged by the Tax Collector generally
appeared to be in compliance with applicable laws. During the audit
period, the commission rate charged on occupational license fees was
changed to comply with Chapter 73-553, Acts of 1973, as amended by
Chapter 74-536, Acts of 1974.
(10) Stale-dated checks totaling $438.79 that were canceled
during the 1973 calendar year and recorded as miscellaneous income
were properly restored to the respective trust accounts during the
audit period.
(11) Expenses of the office were adequately supported by itemized
invoices or payrolls.
Retirement and Social Security
(12) The Tax Collector deducted proper amounts for retirement and
social security contributions from salaries paid to eligible
employees. These contributions, together with those for his personal
account, were promptly remitted to the retirement system.
Compensation
(13) The Tax Collector 's annual compensation was governed by
Chapter 145, Florida Statutes, and was correctly paid.
FINANCIAL OPERATIONS - TRUST AND AGENCY FUNDS
(14) Generally, collections of record were promptly and
accurately remitted. Collections for real estate and personal
property taxes were properly noted on the rolls.
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(15) Beginning with the 1974 roll, tax warrants were issued as
required by Section 197.086, Florida Statutes, for items on the
personal property tax roll which became delinquent at May 1 .
(16) The Monroe County Board of County Commissioners was
authorized to provide for the issuance of dog licenses under the
provisions of Chapter 63-1637 , Special Acts of 1963 . The Board
subsequently assigned the Tax Collector the responsibility for issuing
dog tags and collecting license fees pursuant to county ordinance
No. 4-1973 , adopted April 24, 1973 . Collections of these fees were
deposited directly into the County's General Fund. This function will
be included in my audit of the Board's accounts.
( 17) Deposits were sometimes not collected from persons bidding
on tax sale certificates, although required by Section 197 .116,
Florida Statutes, and Section 12D-12.20, Rules of the Department of
Revenue. No collections were received on some certificates for
lengths of time up to one month after the tax sale had been completed.
The Tax Collector in his written response to this comment stated that
. . to satisfy the Auditing Department" he would obtain a deposit
from each bidder prior to the start of the sale. The Tax Collector is
reminded that the above cited law and regulations (not the Auditor
General) require him to obtain the bid deposits.
(18) Tax sale certificates not sold at the time of the original
sale were not recorded as county certificates in the manner prescribed
by Section 197.116 (1) , Florida Statutes, and Section 12D-12.20, Rules
of the Department of Revenue. After all items had been offered at the
tax sale, the sale was adjourned for a two-week period. During the
two weeks, certificates not sold at the sale could be purchased at the
maximum interest rate in the Tax Collector 's Key West office. When
the sale was reconvened, any certificates remaining unsold were again
offered for sale and, if bids were not received, the certificates were
then recorded as county certificates. Certificates for which bids
were not received at the initial sale should have been immediately
recorded as county tax certificates and, when they were later sold,
the additional fees required to sell county certificates should have
been collected. The Tax Collector in his written response to this
comment stated that ". . . in our efforts to cooperate with the
Auditing Department, we will strike off any unsold items to the county
The Tax Collector is reminded that Section 197. 116 (1 ) ,
Florida Statutes, and Section 12D-12.20 of the Florida Administrative
Code (Rules of the Department of Revenue) , not the Auditor General,
govern the procedures for the issuance of tax sale certificates both
to individuals and to the county.
( 19) Section 197.186, Florida Statutes, provides that unclaimed
individual tax certificate redemption moneys shall, upon expiration of
90 days from receipt of moneys, be remitted on the first day of the
following quarter to the Board of County Commissioners. At June 30,
1976, such unclaimed funds totaling $431.80 were still on hand that
should have been remitted to the Board on April 1, 1976.
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(20) A statement of cash receipts and disbursements of the Trust
and Agency Funds is presented on exhibit E.
TAX REDEMPTIONS
(21) Pursuant to the provisions of Section 197.356 , Florida
Statutes, the Tax Collector had the responsibility for handling the
redemption of tax certificates sold to individuals and those assumed
by the county. The Tax Collector was also the custodian for all
certificates issued to the county. Four county certificates from the
1974 sale, Nos. 38-A, 613-A, 669-A, and 713-A, could not be located
for audit. Section 197.132, Florida Statutes, deals with the issuance
of duplicate tax certificates.
RECORDS AND INTERNAL CONTROL
(22) Balanced cashbooks, required by Section 219 .04, Florida
Statutes, were kept by the Collector for all funds. General ledgers,
together with subsidiary ledger accounts deemed necessary, were also
maintained. However, the subsidiary accounts were not reconciled
regularly to applicable general ledger control accounts. At the close
of the audit period, at least five control account balances did not
equal the totals of the corresponding subsidiary accounts. I
recommend that such reconciliations be done on a regular basis, at
intervals not greater than once a month.
( 23) Collections were deposited intact. Beginning September 1,
1974, the Tax Collector began issuing validating machine receipts for
all county occupational license collections. Except for partial
payments of current and delinquent taxes, prenumbered receipts,
validating machine receipts, and prenumbered licenses were issued for
all collections of record as required by Section 219 .02 (1) , Florida
Statutes.
(24) Section 12D-12.01 (formerly 12B-1.300) , Rules of the
Department of Revenue, provides that the Tax Collector shall under no
circumstances accept partial payment or installment payments of taxes
other than those authorized by these rules. Partial or installment
payments of the type not authorized were sometimes accepted by the Tax
Collector for current and delinquent taxes. These payments were held
in the office safe and not deposited and recorded until the total
amounts due were received. Receipts issued for the partial or
installment payments were not prenumbered; however, a prenumbered or
validating machine receipt was issued after the total amount was
received. Since partial or installment payments were accepted, they
should have been recorded daily as required by Section 219 .04 (1) ,
Florida Statutes.
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(25) The three validating machines discussed in audit report
No. 8571, paragraph 27 , were still used. The construction of these
machines did not provide some of the control features required by
Section 3A-50.04, Rules of the Department of Banking and Finance, such
as:
1. The machines had counters that could be cleared and reset
by unauthorized personnel.
2 . The machines could be reset to numbers other than zero or
one.
The Collector in his written response to this comment attempts to
shift responsibility for compliance with the Florida Administrative
Code to the validating machine manufacturer. I would remind him that
the specific requirements for validating machines contained in Section
3A-50.04, Rules of the Department of Banking and Finance, have been
effective since 1959. The two deficiencies noted above adversely
affect internal control over cash collections. I am required by law
to report such deficiencies; therefore, I have not removed this
comment from this audit report as requested by the Tax Collector in
his written response (see paragraph reference No. 25 on page 24) . It
is also noted that the three new validating machines received after
the close of the audit period do not provide the control features
required by the Rules of the Department of Banking and Finance.
( 26) Bank balances were reported as required by Section 136.02,
Florida Statutes.
(27) Tangible personal property tax warrant registers were
prepared as required by Section 197.096, Florida Statutes.
( 28) During the audit period, some of the duties of the Deputy
Tax Collector were separated and assigned to different persons as
recommended in audit report No. 8571, paragraph 30.
( 29) Items noted which were evidence of lack of proper internal
control over tax certificate redemptions were as follows:
1 . Collections totaling $720 made on June 11, 1976, for
individual tax sale certificates were not deposited and
recorded until July 7, 1976. Section 219 .04 (1) , Florida
Statutes, requires that collections be recorded daily.
2 . A second receipt was sometimes issued for a collection
without obtaining and voiding the original copy of the
first receipt. This practice should be discontinued.
3 . Section 3A-50.03 (3) , Rules of the Department of Banking
and Finance, requires that for prenumbered receipt
blanks a record must be kept showing the dates and
numbers received; names, dates, and numbers of receipt
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blanks issued to employees; and the same information
when the receipt blanks are returned used or unused.
Such a record was not kept for CF-465A, CF-465, and
DR-565 receipts that were used for tax certificate
redemptions.
STATEMENT FROM AUDITED OFFICIAL
(30) In accordance with the provisions of Section 11.45 (6) (d) ,
Florida Statutes, a list of audit findings was submitted to the Tax
Collector . His response to the audit findings included in this report
is shown on exhibit G.
EXHIBITS
The following exhibits are attached to and form a part of
this report:
EXHIBIT - A Combined Balance Sheet.
EXHIBIT - B General (Operating) Fund - Statement of Revenues
and Expenditures.
EXHIBIT - C General (Operating) Fund - Statement of Changes
in Fund Balance.
EXHIBIT - D Trust and Agency Funds - Balance Sheet.
7
EXHIBIT - E Trust and Agency Funds - Statement of Cash Receipts
and Disbursements.
EXHIBIT - F Notes to Financial Statements.
EXHIBIT - G Statement from Audited Official .
Respectfully submitted,
(Signed) Ernest Ellison, C.P.A.
Auditor General
Audit supervised by:
(Signed) Willard G. Hale
Audit made by:
(Signed) James A. Bell
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EXHIBIT - A MONROE COUNTY
TAX COLLECTOR
COMBINED BALANCE SHEET
June 30, 1976
General Trust and
(Operating) Agency
Fund Funds
ASSETS
Cash on Hand $ 2,593.00 $ 83,273.84
Cash in Banks 154,585.52 588,945.43
Due from Trust and Agency Funds 28,612.32
TOTAL $185,790.84 $672,219.27
LIABILITIES AND FUND EALANCE
Liabilities:
Due to State of Florida:
Department of Revenue $ $ 27,685.81
Department of Highway Safety and Motor
Vehicles 7,127.44
Department of Natural Resources 29,009.50
Game and Fresh Water Fish Commission 974.75
Unremitted Taxes on Current 1975 General Roll 429,916.62
Advance Payments on 1976 General Roll 801,02
Unremitted Delinquent Taxes 142,883.30
Due to Board of County Commissioners 2,598.37 437.88
Due to Monroe County District School Board 53.59
Due to Lower Florida Keys Hospital District 72.25
Due to Monroe County Mosquito Control District 173.40
Due to Monroe County Waste Collection and
Disposal District 108.98
Due to Central and Southern Florida Flood
Control District 3.91
Due to City of Key West 118.37
Due to General (Operating) Fund 28,612.32
Due to Individuals 2,502.94
Payroll Deductions Unremitted:
Withholding Taxes 3,096.00
Social Security 1,330.06
Group Insurance 210.71
Credit Union 2,559.98
United Fund 48.42
Cash Overage 548.40
Unidentified Balances 1,359.44
Outstanding Checks on Closed Bank Accounts 241.48
Total Liabilities $ 10,255.67 $672,219.27
Fund Balance 175,535.17
TOTAL $185,790.84 $672,219.27
The accompanying notes to financial statements form an integral part of this
statement.
EXHIBIT - A p
9
MONROE COUNTY EXHIBIT - B
TAX COLLECTOR
GENERAL (OPERATING) FUND
STATEMENT OF REVENUES AND EXPENDITURES
January 1, 1974 to June 30, 1976
Nine-month Period Ended 9-30-74
Budget Actual Over (Under)
Budget
Revenues
State $ 3,500.00 $ 5,990.61 $ 2,490.61
Board of County Commissioners 259,247.00 228,280.46 (30,966.54)
District School Board 6,005.00 5,975.86 (29.14)
Special Taxing Districts 12,950.00 34,108.70 21,158.70
Motor Vehicle License Fees 34,000.00 23,090.00 (10,910.00)
Occupational License Fees 700.00 666.28 (33.72)
Real Estate Tax Sale Commissions 13,000.00 15,399.05 2,399.05
Personal Property Collection Fees 200.00 308.00 108.00
Interest on Time Deposits 1,000.00 1,650.00 650.00
Tax Certificate Redemption Fees 7,610.85 7,610.85
Motorboat Registration Certificate Fees 2,965.00 2,965.00
Fishing, Hunting, and Trapping License Fees 35.25 35.25
Mailing Fees 1,439.70 1,439.70
Miscellaneous Income 524.43 524.43
Total Revenues $330,602.00 $328,044.19 $ (2,557.81)
Expenditures
Salaries and Benefits $176,786.00 $173,676.16 $ (3,109.84)
Other Personal Services:
Temporary:
Students $ 5,400.00 $ $ (5,400.00)
Clerical 2,600.00 (2,600.00)
Part Time 2,000.00 (2,000.00)
Professional Fees:
Legal 900.00 600.00 (300.00)
Deputy Sheriff, Collecting Personal
Property Taxes 30.00 (30.00)
Total Other Personal Services $ 10,930.00 $ 600.00 $ (10,330.00)
Expenses:
Contractual Services:
Postage $ 7,325.00 $ 7,324.91 $ (.09)
Telephone 2,200.00 2,194.56 (5.44)
Printing and Reproduction 3,250.00 3,222.44 (27.56)
Repairs and Maintenance 1,500.00 1,473.56 (26.44)
Travel 6,100.00 5,387.42 (712.58)
Data Processing 20,000.00 19,497.74 (502.26)
Legal Advertising 9,900.00 9,891.73 (8.27)
Miscellaneous 3,678.00 3,271.30 (406.70)
EXHIBIT - B
(Continued)
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EXHIBIT - B MONROE COUNTY
(Continued) TAX COLLECTOR
GENERAL (OPERATING) FUND
STATEMENT OF REVENUES AND EXPENDITURES
January 1, 1974 to June 30, 1976
Nine-month Period Ended 9-30-74
Budget Actual Over (Under)
Budget
Expenditures (Continued)
Expenses (Continued):
Materials and Supplies:
Office Materials and Supplies $ 2,125.00 $ 2,483.73 $ 358.73
Current Charges and Obligations:
Insurance and Surety Bonds 1,760.00 1,252.75 (507.25)
Rental of Equipment 300.00 (300.00)
Association Dues 5.00 5.00
Contingency 200.00 (200.00)
Total Expenses $ 58,343.00 $ 56,005.14 $ (2,337.86)
Operating Capital Outlay:
Books $ 642.00 $ $ (642.00)
Office Furniture and Equipment 7,786.00 7,775.59 (10.41)
Total Operating Capital Outlay $ 8,428.00 $ 7,775.59 $ (652.41)
Total Expenditures $254,487.00 $238,056.89 $ (16,430.11)
Excess of Revenues Over Expenditures $ 76,115.00 $ 89,987.30(2) $ 13,872.30
EXHIBIT - B
(Continued)
11
MONROE COUNTY EXHIBIT - B
TAX COLLECTOR (Continued)
GENERAL (OPERATING) FUND
STATEMENT OF REVENUES AND EXPENDITURES
January 1, 1974 to June 30, 1976
Fiscal Year Ended 9-30-75
Budget Actual Over (Under)
Budget
Revenues
Board of County Commissioners $293,448.00 $251,279.63 $ (42, 168.37)
Special Taxing Districts:
Mosquito Control District 27,000.00 23,126.39 (3,873.61)
School District Bonds Interest and
Sinking Fund 7,560.00 7,134.41 (425.59)
Lower Keys Hospital 7,100.00 9,610.09 2,510.09
Central and Southern Florida Flood
Control District 450.00 535. 15 85.15
Waste Collection and Disposal District 3,300.00 14,525.65 11,225.65
Motor Vehicle License Fees 41,000.00 52,002.85 11,002.85
Motorboat Registration Certificate Fees 5,000.00 7,483.36 2,483.36
Miscellaneous Income 23,000.00 35,174.26 12,174.26
Total Revenues $407,858.00 $400,871.79 $ (6,986.21)
Expenditures
Salaries and Benefits $275,144.00 $255,772.47 $ (19,371.53)
Other Personal Services:
Temporary Employment $ 15,850.00 $ 15,875.67 $ 25.67
Professional Fees:
Legal 1,500.00 1,140.00 (360.00)
Deputy Sheriff, Collecting Personal
Property Taxes 30.00 (30.00)
Total Other Personal Services $ 17,380.00 $ 17,015.67 $ (364.33)
Expenses:
Contractual Services:
Postage $ 13,000.00 $ 12,998.54 $ (1.46)
Telephone 3,500.00 3,536.43 36.43
Printing and Reproduction 4,870.00 4,622.39 (247.61)
Repairs and Maintenance 5,208.00 5,154.92 (53.08)
Travel 11,030.00 9,008.15 (2,021.85)
Data Processing 20,000.00 19,975.13 (24.87)
Legal Advertising 15,100.00 14,762.15 (337.85)
Miscellaneous 1,940.00 1,932.99 (7.01)
EXHIBIT - B
(Continued)
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EXHIBIT - B MONROE COUNTY
(Continued) TAX COLLECTOR
GENERAL (OPERATING) FUND
STATEMENT OF REVENUES AND EXPENDITURES
January 1, 1974 to June 30, 1976
Fiscal Year Ended 9-30-75
Budget Actual Over (Under)
Budget
Expenditures (Continued)
Expenses (Continued):
Materials and Supplies:
Office Materials and Supplies $ 2,900.00 $ 2,771.35 $ (128.65)
Current Charges and Obligations:
Insurance and Surety Bonds 1,198.00 1,198.00
Rental of Equipment 400.00 (400.00)
Association Dues 195.00 194.51 (.49)
Contingency 200.00 (200.00)
Total Expenses $ 79,541.00 $ 76,154.56 $ (3,386.44)
Operating Capital Outlay:
Office Furniture and Equipment $ 6,199.00 $ 2,902.82 $ (3,296.18)
Total Expenditures $378,264.00 $351,845.52 $ (26,418.48)
Excess of Revenues Over Expenditures $ 29,594.00 $ 49,026.27(3) $ 19,432.27
EXHIBIT - B
(Continued)
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MONROE COUNTY EXHIBIT - B
TAX COLLECTOR (Continued)
GENERAL (OPERATING) FUND
STATEMENT OF REVENUES AND EXPENDITURES
January 1, 1974 to June 30, 1976
Fiscal Year Ending 9-30-76
Budget Actual Over (Under)
to 6-30 Budget
Revenues
Board of County Commissioners $283,106.00 $297,913.00 $ 14,807.00
Special Taxing Districts:
Mosquito Control District 23,762.00 23,655.99 (106.01)
School District Bonds Interest and
Sinking Fund 7,645.00 10,178.99 2,533.99
Lower Keys Hospital 9,721.00 10,001.48 280.48
Central and Southern Florida Flood
Control District 200.00 515.92 315.92
Waste Collection and Disposal District 15,675.00 16,102.73 427.73
Motor Vehicle License Fees 50,000.00 50,527.12 527.12
Motorboat Registration Certificate Fees 5,500.00 5,143.85 (356.15)
Miscellaneous Income 31,000.00 44,110.59 13,110.59
Total Revenues $426,609.00 $458,149.67 $ 31,540.67
Expenditures
Salaries and Benefits $314,372.00 $222,702.20 $ (91,669.80)
Other Personal Services:
Temporary Employment $ 12,000.00 $ 6,337.87 $ (5,662.13)
Professional Fees:
Legal Services 2,500.00 600.00 (1,900.00)
Total Other Personal Services $ 14,500.00 $ 6,937.87 $ (7,562.13)
Expenses:
Contractual Services:
Postage $ 14,000.00 $ 8,400.12 $ (5,599.88)
Telephone 3,800.00 2,945.45 (854.55)
Printing and Reproduction 4,800.00 3,455.56 (1,344.44)
Repairs and Maintenance 7,000.00 6,986.16 (13.84)
Travel 10,000.00 6,939.30 (3,060.70)
Legal Advertising 15,300.00 63.09 (15,236.91)
Miscellaneous 2,940.00 1,041.57 (1,898.43)
Materials and Supplies:
Office Materials and Supplies 2,800.00 2,585.25 (214.75)
EXHIBIT - B
(Continued)
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EXHIBIT - B MONROE COUNTY
(Continued) TAX COLLECTOR
GENERAL (OPERATING) FUND
STATEMENT OF REVENUES AND EXPENDITURES
January 1, 1974 to June 30, 1976
Fiscal Year Ending 9-30-76
Budget Actual Over (Under)
to 6-30 Budget
Expenditures (Continued)
Expenses (Continued):
Current Charges and Obligations:
Insurance and Surety Bonds $ 1,250.00 $ 1,117.00 $ (133.00)
Rental of Equipment 400.00 (400.00)
Association Dues 214.00 213.47 (.53)
Contingency 200.00 (200.00)
Total Expenses $ 62,704.00 $ 33,746.97 $ (28,957.03)
Electronic Data Processing $ 20,000.00 $ 15,236.27 $ (4,763.73)
Operating Capital Outlay:
Books $ 1,300.00 (1,300.00)
Office Furniture and Equipment 4,586.00 3,991. 19 (594.81)
Total Operating Capital Outlay $ 5,886.00 $ 3,991. 19 $ (1,894.81)
Total Expenditures $417,462.00 $282,614.50 $(134,847.50)
Excess of Revenues Over Expenditures $ 9,147.00 $175,535.17 $ 166,388.17
The accompanying notes to financial statements form an integral part of this statement.
EXHIBIT - B
15
MONROE COUNTY EXHIBIT - C
TAX COLLECTOR
GENERAL (OPERATING) FUND
STATEMENT OF CHANGES IN FUND BALANCE
January 1, 1974 to June 30, 1976
Fund Balance, January 1, 1974 $ 15,698.54
Add:
Excess of Revenues Over Expenditures, Exhibit B:
Nine-month Period Ended September 30, 1974 89,987.30
Fiscal Year 1974-75 49,026.27
Fiscal Year 1975-76 to June 30 175,535.17
Total $330,247.28
Deduct:
Reversion of Excess of Revenues Over Expenditures to
Taxing Authorities:
Calendar Year 1973 $ 15,698.54
Nine-month Period Ended September 30, 1974 89,987.30
Fiscal Year 1974-75 49,026.27
Total Deductions $154,712.11
Fund Balance, June 30, 1976, Exhibit A $175,535.17
The accompanying notes to financial statements form an integral part of this
statement.
EXHIBIT - C
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19
MONROE COUNTY EXHIBIT - F
TAX COLLECTOR
NOTES TO FINANCIAL STATEMENTS
May 1 , 1974 , to June 30 , 1976
1 . Summary of Significant Accounting Policies
The significant accounting policies followed by the Monroe
County Tax Collector are described below to enhance the usefulness of
the financial statements to the reader :
Basis of Accounting. The Tax Collector 's financial records
were maintained on the cash basis of accounting, whereby
revenues are recognized only when cash is received and
expenditures are recognized when cash is disbursed. The
accompanying financial statements are presented on the cash
basis of accounting .
Tax Collector ' s Compensation and Excess Income Distribution.
The Tax Collector 's office was operated on a fee income
basis, whereby the Tax Collector ' s official statutory
compensation is payable from the excess of fee income over
office expenditures. Any deficiency in the excess amount is
payable from the County' s General Fund. Excess income was
divided and distributed annually on a pro rata basis to the
governmental units from which fee income payments were
received.
Tangible Personal Property. Acquisitions of tangible
personal property are recorded as expenditures in the General
(Operating) Fund at time of purchase. Such assets are
reported to and capitalized by the Board of County
Commissioners and , consequently, are not shown on the Tax
Collector ' s records.
Retirement Plans. The Tax Collector and employees of his
office are members of one of the retirement plans
administered by the State of Florida, Department of
Administration, Division of Retirement. These plans require
contributions by the office and, in some instances, by the
employees at a stated percentage of compensation dependent
upon the individual plan.
20
MONROE COUNTY EXHIBIT - F
TAX COLLECTOR (Continued)
NOTES TO FINANCIAL STATEMENTS
May 1 , 1974 , to June 30 , 1976
2 . Excess income accrued and remitted for the nine-month period ended
September 30 , 1974 , was as follows:
Board of County Commissioners $79 ,188 .83
District School Board 1 ,574 .78
Lower Florida Keys Hospital
District 2,474 .65
Mosquito Control District 5,849 .17
Waste Collection and Disposal
District 899 .87
Total $89 ,987 .30
3 . Excess income accrued and remitted for the fiscal year ended
September 30 , 1975 , was as follows:
Accrued Remitted Unremitted
Board of County Commissioners $42,314 .58 $39 ,716 .21 $2 ,598.37
District School Board 872 .67 819 .08 53 .59
Lower Florida Keys Hospital
District 1 ,176 .63 1 ,104 .38 72.25
Mosquito Control District 2,823.91 2,650 .51 173 .40
Waste Collection and Disposal
District 1 ,774 .75 1,665 .77 108 .98
Central and Southern Florida
0 Flood Control District 63 .73 59 .82 3 .91
Total $49 ,026 .27 $46 ,015 .77 $3 ,010 .50
21
EXHIBIT - G MONROE COUNTY
TAX COLLECTOR
STATEMENT FROM AUDITED OFFICIAL
May 1, 1974 to June 30, L976
MONROE COUNTY
OFFICE OF TAX COLLECTOR
KEY WEST. FLORIDA 33040
HARRY F. KNIGHT COURTHOUSE
TAX COLLECTOR May 27. 1977 294-4641
13051
Mr. Ernest Ellison
Auditor General
State of Florida
Office of the Auditor General
Tallahassee, Florida
Dear Mr. Ellison:
Enclosed find my comments concerning the preliminary and
tentative adverse audit findings covering the period of May 1,
1974 to June 30, 1976.
It has always been the practice of this office to follow
the statutes, rules and regulations in connection with the
operation of this office. However, most of us are finding it
increasingly difficult to satisfy the State Auditors. It is
hoped by this office that some consideration will be given to
the fact that there are no shortages in the funds which we
handle for the various taxing bodies as well as the State of
Florida.
Cordially, `
Harry F. Knight
Tax Collector
HFK/jh
Enclosures
THE VACATION un Or THE PRESIDENTS
MONROE COUNTY EXHIBIT - G
TAX COLLECTOR (Continued)
STATEMENT FROM AUDITED OFFICIAL
May 1, 1974 to June 30, 1976
Audit Rebuttal Statement on
Report Adverse Findings on Audit
Paragraph
Number
(6) A copy of the budgets for this office has been delivered to the Clerk's
Office each year to the best of our knowledge. I discussed this matter
with Mr. Ralph White, Clerk of the Court, and he has instituted a new
procedure concerning the budgets of the various constitutional offices.
He also stated Chat he is willing to verify that since he has been
Clerk that budgets were received from this office. It is not the fault
of this office that they could not be located. It is my intention to
receive a signed receipt when this service is performed in the future.
(8) On October 7, 1974, we ordered three (3) new validating machines from
the Burroughs Corporation with a scheduled delivery date of six (6)
months (approximately April, 1975).
Numerous phone calles were placed as the date approached and we also
received numerous excuses.
On September 29, 1975, we were told that the machines would be received
in a few days and we would be billed.
On September 30, 1975, we wrote a check for $3,010.00 to cover the costs
of the expected three machines. This money had been budgeted in the
1974-75 fiscal year for this purpose.
In January, 1976, we cancelled the original check (over three months old)
and escrowed the funds pending delivery of the machines.
On March 26, 1976, the Burroughs Corporation advised us that they had
three machines available for delivery in one
e or two months.
On August 4, 1976, we again questioned the Miami sales manager regarding
our three machines. He stated that he had written a letter on July 30,
1976, to Detroit requesting information as to their status.
However, on August 3, 1976, we amended Annual Report submitted for 1975
budget year distributing $3,010.00 withheld for payment on delivery of
the machines. Funds distributed according to F.S. 218.36 (2)and as a
result of phone call to Mr. George Warner in State Auditing office in
Tallahassee.
On August 4, 1976, we amended our current budget 1975-76 to be able to
pay for the three new validators when received.
September 30, 1976, per invoice from Burroughs Corporation we prepared a
check for $3,028.20 for three validators.
October 29, 1976 — three machines received. Two years and three weeks
after being ordered.
(17) Since many of the people participating in the tax sale are persons who
have participated for many years, and since some of them are from out of
the city and on occasion have had to leave during the sale to meet air-
plane flight times, we have not felt it necessary to either disrupt the
sale to figure out how much they should be required to place on deposit.
Since we always continue the sale, we have found it easier to figure out
how much each one
e owes and to bill them. We have never---never had to
re-offer any of the property sold the first day with this method. I feel
that the rules governing the sale of tax certificates are general in
nature and that each tax collector has the privilege and responsibility of
conducting his sale in a manner which accomplished the purposes as set
forth in the Statutes.
However, to satisfy the Auditing Department, we will obtain a deposit from
each bidder prior to the start of the sale.
EXHIBIT - G MONROE COUNTY
(Continued) TAX COLLECTOR
STATEMENT FROM AUDITED OFFICIAL
May I, 1974 to June 30, 1976
Audit
Report
Paragraph
Number
(18) Again, as in Item # 3, I feel that this is a general concept by people
who write the rules but do not ever conduct a sale.
My job is to obtain the necessary funds so that the various taxing
bodies can operate as they are required to do by law --- the County is
not in the land business and it serves no one any purpose for me to
issue county certificates. Further, we are sometimes able to save the
individual taxpayer money by having them bid for rather than struck off
to the county for 18%.
However, in our efforts to cooperate with the Auditing Department, we
will strike off any unsold items to the County and then charge the addi-
tional fee when they are sold.
(19) Unclaimed individual tax certificate redemption disbursement at the end
of 90 days from date of collection - the new supervisor assigned to the
delinquent tax department was
not instructed on this procedure by his
predecessor. However, when he became aware of the procedure he has pre-
pared a procedure to safeguard this occurring in the future.
(21) An effort is still being made to locate these certificates. The increase
in interest from 12 to 18% in individual certificates caused a great in-
crease in the delinquent tax department. As I stated in Item
lf 5, in we had a new
employee in this department and this reason along with
the condemnation suits connected with both the Everglades National Park
and Big Cypress acquisition is in my estimation the cause of this problem.
I feel that these four certificates were pulled in error and all of our
efforts to recover them have been fruitless. As of this date, we have not
been able to locate these certificates and we would appreciate some direc-
tion as how we should proceed further.
(22) The account balances in question are in the process of being accounted for
properly. Two of the balances have been unaccountable to the ledge account
over a period of time and in prior audits. This is a time consuming job to
correct the procedure, however, it is in the process of being corrected. A
greater effort is being placed on monthly account balances to avoid problems
arising at a later date. We are assigning a new employee the job of re-
searching these accounts to find the outage.
(24) Again, we are in the position of the rules maker and the person who has to
carry out the rules.
In Monroe County, especially the City of Key West, there are no more than
five or six old people who are living on fixed incomes whom I accommodate
by taking a portion of their taxes monthly (November - March) until the
total amount is paid. This is an easy way for these people and it is some-
thing that I do not mind doing. They are given an office receipt for their
payment and when the final payment is received their tax bill is receipted
and the funds deposited. I must point out that these funds were in the
office safe, each in a separate envelope with the office copy of the office
receipts. We did not attempt to hide this operation, because personally,
I feel that I am providing a service to these taxpayers.
(25) It is almost ludicrous to attempt to answer this criticism. These
machines were purchased from the Burroughs Corporation, a company which
meets state requirements for this type machine. We cannot be responsible if
they have plastic covers which will not permit a guard to be placed over the
counters. This item was criticised in the Audit Report #8571, paragraph 27,
24
MONROE COUNTY EXHIBIT - G
TAX COLLECTOR (Continued)
STATEMENT FROM AUDITED OFFICIAL
May 1, 1974 to June 30, 1976
Audit
Report
Paragraph
Number
and we attempted to have the Burroughs Corporation design a cover which
was to n avail. I am sure that you would not recommend that we junk
three new machines.
No funds are unaccounted for so we would appreciate this item being re-
moved from the audit.
(29) Items noted as lack of proper internal control over tax certificate
redemptions.
1. At the time that the transaction noted occurred, this department was
involved in a work overload situation in another area of its respon-
sibilities.
In this case, a relatively unusual occurrence took place; in that
although the property owner made payment by personal check, he demand-
ed a written receipt immediately for his payment.
The Delinquent Tax Department, being involved in receipting payment
made by the U. S. District Court involving a large number of condemna-
tion suits, was not immediately able to stop that work.
Receipt of other than U. S. District Court checks at that time were
generally being made at the end of the day or at the end of a group of
U. S. District Court checks.
Therefore, a CF-1 (incidental) receipt was written to satisfy the
customer.
Not being a familiar practice, this receipt and payment was overlooked
and not re-written on a DR-565, "Receipt For Amount Paid for Redemption
of Lands Sold To Purchaser Other Than County", and deposited until
July 7, 1976.
All receipt books are now inspected far possible tranactions as part of
the routine check-out procedure.
1. A second receipt for collections is no longer written and was discon-
tinued prior to completion of this audit.
3. Section 3A-50.03 (3) Rules of the Department of Banking and Finance.
Ledgers are w kept recording activity of number"d receipts CF-465A,
CF-465 6 ❑R-565.
25