21i~}2nr",~ ST.M ARY PARISH C LERK O F CO URT Franklin,Louisiana G ENERAL PURPOSE FINANC IAL STATEM ENTS

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1 LyO!q',:,r:,~ q 21i~}2nr",~ ST.M ARY PARISH C LERK O F CO URT G ENERAL PURPOSE FINANC IAL STATEM ENTS AS O F AND FO R THE TW O YEARS ENDED JUNE

2 ST.MARY PARISH CLERK O F CO URT PART I PART I INDEPENDENT AUDITO RS'REPO RT GENERAL PURPOSE FINANCIAL STATEM ENTS Com bined Balance Sheet,June 30, A lfund types and AccountG roups PAG E 1 2 Com bined Statem entofrevenues,expenditures, and Changes in Fund Balance -Budget(GAAP Basis)and Actual-GeneralFund PART til PART IV Com bined Statem entofrevenues,expenditures and Changes in Fund Balance -Budget(GAAP Basis)and Actual-GeneralFund Notes to FinancialStatem ents SUPPLEM ENTARY INFO RMATION Supplem entalinform ation Schedules Schedule ofchanges in Unsetled Deposit Balances,by Funds INDEPENDENT AUDITO RS'REPO RTS REQ UIRED BY Reporton Com pliance and on Intem alcontrol OverFinancialReporting Based on an Audit offinancialstatem ents Perform ed in Accordance with G overn m entauditina Stan~ SCHEDULES AND DATA COLLECTIO N FORM Sum m ary Schedule ofpriorauditfindings M anagem ent's Corrective Action Plan for CurrentYearAuditFindings Data Co lection Form

3 ~ RSHALL W *GUiORY.CPA M~CHELE L.C~ U~nN.CpA ALAN M.'TAYLOR.CPA G U ID R Y, C H A U V IN & TA Y LO R A CERTIFIED PU BLIC A CCO UN TA NTS ACCOUNTING CO RPORATIO N I:). O.BOX M AIN STREET FRA NKLIN.LOUISIANA AM ERCAN INS~ Tu'rE C~ CER'rlPIEp pu~uc ACCOUNTANTS SOClC'tV OP LOUlS~ N~ CERTIFIED ~ BL~ ACC~ S FAX 337 -B2B-O2gO Honorable Clif Dressel St.M ary Parish Clerk ofcourt W e have audited the accom panying genera lpurpose financialstatem ents ofthe St.M ary Parish Clerk ofcourt,a com ponentunitofthe St.M ary Parish Govern m ent;as ofjune 30,2002,and foreach ofth e years then ended in th e two year period,as listed in the table of contents. These genera lpurpose financialsta tem ents are th e respon s~ility of the St.Mary Parish Clerk ofcourts m anagem ent. O urre sponsibility is to expre ss an opinion on these financialstatem ents based on ouraudit. W e conducted ourauditin accordance with auditing sta ndards genera ly accepted in th e United States ofam erica and th e standards applicable to financialaudits conta ined in Govern m entauditing Standards, issued by the Com ptrolerg enera lofthe United Sta tes. Th ose sta ndards re quire th atwe plan and perform th e auditto obtain reasonable assura nce aboutwhetherthe generalpurp ose financialsta tem ents are free ofm aterialm isstatem ent. An auditincludes exam ining,on a testbasis,evidence supporting the am ounts and disclosures in th e financial statem ents. An auditalso includes assessing th e accounting pdnciples used and significantestim ates m ade by m anagem ent,as welas evaluating th e overa lgeneralpurp ose financialsta tem entpresentation. W e believe that ourauditprovides a re asonable basis forouropinion. In ouropinion,th e genera lpurp ose financialstatem ents re ferred to above pre sentfairly,in a lm aterialrespects,th e financialposition ofth e St.M ary Parish Clerk ofcourt atjune 30,2002,and the results ofits opera tion s forthe tw o years then ended,in conform ity with accounting principles generaly accepted in the United States ofam erica. In accordance with Governm entauditing Standard s,w e have also issued ourre portdated Novem ber8,2002,on ourconsidera tion ofth e St.M ary Parish Clerk ofcourt's intern alcontroloverfinancialreporting and ourtests ofits com pliance with certain provisions oflaws,re gulations and contracts. Thatre port is an integralpart ofan audit performed in acco rdance with GovernmentAuditing Standards and should be read in conjunction with this report in considering th e results ofouraudit. Ourauditwas perform ed forth e purp ose ofform ing an opinion on th e generalpurp ose financialsta tem ents taken as a whole. The financialinform ation schedules listed in the table ofcontents are presented for th e purpose of additionalanalysis and are nota required part ofthe genera lpurpose financialsta tem ents ofth e St.Mary Parish Clerk ofcourt.such information has been subjected to the auditing procedures applied in the auditofthe general purpose financialstatem ents and,in ouropinion,is fairly stated in a lm aterialrespects in re lation to the gener al purp ose financialstatem ents ta ken as a whole. Novem ber8,2002 G uidry,chauvin & Taylor,CPA's

4 G ENERAL PURPOSE FINANC IAL STATEM ENTS

5 ST.MARY PARISH CLERK O F CO URT ALL FUND TYPES AND ACCO UNT G RO UPS Com bined Balance Sheet June 30,2002 ASSETS Cash Investm ents Receivables: Accounts Accrued interest Due from othergovernm ents Due from advance depositfund Ofice furniture and fixtures G OVT'L FUND G ENERAL FUND FIDUCIARY FUNDS AG ENCY FUND 620,918 $ 5,724, , ,934 32,050 2,388 4, , ,051 ACCO UNT G RO UP G ENERAL FIXED ASSET S 746,284 TOTAL (MEMO ONLY) 6,345, , ,101 2,388 4, , ,284 $ 963,678 $ 6~060r519 $ 746,284 $ 7,770,481 Liabilities : Accounts payable Defe red revenue Due to generalfund Unsettled deposits Due to litigants Totalliabilities $ 7,064 $ 105, , , ,900 5,489, , , , ,900 5T489,637 6,172,823 Fund Equity: Investm entin general fixed assets Fund balances: Unreserved -undesignated TotalFund Equity 851, , , , , TOTAL LIABILITIES AND FUND EQ UITY $ 6,060,519 $ 746,284 $ 7,770,481 The notes to the financialstatem ents are an integralpartofthis statem ent.

6 ST.MARY PARISH CLERK O F CO URT GOVERNM ENTAL FUND TYPE -GENERAL FUND (SALARY) Com bined Statem entofrevenues,expenditures and Changes in Fund Balance -Budget(GAAP Basis)and Actual Forthe YearEnded June ACTUAL VARIANCE FAVO RABLE (UNFAVORABLE) M arriage licenses Fees,Charges and com m issions forservices: Courtco sts,fees and charges Fees forrecording legaldocum ents Fees forcertified copies ofdocum ents Use ofm oney and property -interestearnings M isce laneous TOTAL REV ENUES $ 7,000 $ 6,249 $ (751) 724, ,650 76,000 24, , ,055 79,121 30,467 7,015 1,361,510 15, ,405 3,121 5, GeneralG overnm ent: Personalservice and related benefits O perating serv ice s and m aintenance Capitaloutlay TOTAL EXPENDITURES 1,064, , ,117, ,354 (52,333) 19,746 EXCESS (DEFICIENCY)OF REV ENUES OVER EXPENDITURES (16,236) 142, ,148 FUND BALANCE AT BEG INNING O F YEAR ,462 FUND BALA NCE AT END O F YEA R $ 692,226 $ 851t374 $ 159,148 The notes to the financialstatem ents are an integralpartofthis statem ent. 4

7 ST.M ARY PARISH CLERK O F CO URT GOVERNM ENTAL FUND TYPE -GENERAL FUND (SALARY) Com bined Statem entofrevenues,expenditures and Changes in Fund Balance -Budget(GAAP Basis)and Actual Forthe YearEnded June 30,2001 VARIANCE FAVO RABLE ACTUAL (UNFAVORABLE) M arriage licenses Fees,Charges and com m issions forservices: Courtco sts,fees and charges Fees forrecording legaldocum ents Fees force rtified co pies ofdocum ents Use ofm oney and property -intere stearnings M isce laneous TOTAL REVENUES 7,200 $ 6,138 $ (1,062) 640, ,000 76,000 30,000 6, , ,128 77,645 44, ,619 11,128 1,645 14,496 3, ,932 G eneralg overn m ent: Personalservice and re lated benefits O perating serv ice s and m aintenance Capitaloutlay TOTAL EXPENDITURES 1,050, , ,061, , (11,495) 7, EX CESS (DEFICIENCY)OF REVENUES OVER EX PENDITURES (79,028) 137, ,172 FUND BALANCE AT BEG INNING O F YEAR FUND BALANCE AT END O F YEA R 492,290 $ $ 216,172 The notes to the financialstatem ents are an integralpartofthis statem ent.

8 ST.MARY PARISH CLERK O F CO URT Notes to the FinancialStatem ents Forthe YearEnded June 30,2002 INTRO DUCTIO N As provided by Article V,Section 28 ofthe Louisiana Constitution of1974,the clerk ofcourtserves as the ex-oficlo notary public,the recorderofconveyances,m ortgages,and otheracts,and has otherduties and powers provided by law. The clerk ofcourt is elected fora four-yearterm. 1. SUM M ARY O F SIG NIFICANT ACCO UNTING PO LICIES A. BASIS O F PRESENTATIO N The accom panying generalpurpose financialstatem ents ofth e St.M ary Parish Clerk ofcourt have been prepared in conformity with generaly accepted accounting principles (GAAP)as applied to governmentalunits. The GovernmentalAccounting Standards Board (GASB) is the accepted standard-se ting body forestablishing governm enta laccounting and financialre porting principles. B. REPO RTING ENTITY The clerk ofcourt is an independently elected oficial;however,the clerk ofcourt is fisca ly dependent on the St.M ary Padsh G overn m ent. The parish govern m ent m aintains and opera tes th e parish courthouse in w hich the clerk of court's ofice is located and provides funds for equipm ent and furniture ofthe clerk ofco urt's ofi ce. Because the clerk ofco urt is fisca ly dependenton the parish govern m ent, the clerk of co urt was determ ined to be a com ponent unit of the St. M ary Parish Govern ment,th e financialreporting entity. The ac om panying financialstatem ents presentinform ation only on th e funds m aintained by th e clerk ofco urt and do notpresentinform ation on th e parish govern m ent,the generalgovern m entservices provided by that govern m ental unit, or the other governm entalunits that com prise th e financial reporting entity. C. FUND ACCO UNTING The clerk ofcourt uses funds and accountgroups to report on its financialposition and th e re sults of operations. Fund accounting is designed to dem onstra te legalco m pliance and to aid financial m anagem entby segre gating tra nsactions relating to certain governm entfunctions oractivities. A fund is a separa te ac ounting entity with a self-balancing setofac ounts. An accountgroup,on the otherhand,is a financialreporting device designed to provide accountability forcertain assets and liabilities thatare not re corded in th e "funds" because they do not directly afect netexpendable available financial resource s. Funds of the clerk of co urt are classified into two categories: govemmental(generalfund)and fiduciary (Agency Fund).These funds are described asfolows:

9 ST.M ARY PARISH CLERK O F CO URT Franklin.Louisiana Notes to the FinancialStatements (Continued) Forthe YearEnded June G eneralfund The G eneralfund,as provided by Louisiana Revised Statute 13:781,is the principalfund ofthe clerk ofcourtand is used to accountforthe operations ofthe clerk's ofi ce. The various fees and charges due to the clerk's ofi ce are ac ounted forin this fund. G enera lopera ting expenditures are paid from th is fund. Aqency Fund The Advance Depositand Registry ofcourtagency Funds are used to accountforassets held as an agentforothers. Agency Funds are custodialin nature(assets equalliabilities)and do notinvolve m easurem entofresults ofoperations. D. BASIS OF ACCOUNTING Basis ofac ounting refers to when revenues and expenditures are recognized in the accounts and re ported in the financialstatem ents. Basis ofaccounting relates to the tim ing ofthe m easurem ents m ade,regardless ofthe m easure m entfocus applied. The govern m entalfunds are accounted for using a flow ofcurrentfinancialresources m easure m entfocus. The accom panying com ponentunit financial statem ents have been pre pared on th e m odified accrual basis of accounting. The govern m entalfu nds use th e fo low ing practices in re cording re venues and expenditures: Fees forcertified copies,recording legaldocum ents,and co urt costs are recorded in th e yearthey are earn ed to the extentavailable to fund currentyearobligations. Interes tincom e on investm ents is reco rded w hen earned. Substantia ly a lotherre venues are re co rded when re ceived. Expenditures are genera ly recognized under the m odified ac rualbasis of ac ounting w hen the related fu nd liability is incurre d. E. BUDG ETARY PRACTICES The proposed budgetforth e 2002 fiscalyearwas m ade available forpublic inspection atthe clerk's ofice on June 6,2001. The proposed budget,prepared on the m odified accrualbasis ofac ounting, was published in the oficialjournal30 days priorto the public budgethearing. The budgethearing was held atthe clerk 's ofi ce on June 29,2001 and the proposed budgetwas form aly adopted on th is date. The budget is legaly adopted and am ended, as nece ssary, by the clerk. Budgets are established and controled by the clerk atthe objectlevelofexpenditure. Encumbrance accounting is notrecognized with in the budgetary accounting system.

10 ST.M ARY PARISH CLERK O F CO URT Notes to the FinancialStatements (Continued) Forthe YearEnded June 30,2002 Appropdations lapse atyear-end and m ustbe reappropriated forthe fo low ing yearto be expended. Form albudgetintegration is em ployed as a m anagem entcontroldevice. Budgeted am ounts included in the accom panying financial statem ents include the original adopted budget am ounts and a l subsequentam endm ents. F. CASH AND CASH EQ UIVALENTS AND INVESTM ENTS Cash includes am ounts in dem and deposits,interest bearing dem and deposits,and tim e deposits. Cash equivalents include am ounts in tim e deposits and those investm ents w ith originalm aturities of 90 days orless. Understate law,th e clerk ofco urtm ay depositfunds in dem and deposits,interest bearing dem and deposits,ortim e deposits w ith state banks organized underlouisiana law and any oth erstate ofthe United States,orunderthe law s ofthe United States. G. ACCO UNTS RECEIVABLE The clerk records its fees in the m onth the services are rendered. AtJune 30,2002, accounts receivables were reco rded as $32,050. The financial statem ents co ntain no alowance for unco lectible accounts receivable. Based on th e opinion ofthe clerk,alreceivables are co lectible and possible bad debtlosses are im m aterial. H. FIXED ASSETS Fixed assets are recorded as expenditures at th e tim e purchased, and the related assets are capitalized (reported)in the generalfixed assets accountgroup.generalfixed assets provided by the parish co uncilare notrecorded w ithin the generalfixed assets accountgroup. No depreciation has been provided on generalfixed assets.a lfixed assets are valued athistoricalco st. VACATIO N AN D SICK LEAVE Em ployees ofthe clerk ofcourt's ofi ce earn 5 to 20 days ofvaca tion leave each yeardepending on length ofservice. Vaca tion leave m ustbe taken in th e yearearn ed. Sick leave is granted atth e discretion ofthe clerk ofcourt. AtJune 30,2002,th e clerk had no m aterialaccum ulated and vested leave benefits,as required to be reported in acco rdance w ith genera ly accepted accounting principles. J. DEFERRED REVENUES Fees earned atjune 30,2002 thatare notavailable to finance the operations ofthe currentperiod are reported as defered revenues.

11 ST.MARY PAR ISH CLERK O F CO URT Notes to the FinancialStatements (Continued) Forthe YearEnded June 30,2002 K. LO NG -TERM O BLIGATIO NS There are no long-term liabilities outstanding atjune 30,2002. L FUND EQ UITY Reserves Reserv es represent those portions of fund equity not appropdable for expenditure or legaly segregated fora specific future use. Designated fund balances representtentative plans forfuture use offinancialresources M o TOTAL CO LUM N O N BALANCE SHEET Totalcolum ns on the statem ents are captioned M em orandum Only to indicate thatthey are presented only to facilitate financial analysis. Data in this colum n does not present financial position in conform ity with genera ly accepted acco unting principles. Neitheris such data compara ble to a consolidation. Interfund elim inations have notbeen m ade in the aggregation ofthis data. 2. CASH AND CASH EQ UIVALENTS AND INVESTM ENTS AtJune 30,2002,the clerk ofco urt has cash and cash equivalents (book balances)totaling $6,345,452,as fo lows: Pety ca sh $ 100 Interest-bearing dem and deposits 6,045,352 Tim e deposits 300,000 Total $ Theses deposits are stated atcost,which approximates market. Understatlaw,these deposits (orthe resuting bank balances)mustbe secured by federeldepositinsurance orthe pledge ofsecurities owned by th e fiscalagentbank. The m arketvalue ofthe pledged securities plus the federaldepositinsurance m ustat altim es equalthe am ounton depositw ith the fisca lagentbank. Th ese securities are held in th e nam e of th e pledging fiscalagentbank in a holding orcustodialbank thatis m utua ly acceptable to both parties. At June 30,2002,the clerkhas$6,419,904 in deposits (colected bank balances).th ese depositsare secured from risk by $800,000 offederaldepositinsurance and $7,563,557 of pledged securities held by the custodialbank in the name ofthe fiscalagentbank (GASB Category 3).

12 ST.M ARY PARISH CLERK O F CO URT Notes to the FinancialStatements (Continued) Forthe YearEnded June 30,2002 Even though the pledged securities are considered uncolateralized (Category 3)underthe provisionsof GASB Statem ent3,louisiana Revised Statute 39:1229 im poses a statutory requirem enton th e custodial bank to advertise and se lthe pledged securities w ithin 10 days ofbeing notified by the clerk ofcourtth atthe fiscalagenthas failed to pay deposited funds upon dem and. REC EIVABLES The receivables of$144,489 atjune 30,2002,are as folows: Class ofreceivables G enera l Fund Agency Total Acco unts Accrued interest $ 32,050 2,388 $110,051 $142,101 2,388 Totalreceivables $ 34,438 $110,051 $144, INVESTM ENTS The Clerk can invest in securities of the United States G overnm ent unless such an investm ent is expressly prohibited by taw. The carrying am ounts and approxim ate m arketvalues of investm ents are sum m arized as fo low s: G enera lfund Description Louisiana Asset M anagem entpool nterest Rate June 30,2002 M arketvalue/ Carry ing Various $ 376,490 $ 376,490 Investm ents in th e amountof$376,490 atjune 30,2002 are in th e Louisiana AssetManagementPool. In acco rdance with GASB Codification Section ,the investm entin LAM P is notca tegorized in th e three risk ca tegories provided by GASS Codification beca use the investm entis in th e po loffunds and thereby notevidenced by securities thatexistin physicalorbook entry form. LAM P is adm inistered by LAM P,Inc.,a non-profitcorporation organized underthe laws ofthe State oflouisiana,and is govern ed by a board ofdirectors com pdsed ofrepresentatives from various loca lgovern m ents and statew ide professional organizations. O nly localgovern m ents having contracted to participate in LAM P have an investm entinterest in its poolofassets.the primary objective oflamp is to provide a safe environmentforthe placementof public funds in short-term,high quality investm ents. The LAM P portfolio includes only securities and other obligations in which loca l govern m ents in Louisiana are authorized to invest. Accordingly, LAM P investm ents are restricted to secudties issued,guaranteed,or backed by the U.S.Treasury,the U.S. G overn m ent,or one of its agencies,enterprises,or instrum entalities,as we las repurchase agreem ents co lateralized by those securities.the do larweighted avera ge portfolio m atudty ofla M P assets is restrict ed to note m ore than 90 days,and consists ofno securities with a m aturity in excess of397 days. LA M P is designed to be highly liquid to give its participants im m ed iate access to th eiraccountbalance. lo

13 ST.M ARY PARISH CLERK O F CO URT Notes to the FinancialStatements (Continued) Forthe YearEnded June 30, DUE FRO M OTHER GOVERNM ENTAL UNITS Individualbalances due from othergovernm ents are as fo lows St.Mary Padsh Sherif (CriminalFees) St.Mary Padsh Government(CourtA tendance) $ 4, CHANG ES IN G ENERAL FIXED ASSETS A sum m ary ofchanges in generalfixed assets fo lows: Balance atjuly 1,2000 Additions Deletions Balance atjune 30,2001/July 1,2001 Additions Deletions Balance atjune EQ UIPM ENT $ 741, ,284 The System issues an annual publicly available financial report that includes financialstatem ents and require d supplem entary inform ation forthe System. Thatreport m ay be obtained by w riting to the Louisiana Clerks of Court Retire m ent and Relief Fund, Bricksom e Avenue,Suite B1, Baton Rouge, Plan Description. Substantia ly a lem ployees ofthe St.M ary Parish Clerk ofcourtare m em bers of the Louisiana Clerks ofcourt Retirementand ReliefFund (Sys tem),a cost-sharing,multiple-employerdefined benefit pension plan adm inistere d by a separate board oftrustees. A lregular em ployees who are underth e age of60 atthe tim e oforiginalem ploym entare required to participate in the System. Em ployees who re tire atorafterage 55 w ith atleast12 years ofcredited service are entitled to a re tire m entbenefit,payable m onth ly forlife,equalto 3 perce ntoftheirfinal-average salary for each yearofcre dited serv ice,notto exceed 100 perce ntoftheirfinal-avere ge salary. Final-average salary is the employee's average salary overthe 36 consecutive orjoined months thatproduce the highestaverage. Em ployees who term inate with atleast12 years ofserv ice and do notwithdraw theirem ployee contributions m ay re tire atorafterage 55 and receive the benefitaccrued to th eirdate ofterm ination. The System also provides death and disability benefits. Benefits are established and am ended by state statute. The Sys tem issues an annualpublicly available financial report that includes financialstatem ents and re quire d supplem entary inform ation forthe System. Thatreport m ay be obtained by writing to the Louisiana Clerks ofcourtretire m entand ReliefFund,11745 Bricksom e Avenue,Suite B1,Baton Rouge,Louisiana 70816,orby caling (504)

14 ST.M ARY PARISH CLERK O F CO URT Notes to the FinancialStatements(Continued) Forthe YearEnded June 30,2002 POSTRETIREM ENT BENEFITS The St.M ary Parish Clerk ofcourtprovides certain continuing health care and life insurance benefits for retired em ployees. Substantiatly,a lofthe clerk's em ployees becom e eligible forthese benefits ifthey reach norm alretirem entage w hile working forthe clerk ofcourt. These benefits forretire es and sim ilarbenefits for active employees are provided through an insurance co mpany whose monthly premiums are paid jointly by the em ployee and by the clerk ofco urt. The clerk ofco urtre cognizes the costofpro viding these benefits (the clerk's portion ofpremiums)as an expenditure when the monthly premiums are due,which was $22,838 for2002 and $21,992 for CHANGES IN AG ENCY FUND BALAN CES A sum m ary ~ ch anges in agen~ fu nd unsew ed deposits ~ lows: ADVANCE DEPO SIT FUND REG ISTRY O F CO URT FUND Unsetled deposits atjuly 1,2000 Additions Red uctions Unsetled deposits atjune 30,2001 Additions Reduct ions Unsetled deposits atjune 30,2002 $ 882,936 1,263,242 I1,560,692) 585,486 1,288,384 (1~302,988) $1,462, ,866 (152,246) 2,001,364 3,695,080 (206,807) $ 2,345,660 1,954,108 (1,712,938) 2,586,850 4,983,464 (!,5og,795) $ 570,882 $5,489,637 $6,060,519 The Schedule ofchanges in DepositBalance s,by Funds (pages 18-19)presents additionaldetailforthe changes in agency fund unsetled deposits during the year.

15 ST.MARY PARISH CLERK O F CO URT Notes ~ the FinancialStatamen~ (Continued) Forthe YearEnded June EXCESS FUND BALANCE Louisiana Revised Statute 13:785 requires thatevery fouryears (atthe close ofthe term ofofice)the clerk of courtm ustpay th e parish treasurerth e portion ofthe GeneralFund's fund balance thatexceeds one-halfof the revenues ofthe clerk's lastyearofhis term ofofice.atjune 30,2002,there was no am ountdue the parish treasureras this was notthe lastyearofthe clerk's four-yearterm ofofi ce,and no determ ination of th e am ountth atwilbe due,ifany,can be m ade atthis tim e. 11. RELATED PARTY TRANSACTIONS There were no related party transactions forthe yearended June 30, RISK MANAG EM ENT The Clerk is exposed to various risks ofjoss related to torts;theftof,dam age to,and destruction ofassets; errors and omissions;injuries to employees;and naturaldisasters. The Clerk has elected to purchase insurance coverage through th e com m ercialinsurance m arketto cover its exposure to loss. The Clerk is insured up to policy lim its foreach ofth e above risks. There were no significantchanges in coverages, retentions,orlim its during the yearended June 30,2002. Settled claim s have notexceeded the com m ercial coverages in any ofthe previous three fiscalyears. 13. LITIGATION AND CLA IM S There is no litigation pending againstthe clerk's ofi ce atjune 30, EX PENDITURES O F THE CLERK O F CO URT PAID BY THE PARISH CO UNCIL The clerk 's ofice is loca ted in th e St.M ary Parish courthouse which is owned by the St.Mary Parish Govern m ent.the parish governm entprovides utilities and m aintenance for operation ofthe courthouse. These expenditures are notra fiected in the accom panying financialsta tem ents. 3.3

16 SUPPLEM ENTARY INFO RMATIO N 14

17 ST.M ARY PARISH CLERK O F CO URT SUPPLEM ENTAL INFO RMATIO N SCHEDULES June 30,2002 The Schedule ofexpenditures (page 19)presents GeneralFund expenditures,by function and character. ADVANCE DEPOSIT FUND The Advance DepositFund,as provided by Louisiana Revised Statute 13:842,is used to accountfor advance deposits on suits filed by litigants.the advances are refundable to the litigants aftera lcosts have been paid. REG ISTRY O F CO URT FUND The Registry ofcourtfund,as provided by Louisiana Revised Statute 13:475,is used to accountforfunds ordered by the courtto be held untiljudgementhas been rendered in courtlitigation.w ithdrawals ofthe funds can be made only upon orderofth e court. 15

18 ST.M ARY PARISH CLERK O F CO URT FIDUC IARY FUNDS -AG ENCY FUNDS Com bining Balance Sheet June ADVANCE DEPO SIT FUND REG ISTRY O F CO URT FU ND Cash Investm ents Receivables 234,997 $ 225, ,489,537 $ 5,724, TOTAL ASSETS $ 570,882 $ 5,489,637 $ 6,060,519 LIABILITIES Due to G eneralfund Unse tled deposits Due to litigants $ 152,982 $ 417, , ,900 $ 570,882 $ 5,489,637 $ 6,060,519 16

19 ST.M ARY PARISH CLERK O F CO URT Franklin.Louisiana FIDUCIARY FUND TYPE -AG ENCY FUNDS Schedule ofchanges in Unse tled DepositBalances,by Funds Forthe Years Ended June 30,2002 and 2001 ADVANCE DEPO SIT FUND REG ISTRY O F CO URT FUND UNSE'r-rLED DEPOSITS,JULY 1,2000 $ 882,936 $ 1,462,744 $ 2,345,680 ADDITIO NS Deposits: Suits and Successions Judgem ents Interestearnings on investm ents TOTAL ADDITIO NS 1,244,469 18,773 1,263, ,976 27, ,866 1,244, , REDUCTIONS Clerk'scosts (transferred to GeneralFund) Setlem entto litigants Sherif's fees Secretary ofstate fees Judge's supplem entalcom pensation Judicialadm inistra tive fees A torney,curator,and notary fees W itnesses,appraisers,keepers,etc. Otherre ductions TOTAL REDUCTIO NS , ,690 6,500 33,590 27,018 5,454 5, , , , ,690 6,500 33,590 27,018 5,454 5,672 22,692 1,712,938 UNSETTLED DEPOSITS,JUNE 30,2001 $ 585,486 $ 2,001,364 $ 2,586,850 17

20 ST.M ARY PARISH CLERK O F CO URT FIDUCIARY FUND TYPE -AG ENCY FUNDS Schedule ofchanges in Unsetled DepositBalances,by Funds Forthe Years Ended June 30,2002 and 2001 ADVANCE DEPOSK FUND REG ISTRY O F CO URT FUND UNSETTLED DEPOSITS,JULY $ 585,486 $ 2,001,364 $ 2,586,850 ADDITIO NS Deposits: Suits and Successions Judgem ents Interestearn ings on investm ents TOTAL ADDITIO NS 1,275, ,753 13,213 23,327 1,288,384 3,695,080 1,275,171 3,671,753 36,540 4,983,464 TOTAL REDUCTIO NS Clerk's costs (transferred to GeneralFund) Settlem entto litigants Sherif's fees Secretary ofstate fees Judge's supplem entalco m pensation Judicialadm inistrative fees A torn ey,curator,and notary fees W itnesses,appraisers,keepers,etc. Otherreductions TOTAL REDUCTIONS , ,331 5,650 31,114 24,405 4,500 2, , , , ,331 5,850 31,114 24,405 4,500 2,145 22,796 1,509,795 UNSETTLED DEPOSITS,JUNE 30,2002 $ 570,882 $ 5,489,637 $ 6,060,

21 ST.MARY PARISH CLERK O F CO URT GOVERNMENTAL FUND TYPE -GENERAL FUND (SALARY) Schedule ofexpenditures Forthe Years Ended June and 2001 Adm inistration: PersonalServices Fringe Benefits Operating Services M aterials and othersupplies Traveland oth ercharges Excess Fund Balance Capitatoutlay Clerk's Supplem entalcom p Fund Total,Adm inistra tion Recordings and filings: Personalserv ices Fringe benefits M aterials and othersupplies Traveland oth ercharges Total,Recordings and filings M ortgage Certificates: PersonalServ ices Fringe benefits Total,M ortgage certificates Crim inaland civilm inutes: Pers onalserv ice s Fringe benefits Tra veland othercharges Total,Crim inaland civilm inutes Elections: Opera ting services M aterials and supplies Total,Elections Suits and probates: Pers onalserv ices Fdnge benefits Traveland othercharges Total,Suits and probations M iscellaneous: Personalservice s Fringe benefits Taxes -Payrol Total,M isce laneous $ 150,698 61,931 68,325 8,253 24,181 18, , ,688 53, ,621 25, ,375 90, , ,458 34,698 26,942 5,502 67,142 $ 148,141 79~56 75,174 10,320 19, , ,524 97,002 42, ,425 48, ,123 76, ~ 15 79,886 31,833 19,400 5, TOTAL EXPENDITURES, 1,218,598 $ 1,172,188 19

22 IndependentAuditor's Reports Required by Govern m entauditing Standards The fo lowing independentauditor's reporton com pliance and on intern alcontrolare presented in com pliance with the requirements of GovernmentAuditing Standards (Standards for Audit of GovernmentalOrganizations, Programs,Activities,and Functions),issued by the ComptrolerGeneralofthe United Statesand the Louisiana Governm entalaudit Guide,issued by the Society of Louisiana Certified Public Accountants and the Louisiana Legislative Auditor. 20

23 ~ S~ LL W +GUID~,CpA M ICHELE L.CHAUVIN.CPA ALJ~N M TAYLOR, CPA G U ID R Y, C H A U V ln & TA Y LO R A CERTIFIED PU BLIC A CCO UNTA NTS ACCOUNTING CORPORATION P.O.BOX M AIN STREET FRA N KLIN.LO U ISIA NA C~RTI~ED ~ BU C ACCOUNTANTS ~ RTIFIED ~ B~ ~ COUNTA~ FAX 337 ~828~0290 Honorable Clif Dra ssel SL M ary Parish Clerk ofcourt Fra nklin,louisiana REPO RT O N CO M PLIANCE AND O N INTERNAL CO NTROL OVER FINAN CIAL REPORTING BASED ON AN AUDIT OF FINAN CIAL STATEM ENTS PERFORM ED IN ACCO RDAN CE W ITH GOVERNM EN T AUDITING STANDARDS W e have audited the generalpurpose financialstatem ents ofthe St.M ary Parish Clerk ofcourtas of and forthe yearended June 30,2002 and have issued ourreport th ereon dated Novem ber8,2002. W e conducted ouraudit in accordance with auditing procedures genera ly accepted in the United States ofam erica and the standards applicable to financialaudits conta ined in G overnm entauditing Standards,issued by th e Com ptro lerg enera lof the United Sta tes. As partofobtaining reasonable assura nce aboutwheth erthe St.M ary Parish Clerk ofcourt's genera lpurp ose financialsta tem ents are free ofm aterialm issta tem ent,we perform ed tests of its com pliance with ce rtain provisions of laws,regulations and contracts,noncom pliance w ith w hich could have a direct and m aterialefect on th e determ ination offinancialstatem entam ounts. However,providing an opinion on com pliance with th ose provisions was notan objec tive ofoutaudit,and accordingly,we do notexpress such an opinion. The results ofourtests disclosed no insta nces ofnoncom pliance thatare re quired to be reported undergovernm entaud iting St andards. In planning and perform ing our audit,we considere d the St.M ary Parish Clerk ofcourt's intern alcontrolover financialre porting in orderto determ ine ourauditing pro cedure s forth e purp ose ofexpressing ouropinion on the generalpurpose financialstatem ents and notto provide assura nce on th e intern alcontroloverfinancialreporting. O ur consideration ofth e intem el co ntroloverfinancialreporting would notnece ssarily disclose a lm aters in the intern alco ntroloverfinancialreporting th atm ightbe m aterialweaknesses. A m aterialweakness is a condition in which the design oroperation ofone or m ore ofthe internalcontrole.om ponents does notred uce to a relatively low levelth e risk th atm is tatem ents in am ounts th atwould be m aterialin relation to the genera lpurp ose financial statem ents being audited m ay occur and notbe detected within a tim ely period by em ployees in the norm alcourse ofperform ing theirassigned functions. W e noted no m aters involving th e internalcontroloverfinancialrep orting and its operation thatwe considerto be m aterialweaknes ses. This re portis intended solely forth e inform ation and use ofth e St.M ary Parish Clerk ofcourt and th e Sṭ Mary Parish Govern m entand is notintended to be and should notbe used by anyone oth erth an th es e specified parties. Fra nklin,louisiana Novem ber8,

24 Schedules and Data Co lection Form 22

25 ST.M ARY PARISH CLERK O F CO URT Sum m ary Schedule ofpriorauditfindings Forthe YearEnded June 30,2002 Ref.No. Description offindin~l Corrective Action Planned Nam e of Contact Person(s) Anticipated CompletionDate Note:There were no prioryearauditfindings to be listed in this sched ule. 23

26 ST.MARY PARISH C LERK O F CO URT M anagem ents Corrective Action Plan forcurrentyearauditfindings Forthe YearEnded June 30,2002 Ref.No. Fiscal Year Finding Initialy Occurred Description of Findin~ Corrective Action Taken (Yes,No Partialy) Planned Corective Act ion/partial Corrective Action Taken Additional.. Explanation Note: There are no curentyearauditfindings orm anagem entle tercom m ents to be included in this schedule. 24