V E R M IL IO N PA R ISH C LE R K O F C O U R T

Transcription

1 V E R M IL IO N PA R ISH C LE R K O F C O U R T FinancialReport Y earended June 30,2000 LlnderproviciOrlS ofstate law,this report is a i,'d c!uc.~m ent.i,c:(-f:y oflhe report has b.oen s~,hm ;ic,:ito the etitity :ro d c;t!c,-r[.ph o',)l;i:t<.~pubnc ofiicil~t~.-iile IC[~orLi.~~;'Jt~i};7.]c ;L.~;!~L',]c ii.t~[~cc:{ioi~r.;tthe BkJton ltuu,')e O~[:zC'.O;/[im,-',:t)!,{';ti\"(:l!,tlditor[;lid,w hole appiopriate,attb,e ofii.:e oithe parish clerk ofcourt,

2 TABLF,OF CON TEN TS Page 1N DEPEN D t';n T AU DITO RS'REPO RT -2 G EN ERA L PURI"O SI~FIN AN CIA L STATEM EN TS (COM BIN ED STATEM ENTS -OVERVIEW ) Com bined balance,sheet-allfund typesand accountgroups Statem entof revenues,expendituresand changesin fund balance-budge~(gaap basis)and actual-governmental fund type-generalfund N otesto financialstatem ents SUPPLEM EN TA L IN FORM ATION SCtlED U LES O F IN DIV ID U AL FUN D S G eneralfund: Balance sheet Statementsofrcvenues-budget(GAAP basis)and actual Statementsofexpenditures-budget(GAAP basis)and actual A gency Fund: Com bining balance sheet Com bining schedule of collections,distributionsand unsettled balances COM PLIAN CE AN D IN TERN AL CON TROL Reporton Com pliance and InternalControlO ver FinancialReporting Based on an A uditof Financial Statem entsperfbm led in A ccordance w ith Sum m ary schedu!te of currentand prioryearauditfindin~,s and corrective action plan 29

3 C ~un~n xocet CPA ~ussel~ Cha~paqne CPA VClorFI S~aven CPA Ch(,sR.iney CPA Conrad0 Chapman CPA P troycou~,ile CPA Alien J LaBty CPA pennyangeles~ gglns CPA Ma,~/l 7h,bc4eaux CPA OoraldA Thlbodeaux Jr CPA KelyM Doucel CPA Kenneth J Rac/~alCPA L,sa G Spain CPA K O LD ER,C H A M PA G N E',S LA V E N & RA IN EY,LLC CERTIFIED PUBLIC ACCOUNTANTS P O.Box 1055 A bbevile.la Phone(337) Fax(337) W EB SITE WVV~~'XCSRCPAS COM MEMBER OF AMERICAN }NSl}lO'rE OF CERTIF4ED PUBLIC ACCOUNTANTS SOCIETY OFLOUISIANA CERTIFIED PUBLIC ACCOUNTANTS IN D EPEN D EN T A U D ITO RS'REPO RT The H onorable Todd I)ore V erm ilion Parish C lerk of Court W e have audited the accom panying generalpurpose financialstatem ents of the V erm ilion Parish Clerk ofcourt (Clerk),acomponentunitoftheVernfilion Parish PoliceJury,asofand fortheyearthen ended June 30,2000,as listed in the table of contents. These generalpurpose financialstatem ents are the responsibility of the V erm ilion Parish Clerk of Court. O urresponsibility isto express an opinion on these generalpurpose financialstatem entsbased on ouraudit. W e conducted ourauditin accordance w ith generally accepted auditing standards and the standards applicable to financial audits contained in G overnm ent A uditing Standards, issued by tim Com ptroller G eneralof the U nited States. Those standardsrequire thatw e plan and perform the auditto obtain reasonable assurance aboutw hetherthe generalpurpose financialstatem entsare free of m aterialm isstatem ent. A n audit includesexam ining,on a testbasis,evidence supporting the am ountsand disclosures in the generalpurpose financialstalem euts.a n auditalso includesassessing the accounting principlesused and significantestim ates m ade by m anagem ent,asw ellasevaluating the overallgeneralpurpose financialstatem entpresentation. W e believe thatouraudilprovidesa reasonable basisforouropinion. In our opinion,the general purpose financial statem ents referred to above present fairly, in all m aterialrespects,the financialposition of the V erm ilion Parish Clerk of Court,asof June 30,2000,and the resultsof itsoperation forthe yearthen ended,in conform ity w ith generally accepted accounting principles. In accordance w ith G overnm ent w e have also issued a reportdated Septem ber on our consideration of the Clerk's internal control over financial reporting and our tests of its com pliance w ith certain provisionsof law s,regulations,contractsand grants. 2~4R,J~I]ea,Jr~~ard f'l,,eo ~7~"-;Z-4laJ BleauxItrJd,~,"[ K 7,/5t7 Phone{337)3J2 I~1:0 Faxt337)~~2-28t,7 ~33EaslW addil M itksvile l-k 71 Ph~,eO IS)253-~: Fax{31g)253-S DavidDrlvL Suite105 Mo sanc ly LA 70 so ptone(504) F~x(50.II W CollonStreet v ~p a ~ CA?0 S6 Phone(337) Fax(337) Obe,ll.. (A Phone(337) Fax(337)63')-,1568 2ooso~h xhi.s.~~, Abbe,ille [A phon~(337)893.7~4~ Fax ~6

4 O ur auditw as perform ed for the purpose of form ing an opinion on the gencralpurpose financial statem entstaken asa w hole. The accom panying financialinform ation listed as "Supplem entalinform ation" on pages in th e table of contents ispresented forpurposesof additionalanalysisand isnota required partof the generalpurpose financialstatem entsof the V ermilion Parish Clerk of Court. Such inform ation has beensubjected Io the auditing proceduresapplied in theauditofthegeneralpurposefinancialstatementsand, in ouropinion,isfairly stated in allm aterialrespects in relation to the generalpurpose financialstatem ents taken asa w hole. K oldet; Cham pagne,slaven & R ainey,ll C Certified Public A ccountants Septem ber1,2000

5 FIN AN C IA L STA TEM EN TS (COM BINED STATEM ENTS -OVERVIEW )

6 V ERM ILION PARISH CLERK OF COURT Abbeville,Louisiana Com bined BalanceSheet-A llfund Typesand A ccountg roups June G overn m ental Fund Type General Fiduciary Fund Type Agency A ccountg roups G eneral Total General Long-Term (M emorandum FixedAssets Debt Only) ASSETS AN I)OTIIER DEBITS Cash and cash equivalents Receivables Investm ents D uefrom others Duefrom otherfunds Prepaid expenditures Fixed assets A m ountto be provided lbrcapitalleas es $ 462,921 34, ,942 $ 893,397 $ 388,933 47, , $1,356,318 34, , ,104 24, , Totalassetsandotherdebits $ 522,910 $1,329,434 $707,313 $2,560,388 LIABILITIES,FUND EQUITY AN [)O 'IItFR CREDITS Liabilities: Accountspayable Payrollt~ espayable D ueto otherfunds Capitalleas espayable U nsettled balan ces $ 32, ,104 $ $ 1,329,434 $ - 73 I $ 32, , ,329,434 Totalliabilities ,329, ,409,906 Fund equity and othercredits: Investm entin generalfixed assets 707, ,313 Fund balance - Unreserved -undesignated Reserved -prepaid expenditures 418,227 24, ,227 24,942 Totalfundequity and othercredits Totalliabilities,fund equity and othercredits $ 522,910 $1,329,434 $ 707,313 $ 731 $2,560,388 The accom pan ying notesare an integralpartof thisstatem ent.

7 VERM ILION PA RISH CLERK O F COURT Abbeville,Louisiana G eneralfund Statem entof R evenuesexpendituresand Changesin Fund Balance - Budget(GAAP Basis)and Actual Governm entalfund Type -GeneralFund Forthe YearEnded June 30,2000 Budget A ctual Variance - Favorable (Unfavorable) Revenues: Licencesand perm its Fees,chargesand com m issions- Courtcosts,feesarid charges Feesforrecording legaldocum ents Feesforcertified copies Intergovernm ental M iscellaneous Totalrevenues $ 12,200 $ 8,965 48, ,800 85,000 20, ,400 1,200,750 54, ,679 35,531 26, ,162 1,150,365 $ (3,235) 6,307 (18,121) (49,469) 6, (50,385) Expenditures: Current- Salaries Em ployee benefits Insurance Operation and m aintenance Advertising A utom obile Professionalservices M iscellaneous Capitalexpenditu res-. Capitaloutlays D ebtservices- Principal Interest Totalexpenditures Excessof revenuesoverexpenditures O therfinancing sources: lntergovem m entaltransfers 655, ,700 13, ,550 10,500 40,000 31, , ,050 14, , ,955 40,119 24,733 (16,986) 37,650 (1,148) 6,773 (90) (455) (119) ,000 20,128 (128) 1,150,635 2, ,121,110 (2,691) (298) 29,525 50,115 29,255 (20,860) 50,000 51,815 1,815 Excessofrevennesand otherfinancing sourcesoverexpenditures 100,115 81,070 (19,045) Fund balance,beginning ,099 Fund balance,ending $ 462,214 $ $(19,045)

8 V ERM ILION PA RISH CLERK O F CO URT N otesto FinancialStatem ents (1) Stm unarv of SilznificantA ccounting Policies A s provided by A rticle V,Section 28 of the Louisiana Constitution of 1974, a Clerk of Court serves as the ex-officio notary public,the recorderof conveyances,m ortgages and otheracts, and shallhave otherdutiesand pow ersprovided by law. A Clerk of Courtiselected fora term offour yeats. The accounting and reporting policies of tile Verm ilion Parish Clerk of Courtconform to generally accepted accounting principles as applicable to govern m ents. Such accounting and reporting procedures also conform to the requirem ents of Louisiana Revised Statutes 24:513 and to the industry auditguide,a uditsof State _ and LocalGovernm entalunits. The follow ing isa sum m ary of certain significantaccounting policies A. FinancialReporting Entity A s the governing authority of the Parish, for reporting purposes, tile V erm ilion Parish Police Jury isthe financialreporting entity forv erm ilion Parish. 'lqae financialreporting entity consists ofthe primary government(police Jury), organizationsforw hich the prim ary governm entisfinancially accountable,and other organizations for w hich the nature and significance of their relationship w ith the prim ary governm ent are such that exclusion w ould cause the reporting entity's financialstatem ents to be m isleading orincom plete. G overnm entala ccounting Standards Board Statem ent N o. 14 established criteria for determ ining w hich com ponent units should be considered part of the V erm ilion Parish Police Jury forfinancialreporting purposes. The basic criterion for including a potential com ponent unit w ithin the reporting entity is financial accomatabitity. The GA SB has setforth criteria to be considered in determ ining financialaccountability.thecriteria includes: 1) Appointing avoting majority ofan organization'sgoverning body: and The ability of the Police Jury to im pose itsw illon thatorganization and/or The potential for the organization to provide specific financia benefitsto orim pose specific financialburdenson the Police Jury. Organizations forwhich the Police Jury does notappointa voting majority butarefiscaly dependenton thepolicejury. O rganizations for which the reporting entity financial statem ents w ould be m isleading if data of the organization is not included because of the nature orsignificance of the relationship.

9 V ERM ILION PA RISH CLERK O F CO U RT Notesto FinancialStatements(Continued) BecausethePolice Jury providesthe Cterk ofcourtwith ofi ce space and major capitalpurchases,the Clerk of Courtw asdeterm ined to be a com ponentunitof the V erm ilion Parish Police Jury,the financialreporting entity. The accom panying financialstatem ents presentinfom lation only on the funds m aintained by the Clerk of Courtand do notpresent inform ation on the Police Jury, the general governm ent services provided by that govern m entalunit,orothergovernm entalunitsthatcom prise the financialreporting entity. B. Fund A ccounting The accountsof the C lerk of Court are organized on the basis of fundsand account groups, each of w hich is considered a separate accounting entity. The operations of each fund are accounted for w ith a separate set of self-balancing zccountsthatcom prise itsassets,liabilities,fund equity,revenuesand expenditures. Revenues are accounted for in these individualfunds based upon the purpose for which they areto be spentand them eansby which spending activitiesare controlled. The fundspresented in the financialstatem entsare described as follow s: G overnm entalfund - G eneralfund The GeneralFund,asprovided by Louisiana Revised Statute 13:781,isthe principalfund of the Clerk of Court and isused to accountforthe operationsof the C lerk of Court's office. The various fees and charges due to the Clerk's office are accounted forin thisfund.g eneraloperating expendituresare paid from thisfund. Fiduciary Funds- A gency Funds The A dvance D eposit,registry of Courtand N on-supporta gency Fundsare used to accountforassetsheld as an agentforindividuals,etc. A gency funds are custodialin nature(assetsequalliabilities)and do notinvolvemeasurementofresults of operations. C. Basisof A ccounting Basisof accounting refersto w hen revenuesand expendituresare recognized in the accountsand reported in the financialstatem ents.basisof accounting refersto the tim ing ofthe m easurem entsm ade,regardlessof the m easurem entfoeusapplied.

10 V ERM ILION PA RISH CLERK OF CO URT Notesto FinancialStatements(Continued) The Clerk of Court's records are m aintained on a cash basis of accounting. tlow ever,the funds asreported in the accom panying financialslatem ents have been converted to a m odified accrualbasis of accounting. U nder the m odified accrual basis;of accounting,revenues are recognized w hen susceptible to accrualw hen they becom e both m easurable and available. "M easurable" m eans the am ount of the transaction can be determ ined and "available" m eans collectible w itbin tile current period or soon enough thereafterto be used to pay liabilities of the currentperiod. Expe.ndituresare recorded w hen the related fund liability isincun'ed. Those revenuessusceplible to accrualare recordings,cancellations,m ortgage certificates, certified copies, court attendance, interest earned on interest-bearing deposits,and crim inalcosts. Substantially allotherrevenuesare recorded w hen received The C lerk of C ourt applies all applicable Financial A ccounting Standards Board (FASB) pronouncements issued on or before November 30, 1989 in accounting and reporting itsproprietary fund operationsunlessthose pronouncem ents conflict with or contradict Govcrm nentalaccounting Standards Board (GASB) pronouncem ents. D. ].} u~,eta _.aw_a_nd Budgetary Accon.ntijn._g The Clerk of Court follow s these procedures in establishing the budgetary data reflected in the financialstatem ents: A proposed budgetis prepared and subm itted to the Clerk of Court forthe fiscalyearno latertban fifteen dayspriorto the beginning of each fiscalyear. A sum m ary of the proposed budget is published and the public is notified thatthe proposed budgetis available forpublic inspection. A tthe sam e tim e,a public hearing iscalled. A public hearing is held on the proposed budgetat leastten days afterpublication of the callfora hearing. A fterthe holding of the public hearing and com pletion of allaction necessary to finalize and im plem entthe budget,the budgetislegally adopted priorto the com m encem entof the fiscalyearforwhich the budgetisbeing adopted. A llbudgetary appropriationslapse atthe end of each fiscalyear

11 V ERM ILION PA RISH CLERK O F CO U RT Notesto FinancialStatements(Continued) 6 The budgetisadopted on a basisconsistentw ith generally accepted accounting principles(gaap). Budgeted amountsincluded in the accom panying financial statem ents are as originally adopted or as finally am ended by the Clerk of Court. Such am endm entsw ere not m aterialin relation to the originalappropriations. E. _Fi _ x e _ d _ A ss ~et _ s Fixed assetsused in governmentalfundtypeoperations(generalfixed assets) are accounted for in the GeneralFixed Assets AccountGroup,ratherthan in the G eneralfund. G eneralfixed assetsprovided by the parish councilare notrecorded w ithin the generalfixed assetsaccountgroup.n o depreciation hasbeen provided on general fixed assets. A ll fixed assets are valued at historical cost or estim ated historicalcostif historicalcostisnotavailable. Estim ated am ountsare im m aterialin relation to totalfixed assets. Long-term liabilities directly associated w ith and expected to be paid from the G eneralfund w ith currentavailable resources are accounted forin the G eneral Fund. A llotherlong-term liabilitiesare accounted forin the generallong-term debt accountgroup. The account group is not a "fund". It is concerned only w ith the m easurem entof financialposition,notw ith m easurem entof resultsof operations. ]nterest-b earin~ D eoosits Interest-bearing depositsare stated atcost,w hich approxim atesm arket G. Bad D ebts U ncollectible am ounts due for receivables are recognized as bad debts by directwrite-off atthe tim e inform ation becom esavailable which w ould indicate the uncollectihility of the particularreceivable. A lthough the specific charge-of m ethod is not in conform ity with generally accepted accounting principles (GAAP),no allowance for uncollectible accounts receivable w as m ade due to im m ateriality at June 30,2000. It. V acation and PersonalLeave Em ployees of the C lerk of Court's ofi ce earn 10 to 20 days of leave each year'depending on length of service. Such leave isto be used forvacation,sickness, or em ergencies. Em ployees are allowed to carryover no m ore than five days of annualleave to the follow ing year, D ue to the uncertainty of the actualam ounts w hich w illbe paid forannualleave,no accrualshave been m ade forsuch absences.

12 V ERM ILION PARISH CLERK OF COU RT Notesto FinancialStatements(Continued) I';ncum brances Encum brance accounting,underw hich purchase orders,contracts,and other com m itm ents for the expenditure of m onies are recorded in order to reserve that r,ortion of the applicable appropriation,isnotem ployed by the Clerk of Courtasan extension of form albudgetary integration in the funds. M em orandum O nly -TotalColunm s Totalcolum nson fiuancialstatem entsare captioned "M em orandum O nly"to indicate thatthey are presented only to facilitate financialanalysis. D ata in these colum ns do not present financialposition in conform ity w ith generally accepted accounting principles.n eitherissuch data com parable to a consolidation, lnterfund elim l!nationshave notbeen m ade in the aggregation of thisdata. (2) C ash _ a _ n _ ~ _ l _ I!m :!e st-bea rin g D eposits Understate law,the Clerk m ay depositfundsw ithin a fiscalagentbank organized underthe law s of the State of Louisiana,the law s of any other state in the union,or the law s of the U nited States. The Clerk m ay investin U nited Statesbonds,treasury notes,orcertificatesand tim e deposits of slale banks organized under Louisiana law and national banks having principal offices in Louisiana. In addition,localgovernm ents of Louisiana are authorized to invest in the Louisiana Asset M anagementpool(lam P),a non-profitcorporation formed by the State Treasurer and organized underthe law s of the Sta te of Louisiana,w hich operates a localgovernm entinvestm ent pool. AtJune30,2000,theClerk ofcourthascash and cash equivalents(book balances)totaling $1,356,318 asfollows: G overnm enta l Fiduciary Fund Type Fund Type Total Cash Dem and deposits M oney nlarketaccounts and savingsaccounts $ $ $ , , ,795 1,342,241 Total $ 462,921 $893,397 $1,356,318

13 VERM ILION PARISH CLERK OF COURT Notesto FinancialStatements(Continued) These deposits are stated atcost,w hich approxim atesm arket.u nderstate law,these deposits (orthe resulting bank balances)mustbe secured by federaldepositinsurance orthe pledge of securitiesow ned by the fiscalagentbank. The m arketvalue of the pledged securitiesplusthe federal depositinsurance m ustatalltim esequalthe am ounton depositw ith the fiscalagent. These securities are held in the nam e of the pledging fiscalagentbank in a holding orcustodialbank thatism utually acceptableto both parties.thefollowing isasummary of depositbalances(bankbalances)atjune 30,2000,and the related federalinsurance and pledged securities: Bank balanees $1,411,825 Federalinsurance Pledgedsecurities(Category 3) Totalfederalinsurance and pledged securities $ 531, ,948 $1,411,825 Pledged securitiesin Category 3 include uninsured orunregistered investm entsforwhich the securitiesare held by the brokerordealer,orby itstrustdepartm entoragent,butnotin the Clerk of Court's name.even though the pledged securities are considered uncolateralized (Category 3) Louisiana Revised Statute 39:1229 im posesa statutory requirem enton the custodialbank to advertise and sellthe pledged securitiesw ithin 10 daysof being notified by the Clerk of Courtthatthe fiscal agenthasfailed to pay deposited fundsupon dem and. (3) hwest_m.e_n_ls The C lerk can investin securitiesof the U nited StatesG overmnentunlessthe law expressly prohibits such an investm ent. The canting am ountsand approxim ate m arketvaluesof investm ents are sum m arized asfollow s: D escription Interest Rate Carrying A m ount Cost R egis~.ry of C ourtfund Louisiana A sset M anagem entpool Various $388,933 $ 368,295

14 V ERM ILION PA RISH CLERK O F CO URT A bbeville.louisiana Notesto FinancialStatements(Continued) (4) "lnterfim d R eceivablesand Payables G eneralfund A dvanced DepositFund lnterfund Receivables $ - 47,104 $47,104 lnterfund $47,104 $47,104 (5) GeneralFixedAssets A sum m ary of changesin generalfixed assetsfollow s: Balance Balance July 1,1999 A dditions D eductions June 30,2000 Com m unication equipm ent C om puterequipm ent M icrofilm O ffice Education equipm ent Total $ 2, , , , $ - $ 13,323 6,805 18,695 $705,880 $20,128 $18,695 $ 2, , , , ,313 Included in the above ending balance atjune 30,2000 are assets acquired through capital eases,asfollow s: Com puterequipm ent M icrofilm equipm ent O ffice equipm ent $147,242 60,067 7,346 $214,655

15 V ERM ILION PA R1SH CLERK OF CO U RT A bbevilte,louisiana Notesto FinancialStatements(Continued) (6) Pen si_(m._p _ ḷ at! Plan I)esc _ r~ t_ion.-theverm ilionparish Clerk ofcourtcontributesto theclerk ofcourtretirement and ReliefFund (RetirementSystem),acost-sharing multipleemployerdefined benefitpension plan adm inistered by the Clerk of CourtRetirem entand Relief Fund,a public corporation created in accordance w ith the provisions of Louisiana Revised Statute 11: to provide retirem ent, disability and survivorbenefitsto m em bersthroughoutthe State of Louisiana. The Clerk of Court Retirem ent and Relief Fund issues a publicly available financial report that includes financial statem ents and required supplem entary inform ation. Thatreport m ay be obtained by w riting to the C lerk ot Court Retirem ent and Relief Fund, Bricksom e A ve., Suite B-.1, Baton Rouge, I_,ouisiana _Fun _d _ ij~ Pgli_e'~.-Plan membersarerequired to contribute 8.25% oftheirannualcovered salary and the Verm ilion Parish Clerk of Courtisrequired to contribute atan actuarially determ ined rate. The currentrate is 10.0% of annualcovered payroll. The contribution requirem entsof plan m em bersand the V erm ilion Parish Clerk of Courtare established and m ay be am ended by the Clerk of Court Retirem entand Relief Fund. Th e V erm ilion Parish Clerk of Court'scontributionsto the Retirem ent System tbr!:he years ended June 30,2000,1999,and 1998 were $65,612,$60,863,and $56,093, respectively. (7) ChaT~ es. i _ njsgency Fund Balances A sum m ary of changesin agency fund unsettled deposits follow s: June 30,2000 U nsettled D eposits atbeginning of Y ear A dditions Reductions U nsetled Deposits atend of Y ear A gency funds: A dvance I)eposit Registry of Court N on Support $ 319, ,575 15,073 $ 885, ,331 26,961 $ 929, , $ 275,268 1,044, ~otals $ 1,229,159 $1,324,768 $1,224,493 $1,329,434

16 V ERM ILION PA RISH CLERK O F CO U RT Notesto FinancialStatements(Continued) (8) ostretirem entbenefits The V errnilion Parish C lerk of Court provides certain continuing health care and life insurance benefits forretired em ployees, Substantially allof the Clerk'sem ployees becom e eligible forthese benefits if they reach norm alretirem entage w hile w orking forthe Clerk of Court. These benefits for retirees and sim ilar benefits for active em ployees are provided through an insurance company whosemonthly premiumsarepaid jointly by theemployeesand theclerk ofcourt. The Clerk ofcourtrecognizesthecostofproviding thesebenefits(theclerk'sportion ofthepremiums) asan expenditure w hen the m onthly prem ium sare due. (9) Cham :esin G enerallone-term O bligations D uring the yearended June 30,2000,the follow ing changesoccurred in liabilitiesreported in the long-term debtaccountgroup: Long-Term DebtPayable(capitallease)atJune30,1999 A dditionaldebtacquired D ebtretired-g eneralfund $ 3,422 2,691 Long-Term DebtPayable(capitalleases)atJune30,2000 (1O) [.eases The Clerk isobligated undercertain leasesaccounted forascapitalleases. The leased assets and related obligations are accounted forin the G eneralfixed A ssetsa ccountg roup and the G eneral I,ong-Term DebtAccountGroup,respectively. Assetsundercapitalleasestotaled $214,655 atjune 30,2000. The follow ing is a schedule of future m inim um lease paym ents under capital leases, togetherw ith the netpresentvalue of the m inim um lease paym entasof June 30,2000. Y eartinding June Less:A m ountrepresenting interestatthe increm ental bon'ow ing rate of interest $748 (17) Presentvalue of m inim um capitallease paym ents

17 V ERM ILION PA RISH CLERK O F CO U RT Notesto FinancialStatements(Continued) The Clerk is obligated undercertain leases accounted for as operating leases. Operating leasesdo notgive rise to property righlsorlease obligations,and the resultsof the lease agreem ents are notreflected in the Clerk'saccountgroups. The follow ing is a schedule,by years,of future m inim um ren alpaym ents required under operating leasesthathave initialorrem aining noncancelable lease term sin excessof one yearasof June 30,2000. Yc~arEnding June 30, An~ unts $40,694 26,998 'Ibtalm inim um paym ents required (11) ExcessFund Balance LouisianaRevised Statute 13:785requiresthatevery fouryears(atthecloseoftheterm of office)the Clerk ofcourt mustpay the Parish treasurerthe portion ofthe GeneralFund'sfund balance thatexceedsone-half of the revenues of the Clerk's lastyearof histerm of office. A tjune 30,2000 there w as no am ountdue the Parish treasurerdue to the factth atthe GeneralFund's fund balance w aslessthan one-half of revenuesatyear-end. (12) Ex _ pendituresof the Clerk of Court Paid b'/the V erm ilion Parish Police Jur~ Certa in operating expendituresof the Clerk'sofi ce are paid by the Verm ilion Parish Police Jury and are not included in the accom panying financial statem ents. These expenditures are sum m arized as follow s: Book binding Supplies-M icrofilm Supplies M aintenance: $ 8, ,884 23,501 $37,772 (]3) Lit_~gati_o.!_~ There isno litigation pending againstthe C lerk atjune 30,2000

18 SU PPLEM EN TA L IN FO RM A TIO N

19 SCH ED U LES O F IN D IVID UA L FUND S

20 G EN ER A L FU N D To accountforresourcestraditionally associated w ith governm entsw hich are notrequired to be accounted forin anotherfund.

21 V ERM ILION PA RISH CLERK O F CO U RT G eneralfund Balance Sheet June 30,2000 A SSETS Cash and cash equivalents Receivables Prepaid expenditures D ue from others $462,921 34,267 24, $522,910 LIA BILITIES AN D FU N D BA LAN CE Liabilities: A ccountspayable Payrolltaxespayable D ue to otherfunds Totalliabilities $ 32, ,115 Fund balance: U nreserved,undesignated Reserved,prepaid expenditures TotalIim d balance 418,227 24, ,169 Totalliabilitiesand fire d balance $530,284

22 V ERM ILION PA RISH CLERK OF CO URT GeneralFund StatementofRevenues-Budget(GAAP Basis)and Actual Forthe YearEnded June Budget Variance- Favorable (Unfavorable) Licensesand perm its: M arriage licenses Passportfees TotalIicencesand perm its 8,700 3,500 2,200 5, ,965 $ (3,155) (80) (3,235) Fees,chargesand com m issions: C ourtcost,feesand charges - Crim inalcosts Court attendnace reporting O ther 16,500 6, ,171 10, (329) 4, Totalcourt costs,feesand charges 48,350 54,657 6,307 Feesforrecording legaldocum ents - Recordings Cancellations; M ortgage certificate Suitsand successions 395,000 3,800 44, ,867 2,524 38, ,255 (30,133) (1,276) (5,967) 19,255 Totalfeesforrecording legaldocum ents 852, ,679 (18,121) Certified copies 85,000 35,531 (49,469) Intergovernm ellta]: Federalgrant-non-support 20,000 26,371 6,37 M iscellaneous: Interesteam ed Clerkssupplem ent Fax Fees Copy card fees Other Totalm iscellaneous 15,500 12,000 4, ,000 5, ,400 14,896 12,550 5, , (604) ,510 (5,304) 7,762 Totalrevenues $1,200,750 $1,150,365 $ (50,385) 20

23 V ERM ILION PA RISH CL~';RK O F CO URT Abbeville,Louisiana GeneralFund StatementofExpeuditutes-Budget(GAAP Basis)andActual Forthe YearEnded June 30,2000 Expenditures: Salaries- Clerk Deputies Others Totalsalaries Budget $ 89, ,000 28, ,705 Actual $ 90, ,781 14,915 Variance - Favorable (Unfavorable) $ (1,290) (28,781) 13, ,691 (16,986) Em ployee benefits- Pension fu~ld Payrolltax llospitalization insurance Totalem ployee benefits 111,000 8,700 72, ,612 6,100 82, ,398 2,600 (10,338) 37,650 Insurance - Deputy liability insurance I'rrorsand om issionsinsurance Fire and casualty insurance W orkers'com pensation Totaliusuraoce Operation and m ainltenance - O fi ce: Supplies Printing Postage/box rent M aintenance Rental-m icrofilm storage Telephone Fax phone expensq~s Equipm e~t-m aintenance Equipm ent-renta~ Software -m aintenance Supplies.-com puter Supplies-.rnfcrotilm Supplies -.xerox copy card Totaloperationsand m aintenance 130 8, , ,500 6,500 14,000 2, ,000 2,000 45,000 ll,000 10,o00 20,000 43,000 1, ,252 1,040 6,010 4,578 17,138 6,482 15, ,989 2,122 45,275 9,390 16~449 11,299 42, , , 777 (146) 1,148 (640) (l,sl0) (1,148) 3, (I,524) 1, , ) (275) 1,610 (6,449) 8, (2,050) 6,773 (continued)

24 VERM ILION PA RISIICLERK O F COURT G eneralfund StatementofExpenditures-Budget(GAAP Basis)and Actual(Continued) FortheYearsEnded June 30,2000 Budget Actua V ariance - Favorable (Unfavorable) A dvertising - Public notice 90 (90) A utom obile - Rental Operating and m aintenance Insurance Totalautom obile 7,000 1,500 2,000 10,500 7,013 2,082 1, (13) (582) 140 (455) Professionalservices- A ccounting Legal Program m int, Totalprofessionalservices 26,000 2, ,765 (765) 300 1, (I,O54) 40,119 (119) M iscellaneous- A ssociation dues Clerk'ssupplem entalcom pensation fund D eputy uniform s Election costs Subscriptions Traveland convention costs O ther Totalm iscellaneous 2,400 12,500 2,000 2, ,700 1, ,427 15,717 1, ,710 1, (27) (3,217) 885 2, ,990 (161) 7,017 Capitalexpenditures- C om puterequipm ent O ffice equipm ent 13,000 7,000 I3,323 6,805 (323) 195 Totalcapitalexpenditures 20,000 20,128 (128) D ebtservice - Principal-capitallease Interest-capitallease Totaldebtservice Totalexpend itures $ 1,150,635 2, (2,691) (298) 2,989 (2,989) $1,121,110 $ 29,525

25 A G EN C Y FUN D S A dvance D enn~itfund - The A dvance D eposit Fund, as provided by Louisiana Revised Statute 13:842, is used to account for advance depositson suitsfiled by litigants. The advancesare refundable to the litigantsafterallcostshave The Regist r ry. of CourtFund,asprovided by Louisiana Revised Statute 13:475,isused to accountforfunds which have been ordered by the courtto be held untiljudgmenthasbeen rendered in courtlitigation. W ithdraw alsof the fim dscan be m ade only upon orderof the court. Non-Supporl_~ zld The N on-supportfund as provided by Louisiana Revised Statute 13:848,accounts forthe collection and disbursem entsof feesin crim inalcasesthathave been sentby the D epartm entof SocialServices.

26 VERM ILION PA RISH CLERK OF COURT A gency Funds Com bining Balance Sheet June A dvance D eposit Registry of Court N orl Support Tota A SSETS Cash Investm ents D ue from otherlhnds $228,164 47,104 $ 655,216 $10, ,933 $ 893, ,933 47,104 $275,268 $ 1,044,149 $ 10,017 $ 1,329,434 3A BII,ITIES U nsetled balances: C ivilsuits D ue to agencies Registry oflhe court N on-supporl $218,897 56,371 1,044,149 10,017 $ 218,897 56,371 1,044,149 10,017 Totalliabilities $275,268 $1,044,149 $10,017 $1,329,434

27 V ERM ILION PARIStICLERK O F CO U RT A gency Funds C.om bining Schedule of Collections,D istributions,and U nsetled Balances Forthe YearEnded June 30,2000 A dvance Deposit Registry of Court N on Support Total Collections: D epositsin civilstilts D epositsin non-supportsuits Security bond deposits D epositsby orderof the court Interestearnings Totalcollections $878,086 $ 7, ,670-39, , ,331 $ - 26,961 " - 26,961 $ 878,086 26,961 7, ,670 39, ,768 D istributions: Paym entsby orderof the court Refund of deposits Feestransferred to generalfund A dvanced depositifeestransferred to state Sheriffsfees-local Sheriff'sfees-otherparishes totherfee.~ Com m issionerof insurance -reportfee Court reporterfees Atorn ey fees Secretary of state fees Courtof appealfees W itnessfees Law library fees Judgessupportcom pensation fee Judicialcosts Paymentsto policejury Totaldistributions 217, ,343 67,032 47,023 43, ,081 6,425 3,645 t,654 6,224 24,634 22,290 68, , ,757 26,371 4,287 1, ,757 32, , , ,714 67,032 51,310 45, ,081 6,425 3,645 1,654 6,224 24,634 22,290 68,908 1,224,493 (44,243) 149,574 (5,056) 100,275 U nsetled balances,beginning 319, ,575 15,073 1,229,159 U nsettled bahm ces,ending $275,268 $1,044,149 $10,017 $1,329,434

28 C O M PLIA N CE A N D IN TERN AL C O N TR O L 26

29 C Burton Ko~er. CPA RusselF Chamo~ CPk V,(;IotR SIBven CPA Cbr,$Ra,ney CPA Conrad0 Chapman CPA P TroyCou~ le CPA AI,en J LaBty CPA PennyAngelic Sc~gglns CPA Mary T Thlbodeaux. CPA G~,rald A Th~bodeaux Jr.CPA KelyM Doucet CPA KennelhJ RaChalCPA L,saG Spa,n CPA K O I.D ER,C HA M PA G N E,S LA V E N & RA IN EY,LI.C CERTIFIED PUBLIC ACCOUNTANTS P.O.Box 1055 A bbevile,la Phone (337) Fax[337) REPORT ON COM PLIAN CE AN D ON IN TERN AL CON TROL O V ER FIN AN CIAL REPO RTIN G BA SED ON AN A U D IT O F' FIN A N CIA L STA TEM EN TS PERFO RM ED IN A CCO RD AN CE W ITH G OV ERN M EN T A U DITIN G STAN DA RD S WEB SITE KCSRCPAS COM MEMBER OF AM ERICAN INSTITUTE OF CERTIFIED PUBLIC ACCOUNTANTS SOCIETY OF LOUISIANA CERTIFIED PUBLIC ACCOUNTANTS The tlonorahk',todd D ore V erm ilion Parish Cle,rk of Court W e have audited the generalpurpose financialstatem entsof the V erm ilion Parish Clerk of Court,a com ponentunitof tile V erm ilion Parish G overnm ent,asof and forthe yearended June 30,2000,and have issued ourreportthereon dated Septem ber 1,2000. W e conducted ourauditin accordance w ith generally accepted auditing standards and the standards applicable to financial a udits contained in G overnm ent A uditing Stan _ d _ a.!'_d,% issued by the Com ptrollerg eneralof the United States. Com pliance A s part of obtaining reasonable assurance about w hether the V erm ilion Parish Clerk of Court's generalpurpose financialstatem entsare free of m aterialm isstatem ent,w e perform ed testsof its com pliance w ith certain provisions of law s,regulations,contracts and grants,noncom pliance w ith w hich could have a direct and m aterial effect on the determ ination of financial statem ent am ounts. }tow ever,providing an opinion on compliancewiththoseprovisionswasnotan objectiveofourauditand,accordingly,wedo not expresssuch an opinion. The resultsof ourtestsdisclosed instancesof noncom pliance thatare required to be reported undergovernm entauditing;standards. The findingsare described in the accom panying sum m ary scheduleofcurrentandprioryearauditfindingsand corectiveaction plan asitems00-2(c),00-3(c)and 00-4(C). ntcrnalcontrolo verfinancialreportimz In planning and perform ing ouraudit,w e considered the V erm ilion Parish Clerk of Courts internal controloverfinancialreporting in orderto determ ine ourauditing proceduresforthe purp ose of expressing ouropinion on the generalpurpose financialstatem entsand notto provide assurance on the internalcontrol over financialreporting. H ow ever,w e noted a certain m atter involving the intern alcontrolover financial reporting and itsoperation thatw e considerto be reportable condition. Reportable conditionsinvolve m atters com ing to ouratentk)n relating to significantdeficiencies in the design oroperation of the internalcontrol overfinancialreporting that,in ourjudgment,could adversely affecttheverm ilion Parish Clerk ofcourts ability to record,process,sum m arize and report financialdata consistentw ith the assertionsof m anagem entin the financialstatem ents. The reportable condition isdescribed in the accom panying sum m ary schedule of currentand prioryearfibdingsand correctiveaction plan asitem 00-I(IC). 234 RueBe/uregard Lala)etle. LA?0508 Phone(317) EastBlidgeStre*, a ~ ~ dg~. a 305? Phon~(3171)32-4o:~0 Fax(~3~) t33eastw addl M atksville,la 7135 Phone(318)ZS Fax(318) W CottonStreet V g Platte LA Phone(337) Fax(337)363-} W SixthA~enue Oberlin. LA 70~)55 phone(317)6j~4737 F~x(337)63%4568,. co so~m xlain st,eel Abbe~ille LA 70 Phone(337( Fa~(

30 A m aterialw eakness is a condition in w hich the design oroperation of one orm ore of the internal controlcom ponents does notreduce to a relatively low levelthe risk thatm isstatem ents in am ounts that w ould be m aterialin relation to the generalpurpose financialstatem ents being audited m ay occurand notbe detected w ithin a tim ely period by em ployees in the normalcourse of perform ing their assigned functions. O urconsideration ofthe internalcontroloverfinancialreporting would notnecessarily disclose allm atersin tile internalcontlolthatm ightbe reportable conditions and,accordingly,w ould notnecessarily disclose all reportable conditions that are also considered to be m aterialweaknesses. However,we believe thatthe reportable condition described above isa m aterialw eakness. Thisreportis intended solely forthe inform ation and use of the V erm ilion Parish C lerk of Court's m anagem ent,and federalaw arding agenciesand isnotintended to be and should notbe used by anyone other than these specified parties. K older,champagne,slaven & R ainey,llc Certified Public A ccountants A bbeville,looisiana Septem ber1.2000

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