OFFICUL DO WOT (Xerox necessary copies {torn this copy and PLACE BACK in FILE) TOWN OF CLARKS Clarks, Louisiana Annual Financial Statements As of and for the Year Ended June 30, 2008 Under provisions of state law, this report is a public document. A copy of the report has been submitted to the entity and other appropriate public officials. The report is available for public inspection at the Baton Rouge office of the Legislative Auditor and, where appropriate, at the office of theparish clerk of court. Release Date
Clarks, Louisiana Annual Financial Statements As of and for the Year Ended June 30, 2008 CONTENTS Statement Page No. Independent Accountant's Report 3 Required Supplemental Information: Management's Discussion and Analysis Basic Financial Statements: Government-Wide Financial Statements: Statement of Net Assets Statement of Activities A 10 B 11 Fund Financial Statements: Governmental Funds: Balance Sheet Statement of Revenues, Expenditures and Changes in Fund Balances Business-Type Activities: Statement of Net Assets Statement of Revenues, Expenses, and Changes in Net Assets Statement of Cash Flows Notes to the Financial Statements C D E F G 13 14 16 17 18 19-1-
Clarks, Louisiana Annual Financial Statements As of and for the Year Ended June 30, 2008 CONTENTS (Contd.) Required Supplemental Information: Schedule Page No. Schedule of Revenues, Expenditures, and Changes in Fund Balance - Budget and And Actual - General Fund 1 29 Other Supplemental Information Schedules: Schedule of Per Diem Paid Aldermen 2 32 Status of Prior Year Findings 3 33 Current Year Findings and Corrective Action Plan 4 34 Independent Accountant's Report on Applying Agreed-Upon Procedures 36 Louisiana Attestation Questionnaire 40-2-
CERTIFIED PUBLIC ACCOUNTANT 369 DONALDSON ROAD. CALHOUN, LOUISIANA. TELEPHONE 318/644-5726 Independent Accountant's Report MAYOR AND BOARD OF ALDERMEN TOWN OF CLARKS Clarks, Louisiana I have reviewed the accompanying financial statements of the governmental activities, the business-type activities, and each major fund of the Town of Clarks, as of and for the year ended June 30, 2008. These financial statements are the responsibility of the management of the Town of Clarks. My review was conducted in accordance with Statements on Standardsfor Accounting and Review Services issued by the American Institute of Certified Public Accountants and applicable standards of Government Auditing Standards issued by the Comptroller General of the United States of America. A review consists principally of inquiries of the personnel of the Town of Clarks and analytical procedures applied to financial data. It is substantially less in scope than an audit in accordance with generally accepted auditing standards, the objective of which is the expression of an opinion regarding the financial statements taken as a whole. Accordingly, 1 do not express such an opinion. Based on my review, I am not aware of any material modifications that should be made to the accompanying financial statements in order for them to be in conformity with generally accepted accounting principles. In accordance with the Louisiana Governmental Audit Guide and the provisions of state law, I have issued a report dated September 11, 2008, on the results of my agreed-upon procedures. The management's discussion and analysis and budgetary comparison information on pages 4 and 29, are not a required part of the basic financial statements but are supplementary information required by the Governmental Accounting Standards Board (GASB). Such information has not been subjected to the inquiry and analytical procedures applied in the review of the basic financial statements, but was complied from information that is the representation of management, without audit or review. Accordingly, I do not express an opinion or any other form of assurance on the supplementary information. /s Carleen Dumas Calhoun, Louisiana September 11,2008 MEMBER OF THE AMERICAN INSTITUTE OF CERTIFIED PUBLIC ACCOUNTANTS MEMBER OF THE SOCIETY OF LOUISIANA CERTIFIED PUBLIC ACCOUNTANTS -3-
darks, Louisiana MANAGEMENT'S DISCUSSION AND ANALYSIS For the Year Ended June 30, 2008 Our discussion and analysis of the Town of darks' (hereafter referred to as the Town) financial performance provides an overview of the Town's financial activities for the fiscal year ended June 30, 2008. Please read it in conjunction with the Town's financial statements that begin on page 10. USING THIS ANNUAL REPORT This annual report consists of a series of financial statements. The Statement of Net Assets and the Statement of Activities on pages 10 through 12 provide information about the activities of the Town as a whole. Fund financial statements begin on page 13. For governmental activities, these statements provide information on how the general activities of the Town are financed in the short term as well as what remains for future spending. Fund financial statements report the Town's operations in more detail than the government-wide statements. Reporting the Town as a Whole - The Statement of Net Assets and the Statement of Activities Our analysis of the Town as a whole begins on page 10 with the Statement of Net Assets and on page 11 with the Statement of Activities. These statements include all assets and liabilities using the accrual basis of accounting, which is similar to the accounting used by most businesses. All of the current year's revenues and expenses are taken into account regardless of when cash is received or paid. These two statements report the Town's net assets and the changes in them. Net assets - the difference between assets (what the Town owns) and liabilities (what the Town owes) is a way to measure the financial position of the Town. Over time, increases or decreases in the Town's net assets are an indicator of whether the Town's financial position is improving or deteriorating. In the Statement of Net Assets and the Statement of Activities, the Town is divided into two kinds of activities: Governmental activities - all of the Town's governmental services are reported here including police and fire protection and general administration. Business-type activities - the Town's water and sewer systems are reported here. -4-
Clarks, Louisiana MANAGEMENT'S DISCUSSION AND ANALYSIS For the Year Ended June 30, 2008 Reporting the Town's Funds - Fund Financial Statements Our analysis of the Town's funds begin on page 13. The fund financial statements provide more detailed information about the Town's funds. The Town's two kinds of funds - governmental and business-type funds use different accounting methods. Governmental funds focus on how money flows into and out of the funds and the balances left at year-end that are available for spending. Governmental funds are reported using an accounting method called modified accrual accounting, which measures cash and all other financial assets that can be readily converted to cash. The governmental fund statements provide a detailed short-term view of the Town's operations. Governmental fund information helps to determine whether there are more or fewer financial resources that are available to be spent in the near future. The differences between governmental activities reported in the Statement of Net Assets and the Statement of Activities and governmental funds are reported in a reconciliation at the bottom of the fund financial statements. Business-type activities funds are reported in the same way that the activities are reported in the Statement of Net Assets and the Statement of Activities. COMPARATIVE ANALYSIS OF FINANCIAL DATA Government-Wide The Town's total net assets increased by $37,709 during the year ended June 30, 2008. The increase in net assets is the net effect of the Town's sewer system revenues being inadequate to cover the cost of operating the sewer system including depreciation and an increase in operating and capital grants. The Town received $204,942 in state and federal grants that were accounted for in the General Fund and LCDBG Capital Projects Fund and resulted in a $155,816 increase in net assets from governmental activities. The grant funds were used to purchase capital assets, to a pay capital lease in full, make repairs to sewer lift stations and to begin construction on water system improvements. The following presents an analysis of net assets and changes in net assets of the Town's governmental and business-type activities: -5-
Clarks, Louisiana MANAGEMENT'S DISCUSSION AND ANALYSIS For the Year Ended June 30, 2008 Assets Current assets Capital assets Total assets Liabilities Current liabilities Long-term liabilities Total liabilities Net Assets Invested in capital assets, net of related debt Restricted by grantor Unrestricted Total net assets GOVERNMENTAL ACTIVITIES 2008 2007 $75,136 681,519 756,655 4,081 4,081 681,519 63,709 7,346 752,574 $80,327 569,034 649,361 11,561 41,042 52,603 527,992 43,112 25,654 596,758 BUSINESS-TYPE ACTIVITIES 2008 2007 $13,523 1,044,185 1,057,708 17,853 17,853 1,044,185 (4,330) 1,039,855 $25,471 1.145.473 1.170,944 12,982 12,982 1,145,473 12.489 1.157,962 2008 $88,659 1,725,704 1,814,363 21,934 21,934 1,725,704 63,709 3,016 1,792,429 TOTAL 2007 $105,798 1,714,507 1,820,305 24,543 41,042 65,585 1,673,465 43,112 38,143 1,754,720 Program revenues Charges for services Operating grants Capital grants General revenues Property taxes Franchise taxes Sales taxes Intergovem mental Occupational licenses Investment earnings Other Transfers Special item - loss on sale of capital assets Total revenue, transfers and special items Program expenses General government Water and sewer Total expenses Change in net assets Net assets - beginning Net assets - ending GOVERNMENTAL ACTIVITIES 2008 2007 $18,654 35,000 169,942 6,812 9,510 2,777 1,713 7,110 188 7,198 52,698 (2,883) 308,719 152,903 152,903 155,816 596,758 $752,574 $25,008 51,443 72,353 8,785 9,508 2,432 6,946 223 10,843 69,296 256,837 148,725 148,725 108,112 488,646 $596,758 BUSINESS-TYPE ACTIVITIES 2008 2007 $166,002 60 (52,698) 113,364 231,471 231,471 (118,107) 1,157,962 SI. 039,855 $178,264 138 (69,296) 109,106 224,899 224,899 (115,793) 1,273,755 $1.157,962 2008 $184,656 35,000 169,942 6,812 9,510 2,777 1,713 7,110 248 7,198 (2,883) 422,083 152,903 231,471 384,374 37,709 1,754,720 $1.792.429 TOTAL 2007 $203,272 51,443 72,353 8,785 9,508 2,432 6,946 361 10,843 365.943 148,725 224,899 373.624 (7,681) 1,762,401 $1.754.720-6-
Clarks, Louisiana MANAGEMENT'S DISCUSSION AND ANALYSIS For the Year Ended June 30, 2008 The Town's total revenues increased $56,140 in 2008 primarily due to a $81,146 increase in grant revenue and a $18,616 decrease in charges for services. Total expenses increased $10,750 in 2008 which was primarily due to repairs to lift stations. Governmental Funds The revenue from governmental activities increased $51,882 from governmental revenues of the prior year due to an increase in grant revenue in 2008. Expenses from governmental activities increased $4,178. Business-Type Activities Water and sewer fees of the Water Enterprise Fund and Sewer Enterprise Fund decreased $12,262 from the prior year. Expenses increased $6,572 from prior year amounts. OVERALL FINANCIAL POSITION The Town's net assets increased $37,709 as a result of this year's operations. Unrestricted net assets (those assets available to finance the daily operations of the Town) were $3,016 at year end. The amount invested in capital assets, net of related debt was $1,725,704 at year end and net assets restricted by grantor were $63,709. TOWN'S FUNDS At the end of the year, the Town's General Fund reported an unreserved fund balance of $7,271. The increase in total fund balance for 2008 was $2,214 primarily due to an increase in grant revenues. The Water Enterprise Fund reported a deficit in unrestricted net assets of $6,405 at year end. The decrease in net assets was $51,023 for 2008. The Sewer Enterprise Fund reported unrestricted net assets of $2,705 at year end. The decrease in net assets was $67,084 for 2008. These decreases in net assets were a result of revenues being insufficient to cover the cost of operations including depreciation and the transfer of $54,605 to the General Fund to cover the expenditures of the General Fund. GENERAL FUND BUDGETARY HIGHLIGHTS At year end, actual revenues and other financing sources were $27,857 less than budgeted revenues and other financing sources. Actual General Fund expenditures were $43,671 less than budgeted expenditures. There was one budget amendment during the year. The Town prepares its General Fund budget on the modified accrual basis of accounting. -7-
Clarks, Louisiana MANAGEMENT'S DISCUSSION AND ANALYSIS For the Year Ended June 30, 2008 CAPITAL ASSETS AND DEBT Capital Assets At the end of the year, the Town had capital assets (net of accumulated depreciation) totaling $1,725,704. Capital assets include the water and sewer systems and improvements, street improvements, land, construction in progress, buildings, and equipment and vehicles, costing $500 or more. The Town's additions during the year were the purchase of a vehicle in the General Fund for $6,000 and an increase in construction in progress in the LCDBG Capital Projects Fund. The construction project is for improvements to the Town's water system. Additional information about the Town's capital assets is presented in Note 5 to the financial statements. Debt At the beginning of the year the Town had an obligation under a capital lease for $41,042. The Town used the proceeds from a state grant to pay its obligation in full during 2008. Additional information about the Town's debt is presented in Note 7 to the financial statements. ECONOMIC FACTORS AND NEXT YEAR'S BUDGET The Town prepared its 2009 General Fund budget on the assumption that revenues and expenditures will remain fairly constant next year except the Town expects a decrease in grant revenue. The Town plans to complete the street repair project that will be paid from FEMA grant funds included in cash at June 30, 2008. The Town will also purchase a police car from grant funds on hand at June 30, 2008. The Town anticipates adopting a rate increase for the Water Enterprise Fund during the year ended June 30,2009. Expenses of the Water Enterprise Fund and the Sewer Enterprise Fund are expected to remain fairly constant for the year ending June 30,2009. The Town plans to obtain a grant during the year ended June 30,2009 to make repairs to the water tank.
BASIC FINANCIAL STATEMENTS
Statement A TOWN OF CLARKS Clarks, Louisiana STATEMENT OF NET ASSETS June 30, 2008 GOVERNMENTAL BUSINESS-TYPE ACTIVITIES ACTIVITIES TOTAL ASSETS Cash $74,009 $201 $74,210 Receivables (net of allowances for uncollectibles) 1,127 13,322 14,449 Capital assets (net) 681,519 1,044,185 1,725,704 TOTAL ASSETS 756,655 1,057,708 1,814,363 LIABILITIES Accounts payable 4,081 7,037 11,118 Customer deposits 10,816 10,816 TOTAL LIABILITIES 4,081 17,853 21,934 NET ASSETS (Deficit) Invested in capital assets, net of related debt 681,519 1,044,185 1,725,704 Restricted by grantor 63,709 63,709 Unrestricted (deficit) 7,346 (4,330) 3,016 TOTAL NET ASSETS $752,574 $1,039,855 $1,792,429 See accompanying notes and accountant's report. -10-
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Statement C TOWN OF CLARKS Clarks, Louisiana BALANCE SHEET - GOVERNMENTAL FUNDS June 30, 2008 LCDBG CAPITAL GENERAL PROJECTS FUND FUND TOTAL ASSETS Cash $73,934 $75 $74,009 Receivable 1,127 1,127 TOTAL ASSETS $75,061 $75 $75,136 LIABILITIES AND FUND BALANCES Liabilities - accounts payable $4,081 NONE $4,081 Fund balance: Reserved by grantor 63,709 63,709 Unreserved 7,271 $75 7,346 Total fund balances 70,980 75 71,055 TOTAL LIABILITIES AND FUND BALANCES $75,061 $75 $75,136 Reconciliation of the Balance Sheet of Governmental Fund To the Statement of Net Assets: Total Fund balance - Governmental Funds $71,055 Amount reported for net assets of governmental activities in the Statement of Net Assets (Statement A) is different because: Capital assets used in governmental activities are not financial resources and therefore are not reported in the fund 681,519 Net assets of governmental activities (Statement A) $752,574 See accompanying notes and accountant's report. -13-
darks, Louisiana Statement D STATEMENT OF REVENUES, EXPENDITURES, AND CHANGES IN FUND BALANCES - GOVERNMENTAL FUNDS For the Year Ended June 30, 2008 REVENUES Taxes: Property Sales Franchise Occupational licenses Intergovernmental revenues: Federal grants State grants Fire protection fees Traffic fines Mowing fees Use of money and property: Interest earnings Rent Other revenues Total revenues EXPENDITURES General government - current: Personal services and related benefits Operating services Materials and supplies Capital outlay Debt service Total expenditures EXCESS (Deficiency) OF REVENUES OVER EXPENDITURES OTHER FINANCING SOURCES Transfers (net) NET CHANGE IN FUND BALANCE FUND BALANCE AT BEGINNING OF YEAR FUND BALANCE AT END OF YEAR LCDBG CAPITAL GENERAL PROJECTS FUND FUND TOTAL $6,812 2,777 9,510 7,110 8,583 $136,359 61,713 6,415 3,524 2,915 188 5,800 7,398 122,745 136,359 15,992 72,303 34,964 6,000 136,384 43,870 173,129 136,384 (50,384) (25) 52,598 100 2,214 75 68,766 NONE $70,980 $75 $6,812 2,777 9,510 7,110 144,942 61,713 6,415 3,524 2,915 188 5,800 7,398 259,104 15,992 72,303 34,964 142,384 43,870 309,513 (50,409) 52,698 2,289 68,766 $71,055 (Continued) See accompanying notes and accountant's report. -14-
Clarks, Louisiana STATEMENT OF REVENUES, EXPENDITURES, AND CHANGES IN FUND BALANCES - GOVERNMENTAL FUNDS For the Year Ended June 30, 2008 Statement D Reconciliation of the Statement of Revenues, Expenditures, and Changes in Fund Balance of Governmental Funds to the Statement of Activities: Net change in fund balances - Total Governmental Funds $2,289 Amount reported for governmental activities in the Statement of Activities (Statement B) is different because: Governmental funds report capital outlays as expenditures. However, in the statement of activities, the cost of those assets is allocated over their estimated useful lives as depreciation expense. This is the amount by which capital outlay exceeded depreciation expense in the current period. The repayment of the principal of long-term debt consumes current financial resources of governmental funds; however, this transaction has no effect on net assets. This amount is the effect of this difference in the treatment of long-term debt. 41,042 In the statement of activities, only the loss on the sale of fixed assets is reported, whereas in the governmental funds, the proceeds from the sale increases financial resources. Thus, the change in net assets differs from the change in fund balance by the book value of the asset. (3,083) Change in net assets of governmental activities (Statement B) $155,816 (Concluded) See accompanying notes and accountant's report. -15-
Statement E TOWN OF CLARKS darks, Louisiana STATEMENT OF NET ASSETS - BUSINESS-TYPE ACTIVITIES June 30, 2008 ASSETS Current assets: Cash Accounts receivable (net of allowance for doubtful accounts) Total current assets Noncurrent assets: Capital assets (net of accumulated depreciation) Total assets...enterprise Funds... Water Sewer Fund Fund $124 10,322 10,446 445,824 456,270 $77 3,000 3,077 598,361 601,438 Total Enterprise Funds $201 13,322 13,523 1,044,185 1,057,708 LIABILITIES Current liabilities: Accounts payable Customer deposits Total liabilities 6,035 10,816 16,851 1,002 1,002 7,037 10,816 17,853 NET ASSETS (Deficit) Invested in capital assets Unrestricted (deficit) Total net assets 445,824 (6,405) $439,419 598,361 2,075 $600,436 1,044,185 (4,330) $1,039,855 See accompanying notes and accountant's report. -16-
Clarks, Louisiana Statement F STATEMENT OF REVENUES, EXPENSES, AND CHANGES IN NET ASSETS - BUSINESS-TYPE ACTIVITIES For the Year Ended June 30, 2008 OPERATING REVENUES Service fees OPERATING EXPENSES Salaries and payroll taxes Contract labor Utilities Materials and supplies Dues and fees Office expense Postage Sales tax Miscellaneous Depreciation Total operating expenses OPERATING INCOME (Loss) NON-OPERATING REVENUE (Expenses) Interest income Operating transfers in (out) Total non-operating revenues (expenses) CHANGE IN NET ASSETS NET ASSETS - BEGINNING NET ASSETS - ENDING..Enterprise Water Fund $134,577 22,918 15,000 16,476 27,459 772 967 1,109 908 3,503 41,923 131,035 3,542 40 (54,605) (54,565) (51,023) 490,442 $439,419 Funds,. Sewer Fund $31,425 15,000 11,063 10,664 115 4,229 59,365 100,436 (69,011) 20 1,907 1,927 (67,084) 667,520 $600,436 Total Enterprise Funds $166,002 22,918 30,000 27,539 38,123 772 967 1,224 908 7,732 101,288 231,471 (65,469) 60 (52,698) (52,638) (118,107) 1,157,962 $1,039,855 See accompanying notes and accountant's report. -17-
Clarks, Louisiana Statement G STATEMENT OE CASH FLOWS - BUSINESS-TYPE ACTIVITIES For the Year Ended June 30, 2008 CASH FLOWS FROM OPERATING ACTIVITIES Receipts from customers Payments to suppliers Payments to employees Net cash provided by operating activities CASH FLOWS FROM NON-CAPITAL FINANCING ACTIVITIES Operating transfers in (out) CASH FLOWS FROM INVESTING ACTIVITIES Interest income NET INCREASE (Decrease) IN CASH CASH AT BEGINNING OF YEAR CASH AT END OF YEAR Reconciliation of Operating Income (Loss) to Net Cash Provided by Operating Activities Operating Income (Loss) Adjustments: Depreciation (Increase) decrease in accounts receivable Increase in accounts and taxes payable Total adjustments Net cash provided by operating activities..enterprise Funds.. Water Sewer Fund Fund Total Enterprise Funds $138,540 (70,975) (17,068) $35,980 (40,261) $174,520 (111,236) (17,068) 50,497 (4,281) 46,216 (54,605) 1,907 (52,698) 40 (4,068) 4,192 $124 20 (2,354) 2,431 $77 60 (6,422) 6,623 $201 $3,542 ($69,011) ($65,469) 41,923 971 4,061 46,955 $50,497 59,365 4,555 810 64,730 ($4,281) 101,288 5,526 4,871 111,685 $46,216 See accompanying notes and accountant's report. -18-
Clarks, Louisiana Notes to the Financial Statements As of and for the Year Ended June 30, 2008 INTRODUCTION The Town of Clarks is governed by the mayor-board of aldermen form of government. The aldermen receive a $50 per diem for attending each regular and special meeting. The town provides public safety, public works, and general government services to its residents. The town has a full-time clerk, and an elected Chief of Police. GASB Statement No. 14, The Reporting Entity, established criteria for determining the governmental reporting entity and component units that should be included within the reporting entity. Under provisions of this Statement, the Town of Clarks is considered a primary government, since it is a special purpose government that has a separately elected governing body, is legally separate, and is fiscally independent of other state and local governments. As used in GASB Statement No. 14, fiscally independent means that the municipality may, without the approval or consent of another governmental entity, determine or modify its own budget, levy its own taxes or set rates or charges, and issue bonded debt. The town has no component units. 1. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES A. Government-Wide and Fund Financial Statements The government-wide financial statements (i.e., the statement of net assets and the statement of activities) report information on all of the activities of the Town of Clarks. Governmental activities, which normally are supported by taxes and intergovernmental revenues, are reported separately from business-type activities, which rely to a significant extent on fees and charges for support. The statement of activities demonstrates the degree to which the direct expenses of a given function or segment are offset by program revenues. Direct expenses are those that are clearly identifiable with a specific function or segment. Program revenues include 1) charges to customers or applicants who purchase, use, or directly benefit from goods, services, or privileges provided by a given function or segment and 2) grants and contributions that are restricted to meeting the operational or capital requirements of a particular function or segment. Taxes and other items not properly included among program revenues are reported instead as general revenues. See accountant's report. -19-
Notes to the Financial Statements Separate financial statements are provided for governmental funds and business-type activities funds. All individual governmental funds and individual enterprise funds are reported as separate columns in the fund financial statements. B. Measurement Focus, Basis of Accounting, and Financial Statement Presentation The government-wide financial statements are reported using the economic resources measurement focus and the accrual basis of accounting, as are the business-type fund financial statements. Revenues are recorded when earned and expenses are recorded when a liability is incurred, regardless of the timing of related cash flows. Grants and similar items are recognized as revenue as soon as all eligibility requirements imposed by the provider have been met. Governmental fund financial statements are reported using the current financial resources measurement focus and the modified accrual basis of accounting. Revenues are recognized as soon as they are both measurable and available. Revenues are considered to be available when they are collectible within the current period or soon enough thereafter to pay liabilities of the current period. For this purpose, revenues are considered to be available if they are collected within 60 days of the end of the current fiscal period. Expenditures generally are recorded when a liability is incurred, as under accrual accounting. However, debt service expenditures, as well as expenditures related to compensated absences and claims and judgements, are recorded only when payment is due. Property taxes, sales taxes, franchise taxes, and charges for services associated with the current fiscal period are all considered to be susceptible to accrual and so have been recognized as revenues of the current fiscal period. All other revenue items are considered to be measurable and available only when cash is received by the town. The Town of Clarks reports the following governmental funds: General Fund The General fund is the general operating fund of the town and accounts for all financial resources of the general government. See accountant's report. -20-
Notes to the Financial Statements LCDBG Capital Projects Fund The LCDBG Fund is used to account for a grant from the United States Department of Housing and Urban Development, Division of Administration for the improvement of the town's water system. The Town of Clarks reports the following business-type activity funds: Water Enterprise Fund The Water Enterprise Fund accounts for the operations of the town's water system. Sewer Enterprise Fund The Sewer Enterprise Fund accounts for the operations of the town's sewer system. Private-sector standards of accounting and financial reporting issued prior to December 1,1989, generally are followed in the government-wide and business-type activities fund financial statements to the extent that those standards do not conflict with or contradict guidance of the Governmental Accounting Standards Board. Governments also have the option of following subsequent private-sector guidance for their business-type activities and enterprise funds, subject to the same limitation. The town has elected not to follow subsequent private-sector guidance. As a general rule, the effect of interfund activity is eliminated from the governmentwide financial statements. Amounts reported as program revenues include charges to customers for goods, services, or privileges provided and operating grants. General revenues include all taxes, occupational licenses, interest, and other miscellaneous revenue. Business-type activities funds distinguish operating revenues and expenses from nonoperating items. Operating revenues and expenses generally result from providing services and producing and delivering goods in connection with the fund's ongoing operations. The Water Enterprise Fund and Sewer Enterprise Fund's operating revenues consist of charges for water and sewer sales. Operating expenses for enterprise funds include the cost of services, administrative expenses, and depreciation on capital assets. All revenues See accountant's report. -21-
Notes to the Financial Statements and expenses not meeting these definitions are reported as nonoperating revenues and expenses. C. Deposits The town's cash consists of interest-bearing demand deposits. State law allows the town to invest in collateralized certificates of deposits, government-backed securities, commercial paper, the state sponsored investment pool, and mutual funds consisting solely of government-backed securities. D. Receivables All receivables are generally shown net of an allowance for uncollectible amounts. The allowance for uncollectibles in the Water Enterprise Fund is based on a historical collection rate. Property taxes are levied on a calendar year basis and become due on January 1 of each year. For the year ended June 30, 2008, the town levied 6.33 mills for operations of the General Fund. The town receives a pro-rata share of a one-fourth of one percent parishwide (excluding the Town of Columbia) sales tax approved by the voters in Caldwell Parish on October 19,1985 for fire protection in the parish. The sales tax is collected by the police jury and remitted to the town net of its pro-rata share of the cost of collection. E. Capital Assets Capital assets, which include land, construction in progress, buildings, street improvements, the water and sewer systems and improvements, and vehicles and equipment are reported in the applicable governmental or business-type activities columns in the government-wide financial statements. Capital assets are capitalized at historical cost or estimated cost if historical cost is not available. Approximately 98 percent of the town's capital assets have been capitalized at cost and the remaining 2 percent have been capitalized at estimated cost based on the historical cost of similar assets. The Town of Clarks maintains a threshold level of $500 or more for capitalizing capital assets. The costs of normal maintenance and repairs that do not add to the value of the asset or materially extend the asset's life are not capitalized. All capital assets, other than land and construction in progress are depreciated using the straight-line method over the following useful lives: See accountant's report. -22-
Notes to the Financial Statements Estimated Lives Infrastructure - water and sewer system and improvements Infrastructure - street improvements Buildings Vehicles and equipment 25 years 40 years 25 years 5-15 years F. Long-Term Obligations In the government-wide financial statements long-term debt is reported as a liability in the appb'cable governmental activities and business-type activities statement of net assets. G. Fund Equity In the fund financial statements, governmental funds report reservations of fund balance for amounts that are not available for appropriation or are legally restricted by outside parties for a specific purpose. Designations of fund balance represent tentative management plans that are subject to change. H. Estimates The preparation of financial statements in conformity with accounting principles generally accepted in the United States of America requires management to make estimates and assumptions that affect certain reported amounts of assets and liabilities, disclosures, and revenues, expenditures, and expenses during the reporting period. Actual results could differ from those estimates. 2. STEWARDSHIP, COMPLIANCE, AND ACCOUNTABILITY A. Budget Information The Town of Clarks uses the following budget practices: A proposed budget for the General Fund, prepared on the modified accrual basis of accounting, is presented to the board of aldermen in June. The budget is legally adopted by the board of aldermen at a board meeting and amended during the year as necessary. Budgets are established and controlled by the board at the object level of expenditure. Appropriations lapse at year-end and must be reappropriated for the following year to be expended. The budgetary comparison schedule included as supplemental information in the accompanying See accountant's report. -23-
TOWN OF CLARK.S Notes to the Financial Statements financial statements includes the original budget amounts and all subsequent budget amendments during the year. 3. DEPOSITS IN FINANCIAL INSTITUTIONS At June 30, 2008, the town has cash (book balances) as follows: Checking accounts $74,210 These deposits are stated at cost, which approximates market. Under state law, these deposits, or the resulting bank balances, must be secured by federal deposit insurance or the pledge of securities owned by the fiscal agent bank. The market value of the pledged securities plus the federal deposit insurance must at all times equal the amount on deposit with the fiscal agent. These deposits are secured from risk by federal deposit insurance. 4. RECEIVABLES The following is a summary of receivables at June 30, 2008: Water Sewer General Enterprise Enterprise Fund Fund Fund Total Sales taxes $202 $202 Accounts $13,811 $3,000 16,811 Other 925 925 Allowance for doubtful accounts NONE (3,489) NONE (3,489) Total $1,127 $10,322 $3,000 $14,449 5. CAPITAL ASSETS Capital assets and depreciation activity as of and for the year ended June 30, 2008, is as follows: Balance at Balance at July 1, June 30, 2007 Increases Decreases 2008 Governmental activities: Capital assets not being depreciated: Land $1,700 $1,700 See accountant's report. -24-
Notes to the Financial Statements Construction in progress Total capital assets not being depreciated: Capital assets being depreciated: Buildings Street improvements Vehicles and equipment Total capital assets being depreciated Less accumulated depreciation for: Buildings Street improvements Vehicles and equipment Total accumulated depreciation Total assets being depreciated, net Balance at July 1, 2007 $1,700 $61,000 338,007 286,992 685,999 15,250 7,043 96,372 118,665 $567,334 Increases $136,384 $136,384 $6,000 6,000 1,525 1,408 23,883 26,816 ($20,816) Decreases NONE ($5,000) (5,000) 1,917 1,917 ($3,083) Balance at June 30, 2008 136,384 $138,084 $61,000 338,007 287,992 686,999 16,775 8,451 122,172 147,398 $543,435 Business-type activities: Capital assets not being depreciated: Land Capital assets being depreciated: Water system and improvements Sewer system and improvements Equipment Total capital assets being depreciated Less accumulated depreciation for: Water system and improvements See accountant's report. $1,500 $1,093,199 1,479,988 20,737 2,593,924 $615,411 $40,281-25- NONE NONE $1,500 $1,093,199 1,479,988 20,737 NONE NONE 2,593,924 $655,692
Notes to the Financial Statements Sewer system and improvements Equipment Total accumulated depreciation Total capital assets being depreciated, net Balance at July 1, 2007 826,402 8,138 1,449,951 $1,143,973 Increases 59,200 1,807 Decreases 101,288 NONE ($101,288) NONE Balance at June 30, 2008 885,602 9,945 1,551,239 $1,042,685 Depreciation expense of $26,816 for the year ended June 30, 2008 was charged to the general government governmental function and $ 101,288 was charged to the water and sewer service business-type activities function. 6. INTERFUND TRANSFERS The following is a summary of interfund transfers during the year ended June 30, 2008: General Fund LCDBG Capital Projects Fund Water Enterprise Fund Sewer Enterprise Fund Total Transfer In $54,605 100 1,907 $56,612 Transfer Out $2,007 $54,605 $56,612 The transfers were made to pay operating expenses of the various funds. 7. LONG-TERM OBLIGATIONS The following is a summary of long-term debt (capital lease payable) transactions for the year ended June 30, 2008: Capital lease payable at July 1, 2007 Additions Reductions Capital lease payable at June 30, 2008 $41,042 NONE (41,042) NONE See accountant's report. -26-
Notes to the Financial Statements The town used the proceeds from a state grant to pay the lease agreement in full. 8. RESERVED FUND BALANCE At June 30, 2008, the General Fund reported $63,709 in reserved fund balance. This amount is made up of $20,690 in USDA grant funds that are reserved for the purchase of a police car and $43,019 in FEMA grant funds that are reserved for street repairs. 9. RISK MANAGEMENT The town purchases commercial insurance to reduce the risk of loss resulting from property damage or liability claims. There have been no significant reductions in insurance coverage from coverage in the prior year. Settlements have not exceeded insurance coverage in any of the past three fiscal years. 10. CONTINGENT LIABILITIES The town is involved in two lawsuits at June 30, 2008. No provision for any liability that may result from an unfavorable outcome is recorded in the accompanying financial statements. See accountant's report. -27-
REQUIRED SUPPLEMENTAL INFORMATION See accountant's report. -28-
Clarks, Louisiana Schedule 1 SCHEDULE OF REVENUES, EXPENDITURES, AND CHANGES IN FUND BALANCE - BUDGET AND ACTUAL - GENERAL FUND For the Year Ended June 30, 2008 Original Budgeted Amounts Final Actual Amounts (Budgetary Basis - GAAP) Variance with Final Budget Positive (Negative) REVENUES Taxes: Property Sales Franchise Occupational licenses Intergovernmental revenue Traffic fines Fire protection fees Mowing fees Rent Investment earnings Other revenue Total revenues $8,300 2,500 7,500 7,000 3,500 7,000 8,000 2,500 6,000 150 3,000 55,450 $6,800 2,500 7,500 7,000 69,000 4,000 8,500 1,700 6,000 200 40,000 153,200 $6,812 2,777 9,510 7,110 70,296 3,524 6,415 2,915 5,800 188 7,398 122,745 $12 277 2,010 110 1,296 (476) (2,085) 1,215 (200) (12) (32,602) (30,455) EXPENDITURES General government: Personal services Operating services Materials and supplies Debt service Capital outlay Total expenditures 31,000 65,100 26,000 14,000 136,100 20,000 81,000 37,800 50,000 28,000 216,800 15,992 72,303 34,964 43,870 6,000 173,129 4,008 8,697 2,836 6,130 22,000 43,671 EXCESS (Deficiency) OF REVENUES OVER EXPENDITURES (80,650) (63,600) (50,384) 13,216 OTHER FINANCING SOURCES Transfers (net) 80,000 50,000 52,598 2,598 NET CHANGE IN FUND BALANCE (650) (13,600) 2,214 15,814 FUND BALANCE AT BEGINNING OF YEAR 38,953 68,000 68,766 766 FUND BALANCE AT END OF YEAR $38,303 $54,400 $70,980 $16,580 There was one budget amendment during the year. See accountant's report. -29-
OTHER SUPPLEMENTAL INFORMATION SCHEDULES See accountant's report. -30-
Clarks, Louisiana OTHER SUPPLEMENTAL INFORMATION SCHEDULES As of and For the Year Ended June 30, 2008 COMPENSATION PAID ALDERMEN The schedule of per diem paid aldermen is presented in compliance with House Concurrent Resolution No. 54 of the 1979 Session of the Louisiana Legislature. Compensation of the aldermen is included in the general government personal services expenditures of the General Fund. Aldermen receive a per diem of $50 for attending each regular meeting. STATUS OF PRIOR YEAR FINDINGS The follow-up and corrective action taken on all prior year findings is presented in Schedule 3. CURRENT YEAR FINDINGS AND CORRECTIVE ACTION PLAN The corrective action plan for current year findings is presented in Schedule 4. See accountant's report. -31-
Clarks, Louisiana Schedule 2 Schedule of Per Diem Paid Aldermen For the Year Ended June 30, 2008 Buddy Carter $600 Fred Grant 600 Phyllis Holmes 600 Bonnie Hurst 600 James King 600 Total $3,000 See accountant's report. -32-
Clarks, Louisiana Schedule 3 STATUS OF PRIOR YEAR FINDINGS For the Year Ended June 30, 2008 Reference Number Fiscal Year Finding Initially Occurred Description of Finding Corrective Action Taken Planned Corrective Action Noncompliance with Public Procedure 1 2007 Bid Law Noncompliance with Local Procedure 7 2003 Government Budget Act Yes Partial N/A See current year findings. See accountant's report. -33-
Clarks, Louisiana Schedule 4 CURRENT YEAR FINDINGS AND CORRECTIVE ACTION PLAN For the Year Ended June 30, 2008 Reference Number Description of Finding Corrective Action Planned Name of Contact Person Anticipated Completion Date Procedure 7 Actual General Fund revenues and other sources failed to meet budgeted revenues and other sources by $27,857 or 14%. A budget amendment will be adopted by the board of aldermen when General Fund actual revenues and other sources fail to meet budgeted revenues and other sources by 5% or more. Ann Lovelady, Clerk 6/30/09 Procedure 8b One disbursement was not properly posted to the correct fund and general ledger account. All future disbursements will be posted to proper fund and general ledger account. Ann Lovelady, Clerk 6/30/09 Procedure 8c One disbursement did not receive approval from board of aldermen. All future disbursements will receive approval from board of aldermen. Ann Lovelady, Clerk 6/30/09 See accountant's report. -34-
Independent Accountant's Report on Applying Agreed-Upon Procedures The following independent accountant's report on applying agreed upon procedures is presented in compliance with the requirements of the Louisiana Governmental A udit Guide and the Louisiana A ttestation Questionnaire, issued by the Society of Louisiana Certified Public Accountants and the Louisiana Legislative Auditor. -35-
CERTIFIED PUBLIC ACCOUNTANT 369 DONALDSON ROAD. CALHOUN, LOUISIANA, TELEPHONE 318/644-5726 Independent Accountant's Report On Applying Agreed-Upon Procedures MAYOR AND BOARD OF ALDERMEN TOWN OF CLARKS Clarks, Louisiana I have performed the procedures included in the Louisiana Governmental Audit Guide and enumerated below, which were agreed to by the management of the Town of Clarks and the Legislative Auditor, State of Louisiana, solely to assist the users in evaluating management's assertions about the Town's compliance with certain laws and regulations during the year ended June 30, 2008 included in the accompanying Louisiana Attestation Questionnaire. This agreed-upon procedures engagement was performed in accordance with standards established by the American Institute of Certified Public Accountants. The sufficiency of the procedures is solely the responsibility of the specified users of the report. Consequently, I make no representation regarding the sufficiency of the procedures described below either for the purpose for which this report has been requested or for any other purpose. Public Bid Law 1. Select all expenditures made during the year for materials and supplies exceeding $20,000, or public works exceeding $100,000, and determine whether such purchases were made in accordance with LSA-RS 38:2211-2251 (the public bid law). A review was made of all disbursements for the year. There were two disbursements for public works that in total exceeded $ 100,000. These disbursements were made in compliance with the public bid law. There were no disbursements for materials and supplies exceeding $20,000 made during the year. Code of Ethics for Public Officials and Public Employees 2. Obtain from management a list of the immediate family members of each board member as defined by LSA-RS 42:1101-1124 (the code of ethics), and a list of outside business interests of all board members and employees, as well as their immediate families. Management provided me with the required list including the noted information. MEMBER OF THE AMERICAN INSTITUTE OF CERTIFIED PUBLIC ACCOUNTANTS MEMBER OF THE SOCIETY OF LOUISIANA CERTIFIED PUBLIC ACCOUNTANTS -36-
Independent Accountant's Report on Applying Agreed-Upon Procedures June 30, 2008 3. Obtain from management a listing of all employees paid during the period under examination. Management provided me with the required list. 4. Determine whether any of the employees included in the listing obtained from management in procedure number 3 above were also included in the listing obtained from management in procedure number 2 above as immediate family members. Budgeting None of the employees included on the list of employees provided by management in agreedupon procedure (3) were also included on the listing obtained from management in agreedupon procedure (2) as immediate family members. 5. Obtain a copy of the legally adopted budget and all amendments. I obtained a copy of the legally adopted budget and the amended budget. 6. Trace the budget adoption and amendments to the minute book. The 2008 budget was adopted at the June 22, 2007 board meeting. The amended 2008 budget was adopted at the June 12, 2008 board meeting. 7. Compare the revenues and expenditures of the final budget to actual revenues and expenditures to determine if actual revenues or expenditures exceed budgeted amounts by 5% or more. Accounting and Reporting Actual General Fund revenues and other sources failed to meet budgeted revenues and other sources by $27,857 or 14%. Actual General Fund expenditures were less than budgeted expenditures. 8. Randomly select 6 disbursements made during the period under examination and; (a) (b) (c) trace payments to supporting documentation as to correct amount and payee; determine if payments were properly coded to the correct fund and general ledger account; determine whether payments received approval from proper authorities. -37-
Independent Accountant's Report on Applying Agreed-Upon Procedures June 30, 2008 An examination of six randomly selected disbursements disclosed the following: (a) (b) (c) The six selected disbursements were supported by adequate documentation. One of the six selected payments was not properly coded to the correct fund and general ledger account. One of the six selected payments did not receive approval from the board of aldermen. Meetings 9. Examine evidence indicating that agendas for meetings recorded in the minute book were posted or advertised as required by LSA-RS 42:1-12 (the opening meetings law). Debt The agendas for the meetings were posted as required by LSA-RS 42:7. 10. Examine bank deposits for the period under examination and determine whether any such deposits appear to be proceeds of bank loans, bonds, or like indebtedness. Advances and Bonuses 1 examined all deposits for the period under examination and noted no proceeds that appeared to be from bank loans, bonds, or like indebtedness. 11. Examine payroll records and minutes for the year to determine whether any payments have been made to employees which may constitute bonuses, advances, or gifts. A reading of the minutes of the board meetings and an examination of payroll records indicated no payments which may constitute bonuses, advances, or gifts. I was not engaged to, and did not, perform an examination, the objective of which would be the expression of an opinion on management's assertions. Accordingly, I do not express such an opinion. Had I performed additional procedures, other matters might have come to my attention that would have been reported to you. This report is intended solely for the use of management of the Town of Clarks and the Legislative Auditor, State of Louisiana, and is not intended to be and should not be used by those who have not agreed to the -38-
Independent Accountant's Report on Applying Agreed-Upon Procedures June 30, 2008 procedures and taken responsibility for the sufficiency of the procedures for their purposes. Under Louisiana Revised Statute 24:513, this report is distributed by the Legislative Auditor as a public document. /s Carleen Dumas Calhoun, Louisiana September 11,2008-39-
Louisiana Attestation Questionnaire The accompanying Louisiana Attestation Questionnaire has been completed by management and is included in this report as required by the Louisiana Governmental Audit Guide. -40-
M. Carleen Dumas, CPA 369 Donaldson Road Calhoun, LA 71225 Mrs. Dumas: In connection with your review of our financial statements as of June 30, 2008 and for the year then ended, as required by Louisiana Revised Statute 24:513 and the Louisiana Governmental Audit Guide, we make the following representations to you. We accept full responsibility for our compliance with the following laws and regulations and the internal controls over compliance with such laws and regulations. We have evaluated our compliance with the following laws and regulations prior to making these representations. These representations are based on information available to us as of. PUBLIC BID LAW 1. It is true that we have complied with the public bid law, LSA-RS Title 38:2212, and, where applicable, the regulations of the Division of Administration, State Purchasing Office. Yes [ X ] No [ ] N/A [ ] CODE OF ETHICS FOR PUBLIC OFFICIALS AND PUBLIC EMPLOYEES 2. It is true that no employees or officials have accepted anything of value, whether in the form of a service, loan, or promise, from anyone which would constitute a violation of LSA-RS 42:1101-1124. Yes [ X ] No [ ] N/A [ ] 3. It is true that no member of the immediate family of any member of the governing authority, or the chief executive of the governmental entity, has been employed by the governmental entity after April 1, 1980 under circumstances which would constitute a violation of LSA-RS 42:1119. BUDGETING Yes [ X ] No [ ] N/A [ ] 4. We have complied with the state budgeting requirements of the Local Government Budget Act (LSA- RS 39:1301-14) or the budget requirements of LSA-RS 39:34. Yes [ X ] No [ ] N/A f ] -41-