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FINANCIAL STATEMENTS – REGULATORY BASISAND REPORTS OF
INDEPENDENT AUDITOR
HARTSHORNE INDEPENDENT SCHOOL DISTRICT NO. I-1,PITTSBURG COUNTY,
OKLAHOMA
JUNE 30, 2012
Audited by
SANDERS, BLEDSOE & HEWETTCERTIFIED PUBLIC ACCOUNTANTS,
LLP
BROKEN ARROW, OK
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INDEPENDENT SCHOOL DISTRICT NO. I-1, PITTSBURG COUNTYSCHOOL
DISTRICT OFFICIALS
JUNE 30, 2012
BOARD OF EDUCATION
President
Joe Budzinsky
Vice-President
Randy Wilcox
Clerk
Casey McCoy
Members
Todd Barrier
Michael O’Kelley
SUPERINTENDENT OF SCHOOLS
Mark Ichord
MINUTES CLERK
Janice Cowen
SCHOOL DISTRICT TREASURER
Kathryn Jennings
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INDEPENDENT SCHOOL DISTRICT NO. I-1, PITTSBURG COUNTYJUNE 30,
2012
TABLE OF CONTENTS
Page No.
School District Officials 2
Table of Contents 3-4
Independent Auditor’s Report 5-6
Report on Compliance and on Internal Control overFinancial
Reporting Based on an Audit of Financial Statements- Regulatory
Basis – Performed in Accordance with GovernmentAuditing Standards
7-8
Report on Compliance with Requirements Applicable to eachMajor
Program and Internal Control over Compliance inAccordance with OMB
Circular A-133 9-10
Disposition of Prior Year’s Reportable Conditions andMaterial
Instances of Non-Compliance 11
Schedule of Audit Results, Findings and Questioned Costs 12
Combined Financial Statements – Regulatory Basis
Combined Statement of Assets, Liabilities and Fund Equity– All
Fund Types and Account Groups – Regulatory Basis 13
Combined Statement of Revenues Collected, Expenditures
andChanges in Cash Fund Balances – All Governmental Fund Types–
Regulatory Basis 14
Combined Statement of Revenues Collected, Expenditures
andChanges in Cash Fund Balances – Budget and Actual– Budgeted
Governmental Fund Types – Regulatory Basis 15-16
Notes to Combined Financial Statements - Regulatory Basis
17-32
Combining Financial Statements – Regulatory Basis
Combining Statement of Assets, Liabilities and Fund Equity– All
Special Revenue Funds – Regulatory Basis 33
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INDEPENDENT SCHOOL DISTRICT NO. I-1, PITTSBURG COUNTYJUNE 30,
2012
Page No.
Combining Financial Statements – Regulatory Basis – cont’d
Combining Statement of Revenues Collected, Expenditures
andChanges in Cash Fund Balances – All Special Revenue Funds–
Regulatory Basis 34
Combined Statement of Revenues Collected, Expenditures
andChanges in Cash Fund Balances – Budget and Actual
- Special Revenue Fund Types – Regulatory Basis 35
Combining Statement of Changes in Assets and Liabilities– All
Agency Funds – Regulatory Basis 36
Schedule of Expenditures of Federal Awards – Regulatory Basis
37
Schedule of Statutory, Fidelity and Honesty Bonds 38
Schedule of Accountant’s Professional Liability Insurance
Affidavit 39
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INDEPENDENT AUDITOR’S REPORT
The Honorable Board of EducationHartshorne School District No.
I-1Hartshorne, Oklahoma
We have audited the accompanying fund type and account group
financial statements of HartshorneSchool District No. I-1 (the
District), Pittsburg County, Oklahoma, as listed in the table of
contents ascombined financial statements, as of and for the year
ended June 30, 2012. These financial statementsare the
responsibility of the District’s management. Our responsibility is
to express an opinion on thesefinancial statements based on our
audit.
We conducted our audit in accordance with auditing standards
generally accepted in the United Statesand the standards applicable
to financial audits contained in Government Auditing Standards,
issued bythe Comptroller General of the United States. Those
standards require that we plan and perform theaudit to obtain
reasonable assurance about whether the combined financial
statements – regulatory basisare free of material misstatement. An
audit includes examining, on a test basis, evidence supporting
theamounts and disclosures in the combined financial statements –
regulatory basis. An audit alsoincludes assessing the accounting
principles used and significant estimates made by management,
aswell as evaluating the overall combined financial statement –
regulatory basis presentation. We believethat our audit provides a
reasonable basis for our opinion.
As discussed in Note 1, these financial statements were prepared
in conformity with the accounting andfinancial reporting
regulations prescribed or permitted by the Oklahoma State
Department of Education,which is a comprehensive basis of
accounting other than generally accepted accounting principles.
Theeffect on the financial statements of the variances between
these regulatory accounting practices andaccounting principles
generally accepted in the United States, although not reasonably
determinable,are presumed to be material.
As also discussed in Note 1, the combined financial statements –
regulatory basis referred to above donot include the general fixed
assets account group. The amount that should be recorded in the
generalfixed assets account group is not known. If the general
fixed assets account group had been included,the amount of the
adjustments to the combined financial statements – regulatory basis
is not known, butpresumed to be material.
In our opinion, because the District’s policy is to prepare its
combined financial statements on the basisof accounting discussed
in the third paragraph, and because of the omission of the general
fixed assetsaccount group as discussed in the fourth paragraph, the
combined financial statements referred to in thefirst paragraph do
not present fairly, the financial position of the District as of
June 30, 2012, or theresults of its operations for the year then
ended in conformity with accounting principles generallyaccepted in
the United States.
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However, in our opinion, except for the omission of the general
fixed assets account group as discussedin the fourth paragraph, the
financial statements referred to above present fairly, in all
material respects,the assets, liabilities, and equity arising from
regulatory basis transactions of each fund type andaccount group of
the District as of June 30, 2012, and the revenues collected,
expenditurespaid/expenses, and cash flows of each fund type, where
applicable, for the year then ended on theregulatory basis of
accounting described in Note 1.
In accordance with Government Auditing Standards, we have also
issued our report dated September21, 2012, on our consideration of
the District’s internal control over financial reporting and on our
testsof its compliance with certain provisions of laws,
regulations, contracts, grant agreements and othermatters. The
purpose of that report is to describe the scope of our testing of
internal control overfinancial reporting and compliance and the
results of that testing, and not to provide an opinion on
theinternal control over financial reporting or on compliance. That
report is an integral part of an auditperformed in accordance with
Government Auditing Standards and should be considered in
assessingthe results of our audit.
Our audit was conducted for the purpose of forming an opinion on
the fund type and account groupfinancial statements within the
combined financial statements. The combining fund statements
andschedules and other schedules as listed in the table of contents
under other supplementary informationare presented for purposes of
additional analysis. This other supplementary information has
beensubjected to the auditing procedures applied in the audit of
the fund type and account group financialstatements within the
combined financial statements and, in our opinion, is fairly stated
in all materialrespects in relation to the combined financial
statements taken as a whole on the regulatory basis ofaccounting
described in Note 1.
Our audit was performed for the purpose of forming an opinion on
the combined financial statements –regulatory basis of the District
taken as a whole. The accompanying schedule of expenditures of
federalawards is presented for purposes of additional analysis as
required by U.S. Office of Management andBudget Circular A-133,
Audits of States, Local Governments, and Non-Profit Organizations,
and is nota required part of the combined financial statements –
regulatory basis. Such information has beensubjected to the
auditing procedures applied in the audit of the combined financial
statements –regulatory basis and, in our opinion, is fairly stated,
in all material respects, in relation to the combinedfinancial
statements – regulatory basis taken as a whole.
Sanders, Bledsoe & HewettCertified Public Accountants,
LLP
September 21, 2012
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REPORT ON INTERNAL CONTROL OVER FINANCIAL REPORTING ANDON
COMPLIANCE AND OTHER MATTERS BASED ON AN AUDIT OF
FINANCIAL STANDARDS PERFORMED IN ACCORDANCE WITHGOVERNMENT
AUDITING STANDARDS
The Honorable Board of EducationHartshorne School District No.
I-1Hartshorne, Oklahoma
We have audited the combined financial statements – regulatory
basis of HartshorneSchool District (the District) No. I-1,
Hartshorne, Oklahoma, as of and for the year endedJune 30, 2012,
which, except for the omission of the general fixed assets account
group,have been prepared on a basis prescribed by the Oklahoma
State Department ofEducation and have issued our report thereon
dated September 21, 2012. We conductedour audit in accordance with
auditing standards generally accepted in the United States,and the
standards applicable to financial audits contained in Government
AuditingStandards, issued by the Comptroller General of the United
States.
Internal Control Over Financial Reporting
In planning and performing our audit, we considered the
District’s internal control overfinancial reporting as a basis for
designing our auditing procedures for the purpose ofexpressing our
opinion on the financial statements, but not for the purpose of
expressingan opinion on the effectiveness of the District’s
internal control over financial reporting.Accordingly, we do not
express an opinion on the effectiveness of the District’s
internalcontrol over financial reporting.
A deficiency in internal control exists when the design or
operation of a control does notallow management or employees, in
the normal course of performing their assignedfunctions, to
prevent, or detect and correct misstatements on a timely basis. A
materialweakness is a deficiency, or a combination of deficiencies,
in internal control such thatthere is a reasonable possibility that
a material misstatement of the entity’s financialstatements will
not be prevented, or detected and corrected on a timely basis.
Our consideration of internal control over financial reporting
was for the limited purposedescribed in the preceding paragraph and
would not necessarily identify all deficienciesin internal control
over financial reporting that might be significant deficiencies
ormaterial weaknesses. We did not identify any deficiencies in
internal control overfinancial reporting that we consider to be
material weaknesses, as defined above.
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Compliance and Other Matters
As part of obtaining reasonable assurance about whether the
District’s financialstatements are free of material misstatement,
we performed tests of its compliance withcertain provisions of
laws, regulations, contracts, and grant agreements,
noncompliancewith which could have a direct and material effect on
the determination of financialstatement amounts. However, providing
an opinion on compliance with those provisionswas not an objective
of our audit and, accordingly, we do not express such an
opinion.The results of our tests disclosed no instances of
noncompliance or other matters that arerequired to be reported
under Government Auditing Standards.
This report is intended solely for the information and use of
management and is notintended to be, and should not be, used by
anyone other than these specified parties.
Sanders, Bledsoe & HewettCertified Public Accountants,
LLP
September 21, 2012
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REPORT ON COMPLIANCE WITH REQUIREMENTS APPLICABLE TOEACH MAJOR
PROGRAM AND INTERNAL CONTROL OVER COMPLIANCE
IN ACCORDANCE WITH OMB CIRCULAR A-133
The Honorable Board of EducationHartshorne School District No.
I-1Hartshorne, Oklahoma
ComplianceWe have audited Hartshorne School District (the
District) No. I-1, Hartshorne,Oklahoma’s, compliance with the types
of compliance requirements described in the U.S.Office of
Management and Budget (OMB) Circular A-133 Compliance Supplement
thatcould have a direct and material effect on each of the
District’s major federal programsfor the year ended June 30, 2012.
The District’s major federal programs are identified inthe summary
of auditor’s results section of the accompanying schedule of
findings andquestioned costs. Compliance with the requirements of
laws, regulations, contracts andgrants applicable to each of its
major federal programs is the responsibility of theDistrict’s
management. Our responsibility is to express an opinion on the
District’scompliance based on our audit.
We conducted our audit of compliance in accordance with auditing
standards generallyaccepted in the United States; the standards
applicable to financial audits contained inGovernment Auditing
Standards, issued by the Comptroller General of the United
States;and OMB Circular A-133, Audits of States, Local Governments,
and Non-ProfitOrganizations. Those standards and OMB Circular A-133
require that we plan andperform the audit to obtain reasonable
assurance about whether noncompliance with thetypes of compliance
requirements referred to above that could have a direct and
materialeffect on a major federal program occurred. An audit
includes examining, on a test basis,evidence about the District’s
compliance with those requirements and performing suchother
procedures as we consider necessary in the circumstances. We
believe that ouraudit provides a reasonable basis for our opinion.
Our audit does not provide a legaldetermination on the District’s
compliance with those requirements.
In our opinion, the District’s complied, in all material
respects, with the compliancerequirements referred to above that
could have a direct and material effect on each of itsmajor federal
programs for the year ended June 30, 2012.
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Internal Control Over ComplianceManagement of the District is
responsible for establishing and maintaining effectiveinternal
control over compliance with requirements of laws, regulations,
contracts andgrants applicable to federal programs. In planning and
performing our audit, weconsidered the District’s internal control
over compliance with the requirements thatcould have a direct and
material effect on a major federal program to determine ourauditing
procedures for the purpose of expressing our opinion on compliance
and to testand report on internal control over compliance in
accordance with OMB Circular A-133,but not for the purpose of
expressing an opinion on the effectiveness of internal controlover
compliance. Accordingly, we do not express an opinion on the
effectiveness of theDistrict’s internal control over
compliance.
A deficiency in internal control over compliance exists when the
design or operation of acontrol over compliance does not allow
management or employees, in the normal courseof performing their
assigned functions, to prevent, or detect and correct,
noncompliancewith a type of compliance requirement of a federal
program on a timely basis. A materialweakness in internal control
over compliance is a deficiency, or combination ofdeficiencies, in
internal control over compliance, such that there is a
reasonablepossibility that material noncompliance with a type of
compliance requirement of afederal program will not be prevented,
or detected and corrected, on a timely basis.
Our consideration of internal control over compliance was for
the limited purposedescribed in the first paragraph of this section
and was not designed to identify alldeficiencies in internal
control over compliance that might be deficiencies,
significantdeficiencies, or material weaknesses. We did not
identify any deficiencies in internalcontrol over compliance that
we consider to be material weaknesses, as defined above.
This report is intended solely for the information and use of
the school board,management, the Oklahoma State Department of
Education and the FederalClearinghouse, and is not intended to be,
and should not be, used by anyone other thanthese specified
parties.
Sanders, Bledsoe & HewettCertified Public Accountants,
LLP
September 21, 2012
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INDEPENDENT SCHOOL DISTRICT NO. I-1, PITTSBURG COUNTYDISPOSITION
OF PRIOR YEAR’S REPORTABLE CONDITIONS AND MATERIAL
INSTANCES OF NON-COMPLIANCEJUNE 30, 2012
There were no prior year reportable conditions.
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INDEPENDENT SCHOOL DISTRICT NO. I-1, PITTSBURG COUNTYSCHEDULE OF
AUDIT RESULTS, FINDINGS AND QUESTIONED COSTS
JUNE 30, 2012
Section 1 - Summary of Auditor’s Results:
1. A qualified opinion was issued on the financial statements
with respect to theregulatory basis of accounting prescribed.
2. The audit disclosed no significant deficiencies in the
internal controls over financialreporting.
3. The audit disclosed no instances of noncompliance which were
material to thefinancial statements.
4. The audit disclosed no significant deficiencies in the
internal controls over majorprograms.
5. An unqualified opinion report was issued on the compliance of
major programs.
6. The audit disclosed no audit findings which are required to
be reported under OMBCircular A-133 § 510(a).
7. Programs determined to be major are the IDEA-B Special
Education Program(84.027, 84.173) and the Child Nutrition Program
(10.553, 10.555), which wereclustered in determination, and Impact
Aid Program (84.041), which was notclustered in determination.
8. The dollar threshold used to determine between Type A and
Type B programs was$300,000.
9. The auditee was determined not to be a low-risk auditee.
Section 2 – A finding relating to the financial statements
required to be reported inaccordance with GAGAS:
NONE
Section 3 – Findings and questioned costs for federal
awards:
NONE
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FIDUCIARY ACCOUNTFUND TYPES GROUP
GENERAL TOTALSSPECIAL AGENCY LONG-TERM (MEMORANDUM
GENERAL REVENUE FUNDS DEBT ONLY)ASSETS
Cash 2,043,726$ 1,194,854 111,725 3,350,305Amount to be provided
for retirement of long-term debt 367,528 367,528
Total Assets 2,043,726$ 1,194,854 111,725 367,528 3,717,833
LIABILITIES AND FUND EQUITY
Liabilities: Warrants payable 735,266$ 49,201 784,467 Funds held
for school organizations 111,725 111,725 Long-term debt: Capital
Lease 367,528 367,528 Total liabilities 735,266 49,201 111,725
367,528 1,263,720
Fund Equity: Cash fund balances 1,308,460 1,145,653 0 0
2,454,113
Total Liabilities and Fund Equity 2,043,726$ 1,194,854 111,725
367,528 3,717,833
The notes to the combined financial statements are an integral
part of this statement
GOVERNMENTAL FUND TYPES
INDEPENDENT SCHOOL DISTRICT NO. I-1, PITTSBURG COUNTYCOMBINED
STATEMENT OF ASSETS, LIABILITIES AND FUND EQUITY -
ALL FUND TYPES AND ACCOUNT GROUPS - REGULATORY BASISJUNE 30,
2012
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TOTALSSPECIAL (MEMORANDUM
GENERAL REVENUE ONLY)Revenues Collected: Local sources 670,979$
151,331 822,310 Intermediate sources 181,711 181,711 State sources
4,062,516 22,627 4,085,143 Federal sources 1,259,300 486,999
1,746,299 Interest earnings 8,314 5,461 13,775 Non-revenue receipts
5,999 5,999 Total revenues collected 6,188,819 666,418
6,855,237
Expenditures: Instruction 3,840,520 20,171 3,860,691 Support
services 2,191,634 111,159 2,302,793 Operation of non-instructional
services 337,167 337,167 Facilities acquisition and construction
services 233,657 233,657 Other outlays: Reimbursement 284 1,061
1,345 Correcting entry 97 97 Repayments 15,543 15,543 Total
expenditures 6,048,078 703,215 6,751,293
Excess of revenues collected over (under) expenditures before
adjustments to prior year encumbrances 140,741 (36,797) 103,944
Adjustments to prior year encumbrances 162 28 190
Excess of revenues collected over (under) expenditures 140,903
(36,769) 104,134
Cash fund balances, beginning of year 1,167,557 1,182,422
2,349,979
Cash fund balances, end of year 1,308,460$ 1,145,653
2,454,113
The notes to the combined financial statements are an integral
part of this statement
INDEPENDENT SCHOOL DISTRICT NO. I-1, PITTSBURG COUNTYCOMBINED
STATEMENT OF REVENUES COLLECTED, EXPENDITURES AND CHANGES IN
CASH FUND BALANCES - ALL GOVERNMENTAL FUND TYPES - REGULATORY
BASISFOR THE YEAR ENDED JUNE 30, 2012
GOVERNMENTAL FUND TYPES
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VarianceOriginal/Final Favorable
Budget Actual (Unfavorable)Revenues Collected: Local sources
497,972$ 670,979 173,007 Intermediate sources 142,544 181,711
39,167 State sources 3,824,091 4,062,516 238,425 Federal sources
1,140,576 1,259,300 118,724 Interest earnings 8,314 8,314
Non-revenue receipts 5,999 5,999 Total revenues collected 5,605,183
6,188,819 583,636
Expenditures: Instruction 4,513,260 3,840,520 672,740 Support
services 2,243,480 2,191,634 51,846 Other outlays- Reimbursement
284 (284) Correcting entry 97 (97) Repayments 16,000 15,543 457
Total expenditures 6,772,740 6,048,078 724,662
Excess of revenues collected over (under) expenditures before
adjustments to
prior year encumbrances (1,167,557) 140,741 1,308,298
Adjustments to prior year encumbrances 0 162 162
Excess of revenues collected over (under) expenditures
(1,167,557) 140,903 1,308,460
Cash fund balance, beginning of year 1,167,557 1,167,557 0
Cash fund balance, end of year $ 0 1,308,460 1,308,460
The notes to the combined financial statements are an integral
part of this statement
INDEPENDENT SCHOOL DISTRICT NO. I-1, PITTSBURG COUNTYCOMBINED
STATEMENT OF REVENUES COLLECTED, EXPENDITURES AND
CHANGES IN CASH FUND BALANCES - BUDGETED GOVERNMENTAL FUND TYPES
- REGULATORY BASISFOR THE YEAR ENDED JUNE 30, 2012
GENERAL FUND
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VarianceOriginal Final FavorableBudget Budget Actual
(Unfavorable)
Revenues Collected: Local sources 99,105$ 99,105 151,331 52,226
State sources 22,290 22,290 22,627 337 Federal sources 273,164
275,582 486,999 211,417 Interest earnings 5,461 5,461 Total
revenues collected 394,559 396,977 666,418 269,441
Expenditures: Instruction 17,753 20,171 20,171 Support services
140,000 140,000 111,159 28,841 Operation of non-instructional
services 356,200 356,200 337,167 19,033 Facilities acquisition and
construction services 1,061,967 1,061,967 233,657 828,310 Other
outlays: Reimbursement 1,061 1,061 1,061 Total expenditures
1,576,981 1,579,399 703,215 876,184
Excess of revenues collected over (under) expenditures before
adjustments to prior year encumbrances (1,182,422) (1,182,422)
(36,797) 1,145,625
Adjustments to prior year encumbrances 0 0 28 28
Excess of revenues collected over (under) expenditures
(1,182,422) (1,182,422) (36,769) 1,145,653
Cash fund balances, beginning of year 1,182,422 1,182,422
1,182,422 0
Cash fund balances, end of year $ 0 0 1,145,653 1,145,653
The notes to the combined financial statements are an integral
part of this statement
INDEPENDENT SCHOOL DISTRICT NO. I-1, PITTSBURG COUNTYCOMBINED
STATEMENT REVENUES COLLECTED, EXPENDITURES AND
CHANGES IN CASH FUND BALANCES - BUDGETED GOVERNMENTAL FUND TYPES
- REGULATORY BASISFOR THE YEAR ENDED JUNE 30, 2012
SPECIAL REVENUE FUNDS
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INDEPENDENT SCHOOL DISTRICT NO. I-1, PITTSBURG COUNTYNOTES TO
THE COMBINED FINANCIAL STATEMENTS – REGULATORY BASIS
FOR THE YEAR ENDED JUNE 30, 2012
1. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
The combined financial statements – regulatory basis of the
Hartshorne PublicSchools Independent District No. I-1 (the
“District”) have been prepared inconformity with another
comprehensive basis of accounting required by OklahomaStatutes. The
more significant of the District’s accounting policies are
describedbelow.
A. Reporting Entity
The District is a corporate body for public purposes created
under Title 70 of theOklahoma Statutes and accordingly is a
separate entity for operating and financialreporting purposes. The
District is part of the public school system of Oklahomaunder the
general direction and control of the State Board of Education and
isfinancially dependent on State of Oklahoma support. The general
operating authorityfor the public school system is the Oklahoma
School Code contained in Title 70,Oklahoma Statutes.
The governing body of the District is the Board of Education
composed of electedmembers. The appointed superintendent is the
executive officer of the District.
In evaluating how to define the District, for financial
reporting purposes,management has considered all potential
component units. The decision to include apotential component unit
in the reporting entity was made by applying the
criteriaestablished by the Governmental Accounting Standards Board
(GASB). The basic –but not the only – criterion for including a
potential component unit within thereporting entity is the
governing body’s ability to exercise oversight responsibility.The
most significant manifestation of this ability is financial
interdependency. Othermanifestations of the ability to exercise
oversight responsibility include, but are notlimited to, the
selection of governing authority, the designation of management,
theability to significantly influence operations and accountability
for fiscal matters. Asecond criterion used in evaluating potential
component units is the scope of publicservice. Application of this
criterion involves considering whether the activitybenefits the
District and/or its citizens, or whether the activity is conducted
within thegeographic boundaries of the District and is generally
available to its patrons. A thirdcriterion used to evaluate
potential component units for inclusion or exclusion fromthe
reporting entity is the existence of special financing
relationships, regardless ofwhether the District is able to
exercise oversight responsibilities. Based upon theapplication of
these criteria, there are no potential component units included in
theDistrict’s reporting entity.
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INDEPENDENT SCHOOL DISTRICT NO. I-1, PITTSBURG COUNTYNOTES TO
THE COMBINED FINANCIAL STATEMENTS – REGULATORY BASIS
FOR THE YEAR ENDED JUNE 30, 2012
1. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES – cont’d
B. Fund Accounting
The District uses funds and account groups to report on its
financial position and theresults of its operations. Fund
accounting is designed to demonstrate legalcompliance and to aid
financial management by segregating transactions related tocertain
District functions or activities.
A fund is a separate accounting entity with a self-balancing set
of accounts. Anaccount group, on the other hand, is a financial
reporting device designed to provideaccountability for certain
assets and liabilities that are not recorded in the fundsbecause
they do not directly affect net expendable available financial
resources.
Funds are classified into three categories: Governmental,
proprietary and fiduciary.Each category, in turn, is divided into
separate “fund types.”
Governmental Fund Types
Governmental funds are used to account for all or most of a
government’s generalactivities, including the collection and
disbursement of earmarked monies (specialrevenue funds), the
acquisition or construction of general fixed assets (capital
projectsfunds), and the servicing of general long-term debt (debt
service funds).
General Fund – The general fund is used to account for all
financial transactionsexcept those required to be accounted for in
another fund. Major revenue sourcesinclude state and local property
taxes and state funding under the Foundation andIncentive Aid
Program. Expenditures include all costs associated with the
dailyoperations of the schools except for programs funded for
building repairs andmaintenance, school construction and debt
service on bonds and other long-term debt.The general fund includes
federal and state restricted monies that must be expendedfor
specific programs.
Special Revenue Funds – Special revenue funds include the
District’s building, co-opand child nutrition funds.
Building Fund – The building fund consists mainly of monies
derived fromproperty taxes levied for the purpose of erecting,
remodeling, repairing, ormaintaining school buildings and for
purchasing furniture, equipment andcomputer software to be used on
or for school district property, for payingenergy and utility
costs, for purchasing telecommunications services, forpaying fire
and casualty insurance premiums for school facilities,
forpurchasing security systems, and for paying salaries of security
personnel.
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INDEPENDENT SCHOOL DISTRICT NO. I-1, PITTSBURG COUNTYNOTES TO
THE COMBINED FINANCIAL STATEMENTS – REGULATORY BASIS
FOR THE YEAR ENDED JUNE 30, 2012
1. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES – con’d
B. Fund Accounting - cont’d
Co-op Fund – The co-op fund is established when the boards of
education oftwo or more school districts enter into cooperative
agreements and maintainjoint programs. The revenues necessary to
operate a cooperative program cancome from federal, state, or local
sources, including the individualcontributions of participating
school districts. The expenditures for this fundwould consist of
those necessary to operate and maintain the joint programs.
Child Nutrition Fund - The child nutrition fund consists of
monies derivedfrom federal and state financial assistance and food
sales. This fund is usedto account for the various nutrition
programs provided to students.
Debt Service Fund – The debt service fund is the District’s
sinking fund and is usedto account for the accumulation of
financial resources for the payment of generallong-term (including
judgments) debt principal, interest and related costs. Theprimary
revenue sources are local property taxes levied specifically for
debt serviceand interest earnings from temporary investments. The
District did not maintain thisfund during the 2011-12 fiscal
year.
Capital Projects Fund – The capital projects fund is the
District’s bond fund and isused to account for the proceeds of bond
sales to be used exclusively for acquiringschool sites,
constructing and equipping new school facilities, renovating
existingfacilities and acquiring transportation equipment. The
District did not maintain thisfund during the 2011-12 fiscal
year.
Fiduciary Fund Types
Fiduciary funds are used to account for assets held on behalf of
outside parties,including other governments, or on behalf of other
funds within the District. Theterms “non-expendable” and
“expendable” refer to whether or not the District isunder an
obligation to maintain the trust principal. Agency funds generally
are usedto account for assets that the District holds on behalf of
others as their agent and donot involve measurement of results of
operation.
Expendable Trust Funds – Expendable trust funds include the
gifts and endowmentsfund, medical insurance fund, workers
compensation fund and the insurance recoveryfund. The District did
not maintain any expendable trust funds during the 2011-12fiscal
year.
Gifts and Endowments Fund – The gifts and endowments fund
receives itsassets by way of philanthropic foundations,
individuals, or private
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INDEPENDENT SCHOOL DISTRICT NO. I-1, PITTSBURG COUNTYNOTES TO
THE COMBINED FINANCIAL STATEMENTS – REGULATORY BASIS
FOR THE YEAR ENDED JUNE 30, 2012
1. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES – cont’d
B. Fund Accounting – cont’d
Fiduciary Fund Types – cont’d
organizations for which no repayment or special service to the
contributor isexpected. This fund is used to promote the general
welfare of the District.
Medical Insurance Fund – The medical insurance fund accounts for
revenuesand expenditures for all types of self-funded medical
insurance coverage.
Workers Compensation Fund – The workers compensation fund
accounts forrevenues and expenditures for workers compensation
claims.
Insurance Recovery Fund – The insurance recovery fund accounts
for alltypes of insurance recoveries, major reimbursements and
reserves forproperty repairs and replacements.
Agency Fund – The agency fund is the school activities fund
which is used to accountfor monies collected principally through
the fundraising efforts of students andDistrict-sponsored groups.
The administration is responsible, under the authority ofthe Board,
for collecting, disbursing and accounting for these activity
funds.
Account Groups
An account group is not a fund and consists of a self-balancing
set of accounts usedonly to establish accounting control over
long-term debt and fixed assets.
General Long-Term Debt Account Group – This account group is
established toaccount for all the long-term debt of the District,
which is offset by the amountavailable in the debt service fund and
the amount to be provided in future years tocomplete retirement of
the debt principal. It is also used to account for otherliabilities
(judgments and lease purchases) which are to be paid from funds
providedin future years.
General Fixed Assets Account Group – This account group is used
by governments toaccount for the property, plant and equipment of
the school district. The District doesnot have the information
necessary to include this group in its financial statements.
-
21
INDEPENDENT SCHOOL DISTRICT NO. I-1, PITTSBURG COUNTYNOTES TO
THE COMBINED FINANCIAL STATEMENTS – REGULATORY BASIS
FOR THE YEAR ENDED JUNE 30, 2012
1. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES – cont’d
B. Fund Accounting – cont’d
Memorandum Only - Total Column
The total column on the combined financial statements –
regulatory basis is captioned“memorandum only” to indicate that it
is presented only to facilitate financialanalysis. Data in this
column does not present financial position or results ofoperations
in conformity with generally accepted accounting principles.
Neither issuch data comparable to a consolidation. Interfund
eliminations have not been madein the aggregation of this data.
C. Basis of Accounting and Presentation
Basis of accounting refers to when revenues and expenditures are
recognized in theaccounts and reports in the combined financial
statements – regulatory basis. Basisof accounting relates to the
timing of the measurements made, regardless of themeasurement focus
applied.
The District prepares its financial statements in a presentation
format that isprescribed by the Oklahoma Department of Education.
This format is essentially thegenerally accepted form of
presentation used by state and local governments prior tothe
effective date of GASB Statement 34.
All governmental and expendable trust funds are accounted for
using the regulatorybasis of accounting. Revenues are recognized
when they are received rather thanearned. Under the regulatory
basis of accounting, expenditures are generallyrecognized when
encumbered/reserved rather than at the time the related
fundliability is incurred. These practices differ from generally
accepted accountingprinciples. Significant differences are as
follows:
The District does not maintain its accounts on the modified
accrual basis ofaccounting under which revenues are recorded when
susceptible to accrual, i.e., bothmeasurable and available, and
expenditures are recorded when the liability isincurred, if
measurable.
Revenues and expenditures are reported by the budget year until
all encumbranceshave been paid and unexpended appropriations are
closed to the current year fundbalance.
The general, building and child nutrition funds record purchases
of supplies asexpenditures rather than as assets to be expensed
when used.
-
22
INDEPENDENT SCHOOL DISTRICT NO. I-1, PITTSBURG COUNTYNOTES TO
THE COMBINED FINANCIAL STATEMENTS – REGULATORY BASIS
FOR THE YEAR ENDED JUNE 30, 2012
1. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES – cont’d
C. Basis of Accounting – cont’d
Encumbrances are reported as liabilities. Under generally
accepted accountingprinciples, open encumbrances for which goods or
services have not been receivedare reported as reservations of fund
balances, since the commitments will be honoredthrough subsequent
year’s budget appropriations.
The District has not maintained a record of general fixed assets
and, accordingly, astatement of general fixed assets, as required
by generally accepted accountingprinciples, is not included in the
combined financial statements – regulatory basis.
Vested or accumulated vacation leave that is expected to be
liquidated withexpendable available financial resources is not
reported as an expenditure and a fundliability of the governmental
fund that will pay it. In addition, the non-currentportion of
vested accumulated vacation is not recorded in the general
long-term debtaccount group.
Capital leases are recorded as expenditures. Under generally
accepted accountingprinciples, capital leases are normally
capitalized as a fixed asset and recorded in thegeneral long-term
debt account group.
D. Budgets and Budgetary Accounting
The District is required by state law to prepare an annual
budget. A preliminarybudget must be submitted to the Board of
Education by December 31, for the fiscalyear beginning the
following July 1. If the preliminary budget requires an
additionallevy, the District must hold an election on the first
Tuesday in February to approvethe levy. If the preliminary budget
does not require an additional levy, it becomes thelegal budget. If
an election is held and the taxes are approved, then the
preliminarybudget becomes the legal budget. If voters reject the
additional taxes, the Districtmust adopt a budget within the
approved tax rate.
A budget is legally adopted by the Board of Education for all
funds (with theexception of the trust and agency funds) that
includes revenues and expenditures.
The 2011-12 Estimate of Needs was amended by supplemental
appropriations asfollows:
Fund Total
Co-op $ 2,418
-
23
INDEPENDENT SCHOOL DISTRICT NO. I-1, PITTSBURG COUNTYNOTES TO
THE COMBINED FINANCIAL STATEMENTS – REGULATORY BASIS
FOR THE YEAR ENDED JUNE 30, 2012
1. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES – cont’d
D. Budgets and Budgetary Accounting – cont’d
All amendments must be approved by the county excise board.
Encumbrances represent commitments related to unperformed
contracts for goods orservices. Encumbrance accounting – under
which purchase orders and othercommitments of resources are
recorded as expenditures of the applicable fund – isutilized in all
governmental funds of the District. Unencumbered
appropriationslapse at the end of each fiscal year. While the Debt
Service Fund is a governmentalfund, a comparison of budget to
actual schedule is presented in the financialstatements, although
the board can exercise no control of the revenue sources for
thisfund (except interest earnings), and no control over its
expenditures.
E. Assets, Liabilities and Fund Equity
Cash – Cash consists of cash on hand, demand deposit accounts,
and interest bearingchecking accounts.
Investments – The District is allowed to invest in direct
obligations of the UnitedStates government and agencies;
certificates of deposit of savings and loanassociations, banks and
trust companies; savings accounts or savings certificates ofsavings
and loan associations, and trust companies; and warrants, bonds or
judgmentsof the District. All investments are recorded at cost,
which approximates marketvalue.
Inventories – The value of consumable inventories at June 30,
2012, is not material tothe combined financial statements.
Fixed Assets and Property, Plant and Equipment – The General
Fixed Assets AccountGroup is not presented.
Warrants Payable – Warrants are issued to meet the obligations
for goods andservices provided to the District. The District
recognizes a liability for the amount ofoutstanding warrants that
have yet to be redeemed by the District’s treasurer.
Encumbrances – Encumbrances represent commitments related to
purchase orders,contracts, other commitments for expenditures or
resources, and goods or servicesreceived by the District for which
a warrant has not been issued. An expenditure isrecorded and a
liability is recognized for outstanding encumbrances at year end
inaccordance with the regulatory basis of accounting. While the
regulatory basis that isused for the Debt Service Fund approximates
full accrual accounting, the accruals
-
24
INDEPENDENT SCHOOL DISTRICT NO. I-1, PITTSBURG COUNTYNOTES TO
THE COMBINED FINANCIAL STATEMENTS – REGULATORY BASIS
FOR THE YEAR ENDED JUNE 30, 2012
1. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES – cont’d
E. Assets, Liabilities and Fund Equity – cont’d
recorded are reported to meet regulatory requirements, as
opposed to therequirements of generally accepted accounting
principles.
Un-matured Obligations – The unmatured obligations represent the
total of all annualaccruals for both principal and interest, based
on the lengths of the bonds and/orjudgments, less all principal and
interest payments through the balance sheet date inaccordance with
the regulatory basis of accounting.
Funds Held for School Organizations – Funds held for school
organizations representthe funds received or collected from
students or other cocurricular and extracurricularactivities
conducted in the District, control over which is exercised by the
board ofeducation. These funds are credited to the account
maintained for the benefit of eachparticular activity within the
school activity fund.
Long-Term Debt – Long-term debt is recognized as a liability of
a governmental fundwhen due, or when resources have been
accumulated in the debt service fund forpayment early in the
following year. For other long-term obligations, only thatportion
expected to be financed from expendable available financial
resources isreported as a fund liability of a governmental fund.
The remaining portion of suchobligations is reported in the general
long-term debt account group.
Cash Fund Balance – Cash fund balance represents the funds not
encumbered bypurchase orders, legal contracts, outstanding warrants
and unmatured obligations.
F. Revenue and Expenditures
Local Revenues – Revenue from local sources is the money
generated from withinthe boundaries of the District and available
to the District for its use. The District isauthorized by state law
to levy property taxes which consist of ad valorem taxes onreal and
personal property within the District. These property taxes are
distributed tothe District’s general, building and sinking funds
based on the levies approved foreach fund. The County Assessor,
upon receipt of the certification of tax levies fromthe county
excise board, extends the tax levies on the tax rolls for
submission to thecounty treasurer prior to October 1. The county
treasurer must commence taxcollection within fifteen days of
receipt of the tax rolls. The first half of taxes is dueprior to
January 1. The second half is due prior to April 1.
If the first payment is not made in a timely manner, the entire
tax becomes due andpayable on January 2. Second half taxes become
delinquent on April 1, of the yearfollowing the year of assessment.
If not paid by the following October 1, the
-
25
INDEPENDENT SCHOOL DISTRICT NO. I-1, PITTSBURG COUNTYNOTES TO
THE COMBINED FINANCIAL STATEMENTS – REGULATORY BASIS
FOR THE YEAR ENDED JUNE 30, 2012
1. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES – cont’d
F. Revenue and Expenditures – cont’d
property is offered for sale for the amount of taxes due. The
owner has two years toredeem the property by paying the taxes and
penalty owed. If at the end of two yearsthe owner has not done so,
the purchaser is issued a deed to the property.
Other local sources of revenues include tuition, fees, rentals,
disposals, commissionsand reimbursements.
Intermediate Revenues - Revenue from intermediate sources is the
amount of moneyfrom funds collected by an intermediate
administrative unit, or a political subdivisionbetween the District
and the state, and distributed to Districts in amounts that differ
inproportion to those which are collected within such systems.
State Revenues – Revenues from state sources for current
operations are primarilygoverned by the state aid formula under the
provisions of Article XVIII, Title 70,Oklahoma Statutes. The State
Board of Education administers the allocation of stateaid funds to
school districts based on information accumulated from the
Districts.
After review and verification of reports and supporting
documentation, the StateDepartment of Education may adjust
subsequent fiscal period allocations of moneyfor prior year errors
disclosed by review. Normally, such adjustments are treated
asreductions from or additions to the revenue of the year when the
adjustment is made.
The District receives revenue from the state to administer
certain categoricaleducational programs. State Board of Education
rules require that revenue earmarkedfor these programs be expended
only for the program for which the money isprovided and require
that the money not expended as of the close of the fiscal year
becarried forward into the following year to be expended for the
same categoricalprograms. The State Department of Education
requires that categorical educationalprogram revenues be accounted
for in the general fund.
The aforementioned state revenues are apportioned to the
District’s general fund.
Federal Revenues – Federal revenues consist of revenues from the
federalgovernment in the form of operating grants or entitlements.
An operating grant is acontribution to be used for a specific
purpose, activity or facility. A grant may bereceived either
directly from the federal government or indirectly as a
passthroughfrom another government, such as the state.
An entitlement is the amount of payment to which the District is
entitled pursuant toan allocation formula contained in applicable
statutes.
-
26
INDEPENDENT SCHOOL DISTRICT NO. I-1, PITTSBURG COUNTYNOTES TO
THE COMBINED FINANCIAL STATEMENTS – REGULATORY BASIS
FOR THE YEAR ENDED JUNE 30, 2012
1. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES – cont’d
F. Revenue and Expenditures – cont’d
The majority of the federal revenues received by the District
are apportioned to thegeneral fund. The District maintains a
separate child nutrition fund and the federalrevenues received for
the child nutrition programs are apportioned there.
Interest Earnings – Represent compensation for the use of
financial sources over aperiod of time.
Non-Revenue Receipts – Non-revenue receipts represent receipts
deposited into afund that are not new revenues to the District, but
the return of assets.
Instruction Expenditures – Instruction expenditures include the
activities dealingdirectly with the interaction between teachers
and students. Teaching may beprovided for students in a school
classroom, in another location, such as a home orhospital, and in
other learning situations, such as those involving
cocurricularactivities. It may also be provided through some other
approved medium, such astelevision, radio, telephone and
correspondence. Included here are the activities ofteacher
assistants of any type (clerks, graders, teaching machines, etc.)
which assist inthe instructional process. The activities of tutors,
translators and interpreters would berecorded here. Department
chairpersons who teach for any portion of time areincluded here.
Tuition/transfer fees paid to other LEAs would be included
here.
Support Services Expenditures – Support services expenditures
provideadministrative, technical (such as guidance and health) and
logistical support tofacilitate and enhance instruction. These
services exist as adjuncts for fulfilling theobjectives of
instruction, community services and enterprise programs, rather
than asentities within themselves.
Operation of Non-Instructional Services Expenditures –
Activities concerned withproviding non-instructional services to
students, staff or the community.
Facilities Acquisition and Construction Services Expenditures –
Consists of activitiesinvolved with the acquisition of land and
buildings; remodeling buildings; theconstruction of buildings and
additions to buildings; initial installation or extension ofservice
systems and other built-in equipment; and improvements to
sites.
Other Outlays Expenditures – A number of outlays of governmental
funds are notproperly classified as expenditures, but still require
budgetary or accounting control.These are classified as Other
Outlays. These include debt service payments (principaland
interest).
-
27
INDEPENDENT SCHOOL DISTRICT NO. I-1, PITTSBURG COUNTYNOTES TO
THE COMBINED FINANCIAL STATEMENTS – REGULATORY BASIS
FOR THE YEAR ENDED JUNE 30, 2012
1. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES – cont’d
F. Revenue and Expenditures – cont’d
Other Uses Expenditures – This includes scholarships provided by
private gifts andendowments; student aid and staff awards supported
by outside revenue sources (i.e.,foundations). Also, expenditures
for self-funded employee benefit programsadministered either by the
District or a third party administrator.
Repayment Expenditures – Repayment expenditures represent
checks/warrants issuedto outside agencies for refund or restricted
revenue previously received foroverpayment, non-qualified
expenditures and other refunds to be repaid from Districtfunds.
Interfund Transactions – Quasi-external transactions are
accounted for as revenues,expenditures or expenses. Transactions
that constitute reimbursements to a fund orexpenditures/expenses
initially made from it that are properly applicable to anotherfund,
are recorded as expenditures/expenses in the fund that is
reimbursed.
All other interfund transactions, except quasi-external
transactions andreimbursements, are reported as transfers.
Nonrecurring or nonroutine permanenttransfers of equity are
reported as residual equity transfers. All other interfundtransfers
are reported as operating transfers. There were no residual equity
transfersand no operating transfers during the 2011-12 fiscal
year.
2. CASH AND INVESTMENTS
The District’s investment policies are governed by state
statute. Permissibleinvestments include direct obligations of the
United States government and agencies;certificates of deposit of
savings and loan associations, banks and trust companies;savings
accounts or savings certificates of savings and loan associations,
banks, andtrust companies; and warrants, bonds or judgments of the
District.
Cash – The District’s bank balance of deposits and cash pools at
June 30, 2012, was$3,374,300. Custodial credit risk is the risk
that in the event of a bank failure, theDistrict’s deposits may not
be returned to it. State statutes require collateral foramounts in
excess of federally insured amounts. The District’s policy
requirescollateral equal to 110% of the deposit amount for all
deposits not covered byF.D.I.C. insurance. The bank balance was
completely covered by federal depositoryinsurance and by collateral
held by the District’s third party agent in the District’sname.
-
28
INDEPENDENT SCHOOL DISTRICT NO. I-1, PITTSBURG COUNTYNOTES TO
THE COMBINED FINANCIAL STATEMENTS – REGULATORY BASIS
FOR THE YEAR ENDED JUNE 30, 2012
2. CASH AND INVESTMENTS – cont’d
Investments – At June 30, 2012, the District had no outstanding
investments.
Interest rate risk – Interest rate risk is the risk that changes
in interest rates willadversely affect the fair market value of an
investment. Due to the required liquidityfor those investments,
these funds have no defined maturity dates. The District doesnot
have a formal policy that limits investment maturities as a means
of managing itsexposure to fair value losses from increasing
interest rates.
Credit risk – Investments – Credit risk is the risk that the
issuer or other counterpartyto and investment will not fulfill its
obligations. Investments held by the District ininvestment pools
(sweep accounts) are considered unclassified as to custodial
creditrisk because they are not evidenced by securities that exist
in physical or book entryform. The District does not have a formal
policy limiting its exposure arising fromconcentration of
investments.
3. INTERFUND RECEIVABLES AND PAYABLES
There were no interfund receivables or payables at June 30,
2012.
4. GENERAL LONG-TERM DEBT
State statutes prohibit the District from becoming indebted in
an amount exceedingthe revenue to be received for any fiscal year
without approval by the District’svoters. Bond issues have been
approved by the voters and issued by the District forvarious
capital improvements. These bonds are required to be fully paid
seriallywithin 25 years of the date of issue.
General long-term debt of the District consists of a capital
lease. Debt servicerequirements for leases are paid solely from the
fund balance and the future revenues.
CapitalLease
Balance July 1, 2011 423,917$Retirement (56,389)
Balance June 30, 2012 367,528$
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29
INDEPENDENT SCHOOL DISTRICT NO. I-1, PITTSBURG COUNTYNOTES TO
THE COMBINED FINANCIAL STATEMENTS – REGULATORY BASIS
FOR THE YEAR ENDED JUNE 30, 2012
4. GENERAL LONG-TERM DEBT (cont’d)
A brief description of the outstanding long-term debt at June
30, 2012, is set forth below:
AmountCapital Leases: Outstanding
Lease purchase for a new gymnasium buildingand equipment, dated
10-15-07 totaling $600,000,interest rate of 5.19%, due in
semi-annualprincipal and interest payments of $38,837.Final payment
due 10-15-17 $ 367,528
The annual debt service for retirement of capital lease
principal and payment ofinterest as follows:
Year EndingJune 30 Principal Interest Total
2013 59,355$ 18,320 77,6752014 62,476 15,198 77,6742015 65,762
11,913 77,6752016 69,220 8,455 77,6752017 72,860 4,814 77,6742018
37,855 983 38,838
Total $ 367,528 59,683 427,211
Interest paid on general long-term debt during the 2011-12
fiscal year totals $21,285.
5. EMPLOYEE RETIREMENT SYSTEM
Description of Plan
The District participates in the state-administered Oklahoma
Teachers’ RetirementSystem, which is a cost sharing,
multiple-employer defined benefit public employeeretirement system
(PERS), which is administered by the Board of Trustees of
theOklahoma Teachers’ Retirement System (the “System”). The System
providesretirement and disability benefits, annual cost-of-living
adjustments, and death
-
30
INDEPENDENT SCHOOL DISTRICT NO. I-1, PITTSBURG COUNTYNOTES TO
THE COMBINED FINANCIAL STATEMENTS – REGULATORY BASIS
FOR THE YEAR ENDED JUNE 30, 2012
5. EMPLOYEE RETIREMENT SYSTEM – cont’d
benefits to plan members and beneficiaries. Title 70 Section 17
of the OklahomaStatutes establishes benefit provisions and may be
amended only through legislativeaction. The Oklahoma Teachers’
Retirement System issues a publicly availablefinancial report that
includes financial statements and required supplementaryinformation
for the System. That report may be obtained by writing to the
OklahomaTeachers’ Retirement System, P.O. Box 53624, Oklahoma City,
OK 73152, or bycalling 405-521-2387.
Basis of Accounting
The System’s financial statements are prepared using the cash
basis of accounting,except for accruals of interest income. Plan
member contributions are recognized inthe period in which the
contributions are made. Benefits and refunds are recognizedwhen
paid. The pension benefit obligation is a standardized disclosure
measure ofthe present value of pension benefits. This pension
valuation method reflects thepresent value of estimated pension
benefits that will be paid in future years as a resultof employee
services performed to date and is adjusted for the effect of
projectedsalary increases. There are no actuarial valuations
performed on individual schooldistricts. The System has an
under-funded pension benefit obligation as determinedas part of the
latest actuarial valuation.
Funding Policy
The District, the State of Oklahoma, and the participating
employee makecontributions. The contribution rates for the District
and its employees areestablished by and may be amended by Oklahoma
Statutes. The rates are notactuarially determined. The rates are
applied to the employee’s earnings plusemployer-paid fringe
benefits. The required contribution for the participatingmembers is
7.0% of compensation. Contributions received by the System from
theState of Oklahoma are used to offset required employer
contributions by the localschool district. For the 2011-12 fiscal
year, the District contributed 9.5% and theState of Oklahoma
contributed the remaining amount during this year. The District
isallowed by Oklahoma Teachers’ Retirement System to make the
requiredcontributions on behalf of the participating members. In
addition, if a member’ssalary is paid in part by federal or private
funds, the contribution on that portion ofthe salary paid by those
funds must be matched by the District.
Ten-year historical trend information is presented in the
Teacher’s Retirement Systemof Oklahoma Annual Report for the year
ended June 30, 2012. This information isuseful in assessing the
pension plan’s accumulation of sufficient assets to pay
pensionbenefits as they become due. Please visit www.ok.gov/TRS for
all plan information.
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31
INDEPENDENT SCHOOL DISTRICT NO. I-1, PITTSBURG COUNTYNOTES TO
THE COMBINED FINANCIAL STATEMENTS – REGULATORY BASIS
FOR THE YEAR ENDED JUNE 30, 2012
5. EMPLOYEE RETIREMENT SYSTEM – cont’d
Annual Pension Cost
The District’s total contributions for 2012, 2011 and 2010 were
$634,417, $635,414,and $488,384, respectively.
6. RISK MANAGEMENT
The District is exposed to various risks of loss related to
torts; theft of, damage to anddestruction of assets; errors and
omissions; injuries to employees; or acts of God.The District
purchases commercial insurance to cover these risks, including
generaland auto liability, property damage, and public officials
liability. Settled claimsresulting from risks have not exceeded the
commercial insurance coverage in any ofthe past three fiscal
years.
The District participates in a risk pool for Workers’
Compensation coverage in whichthere is a transfer or pooling of
risks among the participants of that pool. Inaccordance with GASB
No. 10, the District reports the required contribution to thepool,
net of refunds, as insurance expense. The risk pool is the Oklahoma
SchoolAssurance Group (CompuSource Oklahoma), an organization
formed for the purposeof providing workers’ compensation coverage
to participating schools in the Stateof Oklahoma. In that capacity,
OSAG is responsible for providing loss controlservices and certain
fiscal activities, including obtaining contract arrangements forthe
underwriting, excess insurance agreements, claims processing, and
legaldefense for any and all claims submitted to it during the plan
year. As a member ofOSAG, the District is required to pay fees set
by OSAG according to an establishedpayment schedule. A portion of
the fees paid by the District goes into a loss fund forthe
District. The fee for the loss fund is calculated by projecting
losses based on theschool’s losses for the last five years. OSAG
provides coverage in excess of the LossFund so the District’s
liability for claim loss is limited to the balance of the loss
fund.If the District does not use its loss fund in three years, it
is returned to the Districtwith no interest.
The District is also a member of the Oklahoma Public Schools
UnemploymentCompensation Program. In this program the District is
required to contribute 1.6% ofits taxable payroll for unemployment
insurance. The funds for each District are keptseparate and
Districts can contribute more than 1.6% of their payroll if they
elect to.The money contributed by each District earns interest and
is fully insured. If theDistrict has claims in excess of the amount
in its account, it will be liable for theexcess.
-
32
INDEPENDENT SCHOOL DISTRICT NO. I-1, PITTSBURG COUNTYNOTES TO
THE COMBINED FINANCIAL STATEMENTS – REGULATORY BASIS
FOR THE YEAR ENDED JUNE 30, 2012
7. CONTINGENCIES
Federal Grants
Amounts received or receivable from grant agencies are subject
to audit andadjustment by grantor agencies. Any disallowed claims,
including amounts alreadycollected, may constitute a liability of
the applicable funds. The amounts, if any, ofexpenditures which may
be disallowed by the grantor cannot be determined at thistime,
although the District expects such amounts, if any, to be
immaterial.
Schedule of Expenditure of Federal Awards
The schedule shows the federal awards received and expended by
the District duringthe 2011-12 fiscal year. The revised OMB
Circular A-133 Audits of States, LocalGovernments and Non-Profit
Organizations, established uniform audit requirementsfor nonfederal
entities which expended more than $500,000 in federal awards.
Litigation
School officials are not aware of any pending or threatened
litigation, claims orassessments or unasserted claims or
assessments against the District.
-
CHILDBUILDING NUTRITION
FUND FUND TOTALASSETS
Cash 1,126,438$ 68,416 1,194,854
LIABILITIES AND FUND EQUITY
Liabilities: Warrants payable 23,016$ 26,185 49,201
Fund Equity: Cash fund balances 1,103,422 42,231 1,145,653
Total Liabilities and Fund Equity 1,126,438$ 68,416
1,194,854
INDEPENDENT SCHOOL DISTRICT NO. I-1, PITTSBURG COUNTYCOMBINING
STATEMENT OF ASSETS, LIABILITIES AND FUND EQUITY -
ALL SPECIAL REVENUE FUNDS - REGULATORY BASISJUNE 30, 2012
33
-
CHILDBUILDING CO-OP NUTRITION
FUND FUND FUND TOTALRevenues Collected: Local sources 120,561$
30,770 151,331 State sources 22,627 22,627 Federal sources 191,622
21,232 274,145 486,999 Interest earnings 5,185 276 5,461 Total
revenues collected 317,368 21,232 327,818 666,418
Expenditures: Instruction 20,171 20,171 Support services 111,159
111,159 Operation of non-instructional services 337,167 337,167
Facilities acquisition and construction services 233,657 233,657
Other outlays: Reimbursement 1,061 1,061 Total expenditures 344,816
21,232 337,167 703,215
Excess of revenues collected over (under) expenditures before
adjustments to prior year enumbrances (27,448) 0 (9,349)
(36,797)
Adjustments to prior year enumbrances 0 0 28 28
Excess of revenues collected over (under) expenditures (27,448)
0 (9,321) (36,769)
Cash fund balances, beginning of year 1,130,870 0 51,552
1,182,422
Cash fund balances, end of year 1,103,422$ 0 42,231
1,145,653
INDEPENDENT SCHOOL DISTRICT NO. I-1, PITTSBURG COUNTYCOMBINING
STATEMENT OF REVENUES COLLECTED, EXPENDITURES AND CHANGES
IN CASH FUND BALANCES - ALL SPECIAL REVENUE FUNDS - REGULATORY
BASISFOR THE YEAR ENDED JUNE 30, 2012
34
-
ORIGINAL FINAL ORIGINAL FINAL ORIGINAL FINALBUDGET BUDGET ACTUAL
BUDGET BUDGET ACTUAL BUDGET BUDGET ACTUAL
Revenues Collected: Local sources 71,097$ 71,097 120,561 $
28,008$ 28,008 30,770 State sources 22,290 22,290 22,627 Federal
sources 191,622 18,814 21,232 21,232 254,350 254,350 274,145
Interest earnings 5,185 276 Total revenues collected 71,097 71,097
317,368 18,814 21,232 21,232 304,648 304,648 327,818
Expenditures: Instruction 17,753 20,171 20,171 Support services
140,000 140,000 111,159 Operation of non-instructional services
356,200 356,200 337,167 Facilities acquisition & construction
svcs 1,061,967 1,061,967 233,657 Other outlays: Reimbursement 1,061
1,061 1,061 Total expenditures 1,201,967 1,201,967 344,816 18,814
21,232 21,232 356,200 356,200 337,167
Excess of revenues collected over (under) expenditures before
adjustments to prior year encumbrances (1,130,870) (1,130,870)
(27,448) 0 0 0 (51,552) (51,552) (9,349)
Adjustment to prior year encumbrances 0 0 0 0 0 0 0 0 28
Excess of revenues collected over (under) expenditures
(1,130,870) (1,130,870) (27,448) 0 0 0 (51,552) (51,552)
(9,321)
Cash fund balances, beginning of year 1,130,870 1,130,870
1,130,870 0 0 0 51,552 51,552 51,552
Cash fund balances, end of year $ 0 0 1,103,422 $ 0 0 0 $ 0 0
42,231
BUILDING FUND CO-OP FUND CHILD NUTRITION FUND
INDEPENDENT SCHOOL DISTRICT NO. I-1, PITTSBURG COUNTYCOMBINING
STATEMENT OF REVENUES COLLECTED, EXPENDITURES AND CHANGES
IN CASH FUND BALANCES - BUDGET AND ACTUAL COMPARISON
FOR THE YEAR ENDED JUNE 30, 2012ALL SPECIAL REVENUE FUNDS -
REGULATORY BASIS
35
-
BALANCE NET BALANCE7-01-11 ADDITIONS TRANSFERS DEDUCTIONS
6-30-12
ASSETS
Cash 125,936$ 335,165 0 349,376 111,725
LIABILITIESFunds held for school organizations:
FFA 13,066$ 70,045 67,760 15,351Vocal Music 758 0 49 709Yearbook
3,254 7,356 8,938 1,672Senior Class 224 1,772 2,684 4,644 36Junior
Class 2,908 18,320 (2,143) 18,414 671Athletics 11,512 45,618 50,463
6,667Track 127 250 243 134Slow Pitch Softball 2,205 1,798 2,575
1,428Baseball 301 27,968 21,234 7,035Girls basketball 1,407 6,901
4,812 3,496HS student Council 1,851 11,333 11,724 1,460HS
Cheerlearders 4,299 20,828 13,953 11,174HS Cheerlearders Uniforms
2,500 600 1,423 1,677Band 797 19,602 18,330 2,069Petty Cash 0 200
200 0Scholarship Fund 4,309 0 223 0 4,532JH/HS Library 324 1,751
1,400 675FCCLA 4 940 594 350Vending Machines 21,338 5,002 11,010
15,330General Fund Refund 0 185 185 0Tech Ed 3,819 1,804 1,507
4,116Elementary media center 2,225 7,092 5,607 3,710Elementary
miscellaneous 8,821 4,059 7,575 5,305Junior High cheerleaders 1,989
2,177 3,494 672Junior High cheerleaders uniform 2,315 0 2,233 82JH
Student Council 1,108 1,000 1,777 331JH miscellaneous 443 0 0
443Northward Parents Association 19,492 36,753 47,830 8,415Freshman
class 1,262 991 (1,262) 843 148FFA Booster Club 4,270 17,271 17,054
4,487Sophomore class 725 0 498 0 1,223Boys Baksetball 1,440 4,924
4,253 2,111Fast pitch softball 2,665 3,417 4,842 1,240Elementary
charity 1,049 300 426 923Band Boosters 2,310 1,308 2,112
1,506Football 386 13,350 11,872 1,864Art 433 250 0 683
Total Liabilities 125,936$ 335,165 0 349,376 111,725
INDEPENDENT SCHOOL DISTRICT NO. I-1, PITTSBURG COUNTYCOMBINING
STATEMENT OF CHANGES IN ASSETS AND LIABILITIES -
ALL AGENCY FUNDS - REGULATORY BASISFOR THE YEAR ENDED JUNE 30,
2012
36
-
FederalFederal Grantor / Pass Through CFDA Federal Grantor's/
Program or Balance at Revenue Total Balance atGrantor / Program
Title Number Pass-through No. Award Amount 7/1/11 Collected
Expenditures 6/30/12
U.S. Department of EducationDirect Programs: Title VII Indian
Education 84.060 S060A110533 104,270$ 104,270 104,270 * P.L. 874
Impact Aid 84.041 S041B123984 791,622 791,622 791,622 Sub Total
895,892 0 895,892 895,892 0
Passed Through State Department of Education : Title I, Basic
84.010 250,865 250,865 250,865 Title II Part A 84.367 41,608 41,608
41,608 * IDEA-B Flow Through 84.027 191,861 191,861 191,861 *
IDEA-B Pre-school 84.173 4,058 4,058 4,058
Title II Part D ARRA 2010-11 - Note 84.318 7,146 7,146 Title VI,
Part B 84.358 17,646 15,291 15,291 Sub Total 506,038 7,146 510,829
503,683 0
Passed Through State Department of Careerand Technology
Education
Carl Perkins grant 84.048 21,232 0 21,232 21,232 0
Passed Through State Department of Education * Child Nutrition
Programs: School breakfast program 10.553 51,601 51,601 National
school lunch program 10.555 222,543 222,543 Sub Total 274,144
274,144
Passed Through Department of Human Services * Non-cash
assistance - Commodities - Note1 National school lunch program
10.555 19,863 19,863
Other Federal Assistance: Johnson O'Malley 15.130 22,425 22,425
22,425 Medicaid resources 93.774 20,744 20,744 20,744 Flood Control
12.106 1,032 1,032 1,032 Sub Total 44,201 0 44,201 44,201 0
Total Federal Assistance 1,467,363$ 7,146 1,766,161 1,759,015
0
Note - These amounts represent reimbursements for prior year
expenditures which were not received until the current fiscal
year.Note 1 - Commodities received by the District in the amount of
$19,863 were of a non-monetary nature and therefore the total
revenue does not agree with the financial statements by this
amount.* Major programs
INDEPENDENT SCHOOL DISTRICT NO. I-1, PITTSBURG COUNTYSCHEDULE OF
EXPENDITURES OF FEDERAL AWARDS - REGULATORY BASIS
FOR THE YEAR ENDED JUNE 30, 2012
37
-
POSITION BOND COVERAGEBONDING COMPANY COVERED NUMBER AMOUNT
EFFECTIVE DATES
Western Surety Company Treasurer 18297037 75,000$ July 1, 2011 -
July 1, 2012Assistant Treasurer 71119136 75,000 July 1, 2011 - July
1, 2012Minutes Clerk 70755056 5,000 July 1, 2011 - July 1,
2012Custodian of Activity Fund 70755056 5,000 July 1, 2011 - July
1, 2012Encumbrance Clerk 70755056 5,000 July 1, 2011 - July 1,
2012Lunch Fund Custodian 70755056 5,000 July 1, 2011 - July 1,
2012Superintendent 70755056 100,000 July 1, 2011 - July 1, 2012
INDEPENDENT SCHOOL DISTRICT NO. I-1, PITTSBURG COUNTYSTATEMENT
OF STATUTORY, FIDELITY AND HONESTY BONDS
FOR THE YEAR ENDED JUNE 30, 2012
38
-
39
INDEPENDENT SCHOOL DISTRICT NO. I-1, PITTSBURG COUNTYSCHEDULE OF
ACCOUNTANT’S PROFESSIONAL LIABILITY INSURANCE
AFFIDAVITJULY 1, 2011 TO JUNE 30, 2012
State of Oklahoma )) ss
County of Tulsa )
The undersigned auditing firm of lawful ages, being first duly
sworn on oath says thatsaid firm had in full force and effect
Accountant’s Professional Liability Insurance inaccordance with the
“Oklahoma Public School Audit Law” at the time of audit contractand
during the entire audit engagement with Hartshorne Public Schools
for the audit year2011-12.
Sanders, Bledsoe & Hewett,Certified Public Accountants,
LLPAuditing Firm
By _________________________________Authorized Agent
Subscribed and sworn to before meThis 21st day of September,
2012
____________________________________Notary Public (or Clerk or
Judge)
My Commission Expires: 5/19/2016Commission No. 00008621
1 Cover sheets(7).pdf2 - Independent Auditor's
Report-2011(3).pdf2a - Report 2c - reportable instances of
noncompliance & immaterial instances-2011(3).pdf2b - Report 3b
- unqualified - instances of noncompliance-2011(3).pdf3 -
Disposition - prior year reportable conditions(16).pdf3a - Schedule
of Audit results, findings and questioned costs(14).pdf4 - Combined
Statement of Assets, Liab... all fund types(13).pdf
4a - Combined Statement of revenues, expend...govt' fund
types(12).pdf
4b - GF Budget to Actual(1).pdf
4c - SRF Budget to Actual(1).pdf
5 - Notes To Combine Financial Statements(11).pdf6 - All special
revenue fund - balance sheet(10).pdf
6a - All special revenue funds - income statements(9).pdf
6b - All special revenue funds - budget to actual(10).pdf
6d - Agency fund - balance sheet.pdf
7 - Schedule of Expenditures of Federal Awards(6).pdf
7a - Surety bond coverage schedule(3).pdf
8 - Accountant's Professional Liability Insurance(4).pdf