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Home My WebLink AboutDocumentation_Miscellaneous_Tab 4_5/4/1998 COMPREHENSIVE ANNUAL FINANCIAL REPORT VILLAGE OF TEQUESTA, FLORIDA September 30, 1997 Prepared by the Finance Department it VILLAGE OF TEQUESTA, FLORIDA COMPREHENSIVE ANNUAL FINANCIAL REPORT September 30, 1997 TABLE OF CONTENTS Page Number Introductory Section Letter of Transmittal 1- 10 Certificate of Achievement for Excellence in Financial Reporting 11 Village of Tequesta Organization Chart 12 List of Principal Officials 13 Financial Section Independent Auditor's Report 14 - 15 General Purpose Financial Statements Combined Balance Sheet--All Fund Types and Account Groups 16 - 19 Combined Statement of Revenues, Expenditures and. Changes in Fund Balances—All Governmental Fund Types and Expendable Trust Funds 20 - 21 . Combined Statement of Revenues; Expenditures and Changes in Fund Balances--Budget and Actual-- Governmental Fund Types• ' 22 - 24 Combined Statement of Revenues, Expenses and Changes in Retained Earnings-Proprietary Fund Type 25 Combined Statement of Cash Flows-Proprietary Fund Type 26 - 27. Statement of Changes in Plan Net Asset-Pension Trust Fund 28 Notes to Financial Statements 29 - 66 Required Supplemental Information Required Supplemental Information - Village Employees' Pension Trust Fund 67 - 68 -- VILLAGE OF TEQUESTA, FLORIDA COMPREHENSIVE ANNUAL FINANCIAL REPORT September 30, 1997 TABLE OF CONTENTS (Continued) • Page Number Financial Section (continued) Supplemental Information General Fund Schedule of Revenues—Budget and Actual 69 - 71 Schedule of Departmental Expenditures— 72 - 79 Budget and Actual Special Revenue Fund 80 Schedule of Revenues--Budget and Actual Capital Projects Funds 81 Combining Balance Sheet Combining Statement of Revenues, Expenditures and Changes in Fund Balance 82 Combining Statement of Revenues, Expenditures and Changes in Fund Balance - Budget and Actual 83 - 84 Proprietary Funds (Enterprise Funds) Combining Balance Sheet 85 - 86 Combining Statement of Revenues, Expenses and.Changes in Retained Earnings 87 - 88 Combining Statement of Revenues, Expenses and Changes in Retained Earnings - Budget and Actual 89 - 92 Combining Statement of Cash Flows 93 - 96 Fiduciary Funds Combining Balance Sheet 9897 Statement of Plan Net Assets Statement of Changes in Assets and Liabilities — Agency Fund 99 General Fixed Assets 100 Schedule of General Fixed Assets by Source 101 Schedule of General Fixed Assets by Function • Schedule of Changes in General Fixed Assets 102 By Function Other Supplemental Information 103 Schedule of Insurance J VILLAGE OF TEQUESTA, FLORIDA COMPREHENSIVE ANNUAL FINANCIAL REPORT September 30, 1997 TABLE OF CONTENTS (Continued) Page Number Statistical Section General Revenues by Source 104-105 General Government Expenditures by Function 106-107 Property Tax Levies and Collections 108 Taxable Value and Just Value of Taxable Property 109-110 Property Tax Rates—All Direct and Overlapping Governments 111-112 Ratio of Net General Bonded Debt to Assessed Value and Net Bonded Debt Per Capita 113-114 Legal Debt Margin 115 Computation of Direct and Overlapping Debt 116 Ratio of Annual Debt Service Expenditures for General Bonded Debt to Total General Expenditures 117 Property Value, Construction and Bank Deposits 118 Principal Taxpayers 119 Miscellaneous Statistics 120 Demographic Statistics 121 Other Reports Report on Compliance and on Internal Control over _ Financial Reporting Based on an Audit of Financial Statements Performed in Accordance with Government Auditing Standards 122-124 Management Letter 125-131 Response to Management Letter 132-134 VILLAGE OF TEQUESTA Post Office Box 3273 • 357 Tequesta Drive Tequesta, Florida 33469-0r'3 • (561) 575-6200 Fax:(561)575-6203 March 27, 1998 To the Citizens of the Village of Tequesta, Florida The Comprehensive Annual Financial Report of the Village of Tequesta, Florida for the fiscal year ended September 30, 1997, is hereby submitted. Responsibility for both the accuracy of the data, and the completeness and fairness of the presentation, including all disclosures, rests with Tequesta. To the best of our knowledge and belief, the enclosed data are accurate in all material respects and are reported in a manner designed to present fairly the financial position and results of operations of the various funds and account groups of Tequesta. All disclosures necessary to enable the reader to gain an understanding of Tequesta's financial activities.have been included. 5 The Comprehensive Annual Financial Report is presented in four sections: introductory, financial, statistical and other reports. The introductory section includes this transmittal letter, Tequesta's organizational chart and a list of principal officials. The financial section includes the general purpose financial statements and schedules, as well as the auditor's report on the general purpose financial statements. The statistical section includes selected financial and demographic information, generally presented on a multi-year basis. The other reports section includes the auditor's reports on internal control, compliance and the management letter. This report includes all funds and account groups of Tequesta. Tequesta provides.a full range of services. These services include police protection; fire and emergency medical service; the construction and maintenance of highways, streets and infrastructure; recreational activities and cultural events; and the operation of a municipal water supply system, in addition to general government activities. Tequesta contracts with a privately owned sanitation company for refuse and recycling collection service. 1 Reetirled Paper !' ECONOMIC CONDITION AND OUTLOOK The Village is located at the northeastern boundary of Palm Beach County. Tequesta is a relatively affluent residential community with adequate commercial facilities necessary to provide goods and services to its residents. Northern Palm Beach County ranks as one of the top growth areas in the country. Although Tequesta's growth potential is restricted by the natural boundaries of the Atlantic Ocean to the east, the Loxahatchee River to the west and by the Town of Jupiter to the south and Martin County to the north, Tequesta's limited growth potential for the next decade is favorable. Property values for three year period - 1992 through 1994, decreased an average 1.7% per year. For the past three year period - 1995 through 1997, property values increased an average of 3.8% per year. The Village will continue to monitor property values to ensure that any negative developments will be immediately addressed with a fiscal policy necessary to maintain the financial integrity of the Village's financial position, while keeping in mind the level of services provided and the associated tax burden of our citizens. MAJOR INITIATIVES The Village continued its strategies to accelerate appreciation of property values by improving enforcement and compliance of existing building and zoning codes of the municipality. It was determined that efforts should be taken to help stimulate appreciation of property values and promote quality growth within the Village, while addressing program enhancements in a planned and coordinated manner in keeping with the anticipated growth of the tax base. The Village Management addressed such concerns by the following actions: • Continued a temporary two-year moratorium on the collection of fire-rescue, police service, and recreation impact fees on all new residential construction completed prior to October 12, 1997, to stimulate residential development. • Implemented compliance measures for landscape requirements for commercial and multi-family residential properties to enhance appearance of properties and increase property values pursuant to a fully amortized Ordinance requiring the same. • Took steps to address facility needs with approval of architectural contract for design of police and fire-rescue space and leasing of office space for administrative personnel. • Commenced final design of reverse osmosis water treatment facility. • Stormwater drainage enhancements were provided for Seabrook Road and Dover Ditch drainage basins. • r- 4-1 • Entered into a Management Agreement with the YMCA of the Palm Beaches, Inc. for the provision of public recreational programs and activities from the newly acquired Recreation Center. • Successfully defended Tequesta's rights under the Bulk Service Agreement with the Town of Jupiter for the provision of bulk water to augment that produced from Tequesta sources. Jupiter had sought to raise rates 98% outside the scope of the Agreement. Judge James Carlisle, Palm Beach County 15th Judicial Circuit, ruled in Tequesta's favor in August of 1997. • Secured a Community Development Block Grant for supplemental appropriations for repairs and expenses associated with Hurricane Opal in the amount of $121,716. • Commenced provision of emergency medical services ambulance'transport on a for fee basis. INFRASTRUCTURE MAINTENANCE AND EXPANSION Maintenance and expansion of the community's general infrastructure (such as roads, bridges, sidewalks, storm water drainage systems, streetscape beautification projects, expansion of potable water treatment facilities and development/redevelopment of the Tequesta.Town government has developed a five- year is a priority of Tequesta. To address this concern, the g year capital projects plan that provides a framework for the development and maintenance of infrastructure to meet current and future needs. This plan is revised each budget year in keeping with the priorities and needs of Tequesta. Also, changes affecting budget projections may require changes to the capital projects plan which will enable Tequesta to maintain adequate cash reserves and required fund balances. The 1997 Capital Improvement Fund expenditures totaled $458,080 for the following improvements: General Government Improvements Village Hall Landscape $ 2.706 Total General Government Improvements 2.706 3 Transportation and Drainage Improvements Seabrook Drive Master Drainage Project $271,762 Annual Paving Project 29,626 Cypress Drive Paving 22,000 U.S. Highway One Medians 52,757 Tequesta Drive Bridge Improvement 4,879 Dover Ditch Dredging Project 8,600 Tequesta Drive Drainage Diversion Project 650 Seabrook Road No. Drainage System 2,200 Fairway East Drainage,Project 1,500 Total Transportation and Drainage Improvements 393,974 Culture and Recreation Improvements Engineering services 10,920 Recreation Center Roof •26,180 Tequesta Drive Pathway/Recreation Center Entrance 8,800 Tennis Court Resurfacing 15,500 Total Culture and Recreation Improvements 61.400 Total Capital Improvement Fund Additions $458,080 The 1997 Bond Construction Fund expenditures totaled $24,765 for the following improvements: Capital Project Fund Expenditure Constitution Park Construction Project $ 1,250 Public Safety Facility, Professional Services 23,515 Total Bond Construction Fund Additions $24,765 The 1997 Community Development Enterprise Fund expenses for capital additions totaled $3,530 for the following additions: Equipment Purchase - PC $3,533 4 �._ • The 1997 Stormwater Utility Enterprise Fund expenses for capital additions total$27,887 for the following additions: Equipment Purchase PC and Software $ 9,887 Master Drainage Project 18.000 Total Stormwater Utility Fund Additions $27.887 The 1997 Water Enterprise Fund expenses for capital additions totaled $1,367,744 for the following additions: Equipment Purchase $ 44,015 Improvements to Buildings 20,683 Water System Improvements 20,538 Centralized Garage Construction 508,129 Well #26 Legal Engineering and Construction 216,738 R/O Plant Engineering 372,318 R/O Wells Engineering 79,904 R/O Effluent Disposal Engineering 28,173 Water Treatment Plant Rehab Project 32,799 Seabrook Road Water Line Replacement 44.447 Total Water Enterprise Fund Additions $1,367,744 FINANCIAL INFORMATION The management of the government is responsible for establishing and maintaining an internal control structure designed to ensure that the assets of the government are protected from loss, theft or misuse and to ensure that adequate accounting data are compiled to allow for the preparation of the financial statements in conformity with generally accepted accounting principles. The internal control structure is designed to provide reasonable, but not absolute, assurance that these objectives are met. The concept of reasonable assurance recognizes that: (1)the cost of a control should not exceed the benefits likely to be derived; and (2)the valuation of costs and benefits requires estimates and judgments by management. Budgetary Controls In addition, Tequesta maintains budgetary controls. The objective of these budgetary controls is to ensure compliance with legal provisions embodied in the annual appropriated budget approved by the Village Council. Activities of the General Fund, Special Revenue Fund, Capital Project Funds and Enterprise Funds are included in the annual appropriated budget. The level of budgetary control (that is, the level at which expenditures cannot legally exceed the appropriated amount) is established at the individual fund level. The government also maintains an encumbrance accounting system as one technique of accomplishing budgetary control. Encumbered amounts lapse at year end. However, encumbrances generally are re-appropriated as part of the following year's budget. 5 i I. rr As demonstrated by the statements and schedules included in the fmancial section of this report, Tequesta continues to meet its responsibility for sound financial management. General Government Functions • Revenues The following schedule presents a summary of General Fund, Special Revenue Fund, Capital Project Funds, and Expendable Trust Fund revenues for the fiscal year ended September 30, 1997, and the amount and percentage of increases and decreases in relation to prior year revenues. The increase (decrease) from 1996 has been adjusted to reflect the transferring of the Community Development Department to an Enterprise Fund. Percent Increase of Percent (Decrease) Increase Source Amount of Total From 1996 (Decrease) • Taxes $3,279,491 72.95 $ 95,484 3.00% Licenses and Permits 91,570 2.04 12,779 16.21 Intergovernmental 471,023 10.48 (479,454) (50.44) ,-. Charges for Services 291,711 6.49 78,428 36.77 . Fines and Forfeits 63,343 1.40 (15,235) (19.39) Interest Income 81,861 1.82 (37,470) (31.40) Miscellaneous 9,239 .20 3,626 .64 Impact Fees 41,622 .93 32,668 300.65 Intergovernmental Services . 166,035 3.69 20.275 13.91 Total Revenues $4,495,895 100.00% $(288,899) (6.04%) Taxes accounted for the major source of revenues in actual resources received for 1997. Tax revenues consist of three district revenue sources: ad valorem (property taxes), franchise fees and utility service taxes. The ad valorem property tax rate for 1997 was 6.4693 mills, an increase of 2.0% over the previous year millage rate of 6.3425 mills. Property values also increased 8.6% over the previous year valuation. A significant increase in charges for services resulted from implementation of Emergency Medical Service transport services. The large decrease in intergovernmental revenue was due to a one time FEMA grant received in the prior year. 1 1 6 r- r- f r. Expenditures The following schedule presents a summary of General Fund, Special Revenue Fund, Capital Project Funds, and Expendable Trust Fund expenditures for the fiscal year ended September 30, 1997, and the amount and percentage of increases and decreases in relation to prior year amounts: Percent Increase of Percent (Decrease) Increase Purpose Amount of Total From 1996 (Decrease) General Government $ 747,024 15.38% $ (68,337) (8.38)% Public Safety 2,472,639 50.90 68,280 2.84 Transportation 409,404 8.43 (103,560) (20.19) Human Services 1,033 .02 Culture/Recreation 208,619 4.29 46,853 28.96 Capital Outlay 810,975 16.70 (522,956) (39.20) Debt Service 207.771, 4.28 910 .44 Total Expenditures $4.857.461 100.00% $(578.810) (10.65)% The 10.65% decrease in operating expenditures under the previous year expenditures is . attributable to increased contractual services for maintenance and a reduction of engineering service expense in the Transportation Division and a reduction in Capital Outlay expenditures as a result of a Federal FEMA Grant for street and drainage improvements received in the fiscal year 1996. Our analysis of the expenditure data presented indicate continued efforts must be taken by Tequesta to constrain the rising costs of providing governmental services without reducing the level of services currently being provided. Alternative revenue sources must be explored such as: expanding the property tax base by growth and development in the community, and possibly implementing user fees for appropriate government services. General Fund Balance The undesignated balance of the General Fund was $949,798 on September 30, 1997, which is adequate to provide the capital resources necessary for government operations. It is unlikely that Tequesta will enter the short-term debt market to pay for current operating expenditures. 7 I. t PROPRIETARY OPERATIONS Water Operations Tequesta's water utility operations are reported in the Water Enterprise Fund. Tequesta's potable water system consists of a 2.73 million gallon per day water treatment plant and a distribution system of approximately 50 miles of water mains and water storage facilities with a capacity of 1.75 million gallons. Tequesta also purchases 1.5 million gallons of water per day, contracted minimum, at a bulk rate, from the Town of Jupiter, Florida. The current agreement extends through July 15, 2006. Revenues and Increase Percent of Water Consumption 1997 1996 (Decrease) Increase 1.000 Gallons Amount Amount From 1996 (Decrease) Water Sales $2,857,544 $3,070,698 $(213,154) (6.9)% Total Water Consumption 882,610 1,040,250 (157,640) (15.1) Average and Daily Consumption 2.418 2.850 (.43) (15.1) Fiduciary Operations Tequesta's fiduciary operations consist of an Agency Fund used to account for investments held by the government as trustee for employees participating in a deferred compensation plan administered by the ICMA Retirement System. In 1991, an Expendable Trust Fund was established to account for forfeitures received by the Police Department. In 1993, Tequesta established a pension trust fund to account for the Village Employee Pension Trust Fund. Reference Note 7 (Notes to Financial Statements). Debt Administration The Debt Service Fund was closed on September 30, 1994. Future debt service payments will be reported in the Special Revenue Fund, for retirement of the Improvement Revenue Refunding Bonds Series 1994, in the amount of$1,365,000, dated June 24, 1994. Reference Note 16 (Notes to Financial Statements). Tequesta has a legal debt limit established by Section 6.02 of the Village Charter: The aggregate indebtedness regardless of type (general obligation bonds, revenue bonds or special assessment bonds) cannot exceed 10% of the assessed taxable value of real property located within Tequesta. As of September 30, 1997, taxable real property within Tequesta was assessed at $366,649,040. 8 r _ 4 r ... As of September 30, 1997, Tequesta's net bonded debt was $1,185,000, the ratio of net bonded debt to taxable value was .32%, and the net bonded debt per capita was $252.88. Cash Management Tequesta maintains two pooled cash accounts known as the general corporation investment account and the water enterprise investment account. The equity of all funds comprising the investment accounts is maintained at all times. Cash requirements are constantly monitored by the Finance Director and temporary idle cash is approved for investment by the Village Manager upon recommendation from the Finance Director. The investment policy of Tequesta is to maximize its investments in high quality risk-free securities authorized by State statutes, while maintaining a competitive yield on its portfolio. Tequesta's investments for the current year consisted of deposits with the State Board of Administration- Local Government Surplus Funds Trust Fund Investment Pool, obligations of the U.S. government, amounts held by Tequesta's agent in a deferred compensation plan and funds held with the State Pension Trust Fund Pool. Investments with the State Board of Administration consist of obligations of the U.S. Treasury and its agencies, money market securities of highest quality such as commercial paper,banker's acceptance, corporate notes and repurchase agreements. Because of the short maturities and high quality, securities in this fund are considered practically risk free. On September 30, 1997, investments held by Tequesta totaled $5,180,386,,which is detailed in Note 2, (Notes to Financial Statements). The average yield on short-term.surplus operating funds investments maturing during the year was 5.49%. Risk Management During 1997, Tequesta continued using third-party insurance coverage for its Risk Management Program. A detailed list of insurance in effect is contained in the Schedule of Insurance on page 103 of this report. OTHER INFORMATION Independent Audit State Statutes require an annual audit by independent certified public accountants. The accounting firm of Nowlen, Holt & Miner, P.A., CPA's, was selected to conduct.,Tequesta's audit. The auditor's report on the general purpose financial statements is included in the financial section of this report. • • Awards The Government Finance Officers Association (GFOA) awarded a Certificate of Achievement for Excellence in Financial Reporting to Tequesta for its comprehensive annual financial report for the fiscal year ended September 30, 1996. This was the fourteenth consecutive year that Tequesta has received this prestigious award. In order to be awarded a Certificate of Achievement, Tequesta published an easily readable and efficiently organized comprehensive annual fmancial report. This report satisfied both generally accepted accounting principles and applicablelegal requirements. A Certificate of Achievement is valid for a period of one year. We believe that our current comprehensive annual financial report continues to meet the Certificate of Achievement Program's requirements and we are submitting it to the GFOA to determine its eligibility for another certificate. Acknowledgements The preparation of the Comprehensive Annual Financial Report on a timely basis was made possible by the dedicated service of the entire staff of the Finance Department. Each member of the department has our sincere appreciation for the contributions made in the preparation of this report. k In closing, without the leadership and support of the Village Council of the Village of Tequesta, preparation of this report would not have been possible. a Sincerely, a-v. Thomas G. Bradford % Bill C. Kas - elis Village Manager Director . 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Y.!. r:}:.\�...FCx::hv?::.::}: }`:=nii-..:_i:(Y}ii}Y:} .r.._h:i}} }?:}..m.fi.....x...?ti 4::? :bS.-.•. �-:-:?s+x _tiv...v. vr:F:xyrni }yv !!}�Y'r •x}w:: -::•\C•>.:.:r:. }F•h:�•v !`v .........vr......:.:.::........x..x..v....: 11 VILLAGE OF TEQUESTA • ORGANIZATION CHART • Mein Wive Mgt Idenager w.o.dolt Nib Nlaneay World end Ildreellon wire osvr6nsns Dep.rned d Rowe e Oamu meltDevelopment Pau DOPINVIlial Dnprrueed - _._ . li Alkh;„ t:',1 t1c u - �. VILLAGE OF TEQUESTA, FLORIDA Council - Manager Form of Government VILLAGE COUNCIL - 1996-1997 Elizabeth A. Schauer Mayor Carl L. Hansen Vice-Mayor Joseph N. Capretta Councilmember Ron T. Mackail Councilmember Alexander W. Cameron. Councilmember VILLAGE OFFICIALS er Mans a Thomas G. Bradford Village g John C. Randolph Village Attorney (Jones, Foster, Johnston & 5 Stubbs, P.A.) Joann Manganiello Assistant to Village Manager/Village Clerk Bill C. Kascavelis Director of Finance • James M. Weinand Chief, Fire Rescue Department Stephen J. Allison Police Chief Scott D. Ladd Building Official Gary Preston Director of Public Works & Recreation Thomas C. Hall Water System Manager Alan Oslund Storm Water Manager INDEPENDENT CERTIFIED PUBLIC ACCOUNTANTS Nowlen, Holt & Miner, P.A. 13 S � I THIS PAGE INTENTIONALLY LEFT BLANK €.7 • • VILLAGE OF TEQUFSTA, FLORIDA FINANCIAL STATEMENTS WITH INDEPENDENT AUDITOR'S REPORT THEREON SEPTEMBER 30, 1997 • • • • �. THIS PAGE INTENTIONALLY LEFT BLANK • I . NOWLEN, HOLT & MINER, P.A. CERTIFIED PUBLIC ACCOUNTANTS EVEREIT B.NOWLEN pwo-imq,CPA EDWARD T.HOLT,CPA WEST PALM BEACH OFFICE WILLIAM B.MINER,CPA 215 FIFTH STREET,SURE 200 ROBERT W.HENDRIX,JR.,CPA POST OFFICE BOX 347 JANET R.BARICEVICH,CPA •• WEST PALM BEACH,FLORIDA 33402-0347 RE O A MINER,CPA R.G TELEPHONE(561)659-3060 R. Y SMITH,CPA ROBFAT W VIC HELELMREtCH,CPA FAX(561)835-0628• TERRY L.MORTON.JR.,CPA N.RONALD BENNETT,CPA J.MICHAEL STEVENS,CPA MARK B.EIHILOW,PFS,CPA DANIELA'E RUSSELL,CPA MIGUEL E MOUNA,CPA BELLE GLADE OFFICE 333 S.E 2nd STREET POST OFFICE BOX 338 BELLE GLADE,FLORIDA 33430-0338 • TELEPHONE(561)996-5612 INDEPENDENT AUDITOR'S REPORT FAX(6l)996•6248 The Honorable Mayor and Village Council Village of Tequesta Tequesta, Florida z We have audited the accompanying general purpose financial statements of the Village of Tequesta, Florida, as of September 30, 1997, and for the year then ended, as listed in the table of contents. These general purpose financial statements are the responsibility of the Village's management. Our responsibility is to express an opinion on these general purpose financial • statements based on our audit. We conducted our audit in accordance with generally accepted auditing standards and Government Auditing Standards, issued by the Comptroller General of the United States. Those 1 standards require that we plan and perform the audit to obtain reasonable assurance about whether the general purpose financial statements are free of material misstatement. An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the general purpose financial statements. An audit also includes assessing the accounting principles used and significant estimates made by management, as well as evaluating the overall general purpose financial statement presentation. We believe that our audit provides a reasonable basis for our opinion. In our opinion, the general purpose financial statements referred to above present fairly, in all material respects, the financial position of the Village of Tequesta, Florida, as of September 30, 1997, and the results of its operations and the cash flows of its proprietary fund type for the year then ended in conformity with generally accepted accounting principles. In accordance with Government Auditing Standards, we have also issued a report dated • January 31, 1998 on our consideration of the Village's internal control over financial reporting and our tests of its compliance with certain provisions of laws, regulations, contracts and grants. 14 ___ AMERICAN INSTITUTE OF CERTIFIED PUBLIC ACCOUNTANTS•FLORIDA INSTITUTE OF CERTIFIED PUBLIC ACCOUNTANTS•ACCOUNTING FIRMS ASSOCIATED INC. 5 t We have also reviewed the accounting requirements of the bond ordinances associated with the Improvement Revenue Refunding Bonds, Series 1994. In our opinion, based on our audit of the general purpose financial statements, the Village has complied with such provisions. It should be noted that information obtained on the basis of our audit of the general purpose financial statements would not necessarily disclose defaults of a nonaccounting nature. Our audit was conducted for the purpose of forming an opinion on the general purpose financial statements taken as a whole. The supplemental information listed in the table of contents are presented for purposes of additional analysis and are not a required part of the general purpose financial statements of the Village of Tequesta, Florida. Such information has been subjected to the auditing procedures applied in the audit of the general purpose financial statements and, in our opinion, is fairly presented in all material respects in relation to the general purpose financial statements taken as a whole. We did not examine the statistical data as set forth in the table of contents and, therefore, express no opinion thereon. /2 0 w - 910•P't St Mvi4 fa. January 31, 1998 0 • 15 • GENERAL PURPOSE FINANCIAL STATEMENTS • • _1 VILLAGE OF TEQUESTA, FLORIDA Combined Balance Sheet - All Fund Types and Account Groups September 30, 1997 Governmental Fund Types Special Capital General Revenue Projects Assets and other debits Cash and cash equivalents $ 735,480 $ 50,685 $ 158,199 I.- Investments 652,576 125,151 Accounts receivable (net of allowance for uncollectibles) 85,947 0 Due from other funds Due from other governments 32,768 Grants receivable 5,429 Inventories of supplies 9,630 Prepaid expenses 21,168 Restricted assets Cash and cash equivalents Investments Fixed assets Amount to be provided for retirement of general long-term debt Total assets and other debits $1,542,998 $50,685 $283,350 16 H Proprietary Fiduciary Fund Type Fund Types Account Groups Trust General General Totals and Fixed Long-Term (Memorandum Enterprise Agency Assets Debt Only) $1,164,237 $ 6,151 $ $ $ 2,114,752 1,134,423 1,151,320 3,063,470 296,749 382,696 10,000 , . 10,000 36,470 3,702 5,429 24,316 33,946 .21,168 a 778,533 778,533 1,352,241 . 1,352,241 7,583,337 3,632,335 11,215,672 2,051,696 2,051,696 _ $12,347,538 $1.157,471 $3,632,335 $2,051,696 $21,066,073 (Continued) 17 VILLAGE OF TEQUESTA, FLORIDA ; 3 Combined Balance Sheet - All Fund Types and Account Groups September 30, 1997 (Continued) Governmental Fund Types SS�ppecial Capital General Revenue Proiects Liabilities, equity and other credits Liabilities Accounts payable $115,079 $ $ 16,736 Accrued liabilities 129,174 Paable from restricted assets Deposits Due to other funds 10,000 Due to other governments 4,068 Deferred revenue 3,560 11,123 Contracts payable 62,750 Deferred compensation payable Current portion of: Capitalized leases Notes payable ;a Compensated absences Obligations under capitalized leases Notes payable r Improvement revenue bonds payable 6 Total liabilities 261,881 11,123 79,486 Equity and other credits Investments in general fixed assets Contributed capital Retained earnings Reserved for capital improvements Unreserved Fund balances Reserved for: l� Capital improvements Inventory and prepaids 30,798 Law enforcement and fire rescue 30,849 Employees' retirement plan • Recreation and parks 32,967 Encumbrances 47,415 165,584 Unreserved Designated for: Compensated absences 110,170 Disaster emergency relief 50,000 Road project 29,120 120,880 Undesignated 949,798, 39,562 (82,600) Total equity and other credits 1,281,117 39.562 203.864 Total liabilities, equity and other credits $1,542,994 $50,685 $283,350 18 1 e Proprietary Fiduciary Fund Type Fund Types Account Groups Trust General General Totals and Fixed Long-Term (Memorandum Enterprise Agency Assets Debt Only) $ 165,363 $ $ $ $ 297,178 34,876 164,050 231,997 231,997 10,000 270 4,338 1,042,230 1,056,913 91,596 154,346 509,890 509,890 • 3,589 3,589 91,969 339,491 431,460 511,484 511,484 12,529 15,721 28,250 1,185,000 1,185,000 1,674.419 509,890 2.051,696 4,588.495 0 • i 3,632,335 3,632,335 4,040,951 4,040,951 847,900 5847,2900 a 5,784,268 , 68 I , 30,798 4,875 35,724 642,706 642,706 32,967 212,999 110,170 50,000 150,000 906.760 10,673,119 647.581 3,632,335 16.477.578 $12,347,538 $1.157.471 $3,632,335 $2,051,696 $21,066,073, See notes to financial statements. 19 , I. s VILLAGE OF TEQUESTA, FLORIDA Combined Statement of Revenues, Expenditures, and Changes in Fund Balances - All Governmental Fund Types and Expendable Trust Funds For the Fiscal Year Ended September 30, 1997 General Revenues Taxes $2,947,724 Licenses and permits 12,208 Intergovernmental 471,023 Charges for services 291,711 Fines and forfeits 63,343 Interest 65,243 Miscellaneous 9,239 Impact fees 41,622 Intragovernmental services 166,035, Total revenues 4,068,148 ' F Expenditures Current I- General government 747,024 la Public safety 2,472,639 Transportation 409,404 Human services 1,033 Culture/recreation 208,619 1 Capital outlay 328,130 Debt service Principal retirement 39,059 et Interest 26,868 Total expenditures 4,232,776 ft Excess of revenues over (under) expenditures (164,628) Other financing sources (uses) Debt proceeds/note payables 180,662 Sales of surplus material 30,313 Operating transfers in 340,146 — Operating transfers out (116,500) Total other financing sources (uses) 434.621 Excess of revenues and other sources over (under) expenditures and other uses 269,993 Fund balances, October 1, 1996 1.011.124. Fund balances, September 30, 1997 $1,281,117 20 t t. Fiduciary Governmental Fund Types Fund Type Totals Special , Capital Expendable d (Memorandumrot Revenue Pects Trust ly) $ 331,767 $ $ $3,279,491 79,362 91,570 471,023 291,711 63,343 16,618 81,861 9,239 41,622 • 166.035 411.129 16,618 4,495.895, a 747,024 2,472,639 409,404 1 208,619 482,845 810,975 104,059 °�� 65,000 103,712 76,844 I 141,844 482,845 4.857.465 269.285 (466,227) (361,570) 180,662 30,313 60,300 150,000 550,446 (326,000) (442.500) (265.700) 150,000 318.921 3,585 (316,227) (42,649) 35,977 520.091 4,875 1,572,067 $ 39,562 $ 203,864 $ 4,875 $1,529,418 See notes to financial statements. 21 L VILLAGE OF TEQUESTA, FLORIDA Combined Statement of Revenues, Expenditures, and Changes in Fund Balances - Budget and Actual Governmental Fund Types For the Fiscal Year Ended September 30, 1997 • General Fund Variance - Favorable Budget Actual (Unfavorable) Revenues Taxes $2,919,295 $2,947,724 $ 28,429 Licenses and permits 10,000 12,208 2,208 Intergovernmental 456,225 471,023 14,798 Charges for services 238,680. 291,711 53,031 Fines and forfeits 54,500 63,343 8,843 Interest 44,115 65,243 21,128 Miscellaneous 5,000 9,239 4,239 Impact fees 41,622 41,622 Intragovernmental services 163.150 166,035 2,885 i- Total revenues 3.890,965 4.068.148 177,183 Expenditures I Current General government. 784,290 747,024 37,266 Public safety 2,536,135 2,472,639 63,496 Transportation 483,128 409,404 73,724 2 Human services 4,850 1,033 3,817 Culture/recreation 176,191 208,619 (32,428) Capital outlay 357,057 328,130 28,927 Debt service Principal retirement 35,530 39,059 (3,529) Interest 26.230 26,868 (638) Total expenditures ' 4.403.411 4.232.776 170.635 Excess of revenues over (under) expenditures (512,446) (164.628) 347.818 Other financing sources (uses) Debt proceeds/notes payable 180,665 180,662 Sales of surplus materials 2,600 30,313 27,713) Operating transfers in 356,900 340,146 (16,754) - Operating transfers out (116.500) (116.500) Total other financing sources (uses) 423.665 434.621 10.956 Excess of revenues and other sources over (under) expenditures and other uses $ (88.781) 269,993 $358.774 Fund balances, October 1, 1996 1,011.124 i Fund balances, September_30, 1997 $1 281,117 . 22 I Special Revenue Fund . Capital Project Funds Variance - Variance - Favorable Favorable Budget Actual (Unfavorable) Budget Actual (Unfavorable) $ 316,400 $ 331,767 $ 15,367 $ $ $ 75,000 79,362 4,362 4,000 16,618 12,618 391.400 411.129 19.729 4,000 16.618, 12,618 898,895 482,845 416,050 N 65,000 65,000 76.875 76,844 31 141.875 141,844 31 898.895 482,845, 4.16,050 249,525 269,285 19.760 (894.895) (466.227) 428.668 60,300 60,300 150,000 150,000 (326,000) (326,000) .- 265 700 (265.700) 150,000, 150,000, $ (16,1751 3,585 $ 19,760 $(744.895) (316,227) $428,668 35,977 520,091, $ 39,562 $ 203,864 (Continued) 23 } > VILLAGE OF TEQUESTA, FLORIDA Combined Statement of Revenues, Expenditures, and Changes in Fund Balances - Budget and Actual Governmental Fund Types For the Fiscal Year Ended September 30, 1997 (Continued) Totals (Memorandum Only) Variance - Favorable Budget Actual (Unfavorable) Revenues Taxes $3,235,695 $3,279,491 $ 43,796 Licenses and permits 85,000 91,570 6,570 Intergovernmental 456,225 471,023 14,798 Charges for services 238,680 291,711 53,031 Fines and forfeits 54,500 63,343 8,843 Interest 48,115 81,861 33,746 Miscellaneous 5,000 9,239 4,239 Impact fees 41,622 41,622 Intragovernmental services 163,150 166,035 2.885 Total revenues 4,286,365 4,495,895 209,530 Expenditures 1 Current al General government 784,290 747,024 37,266 Public safety 2,536,135 2,472,639 63,496 Transportation 483,128 409,404 73,724 Human services 4,850 1,033 3,817 Culture/recreation 176,191 208,619 (32,428) Capital outlay 1,255,952 810,975 444,977 Debt service Principal retirement 100,530 104,059 (3,529) Interest 103,105 103.712 (607) Total expenditures 5,444,181 4,857,465, 586,716 P Excess of revenues over (under) expenditures (1,157,816) (361,570) 796,246, Other financing sources (uses) ` Debt proceeds/notes payable 180,665 180,662 (3) Sales of surplus materials 2,600 30,313 27,713 Operating transfers in 567,200 550,446 (16,754) _ Operating transfers out (442.500) (442,500) Total other financing sources (uses) 307,965 318.921 10,956 Excess of revenues and other sources over (under) expenditures and other uses $(849,851) (42,649) $807,202 Fund balances, October 1, 1996 1,567,192 Fund balances, September 30, 1997 $1,524,543 See notes to financial statements. 24 , 9 J VILLAGE OF TEQUFSTA, FLORIDA Combined Statement of Revenues, Expenses and Changes in Retained Earnings- Proprietary Fund Type For the Fiscal Year Ended September 30, 1997 Proprietary Fund e Enterprise Operating revenues 3 ,9 3825 Charges for services $3,382,953 ,93 Licenses and permits Total operating revenues 3.814.169 Operating expenses 933,571 Purchased services 934,604 Personal services 934,604 Professional services ,288 Contractual services 1 20,453 Travel and per diem 166,035 Management services 22,801 Office supplies 55,18481 Operating supplies 230,164 Utilities and maintenance 95,107 Insurance 48,872 Other 10,841 Depreciation 371.921 i Total operating expenses 3,595,588 Operating income 218.581. Nonoperating revenues (expenses) 282,750 Interest income (7,250 Interest expense and fiscal charges (10 (7,250 Community aid donation (0,027i Loss on disposal of equipment Total nonoperating revenues (expenses) . 260.173 Income before operating transfers 478.754, �Orating transfers 118,872 perating transfers in (28,82) Operating transfers (out) - Total operating transfers in (out) (107.946) Net income 370,808 Retained earnings - October 1, 1996, 6.261.360 as restated Retained earnings - September 30, 1997 $6.632.168 See notes to financial statements. 25 � r VILLAGE OF TEQUESTA, FLORIDA Combined Statement of Cash Flows - Proprietary Fund Type For the Fiscal Year Ended September 30, 1997 Proprietary Fund Type Enterprise Cash flows from operating activities: Net operating income $ 218,581 Adjustments to reconcile operating income to net cash provided by operating activities: Depreciation 371,921 : Amortization on bond discount 3,564 Loss on disposal of equipment 5,327 Changes in assets and liabilities: (Increase) decrease in: Accounts receivable 23,524 Due from other funds (5,590) Inventories 2,675 Increase (decrease) in: Accounts payable 48,957 Accrued liabilities 37,738 Deposits 12,409 Deferred revenue 622,473 Compensated absences (7,603) Due to other funds (140,177) Due to other governments (5,032) Net cash provided by operating activities • 1,188,767 i - Cash flows from noncapital financing activities: Operating transfers from other funds 118,872 Operating transfers to other funds (226,818) Contribution (10,000) Net cash (used) for noncapital financing activities (117.946) 26 Proprietary Fund Type Enterprise Cash flows from capital and related financing activities: Capital contributions $ 373,140 Acquisition and construction of fixed assets (1,304,527) Principal paid on note payables (9,202) Interest paid on note payables (1,937) Fiscal charges paid on revenue bonds (5,314) Payments on construction contracts (62.850) Net cash (used) for capital and related financing activities (1.010.690) Cash flows from investing activities: . Purchases of investments (116,211) Proceeds from.sale of investments 147,56547, 65 Interest received on investments Net cash provided by investing activities • 310,539 Net increase in cash and cash equivalents 370,670 Cash and cash equivalents, October 1, 1996 1.572.100 Cash and cash equivalents, September 30, 1997 $1,942.770 Noncash Investing. Capital and Financing Activities Construction contracts payable - water fund $ 91,596 See notes to financial statements. 27 t VILLAGE OF TEQUESTA, FLORIDA Statement of Changes in Plan Net Assets Pension Trust Fund Fiscal Year Ended September 30, 1997 Additions Contributions Employer $ 92,333 Plan members 34,710 Other 53,115 Total contributions 180,158 Investment income Net appreciation in fair value 101,259 Total additions 281.417 Deductions Refunds of contributions 6,486 Administrative expense 3,704 Total deductions 10,190 Net increase 271,227 Net assets held in trust for pension benefits - October 1, 1996 371.479 Net assets held in trust for pension benefits - September 30, 1997 $642.706 See notes to financial statements. 28 � r VILLAGE OF TEQUESTA, FLORIDA Notes to Financial Statements September 30, 1997 NOTE 1 - SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES The Reporting Entity The Village of Tequesta, Florida is a municipal corporation organized in 1957 pursuant to Special Act 57-1915, Laws of Florida. The Village has a Council-Manager form of government. The Village's major operations include public safety (police, fire rescue), streets and roads, culture and recreation, public improvements,planning and zoning, water service and general and administrative. In accordance with Statement 14 of the Government Accounting Standards Board, the underlying concept of the governmental financial reporting entity is that governmental organizations are responsible to elected governing officials; therefore, financial reporting should report the elected officials' accountability for those organizations. Furthermore, the financial statements of the reporting entity should allow users to distinguish between the primary'governments and its component units (if any) by communicating information about the component units and their relationships with the primary government. A component unit is a legally separate organization for which the elected officials of the primary government are financially accountable. Determining factors of financial accountability include appointment of a voting majority, imposition of will, financial benefit or burden on a primary government or fiscal dependency. In addition, component units can be other organizations for which the nature and significance of their relationship with a primary government are such.that exclusion would cause the reporting entity's financial statements to be misleading or.incomplete. Based upon application of these criteria, the Village of Tequesta has determined that except for the Village Employees' Pension Trust Fund, there are no additional governmental departments, • agencies, institutions, commissions, public authorities or other governmental organizations operating within the jurisdiction of the Village that would be required to be included in the general purpose financial statements of the Village. 29 1 � VILLAGE OF TEQUESTA, FLORIDA Notes to Financial Statements September 30, 1997 NOTE 1 - SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (Continued) The Reporting Entity (Continued) Village Employees' Pension Trust Fund The Village's regular full-time employees who are sworn firefighters and any new hire employees January 1, 1996, or thereafter are eligible to participate in the Village Employees' Pension Trust Fund(VEPF). VEPF functions for the benefit of these employees and is governed by a seven member board, of which the • Village Council appoints three. The Village and VEPF participants are obligated to fund all VEPF costs based upon actuarial valuations, with the Village funding the difference between member and other contributions and the actuarial cost. 4 Based on these factors, it has been concluded that the.VEPF is fiscally dependent on the Village of Tequesta, which makes the VEPF a component unit of the Village. Since the VEPF provides services exclusively for the benefit of the Village, the VEPF is reported as a blended component unit, specifically as the Village Employees' Pension Trust Fund. This component unit does not issue a stand alone financial report. 5 Basis of Presentation - Fund Accounting The government uses funds and account groups to report on its financial position and the results of its operations. Fund accounting is designed to demonstrate legal compliance and to aid financial management by segregating transactions related to, certain government functions or activities. A fund is a separate accounting entity with a self-balancing set of accounts. An account group, on the other hand, is a financial reporting device designed to provide accountability for certain assets and liabilities that are not recorded in the funds because 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". 30 VILLAGE OF TEQUESTA, FLORIDA Notes to Financial Statements rr September 30, 1997 - NOTE 1 - SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (Continued) Basis of Presentation - Fund Accounting (Continued) The following are the fund categories, funds and account groups used by the Village: Governmental Fund Types Governmental funds are used to account for all or most of a government's general activities, including the collection and disbursement of earmarked monies (special revenue funds), and the acquisition or construction of general fixed assets(capital projects funds). . The general fund is used to account for all activities of the general government not accounted,for in some other fund. The Special Revenue Fund accumulates certain revenues as required by the Improvement Revenue Refunding Bonds, Series 1994. These revenues include franchise fees and occupational licenses. The Capital Projects Funds are used to account for financial resources to be used for the acquisition or construction of major capital facilities (other than those to be financed by the Proprietary Fund). The Village has established the following two capital projects funds: Bond Construction Fund Capital Improvement Fund All capital projects funds were established to be used for capital expenditures required by continued growth of the Village. 31 • 6 • VILLAGE OF TEQUESTA, FLORIDA Notes to Financial Statements September 30, 1997 NOTE 1 - SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (Continued) Basis of Presentation- Fund Accounting (Continued) Proprietary Fund Type Enterprise Funds Enterprise Funds are used to account for operations (a) that are financed and operated in a manner similar to private business enterprises - where the intent of the governing body is that the costs (expenses, including depreciation) of providing goods or service to the general public on a continuing basis be financed or recovered primarily through user charges; or(b)where the governing body has decided that periodic determination of revenues earned, expenses incurred, and/or net income is appropriate for capital maintenance, public policy, management control, accountability, or other purposes. The City has established four Enterprise Funds as follows: Community Development Fund Storm Water Utility Fund Refuse and Recycling Fund Water Fund Fiduciary Fund Types Pension Trust, Expendable Trust and Agency Funds Fiduciary Funds account for assets held by the government in a trustee capacity or as an agent on behalf of others. Trust funds account for assets held by the government under the terms of a formal trust agreement. The Pension Trust Fund is accounted for in essentially the same manner as the proprietary funds, using the same measurement focus and basis of accounting. The Village has one pension trust fund, the Village Employees Pension Trust Fund to account for its retirement system for firefighters and any employees hired January 1, 1996 or thereafter. 32 r VILLAGE OF TEQUESTA, FLORIDA Notes to Financial Statements -: September 30, 1997 NOTE 1 - SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (Continued) Basis of Presentation - Fund Accounting (Continued) Fiduciwry-Fwrd-Types-(C-ontinucd) Pension Trust, Expendable Trust and Agency Funds (Continued) The Expendable Trust Fund is accounted for in essentially the same manner as the governmental fund types, using the same measurement focus and basis of accounting. Expendable trust funds account for assets where both the principal and interest may be spent. The Village has one Expendable Trust Fund, the Special Law Enforcement Trust Fund, to account for forfeitures received by the police department to be expended for certain.law enforcement purposes as prescribed by Florida Statute Chapter 932.704. The Agency gen fund is custodial in nature and does not present results of operations g or have a measurement focus. Agency funds are accounted for using the modified accrual basis of accounting. This fund is used to account for assets that the government holds for others in an agency capacity. The Village has one Agency Fund, the ICMA Retirement Fund, which consists of custodial funds held on behalf of Village employees representing deferred compensation. Account Groups General Fixed Assets Account Group The accounting and reporting treatment applied to the fixed assets associated with a fund are determined by its measurement focus. All governmental funds are accounted for on a spending or "financial flow" measurement focus. This means that only current assets and current liabilities are generally included on their balance sheets. Their reported fund balances (net current assets) are considered a measure of "available spendable resources." Governmental fund operating statements present increases (revenues and other financing sources) and decreases (expenditures and other financing uses) in net current assets. Accordingly, they are said to present a snmmary of sources and uses of "available spendable resources" during a period. 33 VILLAGE OF TEQUESTA, FLORIDA Notes to Financial Statements September 30, 1997 NOTE 1 - SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (Continued) Basis of Presentation - Fund Accounting (Continued) Account Groups (Continued) Fixed assets used in governmental fund type operations (general fixed assets) are accounted for in the General Fixed Assets Account Group, rather than in govern- mental funds. Public domain ("infrastructure") general fixed assets consisting of certain improvements other than buildings, including roads, bridges, curbs and gutters, streets and sidewalks, drainage systems, and light systems, are not capitalized. The Village capitalizes assets that cost $500 or more and have expected lives of greater than one year. No depreciation has been provided on general fixed assets. All fixed assets are valued at historical cost or estimated historical cost if actual historical cost is not available. Donated fixed assets are valued at their estimated fair market value on the date donated. 6 General Long-Term Debt Account Group Long-term liabilities expected to be financed from governmental funds are accounted for in the General Long-Term Debt Group, not in the governmental funds. Because of their spending measurement focus, expenditure recognition for governmental fund types is limited to exclude amounts represented by noncurrent liabilities. Since they do not affect net current assets, such long-term debt amounts are not recognized as governmental fund type expenditures or fund (- liabilities. They are instead reported as liabilities in the General Long-Term Debt Account Group. The two account groups are not "funds". They are concerned only with the measurement of financial position. They are not involved with measurement of results of operations. 34 r VILLAGE OF TEQUESTA, FLORIDA Notes to Financial Statements September 30, 1997 NOTE 1 - SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (Continued) Basis of Accounting The accounting and financial reporting treatment applied to a fund is determined by its measurement focus. All governmental funds and expendable trust funds are accounted for using a current financial resources measurement focus.; With this measurement focus, only current assets and current liabilities generally are included on the balance sheet. Operating statements of these funds present increases(i.e., revenues and other financing sources) and decreases (i.e., expenditures and other financing uses) in net current assets. All proprietary funds and pension trust funds are accounted for on a flow of economic resources measurement focus. With this measurement focus, all assets and all liabilities associated with the operation of these funds are included on the balance sheet. Fund equity (i.e., net total assets) is segregated into contributed capital and retained earnings components. Proprietary fund-type operating statements present increases(e.g., revenues) and decreases (e.g., expenses) in net total assets: expendable modified accrual basis of accounting is used by all governmental fund types, trust funds and agency funds. Under the modified accrual basis of accounting, revenues are A recognized when susceptible to accrual(i.e., when they become both measurable and available). "Measurable" means the amount of the transaction can be determined and "available" means collectible within the current period or soon enough thereafter to be used to pay liabilities of the current period. The Village does not accrue property tax revenues since the collection of these taxes coincides with the fiscal year in which levied, and since the Village consistently has no material uncollected property taxes at year end. A 90 day availability period is used for revenue recognition for all other governmental fund revenues. Expenditures are recorded when the related fund liability is incurred. Principal and interest on general long-term debt are recorded as fund liabilities when due or when amounts have been accumulated in the debt service fund for payments to be made early in the following year. 35 4 ; VILLAGE OF TEQUESTA, FLORIDA Notes to Financial Statements September 30, 1997 NOTE 1 - SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (Continued) Basis of Accounting (Continued) Those revenues susceptible to accrual are franchise fees, taxes, special assessments, licenses, interest revenue, intergovernmental revenues, and charges for services. Sales taxes collected and held by the state at year end on behalf of the Village also are recognized as revenue. Fines and permit revenues are not susceptible to accrual because generally they are not measurable until received in cash. • The government reports deferred revenue on its combined balance sheet. Deferred revenues arise when a potential revenue does not meet both the "measurable" and "available" criteria for L recognition in the current period. Deferred revenues also arise when resources are received by the government before it has a legal claim to them, as when grant monies are received prior to the incurrence of qualifying expenditures. In subsequent periods,when both revenue recognition criteria are met, or when the government has a legal claim to the resources, the liability for deferred revenue is removed from the combined balance sheet and revenue is recognized. The accrual basis of accounting is followed for the proprietary funds and pension trust fund. Under this method of accounting, revenues are recognized during the accounting period in which they are earned and become measurable and expenses are recognized in the accounting period in which they are incurred if measurable. Governmental Accounting Standards Board (GASB) Statement #20, Accounting and Financial Reporting for Proprietary Funds and Other Governmental Entities that Use Proprietary Funds, provides proprietary activities with a choice of authoritative guidance issued after November 30, 1989. The Village of Tequesta has elected to follow GASB pronouncements exclusively after that date. Budgets and Budgetary Accounting Formal budgetary integration is employed as a management control device during the year for the General Fund, Special Revenue Fund, Capital Project Funds and the Enterprise Funds. All budgets are legally enacted through passage of a resolution. Budgets for the General; Special Revenue and Capital Project Funds are adopted on a basis consistent with generally accepted accounting principles. Except for not budgeting for depreciation, the annual appropriated budgets for the enterprise funds are adopted on a basis consistent with generally accepted accounting principles. For budgeting purposes, current year encumbrances are not treated as expenditures. 36 VILLAGE OF TEQUESTA, FLORIDA Notes to Financial Statements September 30, 1997 NOTE 1 - SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (Continued) Budgets and Budgetary Accounting (Continued) The Village follows these procedures in establishing the budgetary data reflected in the financial statements: 1. Prior to September 1, the Village Manager submits to the Village Council a proposed operating budget for the fiscal year commencing the . following October 1. The operating budget includes proposed expenditures and the means of financing them. 2. Public hearings are conducted to obtain taxpayer comments. 3. Prior to October 1, the budget is legally enacted through passage of a resolution. Changes or amendments to the total budgeted fund expenditures must be approved by the Village Council. Management may make unlimited interfunctional transfers within a fund without seeking council approval. However, in order to make the most effective use of the,budgetary LI process, it is the policy of the Village to make as few budget adjustments as. possible.11 Appropriations are le all controlled at the fund level and expenditures may not legally exceed legally budgeted appropriations at that level. `) During the year two supplemental appropriations were made. The Village has complied with the Florida requirement that budgets be in balance. The General Fund, Special Revenue and Capital Projects Funds budgets reflected in the accompanying financial statements are not balanced because they do not include amounts budgeted from the beginning fund balance. Appropriations lapse at the end of the fiscal year. • Encumbrances Encumbrance accounting is used for purposes of budgetary control. Encumbrances outstanding at year end are reported as reservations of fund balances until expended or accrued as a liability of the fund. 37 VILLAGE OF TEQUESTA, FLORIDA Notes to Financial Statements September 30, 1997 NOTE 1 - SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (Continued) Investments Investments, consisting of U.S. treasury obligations,and funds held with the state investment • pool are stated at cost or amortized cost. Assets of the ICMA Retirement Fund and the Village Employees Pension Trust Fund are reported at market value. Property and Equipment and General Fixed Assets Fixed assets used in governmental fund type operations (general fixed assets) are accounted for in the General Fixed Assets Account Group, rather than in governmental funds. Public domain ("infrastructure") general fixed assets consisting of certain improvements other than buildings, including roads,bridges, curbs and gutters, streets and sidewalks, drainage systems, and lighting systems, are not capitalized. F Property and equipment acquired or constructed for general governmental operations are recorded as expenditures in the.fund making the expenditure and capitalized at cost in the General Fixed Assets Account Group. Property and equipment acquired by proprietary funds is capitalized in the respective fund. All fixed assets are valued at historical costs or estimated historical cost if actual historical cost is not available. Donated fixed assets are valued at estimated fair value on the date donated. Depreciation of all exhaustible fixed assets used by proprietary funds is charged as an expense against operations. Accumulated depreciation is reported on proprietary fund balance sheets. Depreciation has been provided over the estimated useful lives using the straight-line method. The estimated useful lives are as follows: �-- Buildings 20-40 years Improvements 20-30 years Equipment 3-10 years - . 38 VILLAGE OF TEQUESTA, FLORIDA Notes to Financial Statements September 30, 1997 NOTE 1 - SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (Continued) Inventories Inventories are valued at cost, which approximates market, on a first-in, first out (FIFO) method. Inventories in the General Fund consist of expendable supplies held for consumption. The cost is recorded as an expenditure at the time individual inventory items are purchased. Reported inventories are equally offset by a fund balance reserve which indicates that they do not constitute "available spendable resources" even though they are a component of net current assets. Amortization The issue costs and debt discount on long-term debt are amortized over the life of the bonds using the straight-line method. Ad Valorem Taxes Ad valorem taxes are assessed and liened as of January 1 and billed the following October. They are due and payable on November 1 of each year or as soon thereafter as the assessment roll is certified and delivered to the Tax Collector. These taxes are collected by the County and remitted to the Village. Revenue is recognized at the time monies are received from the County. All unpaid taxes become delinquent on April 1 following the year in which they are assessed. Discounts are allowed for early payment at the rate of 4% in the month of November, 3% in the month of December, 2% in the month of January and 1% in the month of February. The taxes paid in March are without discount. At September 30, unpaid delinquent taxes, if any, are reflected as a receivable on the balance sheet and as deferred revenue. Interfund Transactions Following is a description of the basic types of interfund transactions made during the year and the related accounting policy: Transactions for services rendered or facilities provided. These transactions are recorded as revenue in the receiving fund and expenditures in the disbursing fund. 39 4 ; • VILLAGE OF TEQUESTA, FLORIDA Notes to Financial Statements September 30, 1997 NOTE 1 - SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (Continued) Interfund Transactions (Continued) Transactions to transfer revenue or contributions from the fund budgeted to receive them to the fund budgeted to expend them. These transactions are recorded as operating transfers in and out. Transactions to loan funds from the fund budgeted to loan them to the fund budgeted to receive them. These transactions are recorded as advances to and from. Fund Equity The Village has established reservation and designations of fund balances and retained earnings. The reserved fund balances for governmental funds represent those portions of the fund balance not considered as available for future appropriation or legally segregated for a specific use. Reserve retained earnings for proprietary funds represent the net assets that have been legally identified for specific purposes. Designated fund balances represent tentative plans for future use of financial resources. Compensated Absences Compensated absences are absences for which employees will be paid, such as vacation and sick leave. A liability for compensated absences that are attributable to services already rendered and that are not contingent on a specific event, that is outside the control of the government and its employees, is accrued as employees earn the rights to the benefits. Compensated absences that ► .. relate to future services or that are contingent on a specific event that is outside the control of the government and its employees are accounted for in the period in which such services are rendered or such events take place. In the governmental and similar trust funds, compensated absences that are expected to be liquidated with expendable available financial resources, are reported as an expenditure and fund liability, in the fund that will pay for them. The remainder of the compensated absences liability is reported in the General Long-Term Debt Account Group. In the proprietary funds and similar trust funds, compensated absences are recorded as an expense and liability of the fund that will pay for them. 40 . 1 VILLAGE OF TEQUESTA, FLORIDA Notes to Financial Statements September 30, 1997 NOTE 1 - SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (Continued) Interest Capitalization The Financial Accounting Standards Board issued Statements of Financial Accounting Standards (FASB) No. 34, requiring capitalization of interest costs for all assets that are constructed for an enterprise's use. The amount of interest to be capitalized, is that portion of the interest incurred during the asset's acquisition period, which theoretically could have been avoided if expenditures for the asset had not been made. Total Columns on Combined Statements Total columns on the combined statements are captioned "Memorandum Only" to indicate that they are presented only to facilitate financial analysis. Data in these columns do not present financial position, results of operations, or changes in financial position in conformity with generally accepted accounting principles. Neither is such data comparable to a consolidation. Interfund eliminations have not been made in the aggregation of this data. Statement of Cash Flows For purposes of the statement of cash flows, the proprietary fund types considers all highly liquid investments (including restricted assets) with a maturity of three months or less when purchased to be cash equivalents, except for those investments which management intends to be long-term investments. NOTE 2 - CASH AND INVESTMENTS Cash and Cash Equivalents At year end, the carrying amount of the Village's deposits was$2,128,610 and the bank balances were$2,268,925. Cash consists of unrestricted and restricted funds entirely covered by federal depository insurance or by a multiple financial institution collateral pool that insures public deposits. The collateral pool exists pursuant to the Florida Security for Deposits Act, Chap- ter 280, which consists of assets pledged to the State Treasurer by financial institutions that comply with the requirements of Florida Statutes and have been thereby designated as a qualified public depository. These deposits are deemed to be insured for risk categorization purposes. 41 , VILLAGE OF TEQUESTA, FLORIDA Notes to Financial Statements September 30, 1997 NOTE 2 - CASH AND INVESTMENTS (Continued) Investments Florida statutes authorize.the Village to invest surplus funds in the the Local Government Surplus Funds Trust Fund, administered by the State Treasurer; negotiable direct obligations of or obligations unconditionally guaranteed by the U.S. Government; interest-bearing time deposits in financial institutions located in Florida and organized under Federal or Florida laws; obligations of the Federal Farm Credit Banks, the Federal Home Loan Mortgage Corporation, the Federal Home Loan Bank or its district banks, or obligations guaranteed by the Government National Mortgage Association and obligations of the Federal National Mortgage Association. Investments (including restricted investments) consist of funds held with the state investment pool, obligations of the United States government, funds held by the Village's agent in a deferred compensation plan, and funds held with the State Pension Trust Fund Pool. Obligations of the United States government are guaranteed and held by a qualified public depository. The Village was obligated by its Water Refunding Revenue Bond issue, Series 1985, to purchase U.S. Treasury Obligations. The treasury bonds are recorded net of unamortized discount of$35,247. The Village's Deferred Compensation plan has funds held by ICMA Retirement Corporation. The plan offers six different portfolios of mutual funds. 0 The Village's investments are categorized as either (1) insured or registered or for which the securities are held by the Village or its agent in the Village's name, (2) uninsured and unregistered for which the securities are held by the financial institution's trust department or agent in the Village's name, or(3) uninsured and unregistered for which the securities are held by the broker or dealer, or by its safekeeping department or agent but not in the Village's name. i- 42 • VILLAGE OF TEQUESTA, FLORIDA Notes to Financial Statements September 30, 1997 NOTE 2 - CASH AND INVESTMENTS (Continued) Investments (Continued) Category Carrying Market 1 Amount Value Obligations of United States government $944,753 $ 944,753 $1,034,204 Investment in: State investment pool 2,319,638 2,319,638 Deferred compensation mutual fund 509,890 509,890 Mutual funds (money market) 764,675 764,675 State pension trust fund pool 641,430 641,430 $5,180,386 . $5,269,837 The state investment pool, administered by the State Board of Administration of Florida, contained certain floating rate notes during the 1997 fiscal year and as of September 30, 1997 which were indexed based on the prime rate and/or one and three month LIBOR rates. These ■ investments, representing approximately 4.10% of the state investment pool portfolio at a September 30, 1997, were purchased to add relative value to the portfolio. The following is a reconciliation of cash and cash equivalents and investments per the balance sheet and deposits and investments for risk categorization purposes. Cash and Cash _ Equivalents/ Deposits Investments F. Cash and cash equivalents $2,114,752 $ Investments 3,063,470 Restricted assets Cash and cash equivalents 778,533 Investments 1.352,241 Balance sheet totals 2,893,285 4,415,711 Adjustments Mutual funds (money market) (764,675) 764.675 Risk categorization totals $2,128,610 $5,180.386 43 VILLAGE OF TEQUESTA, FLORIDA Notes to Financial Statements September 30, 1997 NOTE 3 - RESTRICTED ASSETS Restricted assets as of September 30, 1997, consist of the following accounts: Cash Investments Total Meter Deposit Accounts $ 53,549 $ 173,000 $ 226,549 Capital Improvement Accounts 624,984 136,432 761,416 Jupiter Water Increase Account 100.000 1.042.809 1.142.809 $778,533 $1,352,241 $2,130,774 NOTE 4 - ACCOUNTS RECEIVABLE - ENTERPRISE FUNDS Enterprise Funds accounts receivable consists of the following: Billed services $252,422 Unbilled services 46.327 Total accounts receivable 298,749 Less allowance for uncollectibles 2.000 Net accounts receivable $296,749 • 44 r VILLAGE OF TEQUESTA, FLORIDA Notes to Financial Statements September 30, 1997 NOTE 5 - COMPONENTS OF FIXED ASSETS A summary of changes in general fixed assets follows: Balance October 1, Balance 1996, as September 30, Restated Additions Deletions 1997 Land $ 397,653 $ $ $ 397,653 Buildings 948,560 41,541 990,101 Improvements other than buildings 258,778 1 258,777 Equipment 1,667,405 311,277 16,394 1,962,288 Construction in progress 23,516 23,516. $3,272,396 $376,334 $16,395 $3.632,335 The components of fixed assets at September 30, 1997, are summarized as follows: General Enterprise Fixed Assets Funds Account Group Total Land $ 83,336 $ 397,653 $ 480,989 Buildings 975,957 990,101 1,966,058 Improvements other than buildings 9,687,004 258,777 9,945,781 Machinery and equipment 445,167 1,962,288 2,407,455 Construction in progress 1.531,234 23,516 1,554.750 12,722,698 3,632,335 16,355,033 Accumulated depreciation 5,139.361 5,139.361 Total $7,583,337 $3,632,335 $11,215,672, 45 s VILLAGE OF TEQUESTA, FLORIDA Notes to Financial Statements September 30, 1997 NOTE 5 - COMPONENTS OF FIXED ASSETS (Continued) Significant construction commitments as of September 30, 1997 are as follows: Estimated Cost Cost to Completion Description to Date Complete Date Enterprise Funds Water Fund: Well #26, transmission main and condemnation expenses $452,409 $ 2,500 November 1997 r Reverse Osmosis Treatment Plant - engineering, design and permitting 572,514 21,950 March 1998 Reverse Osmosis Wells - Phase I - engineering and design 300,293 14,000 November 1997 Reverse Osmosis Project - disposal transmission main 37,923 650,000 May 1999 Water Treatment Rehabilitation Plant 68,879 1,625 December 1997 T Seabrook Water Line Replacement 44,447 1,000 November 1997 46 • VILLAGE OF TEQUESTA, FLORIDA Notes to Financial Statements September 30, 1997 NOTE 5 - COMPONENTS OF FIXED ASSETS (Continued) Estimated Cost Cost to Completion Description to Date Complete Date Enterprise Funds (Continued) Storm Water Utility Fund: Seabrook Dr. Master Drainage Project $ 18,000 $ 53,000 January 1998 Governmental Funds Capital Improvement Fund: Seabrook Dr. Master Drainage Project 271,531 67,500 January 1998 Bond Construction Fund: Public Safety Facility 23,516 2,040,000 September 1999 NOTE 6 - FLORIDA RETIREMENT SYSTEM Plan Description All full-time employees hired before January 1, 1996, are eligible to participate in the:.Florida Retirement System(FRS), a cost sharing,multiple-employer,public retirement system controlled by the State Legislature and administered by the State of Florida Department of Administration, Division of Retirement. The FRS provides retirement and disability benefits, annual cost-of- living adjustments, and death benefits to plan members and beneficiaries. A post-employment health insurance subsidy is also provided to eligible employees. Benefits are established by Chapter 121, Florida Statutes, and Chapter 22B, Florida Administrative Code. Amendments to the law can only be made by an act of the Florida Legislature. 47 • } i VILLAGE OF TEQUESTA, FLORIDA Notes to Financial Statements September 30, 1997 NOTE 6 - FLORIDA RETIREMENT SYSTEM (Continued) Plan Description (Continued) The State of Florida issues a publicly available financial report that includes financial statements and required supplementary information for the FRS. The latest available report was for the fiscal year ended June 30, 1997. That report may be obtained by writing to the State of Florida Division of Retirement, Department of Management Services, 2639-C North Monroe Street, Tallahassee, FL 32399-1560. Funding Policy i.. im Participating employers are required to make contributions based upon statewide contribution rates. The contribution rates by job class for the Village's employees at September 30, 1997, was as follows: regular employees - 17.43%, special risk employees - 27.10%, and senior management -22.24%. These rates include 0.66% for the employer Health Insurance Subsidy contribution, which is the same for all risk classes. The Village's contributions to the FRS for the fiscal years ending September 30, 1995 through 1997 were $363,567, $399,558, and $378,070, respectively, which were equal to the required contributions for each fiscal year. NOTE 7 - VILLAGE EMPLOYEES' PENSION TRUST FUND On September 7, 1993, the Village established a single-employer defined benefit pension plan in accordance with Florida Statutes, Chapter 175. This plan solely benefitted full-time firefighters. r On July 27, 1995, the Village Council enacted Resolution 27-94/95 authorizing the Village to revoke the election to participate in the Florida Retirement System for all employees hired January 1, 1996, or thereafter, pursuant to Chapter 95-338, Florida Laws. Subsequent to the revocation the Village enacted Ordinance 518 which amended the existing firefighters defined benefit plan to incorporate those police officers and general employees hired January 1, 1996, or thereafter. The ordinance amended the plan provisions and changed the name to the Village Employees' Pension Trust Fund (the "plan"). • 48 VILLAGE OF TEQUESTA, FLORIDA Notes to Financial Statements September 30, 1997 NOTE 7- VILLAGE EMPLOYEES' PENSION TRUST FUND (Continued) The plan is a single employer defined benefit pension plan established to provide retirement, disability and death benefits. The plan is included as a blended component unit in the financial statements of the Village as a pension trust fund. The plan does not issue a stand alone financial report. The plan provides retirement benefits as well as death and disability benefits. All benefits vest after ten years of credited service. Plan document require that the plan be .._ administered by a Board of Trustees. The Board consists of seven trustees. Three trustees are appointed by the Village. Three are elected as follows: One of whom is a full-time firefighter who is elected by a majority of the firefighter members of the plan; one of whom is a full-time police officer who is elected by a majority of the police officer members; and one of whom is a full-time general employee elected by.a majority of the general employees. A seventh trustee is chosen by a majority of the first six trustees. Amendments to plan must be approved by the Board of Trustees. However, authority to establish and amend the benefit provisions of the plan, rests with the Village Council. As of September 30, 1997, the plan had 25 active members, no retirees, no beneficiaries receiving benefits and no terminated employees entitled to but not yet receiving benefits. Summary of Significant Accounting Policies _. The plan is reported on the accrual basis of accounting. Employee and state contributions are recognized as revenues in the period in which employee services are performed. Employer contributions are recognized when due and the employer has made a formal commitment to provide the contributions. Method Used to Value Investments. Investments are reported at fair value. Short-term investments are reported at cost which approximates fair value. Securities traded on a national or international exchange are value at the last reported sales price at current exchange rates. Concentration of Investments The plan did not have any investment of 5% or more,in any one organization. Plan Descriptions - Public Safety Employees Any firefighter or police officer who completes ten or more years of credited service and attains age 55, or completes 25 years of credited service and attains age 52 is eligible for normal retirement benefits. The monthly amount of normal retirement income for a firefighter or police officer is equal to the number of years of credited service multiplied by 3% of his average final compensation. Early retirement may be taken after a firefighter or police officer has attained the age of 50 and has ten years of credited service. In the event of early retirement, benefits 49 VILLAGE OF TEQUESTA, FLORIDA Notes to Financial Statements September 30, 1997 NOTE 7- VILLAGE EMPLOYEES' PENSION TRUST FUND (Continued) Plan Descriptions - Public Safety Employees (Continued) are actuarially reduced to take into account the firefighter's or police officer's younger age and earlier commencement of retirement benefits. Such reduction shall not exceed 5% per year for firefighters and 3% for police officers. Disability benefits can be received for total and permanent disabilities as determined by the Board of Trustees. If the pension is granted, the benefit amount shall be: If the injury or disease is service connected, the firefighter or police officer shall be entitled to the greater of(a) or (b): (a) A monthly pension equal to 42% of his average compensation, or An amountequal to the number of years of his credited service (b) multiplied by 3% of his average monthly salary based upon his final five years of service. If the injury or disease is not service connected, the firefighter or police officer shall be entitled to the greater of(a) or (b): (a) A monthly pension equal to 25% of his average compensation, or (b) An amount equal to the number of years of his credited service multiplied by 3% of his average monthly salary based upon his final five years of service. If the firefighter or police officer dies prior to retirement from the Village his beneficiary shall receive the following benefit: (a) Line-of-Duty-Death-Benefit- a pension to the spouse(or children) of 50% of Average Compensation for life. (b) Non-Line-of-Duty-Death, the spouse of a member with ten years of credited service will receive the actuarial equivalent of the accrued early or normal retirement benefit. If the firefighter or police officer dies or terminates employment with less than ten years of credited service, he is entitled to a refund of the money contributed. 50 VILLAGE OF TEQUESTA, FLORIDA Notes to Financial Statements September 30, 1997 NOTE 7 - VILLAGE EMPLOYEES' PENSION TRUST FUND (Continued) Funding Policy for Public Safety Employees Firefighters and police officers are required to contribute 5% of their compensation to the plan. • The State of Florida contributes the net proceeds of the excise tax imposed upon casualty and property insurers. The Village is required to contribute the remaining amount to fund the plan using the aggregate actuarial cost method as approved by the plan's Board of Trustees; however, contribution requirements of plan members and the Village are established and may be amended by the Village Council. The Village's required and actual contribution rate for the fiscal year ended September 30, 1997, was 14.73%. The Village's actual and the state contributions were $85,333 and $53,115, respectively. Plan Descriptions for General Employees Any general employee who completes ten or more years of credited service and attains age 62, or completes 30 years of credited service regardless of age is eligible for normal retirement benefits. The monthly amount of normal retirement income for a general employee is equal to the number of years of credited service multiplied by 2% of his average final compensation. Early retirement may be taken after a general employee has attained the age of 50 and:has ten years of credited service. In the event of early retirement, benefits are actuarially reduced to take into account the general employee's younger age and earlier commencement of retirement BAP benefits. Such reduction shall not exceed 5% per year. Disability benefits can be received for total and permanent disabilities as determined by the Board of Trustees. If the pension is granted, the benefit amount shall be: = If the injury or disease is service connected, the general employee shall be entitled to the greater of(a) or (b): (a) A monthly pension equal to 42% of his average compensation based upon his final five years of service, or (b) An amount equal to the number of years of his credited service multiplied by 2% of his average monthly salary based upon his final five years of service. 51 VILLAGE OF TEQUESTA, FLORIDA Notes to Financial Statements September 30, 1997 NOTE 7 - VILLAGE EMPLOYEES' PENSION TRUST FUND (Continued) Plan Descriptions for General Employees (Continued) If the injury or disease is not service connected, the general employee shall be entitled to the greater of(a) or (b): (a) A monthly pension equal to 25% of his average compensation based upon his final five years of service, or (b) An amount equal to the number of years of his credited service multiplied by 2% of his average monthly salary based upon his final five years of service. If the general employee dies prior to retirement from the Village, his beneficiary shall receive an amount equal to the vested pension benefit. A survivor benefit is payable to the beneficiary starting when the member would have reached retirement age. If the general employee dies or terminates employment with less than ten years of credited service, he is entitled to a refund of the money contributed. Funding Policy for General Employees m General employees are required to contribute 5% of their compensation to the plan. The Village is required to contribute the remaining amount to fund the plan using the aggregate actuarial cost method as approved by the plan's Board of Trustees; however, contribution requirements of plan members and the Village are established and may be amended by the Village Council. The Village's actual and required contribution rate for the fiscal year ended September 30, 1997, was 5.4% and the dollar amount of the Village's contribution was $7,000. . i 52 r : VILLAGE OF TEQUESTA, FLORIDA Notes to Financial Statements September 30, 1997 NOTE 7 - VILLAGE EMPLOYEES' PENSION TRUST FUND (Continued) Annual Pension Cost and Net Pension Obligation. For 1997, the Village's annual pension cost and actual contributions are shown below. The required contribution were determined as part of the October 1, 1995, actuarial valuation. During 1997 the net pension plan obligation, before and after the implementation of GASB 27, was determined to be $-0-. Annual Village State Pension Actual Actual Cost Contribution Contribution $85,503 $92,333 $53,115 Three Year Trend Information Annual Percentage Net Fiscal Year Ended Pension of APC Pension September 30 Cost (APC) Contributed Obligation 1995 $66,627 $136.76% $-0- 1996 85,503 117.00 -0- 1997 . 85,503 170.10 -0- Principal Actuarial Assumptions The following.are the principal actuarial assumptions from the October 1, 1995, actuarial report. • Funding method for normal retirement and ancillary benefits is the aggregate actuarial cost method. When the aggregate actual cost method is used, unfunded actuarial liabilities are not identified or separately amortized. • The monthly rates are based on the 1994 Unisex Pension Table. • The rate of return on investment of present and future assets was assumed to be 8.0% compounded annually. 53 4 ; VILLAGE OF TEQUFSTA, FLORIDA Notes to Financial Statements September 30, 1997 NOTE 7 - VILLAGE EMPLOYEES' PENSION TRUST FUND (Continued) Principal Actuarial Assumptions (Continued) • Future benefit payments were computed assuming early retirement occurs according to the withdrawal table below: Withdrawal Age Rate 20 80 30 64 40 20 50 0 60 0 • Future contributions and benefit payments were computed assuming a 6.0% annual salary increase until the assumed retirement age. 1-1 • Disability benefit payments were computed assuming 75% of service and 25% of nonservice. • Death benefit payments were computed assuming 20% of service and 80% of nonservice. • • , Valuation of assets is market for equities, bonds, cash and cash equivalents. All valuations are in conformity with Florida Statute 112. • Rate of inflation assumed at 4%. • Post-retirement factor 0%. NOTE 8 - DEFERRED COMPENSATION PLAN The Village offers its employees a deferred compensation plan created in accordance with Internal Revenue Code Section 457. The plan, available to all Village employees, permits them to defer a portion of their salary until future years. The deferred.compensation is not available to employees until termination, retirement, death, or unforeseeable emergency. 54 VILLAGE OF TEQUESTA, FLORIDA Notes to Financial Statements ( September 30, 1997 NOTE 8 - DEFERRED COMPENSATION PLAN (Continued) All amounts of compensation deferred under the plan, all property and rights purchased with those amounts, and all income attributable to those amounts, property, or rights are (until paid or made available to the employee or other beneficiary) solely the property and rights of the Village(without being restricted to the provisions of benefits under the plan), subject only to the claims of the Village's general creditors. Participants' rights under the plan are equal to those of general creditors of the Village in an amount equal to the fair market value of the deferred account for each participant. It is the opinion of the Village that it has no liability for losses under the plan, but does have the duty of due care, that would be required of an ordinary prudent investor. The Village believes that is unlikely that it will use the assets to satisfy the claims of general creditors in the future. Investments are managed by the plan's trustee under one of six investment options, or a combination thereof. The funds are invested at the discretion of individual plan participants. -. NOTE 9 - COMPENSATED ANNUAL LEAVE AND SICK PAY As of September 30, 1997, the total liability for compensated absences was $431,460. The noncurrent portion of compensated absence liability of the General Fund is recorded in the General Long-Term Debt Group. For the fiscal year ended September 30, 1997, the long-term amount was $339,491. The liabilities recorded by the Enterprise Funds were $91,969. • NOTE 10 - RISK MANAGEMENT The Village is exposed to various risks of loss related to torts; theft of, damage to, and destruction of assets; errors and omissions; injuries to employees; and natural disasters. The Village continues to purchase commercial insurance to cover the various risks. Retention of risks is limited to those risks that are uninsurable and deductibles ranging from$250 to$10,000 per occurrence. • Major uninsurable risks include damages to infrastructure assets. Since the amount of loss cannot be reasonably estimated and the likelihood of occurrence is not determinable, no provi- sion for losses is reflected in the financial statements. There were no settled claims which exceeded insurance coverage during the past three fiscal years. 55 VILLAGE OF TEQUESTA, FLORIDA Notes to Financial Statements September 30, 1997 NOTE 10 - RISK MANAGEMENT (Continued) The Village is insured under a retrospectively rated policy for worker's compensation coverage. The plan is a trust fund comprised of local governmental entities. The premiums are based on the risk class and remuneration of covered employees adjusted by an experience modification based on the claims history of the Village. At the end of the premium year the Village can either receive a discount or pay additional premium based on its claims experience. The policy for the current fiscal year has been finalized with no additional premium due. Should a deficit develop in the trust fund after excess insurance recoveries, the Village shall thereafter be responsible for its individual costs. NOTE 11 - LEASE COMMITMENTS w" lease During the fiscal year, the Village had the following capitalagreements: General Fund Fire Truck Annual Payment: $56,658 10 year term Expires October, 2003 Principal amount outstanding at 9/30/97 $318,455 Capitalized cost - $466,140 (General Fixed Asset Account Group) 911 system Annual payment: $5,093 5 year term Expires December 1999 Principal amount outstanding at 9/30/97- $12,367 Capitalized cost - $20,452 (General Fixed Asset Account Group) Ambulances Annual payment: $32,094 10 year term Expires October 15, 2003 Principal amount outstanding at 9/30/97 - $180,662 Capitalized cost - $180,662 56 i , VILLAGE OF TEQUFSTA, FLORIDA • Notes to Financial Statements September 30, 1997 I • (General Fixed Asset Account'Group) NOTE 11 - LEASE COMMITMENTS (Continued) Capitalized costs and accumulated amortization of the enterprise funds leases are as follows: Cost $ 81,349 Accumulated amortization 81,349 $ Amortization expense of$8,223 is included in depreciation expense. There are no contingent rents in the above leases. The following is a schedule of the future minimum lease payments under these capital lease arrangements and the present value of the net minimum lease payments at September 30, 1997: Fiscal Year General Ending Long-Term September 30. Debt 1998 $ 93,845 1999 93,845 2000 93,845 2001 88,752 2002 88,752 Thereafter 177.522 Total minimum lease payments 636,561 Less: amount representing interest 125.077 Present value of future minimum lease payments $511,484 57 4 � VILLAGE OF TEQUESTA, FLORIDA Notes to Financial Statements September 30, 1997 NOTE 12 - LONG-TERM AGREEMENT TO PURCHASE WATER On July 15, 1976, the Village entered into an agreement with Tri-Southern Utilities Company, Inc. (the agreement subsequently assumed by the Town of Jupiter) to purchase water for the Village's water system for a period of 30 years. Rates for water service are based on wholesale rates. The Village is billed monthly based upon a 1,500,000 gallons per day contracted minimum. NOTE 13 - LONG-TERM LEASE AGREEMENTS On December 20, 1994, the Village entered into an interlocal agreement with Palm Beach County. Per the agreement Palm Beach County is to provide for partial funding, land acquisition and design and construction of a branch library within Tequesta. Upon completion of the project, the library will be leased to Palm Beach County for 50 years for an annual rent of one dollar. In the event the lease is terminated by the Village before the end of 50 years, the Village must reimburse Palm Beach County a depreciated value using a useful life of 25 years based on an initial value of $405,000 calculated on a straight-line basis. On December 6, 1996, the Village entered into a three year lease agreement to rent commercial office for the administrative, finance and water services staff. The base annual rent is $47,132 adjusted annually for the Consumer Price Index. At the end of the three year lease the Village has the option to renew for three additional one year terms. Upon renewal the lease rent may change. NOTE 14 - CONTRACTED SERVICES - FIRE PROTECTION/EMERGENCY MEDICAL SERVICE Effective October 1, 1993, the Village entered into an interlocal agreement with Jupiter Inlet colony for the Village to provide fire protection/emergency medical services for a fee. For the year ended September 30, 1997, fire protection fees received from Jupiter Inlet Colony was $164,557. Since January 1, 1995, the Village has maintained an Emergency Medical Service (EMS)program within the Fire Rescue Department. During the fiscal year September 30, 1996, North County Ambulance provided transportation services only. On November 14, 1996 the Village Council determined that there was a need for the Village to provide ambulance transportation. Resolution 2-96/97 was enacted which approved the lease/purchase of.two ambulances. The lease/purchase cost including interest is $224,656. The ambulances are to be financed over seven years with an interest rate of 5.8%. The first installment is due October 15, 1997 in the amount of$32,094. 58 VILLAGE OF TEQUESTA, FLORIDA Notes to Financial Statements September 30, 1997 NOTE 15 - CONTRACTED SERVICES - REFUSE AND RECYCLING COLLECTION Effective October 1, 1989, the Village entered into a five year franchise agreement with Nichols Sanitation, Inc. for curbside solid waste and recycling collection services. On October 14, 1993, the Village amended the franchise agreement. -The amendment extended the agreement for an additional five years. commencing October 1; 1994. For consideration of the extension the collection rates were reduced. In addition, the Village assessed a 6% franchise fee for each residential customer, effective October 1, 1994. Nichols Sanitation may also adjust the curbside and recycling rates beginning October 1, 1995, and each October 1, thereafter based upon the • change in the Consumer Price Index (CPI). NOTE 16 - LONG-TERM DEBT General Long-Tenn Debt Changes in general long-term debt of the Village for the year ended September 30, 1997, are summarized as follows: k Capital Improvement Joint Compensated Lease Note Revenue Venture Absences Obligations Payable Bonds Obligation Total General long-term debt at October 1, 1996 $324,220 $370,196 $ 8,719 $1,250,000 $8,000 $1,961,135 Additions: Capital lease 180,662 180,662 Note payable 15,721 • , 15,721 Increase in accrual for compensated absences 15,271 15,271 Deletions: Repayments of debt 39,374 8,719 65,000 - 113,093 Payment of obligation under Joint Venture Agreement 8,000 8.000 General long-term debt at September 30, 1997 ' $339,491 $511.484 $15.721 $1.185.000 $ $2,051.696 59 } • VILLAGE OF TEQUESTA, FLORIDA Notes to Financial Statements September 30, 1997 NOTE 16 - LONG-TERM DEBT (Continued) Revenue Bonds - 1994 This debt consists of Improvement Revenue Refunding Bonds Series 1994 in the amount of $1,365,000 with an interest rate of 6.15%, dated June 24, 1994. Pursuant to the Bond Resolution, 16-93/94, the Village is obligated to use Franchise Fees and Occupational Fees to pay the principal and interest on the Bond. At September 30, 1997, $1,185,000 of this issue were outstanding. Any remaining revenues after principal and interest may be used for any lawful purpose. Annual requirements to amortize this debt are as follows: Coupon October 1. . Rate Principal , Interest Payments 1998 6.15% $ 70,000 $ 72,878 $ 142,878 1999 6.15% 75,000 68,573 143,573 2000 6.15% 80,000 63,960 143,960 2001 6.15% 80,000 59,040 139,040 2002 90,000 54,120 144,120 Thereafter 790.000 205.718 995.718 Totals $1.185.000 $524.289 $1,709,289 Water Fund On October 1, 1994 the Village entered into an installment purchase agreement to purchase a copy machine for the Water Department. The Village financed $15,555 over a term of 48 months at an interest rate of 8%. On August 12, 1997 the Village traded in the previously purchased copy machine for a newer model. The Village financed $15,721 over a term of 48 months at an interest rate of 7.5%. As of September 30, 1997, the balance of note was $15,721. 60 S r VILLAGE OF TEQUESTA, FLORIDA Notes to Financial Statements - September 30, 1997 NOTE 16 - LONG-TERM DEBT (Continued) Total Long-Term Debt The annual requirements to amortize all outstanding debt including interest payments of $651,893 as of September 30, 1997, are as follows: Fiscal Capital Year Ending Compensated Lease Notes Improvement ' September 30 Absences Obligations Payable Revenue Total 1998 $ $ 93,845 $ 4,562 $ 142,878 $ 241,285 1999 93,845 4,562 143,573 241,980 2000 93,845 4,562 143,960 242,367 2001 88,752 4,562 139,040 232,354 2002 88,752 144,120 232,872 Thereafter Various 339,491 177,522 995,718 1,173,240 339.491 $339,491 $636,561 $18,248 , $1,709,289 $2,703,589 d Annual maturities of long-term compensated absences cannot be reasonably determined: ! NOTE 17 - DEFEASANCE OF PRIOR DEBT In prior years, the Village defeased the 1978 Series, $3,915,000 Water Revenue Refunding Bonds by placing the proceeds of new bonds in an irrevocable trust to provide for all future debt service payments on the old bonds. Accordingly, the trust account assets and the liability for the defeased bonds are not included in the Village's financial statements. At September 30, 1997, $3,355,000 of bonds outstanding are considered defeased. 61 f VILLAGE OF TEQUESTA, FLORIDA Notes to Financial Statements September 30, 1997 NOTE 18 - INTERFUND RECEIVABLES AND PAYABLES Individual fund interfund receivables and payables at September 30, 1997 are as follows: Interfund Interfund Fund Receivables Pavables General Fund $ $10,000 • Storm Water Utility Fund 10,000 $10,000 $10,000 NOTE 19 - INTERFUND ADMINISTRATIVE FEE 1 During the year ended September 30, 1997, the Enterprise Funds remitted $ 66,03 5 to the General Fund for administrative management fees. This amount is reflected as intra- governmental services revenue in the General Fund and as management fees, an operating expense in the Enterprise Funds. • NOTE 20 - CONTRIBUTED CAPITAL - ENTERPRISE FUNDS The changes in contributed capital consists of the following: Water Fund Capital Developer Improvement Contributions Charges Total Contributed capital at October 1, 1996 $1,130,893 $2,536,918 $3,667,811 Plus: contributions 373.140 373.140 • Contributed capital at September 30, 1997 $1,130,893 $2,910,058 $4,040,951 62 l. VILLAGE OF TEQUESTA, FLORIDA Notes to Financial Statements (( September 30, 1997 NOTE 21 - ESTABLISHMENT OF NEW FUNDS On October 1, 1996, the Village established the following new.funds: The Community Development Fund was established as a new enterprise fund to account for the operation of the Village's protective inspections/building department and comprehensive planning services. This activity was previously accounted for in the General Fund. In creating this fund, _. all of the general fixed assets associated with its operations were reclassified from the General Fixed Asset Account Group to the Community Development Fund. These assets consisting of equipment were reclassified net of accumulated depreciation. These assets were capitalized and reported as contributed capital at the original cost or estimated original cost less an amount equivalent to the depreciation that would have been recorded had the fixed assets been recorded initially in the enterprise fund. The original cost or estimated original cost of these assets was $40,410. The related accumulated depreciation was $35,934, resulting in a transfer of fixed assets of$4,476, which approximates fair market value. The Storm Water Utility Fund was established as a new enterprise fund. The fund was established to finance the National Pollutant Discharge Elimination System storm water permits as required by the 1987 Federal Clean Water Act, as well as the maintenance of improvements to the storm water drainage system. These activities were not previously accounted for in a fund. The fund collects revenues through a non-ad valorem assessment based upon square footage of the impervious areas of each parcel located within Village boundaries. .,: The Refuse and Recycling Fund was established as an enterprise fund to account for the operation of the Village's curbside solid waste and recycling collection services. This activity was previously accounted for in the Water Fund (Enterprise Fund). As noted in Note 15 these services are contracted out to Nichols Sanitation under a five year agreement. There were no transfers of assets or liabilities as a result of creating this fund. 63 1 ' • VILLAGE OF TEQUESTA, FLORIDA Notes to Financial Statements September 30, 1997 NOTE 21 - ESTABLISHMENT OF NEW FUNDS (Continued) Below is a schedule of the affect of transfers made as a result of establishing the new funds. Balance October 1, Retroactive Balance 1996, as Adjustments October 1, Previously Increase 1996, as Reported (Decrease) Restated Community Development Fund Total assets $ $ 4,476 $ 4,476 Total liabilities Total contributed capital Total fund equity 4,476 4,476 NOTE 22 - SEGMENT INFORMATION FOR ENTERPRISE FUNDS The Village maintains four separate enterprise funds which provide community development, storm water utility, refuse and recycling and water services. Segment of information on for the year ended September 30, 1997, was as follows: Community Storm Refuse and Development Water Recycling Water Operating revenues $488,428 $193,828 $274,369 $2,857,544 Depreciation and amortization 1,794 877 369,250 Operating income (loss) 214,788 101,306 3,041 (100,554) Nonoperating revenues 4,374 3,978 6,082 245,739 Net income (loss) 278,262 86,484 27,395 (21,333) Current capital contributions 373,140 Property and equipment Additions 3,533 27,887 1,367,744 Net working capital 297,428 62,016 27,395 1,950,894 Total assets 314,494 95,032 49,728 11,888,284 Total equity 282,738 86,484 27,395 10,276,502 64 r VILLAGE OF TEQUESTA, FLORIDA Notes to Financial Statements September 30, 1997 NOTE 23 DEFICIT FUND BALANCE OF INDIVIDUAL FUNDS As of September 30, 1997, the following funds had a deficit in fund balance: Capital Projects Funds Retained Earnings (Deficit) Capital Improvement Fund $(3,640) The accumulated deficit represent excesses of capital outlay expenses over available prior year fund balances carried over. • NOTE 24 - JOINT VENTURE The Village, in conjunction with six other municipalities, organized a consortium to provide mutual fire and emergency aid. The consortium is known as The Northern Area Mutual Aid Consortium (NAMAC). During the 1996 fiscal year each of the municipalities contributed $8,000 and agreed to contribute an additional $8,000 in the fiscal year 1997. During 1997 the consortium purchased various equipment and supplies as well as collected contributions. The Village contributed the $8,000 as previously agreed to. The Village did not make any obligations to contribute any funds in the fiscal year 1998. NOTE 25 - CHANGES IN ACCOUNTING METHODS During 1997 the Village changed the method of accounting for pension trust funds by implementing GASB Statement#25 Financial Reporting for Defined Benefit Pension Plans and Note Disclosure for Defined Contribution Plans and GASB Statement #27 Accounting for Pensions by State and Local Governmental Employers. There is no prior or current pension effect due to this change in accounting method. 65 1 VILLAGE OF TEQUESTA, FLORIDA Notes to Financial Statements September 30, 1997 NOTE 26 - LITIGATION The Village is currently involved in a dispute with the Town of Jupiter regarding an increase in water purchase rates. The Village of Tequesta has a contract to purchase water from the Town of Jupiter until the year 2006 at an annual cost of approximately $667,000. The Town of Jupiter is disputing that the fees charged to Tequesta are $51,000 per month less than their cost and therefore are contesting the contract. Effective February 1, 1996 the Village increased the water charge to its customers to reflect the possible increase in costs. In August 1997 Palm Beach County 15th Judicial Court ruled in Tquesta's favor. However, the ruling has been appealed by the Town of Jupiter. The possible financial impact for Tequesta if Jupiter prevails upon appeal will be a $600,000 per year increase in water purchase fees. Accordingly, the amounts collected during the fiscal year of$622,473 were deferred. In the spring of 1997 the Town of Jupiter filed a complaint seeking an injunction to preclude the Village from constructing a reverse osmosis water system. On July 29, 1997, a judgment was made in favor of the Village. The Town of Jupiter has appealed the judgment. As of January 31, 1998, that appeal is still pending. NOTE 27 - SUBSEOUENT EVENTS On January 8, 1998, the Village Council approved Resolution 7-97/98 authorizing the Water Revenue Bond Series 1998 bond issuance for $7,915,000. The revenue bond proceeds are to fund the construction of a Reverse Osmosis Water System. Village management anticipates that the issuance will take place by March 1998. On June 12, 1997, the Village Council authorized management to enter into a revolving line of credit for $1,000,000 with Barnett Bank. The line of credit bears interest of 60% of Barnett Bank, Inc. prime lending rate, adjusted day of change. Interest is payable monthly with principal due at maturity, which is 12 months from the date of closing. The proceeds from the loan are to be used to fund capital projects within the Village. On October 10, 1997, the Village closed on the line and took an initial required draw of$50,001. As of January 31, 1998 no other draws had been taken. 66 [ • REQUIRED SUPPLEMENTAL INFORMATION I } VILLAGE OF TEQUESTA, FLORIDA Village Employees' Pension Trust Fund Required Supplementary Information Schedule of Employer Contributions Other Contribution Entities (1) Required Fiscal Year Annual Village State Percentage Ended Contribution Contributions Contributions Contributed 9/30/93 $ $ 9,117 $ -- -- 9/30/94 50,164 46,950 8,801 111.14% 9/30/95 66,627 76,161 14,959 136.76 9/30/96 85,503 83,035 17,083 117.09 9/30/97 85,503 92,333 53,115 170.10 (1) October 1, 1993 was the earliest actuarial report prepared. The plan began July 1, 1993. 67 VILLAGE OF TEQUFSTA, FLORIDA Village Employees' Pension Trust Fund Notes to the Required Supplementary Information Principal Actuarial Assumptions Actuarial Report 10/1/95 Significant Actuarial Assumptions include the following: • Funding method for normal retirement and ancillary benefits is the aggregate actuarial cost method. When the aggregated actual cost method is used, unfunded actuarial liabilities are not identified or separately amortized. • The monthly rates are based on the 1994 Unisex Pension Table. • The rate of return on investment of present and future assets was assumed to be 8.0% compounded annually. • Future benefit payments were computed assuming early retirement occurs according to the withdrawal table below: Withdrawal Age Rate 20 80 30 64 40 20 50 0 f0 0 • Future contributions and benefit payments were computed assuming a 6.0% annual salary increase until the assumed retirement age. • Disability benefit payments were computed assuming 75% of service and 25% of nonservice. • Death benefit payments were computed assuming 20% of service and 80%,of nonservice. • Rate of inflation assumed at 4%. • Post-retirement factor 0%. • Valuation of assets is market for equities, bonds, cash and cash equivalents. All valuations are in conformity with Florida Statute 112. 68 is t I I. 1 i i i i I SUPPLEMENTAL INFORMATION 1 -I GENERAL FUND + r VILLAGE OF TEQUESTA, FLORIDA General Fund Schedule of Revenues - Budget and Actual For the Fiscal Year Ended September 30, 1997 Variance - Favorable Budget Actual (Unfavorable) Taxes Ad valorem taxes Current ad valorem taxes $2,232,985 $2,263,146 $ 30,161 Delinquent ad valorem taxes 5,000 6.280 1.280 Total ad valorem 2.237,985 2.269.426 31.441 Public services taxes Electric 342,060 349,032 6,972 Telephone 72,000 82,143 10,143 Gas 92,250 80,297 (11,953) Water 15,000 18.698 3,698 Total public service taxes 521.310 530.170 8,860 Local option gas tax 160.000 148,128 (11,872) Total taxes 2.919.295 2.947.724 28.429 Licenses and permits Other licenses and permits 10.000 12,208, 2.208 Total licenses and permits 10.000 12.208 2.208 • (Continued) 69 • 1 ; VILLAGE OF TEQUESTA, FLORIDA General Fund ( Schedule of Revenues - Budget and Actual !.__ For the Fiscal Year Ended September 30, 1997 (Continued) Variance - Favorable Budget Actual (Unfavorable) Intergovernmental. Cigarette tax $ 13,500 $ 12,246 $ (1,254) State revenue sharing 129,200 129,216 16 Alcoholic beverage licenses 4,500 4,937 437 One-half cent sales tax 260,000 283,885 23,885 911 maintenance reimbursement 9,945 12,801 2,856 Grants 37,280 25,844 (11,436) Other 1.800 2,094 294 Total intergovernmental 456,225 471,023 14.798 1 Charges for services Certification, copying, record search 2,000 1,938 (62) Fire rescue service 164,560 164,557 (3) Fire inspections 9,000 9,915 915 Fire plan review services 4,500 40,728 36,228 EMS transport services 52,420 70,322 17,902 Other fire rescue/EMS services 1,000 745 (255) Municipal police academy 700 275 (425) Extra duty - contracted services 4,500 3,231, (1.269) 11 Total charges for services 238,680 291.711 53,031 Fines and forfeits Court fines 50,000 55,438 5,438 Parking tickets 3,500 2,905 (595) - Code enforcement 1,000 5,000 4,000 Total fines and forfeits 54.500 63,343 8,843 (Continued) 70 VILLAGE OF TEQUESTA, FLORIDA General Fund Schedule of Revenues - Budget and Actual For the Fiscal Year Ended September 30, 1997 (Continued) Variance - Favorable Budget Actual (Unfavorable) Interest Tax collector $ 5,000 $ 5,778 $ 778 Investments 39,115 59.465 20,35Q Total interest 44.115 65.243 21,128 Miscellaneous '- Other 5,000 9.239 4.239 r Total miscellaneous 5.000 9.239 4,239, Impact fees Law enforcement 7,049 7,049 Fire rescue 8,942 8,942 Parks and recreation 25.631 25.631 Total impact.fees 41,622 . 41,622, Intragovernmental services Administrative management - enterprise fund 163,150 166,035 2,885 Total intragovernmental services 163.150 166,035, 2,885, Total revenues $3,890,965 $4,068,148 $177,183 71 !_ r 1 1 I_ VILLAGE OF TEQUESTA, FLORIDA General Fund Schedule of Departmental Expenditures - Budget and Actual For the Fiscal Year Ended September 30, 1997 Variance - Favorable Budget Actual lUnfavorable) General government Legislative • Travel and per diem $ 13,550 $ 13,516 $ 34 Other charges 350 186 164 Books, publications and dues 4,925 3.435 1,490 Total legislative 18,825 17,137 1,688 Executive 1 Salaries 154,955 150,648 • 4,307 F.I.C.A. 12,815 11,343 1,472 Retirement 32,560 30,677 1,883 Life and health insurance 22,560 20,899 1,661 Worker's compensation insurance 1,070 715 355 Deferred compensation insurance 4,300 4,377 (77) Professional services 19,250 15,632 3,618 Contractual services 5,905 3,124 2,781 Travel and per diem 8,710 7,037 1,673 Office machines maintenance 1,195 636 559 Office supplies 1,840 777 1,063 - Rentals and.leases 1,630 1,310 320 Books, publications, dues • 1,565 804 761 Other charges 2,450 1,598 852 Total executive 270,805 249.577 21.228 (Continued) • 72 1 VILLAGE OF TEQUESTA, FLORIDA General Fund Schedule of Departmental Expenditures - Budget and Actual For the Fiscal Year Ended September 30, 1997 (Continued) Variance - Favorable Budget Actual (Unfavorable) General government (continued) Financial and administrative Salaries $ 119,500 $ 118,429 $ 1,071 F.I.C.A. 9,300 8,854 446 Retirement 17,210 16,410 800 i.- Life and health insurance 12,230 12,176 54 - Worker's compensation insurance 880 0 2430 Professional services 5,550 5,307 Accounting and auditing 23,250 23,241 9 Contractual services 2,200 2,137 63 Travel and per diem 1,200 1,009 191 Other charges 2,200 2,128 72 Office supplies 4,450 4,413 37 Books, publications, dues 555 554 1 Office machines maintenance 3.800 3.751 49 Total financial and administrative 202.325 198.939 3.386 Legal counsel Legal services 92.000 83.786 8,214 Total legal counsel 92.000 83,786 8,214 H (Continued) 73 r-: ,_ _ i , VILLAGE OF TEQUESTA, FLORIDA General Fund r ' Schedule of Departmental Expenditures - Budget and Actual ' For the Fiscal Year Ended September 30, 1997 (Continued) Variance - Favorable Budge, t Actual (Unfavorable) • General government (continued) Other general government Salaries $ 10,650 $ $ 10,650 Unemployment compensation reimbursement 1,900 1,897 3 Other personal services 13,920 11,374 2,546 . Contractual services 14,730 13,333 1,397 Travel and per diem 275 53 222 Communication services 5,400 5,386 14 Transportation/postage 7,000 6,920 80 Utility services 18,410 18,366 44 Fire hydrant rental fees 13,900 13,900 Rentals and leases 26,100 21,785 4,315 E. Insurance/claims and judgments 32,135 32,011 124 Village Hall maintenance 12,600 12,527 73 Relocation expenses 17,850 17,822 . 28 Printing and binding 500 298 202 Promotional activities 12,450 11,924 526 Other charges 6,330 24,808 (18,478) 1 Office supplies 4,985 4,439 546 Books, publications, dues 1.200 742 458 a Total other general government 200.335 197.585 2350 Total general government 784.290 747.024 37.266 (Continued) • 74 a VILLAGE OF TEQUESTA, FLORIDA General Fund Schedule of Departmental Expenditures - Budget and Actual For the Fiscal Year Ended September 30, 1997 (Continued) Variance - Favorable Budget Actual (Unfavorable) Public safety Police department s Salaries $ 791,160 $ 790,433 $ 727 Overtime 49,160 45,987 3,173 F.I.C.A. 64,630 63,998 632 Retirement 216,050 212,805 3,245 Life and health insurance 100,870 98,256 2,614 Worker's compensation insurance 68,880 67,766 1,114 .. _. Professional services 1,000 975 25 Travel and per diem 5,035 4,198 837 Communication services 7,430 5,953 1,477 ' Rentals and leases 455 301 154 Insurance 18,530 14,086 4,444 Repairs and maintenance 30,720 26,977 3,743 Printing and binding 2,050 1,565 485 Other charges 10,610 8,720 1,890 Personnel training 14,715 8,606 6,109 Office supplies 5,115 4,575 540 Operating supplies 47,740 44,432 3,308 Books, publications, dues 2,660 2.562 98 Total police department 1,436,810 1,401195 34,615 Emergency and disaster relief Civil preparedness 500 256 244 Total emergency and disaster relief 500 256 244 (Continued) 75 FT ; ri VILLAGE OF TEQUESTA, FLORIDA General Fund fl Schedule of Departmental Expenditures - Budget and Actual For the Fiscal Year Ended September 30, 1997 (Continued) _..: Variance - Favorable [.-_J Budget Actual (Unfavorable) 17 Public safety (continued) Fire anal rescue/EMS services Salaries $ 654,095 $ 654,662 $ (567) F.I.C.A. 48,925 48,905 20 { Retirement 97,160 90,324 6,836 Life and health insurance 160,640 147,262 13,378 Volunteer fire and rescue 13,625 11,902 1,723 I Travel and per diem 2,295 1,783 512 Professional services 970 785 185, Communication services 4,245 4,238 7 Utility services 2,485 2,481 4 Repairs and maintenance 24,925 24,311 614 Insurance 11,470 8,276 3,194 i Printing 630 - 606 • 24 Other charges 16,095 12,637 3,458 Office supplies 1,775 1,753 22 Operating supplies 53,755 54,877 (1,122) Books, publications,dues 5.735 5,386, 349 l Total fire and rescue/EMS services 1.098,825 1.070,188 28.637 Total public safety 2.536.135 2.471639 63.496 r1 1, (Continued) 76 i a I VILLAGE OF TEQUESTA, FLORIDA General Fund _ Schedule of Departmental Expenditures - Budget and Actual For the Fiscal Year Ended September 30, 1997 - (Continued) Variance - • Favorable Budget Actual (Unfavorable) Transportation Road and street facilities Salaries $ 129,685 $ 93,102 $ •36,583 F.I.C.A. 6,930 6,908 22 - Retirement 25,525 19,435 6,090 1::Life and health insurance 21,500 21,482 18 Worker's compensation insurance 7,540 7,540 Engineering services 46,500 46,451 49 Other contractual services 101,790 75,047 26,743 Travel and per diem 1,900 1,138 762 Communication services 1,400 1,093 307 Rentals and leases 1,450 1,234 216 Utility services 68,950 68,904 46 Insurance 8,500 8,483 17 ii Repairs and maintenance 44,908 44,413 495 Other charges 1,000 382 618 1 Operating supplies 7,425 6,414 1,011 Road materials and supplies 7,825 7,223 602 Books, publications, dues .300 155 145 Total transportation 483.128 409.404 73.724 1- i (Continued) 77 l' • [. VILLAGE OF TEQUESTA, FLORIDA General Fund 1._ Schedule of Departmental Expenditures - Budget and Actual L' For the Fiscal Year Ended September 30, 1997 (Continued) r Variance - Favorable Budget Actual (Unfavorable) Human services Health - mosquito control Salaries • $ 800 $ $ 800 Repairs and maintenance 200 200 ;775 Operating supplies 2,850 475 2,375 ` Personnel training 1,000 558 442 Total human services 4.850 1,033, 3,817, Culture/Recreation Parks and recreation hi Salaries • 67,030 101,553 (34,523) F.I.C.A. 7,575 7,555 20 Retirement 12,175 12,166 9 Life and health insurance 3,875 3,673 202 Worker's compensation insurance 1,880 1,785 95 i Contractual services 23,880 23,859 21 ' Travel and per diem • 4,415 4,413 2 Communication services 700 292 408 Utility services 17,525 17,515 10 Insurance 2,000 1,849 151 Repairs and maintenance 21,586 21,131 455 Other charges • 500 • 326 174 Office supplies 100 45 55 (Continued) 78 VILLAGE OF TEQUESTA, FLORIDA General Fund Schedule of Departmental Expenditures - Budget and Actual For the Fiscal Year Ended September 30, 1997 (Continued) Variance - Favorable Budget Actual (Unfavorable) Culture/Recreation (Continued) Parks and recreation (continued) Operating supplies $ 2,650 $ 2,276 $ 374 Books, publications, dues 300 190 110 Aid to community organizations 8,500 8,500 �� Aid to government organizations 1.500 1,500 `� Total culture/recreation 176.191 208.628 (32.437) 1 Capital Outlay General government - executive 6,141 3,174 2,967 General government - other 31,065 10,128 20,937 Police 61,480 56,331 5,149 Fire rescue 229,071 227,111 1,960) Transportation 29.300 31.377 (2,077) 357.057 328,121 28,936 Debt Service 1 Principal retirement 35,530 39,059 (3,529) Interest 26.230 26,868 (638) Total debt service 61.760 65.927 (4,167) Total expenditures $4,403.411 $4,232,776 $ 170.635 79 i I - 1 1 • i . 1 .. r-- 1 . 1 ! • . . . . , . . . . . . . ... . .--. , ,- ...,-. -----'..;-- . SPECIAL REVENUE FUND I . . ..1 .. . . .. '-'....n. i . 1 . . . I . . . i . . . _ . . .• • . • 0 VILLAGE OF TEQUESTA, FLORIDA Special Revenue Fund Schedule of Revenues - Budget and Actual For the Fiscal Year Ended September 30, 1997 ( Variance Favorable Budget Actual (Unfavorable) Taxes Franchise fees $316,400 $331,767 15 367 Total taxes 316.400 331,767 15.367 Licenses and permits Professional and occupational licenses 75,000 79,362 4.362 Total licenses and permits 75.000 79,362 4.362 Total revenues $391,400 $411,129 $19.729 80 • • CAPITAL PROJECTS FUNDS • 1 q • VILLAGE OF TEQUESTA, FLORIDA Capital Projects Funds - Combining Balance Sheet September 30, 1997 • Capital Bond Improvement Construction Fund Fund Total Assets Cash and cash equivalents $145,932 $ 12,267 $158,199 Investments 125.151 125.151 Total assets $271,083 $ 12,267 $283,350 Liabilities, equity and other credits Accounts payable $ 829 $ 15,907 $.16,736 Contracts payable 62,750 62.750 Total liabilities 63,579 15.907 79,486 I Fund balances f Reserved for: Encumbrances 14,100 151,484 165,584 Unreserved Road project 120,880 120,880 Undesignated 72.524 (155,124) 8( 2.6 )00 Total equity and other credits 207.504 (3,640) 203,864 Total liabilities, equity and other credits $271,083 $ 12,267 $283,350 81 i.. VILLAGE OF TEQUESTA, FLORIDA Capital Projects Funds Combining Statement of Revenues, Expenditures and Changes in Fund Balance For the Fiscal Year Ended September 30, 1997 • Capital Bond Improvement Construction Fund Fund Total Revenues Interest L.16,611 __.__ $_..661-8 Total revenues 16.618 16.618 Expenditures Capital outlay 458.080 24,765 482,845, Total expenditures 458,080 24.765 482.845 Excess of revenues over (under) 466 227) expenditures (441.462) (24.765) Other financing sources (uses) 150,000 Transfers in 150.000 Total other financing sources 150.000 150,000 Excess of revenues and other financing sources over (under) expenditures and (291,462) (24,765) (316,227) other financing uses Fund balances, October 1, 1996 498.966 21.125 520.091, Fund balances, September 30, 1997 $ 207,504 $c3,640j $ 203,864 82 f f VILLAGE OF TEQUFSTA Capital Projects Funds Combining Statement of Revenues, Expenditures and Changes in Fund Balance - Budget and Actual For the Fiscal Year Ended September 30, 1997 Capital Improvement Fund Budget Actual Variance Revenues Interest $ 4.000 $ 16.618 $ 12,618 i Total revenues 4.000 16,618 12,618, Expenditures Capital outlay 527.770 458.080 69.690 Total expenditures 527.770 458,080 69,690 Excess of revenues over (under) expenditures (523,770) (441.462) 82.308 i Other financing sources (uses) Transfers in 150.000 150.000 Total other financing sources 150.000 150.000 Excess of revenues and other financing sources over (under) expenditures and other financing uses $(373,770) (291,462) $ 82.308 Fund balances, October 1, 1996 498.966 Fund balances, September 30, 1997 $ 207,504 83 Bond Construction Fund Totals Budget Actual Variance Budget Actual Variance $ 4.000 $ 16,618 $ 12,618 4,000 16,618 12.618 371,125 24,765 346,360 • 898,895 482,845 416.050 371,125 24,765 346,360 898.895 482,845 416.050 (371,125) (24,765) 346,360 (894,895) (466,227) 428.668 150,000 150,000 150,000 150.000 $(371,125) (24,765) $346,360 $(744,895) (316,227) $428,668 21,125 520,091 $ . (3,640) $ 203,864 84 1 ¢ THIS PAGE INTENTIONALLY LEFT BLANK I 1- PROPRIETARY FUNDS (ENTERPRISE FUNDS) • VILLAGE OF TEQUESTA, FLORIDA Combining Balance Sheet - Enterprise Funds For the Fiscal Year Ended September 30, 1997 Community Storm Water Refuse and Development Utility Recycling Fund _ Fund Fund Assets Cash and equivalents $192,071 $ 58,021 $ 49,700 Investments 116,211 Accounts receivable 28 Due from other funds 10,000 Due from other governments Inventories Restricted assets Cash and cash equivalents • Investments • Fixed assets 6.212 27,011 Total assets $314,494 $ 95,032 $ 49,728 Liabilities, equity and other credits Accounts payable $ 4,329 $ 4,069 $ 22,333 Accrued liabilities 6,255 1,936 Payable from restricted assets Deposits Due to other governments 270 Deferred revenue Contracts payable Current portion of: Notes payable Notes payable Compensated absences 20,902 2.543 Total liabilities 31.756 8.548 22.333 Equity and other credits Contributed capital Retained earnings Reserved for capital improvements 86,484 Unreserved 282,738 27.395 Total equity and other credits 282,738 86.484 27.395 Total liabilities, equity and other credits $314,494 $ 95,032 $ 49,728 85 Water Fund Total $ 864,445 $ 1,164,237 1,018,212 1,134,423 296,721 296,749 10,000 3,702 3,702 24,316 24,316 778,533 778,533 1,352,241 1,352,241 7,550.114 7.583.337 $11,888,284 $12,347,538 $ 134,632 $ .165,363 26,685 34,876 231,997 231,997 270. 1,042,230 1,042,230 91,596 91,596 3,589 3,589 12,529 12,529 68,524 91,969 1.611,782 1.674.419 4,040,951 4,040,951 761,416 847,900 5,474.135, 5,784.268 10,276.502 10,673,119 $11,888,284 $12,347,538 86 1 1 e VILLAGE OF TEQUESTA, FLORIDA Combining Statement of Revenues, Expenses and Changes in Retained Earnings - Enterprise Funds For the Fiscal Year Ended September 30, 1997 Community Storm Water Refuse and Development Utility Recycling Fund Fund Fund Operating revenues Charges for services $ 57,212 $193,828 $274,369 Licenses and permits 431,216 Total operating revenues 488,428 193,828 274,369 rating expenses chased services 265,621 Personal services 197,849 55,916 Professional services 1,099 Contractual services 56,809 7,475 Travel and per diem 3,626 2,516 Management services 5,400 5,000 5,500 Office supplies 3,432 377 Operating supplies 2,073 Repairs and maintenance 2,248 15,847 i Utilities Insurance 925 925 Other 1,557 417 207 Depreciation 1.794 877 1 Total operating.expenses 273.640 92,522 271.328 Operating income (loss) 214,788 101,306 3.041 Nonoperating revenues (expenses) Interest income 4,374 3,978 6,082 Interest expenses and fiscal charge Community aid donation. Loss on disposal of equipment : Total nonoperating revenues (expenses) 4.374 3,978 6.082 Income before operating transfers .219,162 105,284 9,123 Operating transfers Operatmg transfers 59,100 41,500 18,272 ers (in) _. Operating transfers (out) (60,300) Total operating transfers in (out) 59,100 (18,800), 18,272 Net income loss 278,262 86,484 27,395 Retained earnings, October 1, 1996, as restated 4.476 Retained earnings, September 30, 1997 $282,738 $ 86,484 $ 27,395 87 • Water Fund Total $ 2,857,544 $ 3,382,9 3 2.857.544, 3,814.169 667,950 933,571 680,839 934,604 619,189 620,288 30,169 94,453 5,605 11,747 150,135 166,035 18,992 22,801 53,111 55,184 212,069 230,164 95,107 95,107 47,022 48,872 8,660 10,841 369.250 371.921 2.958.098 3,595,588 (100.554) 218,581 268,316 282,750 (10,000) (10,000) (5327) (5,327) 245.739 260.173, 145,185 478,754 118,872 (166.518) (226.818) (166,518) (107,946) (21,333) 370,808 6,256.884 6.261360 $ 6.235.551 $ 6.632,168 88 i_ VILLAGE OF TEQUESTA Enterprise Funds • Combining Statement of Revenues, Expenses and Changes in Retained Earnings - Budget and Actual For the Fiscal Year Ended September 30, 1997 Community Development Fund • Budget Actual Variance Operating revenues Charges for services • $ 43,090 $ 57,212 $ 14,122 Licenses and permits 478.600 431.216 (47.384) Total operating revenues 521.690 488.428 (33.262) Operating expenses Purchased services Personal services 182,030 197,849 (15,819) Professional services 4,275 4,275 Contractual services 57,300 56,809 491 Travel and per diem 4,500 3,626 874 Management services 5,400 • 5,400 1,- Office supplies 4,000 3,432 568 Operating supplies Repairs and maintenance 18,565 2,248 16,317 Utilities Insurance 950 925 25 Other 2,100 1,557 543 Depreciation 1.794 (1.794) Total operating expenses 279.120 273.640 5.480 N Operating income (loss) 242.570 214.788 (27.782) Nonoperating revenues (expenses) Interest income 14,000 4,374 (9,626) . Interest expense and fiscal charges Community aid donation Loss on disposal of equipment Total nonoperating revenues (expenses) 14.000 4.374 (9.626) Income before operating transfers 256.570 219.162 (37.408) j Op rating transfers Operatmg transfers in 59,100 59,100 Operating transfers out Total operating transfers in (out) 59.100 59.100 Net income (loss) $315.670 278,262 $(37.408) r Retained earnings - October 1, 1996, as restated 4.476 Retained earnings - September 30, 1997. $282.738 (Continued) . 89 t . , ,_ r-..: I I ; Storm Water Utility Fund Refuse and Recycling Fund Budget Actual. Variance Budget Actual Variance $198,000 $193,828 $ (4,172) $298,360 $274,369 $ (23,991) 198,000 193,828 (4,172) 298.360 274,369 (23,991) 290,680 265,621 25,059 54,250 55,916 (1,666) 1,205 1,099 106 7,575 7,475 100 2,525 . 2,516 9 5,000 5,000 5,500 5,500 500 377 123 2,200 2,073 127 17,100 15,847 1,253 1,000 925 75 500 417 877 83 (877) 2,880 207 2,673 91,855 92.522 (667) 299,060 271.328 27.732 106,145 101,306, (4,839) (700) 3,041, 3,741 2,500 3,978 1,478 700 6,082 5,382 2,500 3,978, 1.478 700 6,082 5,382, 108,645 105,284 (3,361) 9,123 9,123 41,500 41,500 18,272 18,272 60 300 (60,300) (18.800) (18,800) 18,272 18,272 $ 89,845 86,484 $ (3361) $ _ 27,395 $ 27,395 $ 86,484 $ 27,395 (Continued) 90 VILLAGE OF TEQUESTA Enterprise Funds i Combining Statement of Revenues, Expenses and Changes in Retained Earnings - Budget and Actual For the Fiscal Year Ended September 30, 1997 (Continued) Water Fund Budget Actual Variance Operating revenues Charges for services $4,203,470 $2,857,544 $(1,345,926) Licenses and permits Total operating revenues 4.203.470 2,857,544 (1,345,926) Operating expenses Purchased services 721,630 667,950 53,680 Personal services 719,920 680,839 39,081 Professional services 385,100 619,189 (234,089) Contractual services 38,980 30,169 8,811 Travel and per diem 5,500 5,605 (105) Management services 150,135 150,135 Office supplies 19,265 18,992 273 Operating supplies 61,260 53,111 8,149 Repairs and maintenance 254,050 212,069 41,981 Utilities 119,800 95,107 24,693 Insurance 51,095 47,022' 4,073 Other 21,850 8,660 13,190 1 Depreciation 369,2501 (369,250) Total operating expenses 2.548.585 2,958,098 (409,513) Operating income (loss) 1.654,885 (100,554) (1,755,439) Nonoperating revenues (expenses) Interest income 75,000 268,316 193,316 • Interest expense and fiscal charges (6,250) (7,250) (1,000) Community aid donation (15,000) (10,000) 5,000 Loss on disposal of equipment _ (5,327) (5,327) iy Total nonoperating revenues (expenses) 53.750 245.739 191.989 Income before operating transfers 1.708.635 145,185 (1.563,450) Orating transfers erating transfers in 195,000 (195,000) Operating transfers out (165,000) (166,518) (1,518) Total operating transfers in (out) 30,000 (166,518) (196,518) Net income (loss) $1,738,635 (21,333) $(1,759,968) 1-- Retained earnings - October 1, 1996, as restated 6,256,884 Retained earnings - September 30, 1997 $6.235,551 (Continued) • 91 i l r- I_ Totals Budget Actual Variance $4'478,600 920 $3,431,216 382 $(1,(47.38953 4) 5.221,520 3.814.169 (1.407.351) 1,012,310 933,571 78,739 956,200 934,604 21,596 390,580 620,288 (229,708) . 103,855 94,453 9,402 12,525 11,747 778' Ft 166,035 166,035 23,765 22,801 964 . 63,460 55,184 8,276 i 289,715 119,800 230,164 59,551 95,107 24,693 53,045 48,872 4,173 I 27,330 10,841 16,489 371,921 (371.921) 3,218,620, 3.595,588, (376.968) 2,002,900 218.581 (1,784,319) 92,200 282,750 190,550 (6,250) (7,250) (1,000) (15,000) (10,000)0300) 0 (5,00 7) 70.950 260.173 189,223 2,073,850 478,754 (1,595,096) . - 295,600 118,872 (176,728) (225300) (226.818) (1.518) 70,300 (107.946) (178.246) 2,144,150 370,808 $(1,773,342) 6.261,360 $6.632.168 92 • VILLAGE OF TEQUESTA, FLORIDA Combining Statement of Cash Flows - Enterprise Funds • For the Fiscal Year Ended September 30, 1997 Community Development Storm Water Fund Utility Fund Cash flows from operating activities Net operating income (loss) $ 214,788 $101,306 Adjustments to reconcile operating income to net cash provided by operating activities: Depreciation 1,794 877 Amortization on bond discount Loss on disposal of equipment Changes in assets and liabilities (Increase) decrease in: Accounts receivable Due from other funds (10,000) Inventories Increase (decrease) in: Accounts payable 4,332 4,068 Accrued liabilities 27,157 4,479 Deposits Deferred revenue Compensated absences Due to other funds Due to other governments 270 Net cash provided by operating activities 248.341 100.730 Cash flows from noncapital financing activities: Operating transfer from other funds 59,100 41,500 i - Operating transfer to other funds (60,300) Contribution Net cash provided by (used) for noncapital financing activities 59.100 (18,800) 93 f._ Refuse and Recycling Fund Water Fund Total $ 3,041 $(100,554) $ 218,581 369,250 371,921 3,564 3,564 5,327 5,327 (28) 23,552 23,524 4,410 (5,590) 2,675 2,675 22,333 18,224 48,957 6,102 37,738 12,409 12,409 622,473 622,473 (7,603) (7,603) (140,177) (140,177) (5.302) (_ 25.346 814.350 1.188.767 18,272 118,872 (166,518) (226,818) (10.000) (10.000) 18.272 (176.518) (117.946) (Continued) See notes to financial statements. 94 VILLAGE OF TEQUESTA, FLORIDA Combining Statement of Cash Flows - Enterprise Funds For the Fiscal Year Ended September 30, 1997 (Continued) Community Development Storm Water Fund Utility Fund Cash flows from capital and related financing activities: Capital contributions $ $ Acquisition and construction of fixed assets (3,533) (27,887) Principal paid on note payables Interest paid on note payables Fiscal charges paid on revenue bonds Payments on construction contracts Net cash used for capital and related financing activities (3.533) (27.887) Cash flows from investing activities: Purchases of investments (116,211) Proceeds from sale of investments Interest received on investments 4.374 3.978 Net cash provided by (used) for investing activities (111.837) 3.978 Net increase in cash and cash equivalents 192,071 58,021 ! _ Cash and cash equivalents, October 1, 1996 Cash and cash equivalents, September 30, 1997 $ 192.071 $ 58,021 Noncash Investing. Capital and Financial Activities Construction contracts payable - water fund $ 91,596 95 r1 L. • Refuse and Recycling . Fund Water Fund Total $ $ 373,140 $ 373,140 (1,273,107) (1,304,527) (9,202) (9,202) (1,937) (1,937) (5,314) (5,314) (62.850) • (62.850) (979.270) (1.010.690) (116,211) 147,565 147,565 6.082 264.751 279.185 6.082 412.316 310.539 49,700 70,878 370,670 1.572.100 1.572.100 _ $ 49,700 $ 1.642.978 $ 1.942.770 See notes to financial statements. 96 1 I.. FIDUCIARY FUNDS g' 1 1= VILLAGE OF TEQUESTA, FLORIDA Combining Balance Sheet - Fiduciary Fund Types September 30, 1997 Expendable Pension Trust Trust Agency Fund Fund Fund Totals Assets Cash and cash equivalents $ 4,875 $ 1,276 $ $ 6,151 Investments 641,430 509,890 1,151,320 Total assets $ 4,875 $642,706 $509,890 $1,157,471 , Liabilities and Fund Balances Liabilities Deferred compensation payable $509,890 $ 509,890 Total liabilities 509,890 509,890 Fund Balances Reserved for: Law enforcement 4,875 4,875 Employees' retirement plan 642.706, 642.706 Total fund balances 4,875 642,706 • 647.581 Total liabilities and fund balances $ 4,875 $642.706 $509,890 $1,157,471 97 VILLAGE OF TEQUESTA, FLORIDA Statement of Plan Net Assets September 30, 1997 Pension Trust Fund * Assets Cash and cash equivalents $ 1,276 Investments 641.430 Net assets held in trust for pension benefits* $642,706 * A schedule of contributions for the Village Employees Pension Plan is presented on page 67. 1-0 I 98 VILLAGE OF TEQUESTA, FLORIDA Statement of Changes in Assets and Liabilities - -- Agency Fund For the Fiscal Year Ended September 30, 1997 Deferred Balance Balance Compensation October 1, September 30, Fund 1996 Additions Deductions 1997 Assets Investments $406,036 $147,535 $43,681 $509,890 8 Liabilities Deferred compensation payable $406,036 $147,535 $43,681 $509,890 99 GENERAL FIXED ASSETS • VILLAGE OF TEQUESTA, FLORIDA Schedule of General Fixed Assets by Source September 30, 1997 , General fixed assets Land $ 397,653 Buildings 990,101 Improvements other than buildings 258,777 Equipment 1,962,288 Construction in progress 23.516, Total general fixed assets $3,632.335 Investment in general fixed assets General Fund revenue $3.632.335 Total investment in general fixed assets $3.632.335 100 • VILLAGE OF TEQUESTA, FLORIDA Schedule of General Fixed Assets By Function September 30, 1997 Buildings Construction and in Total Land Improvements Equipment Progress General government $1,363,536 $347,925 $ 910,568 $ 105,043 $ Public safety 1,717,733 115,535 1,578,682 23,516 Transportation 213,388 7,713 205,675 Human services 6,645 6,645 Culture/recreation 216.389 49.728 100,418 66.243 Total general fixed assets 3,517,691 397,653 1,134,234 1,962,288 23,516 Prior year data which cannot be allocated 114.644 114.644 Total general fixed assets $3,632,335 $397,653 $1,248,878 $1,962,288 $23,516 H 101 f-- i . : VILLAGE OF TEQUESTA, FLORIDA Schedule of Changes in General Fixed Assets - By Function ' For the Year Ended September 30, 1997 General Fixed Assets General October 1, Fixed Assets 1996, as September 30, Restated Additions Deletions 1997 General government $1,354,352 $ 10,820 $ 1,636 $1,363,536 m Public safety 1,416,899 309,419 8,585 1,717,733 I Transportation 187,496 29,943 4,051 213,388 1 Human services 6,645 6,645 Culture/recreation 192,360 26,152 2.123 216,389 3,157,752 376,334 16,395 3,517,691 Prior to allocation by function 114.644 114,644. 1 Total general fixed assets $3,272,396 $376,334 $16,395 $3,632,335 102 f.. OTHER SUPPLEMENTAL INFORMATION • 1 r- VILLAGE OF TEQUESTA, FLORIDA Schedule of Insurance - September 30, 1997 1 Policy Number Coverage Employees Statutory Life 6510006459 $20,000 Group Life Insurance 035381 1.5 times annual salary Group Hospitalization 71126 Various Comprehensive Automobile mf Liability 6510006459 $1,000,000 m Public Employees Blanket Bond CCP00175 $100,000 1 Public Official Bond 30158137 $100,000 Workmen's Compensation . GRIT00459. $1,000,000 Multi-peril 6510006459 $2,000,000 1 Public Official's Liability POD000160-1 $1,000,000 1 Police Professional Liability 6510006459 $2,000,000 EMT Professional Liability EMS000164 $1,000,000 Boiler and Machinery Liability FBPAT9442007-05 $2,000,000 Unlawful and Intentional Death (Police Department Personnel, death resulting from an intentional and illegal act) 6510006459 $75,000 103 t1 fi 1 aeo THIS PAGE INTENTIONALLY LEFT BLANK • • • (_.. STATISTICAL SECTION 1 r , VILLAGE OF TEQUESTA, FLORIDA General Revenues by Source (Unaudited) (1) Last Ten Fiscal Years Licenses Fiscal Year Ended and September 30 Taxes Permits (3) 1988 $2,143,933 $170,834 1989 2,199,925 219,862 1990 2,485,814 190,743 1991 2,545,957 153,314 1992 • 2,645,035 222,465 1993 2,666,148 188,477 j-- 1994 2,833,720 198,000 1995 2,985,573 292,272 1996 3,184,007 246,450 1997 3,279,491 91,570 I (1) Includes General, Special Revenue, Capital Projects, and Expendable Trust Funds. (2) Includes intragovernmental services, impact fees and interest income. (3) Beginning 1997,Building Permits reported in Community Development Enterprise Fund, Occupational Licenses reported herein only. Source: Village of Tequesta financial records. 104 r- r Charges for Fines and Intergovernmental Services Forfeits Miscellaneous(2) Total $568,091 $ 19,562 $53,034 $166,547 $3,122,001 701,112 32,941 51,555 338,392 3,543,787 872,494 14,146 37,903 304,227 3,905,327 513,839 17,442 38,035 241,371 3,509,958 528,276 27,174 31,647 215,887 3,670,484 531,696 21,304 46,037 202,040 3,655,702 ` . 423,606 189,691 48,885 223,494 3,917,396 898,701 241,848 43,555 308,037 4,769,986 950,477 213,283 78,578 279,658 4,952,453 471,023 291,711 63,343 298,757 4,495,895 1 B 105 r VILLAGE OF TEQUESTA, FLORIDA • General Government Expenditures by Function (Unaudited) (1) Last Ten Fiscal Years Fiscal Year Ended General Public September 30 Government Safety (2) Transportation 1988 $509,134 $1,435,360 $ 462,873 1989 603,396 1,387,841 900,405 1990 671,631 1,725,165 1,206,458 1991 616,142 1,938,477 557,001 L- 1992 743,343 2,056,825 651,665 1993 939,549 2,552,513 592,751 1994 678,217 2,662,075 859,763 1995 828,386 2,546,227 586,534 1996 891,574 2,662,616 1,045,018 1997 760,326 2,756,090 923,626 (1) Includes General, Special Revenue, Debt Service, Capital Projects and Expendable Trust Funds. (2) Includes Fire/Emergency Contract with Palm Beach County beginning year 1985 through year 1993. Tequesta began its own department beginning in year 1994. ;! (3) Refuse/Recycling Service reported in Enterprise Fund beginning year 1991. Source: Village of Tequesta financial records. • 106 is C_ Culture Physical Human and Debt Environment(3) Services Recreation Service Total $308,215 $ 502 $ 111,466 $ 89,350 $2,916,900 337,268 1,067 103,019 86,905 3,419,901 437,236 930 110,989 90,082 4,242,491 5,550 2,879 158,740 87,707 3,366,496 5,224 4,143 127,550 91,009 3,679,759 i . 4,594 591 160,210 88,565 4,338,773 624 123,332 304,476 4,628,487 4,179 472 1,262,093 201,415 5,429,306 1,033 803,188 206,861 5,610,290 1,033 208,619 207,771 4,857,465 i 1 107 THIS PAGE INTENTIONALLY LEFT BLANK I : - l 9 i VILLAGE OF TEQUESTA, FLORIDA Property Tax Levies and Collections (Unaudited) (1) i Last Ten Fiscal Years Fiscal Year Total Current Tax Percent - Outstanding Delinquent • Ended Tax Levy Collections of Levy Delinquent Taxes to i September 30 (1) (1) Collected Taxes Tax Levy - 1988 .$1,501,241 $1,496,727 99.7% $ 4,514 .3% .° 1989 1,527,891 1,522,364 99.6 5,527 1990 1,821,025 1,813,915 99.6 7,110 .4 1991 • 1,864,093 1,850,505 99.3 13,588 .7 1 111 1992 1,969,500 1,960,892 99.6 8,608 .4 1993 1,973,375 1,958,191 99.2 15,184 .8 1 1994 1,968,572 1,950,778 99.1 17,794 •9 1995 2,048,066 2,028,987 99.1 19,079 .9 1996 2,166,385 2,158,420 99.6 7,965 .4 1997 2,270,529 2,263,146 99.7 7,383 .3 1 (1) Includes discounts taken by property taxpayers. i Source: Palm Beach County.Tax Collector's office. 108 VILLAGE OF TEQUESTA, FLORIDA Taxable Value and Just Value of Taxable Property (Unaudited) Last Ten Fiscal Years Real Property Taxable September 30 Value Just Value 1988 $262,373,925 $329,524,860 1989 • 290,375,566 366,488,883 1990 337,942,463 414,814,947 1991 346,506,060 424,334,994 1992 341,068,104 418,897,038 1993 329,131,590 406,420,054 1994 326,699,785 406,281,260 1995 328,167,741 409,679,164 1996 337,376,976 424,956,672 1997 366,649,040 454,995,565 Source: Palm Beach County Property Appraiser's office. 109 ti Ratio Personal Property Total Taxable Value Taxable Just Taxable Just Value Value Value Value To Just Value i . $12,052,258 $12,977,252 $274,426,183 $342,502,112 80% 14,685,689 15,755,728 305,061,255 382,244,611 80% 16,463,806 21,797,356 354,406,269 436,612,303 81% • 15,726,846 20,588,283 362,232,906 444,923,277 81% 15,846,444 20,706,881. 356,914,548 439,603,919 81% 15 683,045 • 16,779,738 344,814,635 . 423,199,792 81% 16,461,659 17,709,182 343,161,444 423,990,442 81% 16,070,906 18,042,404 344,238,467 . 427,721,568 80% . 16,264,236 18,268,307 • 353,644,212 443,224,979 , 80% 17,405,293 19,996,199 384,054,333 474,991,764 81% _l . 110 • VILLAGE OF TEQUESTA, FLORIDA Property Tax Rates - All Direct and Overlapping Governments (Unaudited) (Per $1,000 of Assessed Value) Last Ten Fiscal Years South Florida County Water General School County Management September 30 Fund County Board Library District 1988 5.7510 4.7862 8.1580 .9075 .4970 1989 5.7510 5.0562 8.4620 .9137 .5470 1990 6.1828 4.8904 9.1990 - .3910 .5470 1991 5.4085 4.8314 9.2930 .3790 .5470 1992 5.7515 4.6440 9.7850 .3939 .5470 1993 5.9000 4.6221 9.6030 .3885 .5470 1994 5.9140 4.5499 10.0630 .3915 .5970 1995 6.1280 4.5193 10.1850 .4437 .5970 1996 6.3425 4.5191 9.7970 .4838 .5470 1997 6.4693 4.866 9.5570 .4997 .6970 +fy • • 111 s _ Florida Naviga- Jupiter tional Children's County • Inlet Inland Services Health Care District District Council District Total �"' .1979 .0670 .0923 9 220.1.4566 .1920 .0395 .1537 1 gi al .1772 .0370 .1929 1.2500 22.8673 .1434 .0550 .2238 1.2500 22.1311 .1325 .0530 .2215 1.4750 23.0034 .1257 .0520 .3039 1.4750 23.0172 .1257 .0510 .3297 1.4750 23.849923 E. .1257 .0490 .3522 1.4500 .1240 • .0400 .3730 1.4250 23.6514 .1203 .0500 .4530 1.1600 23.8723 1 1 112 VILLAGE OF TEQUESTA, FLORIDA Ratio of Net General Bonded Debt to Assessed Value and Net Bonded Debt Per Capita (Unaudited) Last Ten Fiscal Years Fiscal Year Ended Taxable September 30 Population* Value 1988 4,448 $274,426,183 1989 4,479 305,061,255 1990 4,499 354,406,269 `r 1991 4,508 362,567,496 1992 4,533 356,914,548 1993 4,55.1 344,814,635 1994 4,609 343,161,444 1995 4,623 344,238,467 1996 4,637 353,641,212 1997 4,686 384,054,333 * Source: Palm Beach County Planning Board, University of Florida Estimates, Federal Census, and Village Building Department Records. 113 Debt Ratio of Net Gross Service Net Bonded Debt Net Bonded Bonded Monies Bonded to Assessed Debt Debt Available Debt Value Per Capita $ 735,000 $111,920 $ 623,080 .22% 1 . 4008% =` 710,000 121,839 588,161 .19 2 680,000 127,917 552,083 .16 122.71 650,000 128,978 521,022 .14 115.58 615,000 123,720 491,280 .14 108.37 580,000 120,530 459,470 .13 100.96 1,365,000 98,453 1,266,547 .36 274.80 1,310,000 85,751 1,224,249 .35 264.82 1,250,000 35,977 1,214,023 .34 261.81 1,185,000 39,562 1,145,438 .30 244.44 4 1 1 114 VILLAGE OF TEQUESTA, FLORIDA Computation of Legal Debt Margin September 30, 1997 Total assessed value $366,649,040 Legal debt margin: Debt limitation - 10% of total assessed value $ 36,664,904 Total debt outstanding $1,185,000 Less: amount available in debt service fund 39,562 Total debt applicable to limitation 1,145,438 Legal debt margin $ 35,519.466 1 r-- 115 VILLAGE OF TEQUESTA, FLORIDA Computation of Direct and Overlapping Debt (Unaudited) September 30, 1997 • • Percentage Amount Applicable Applicable Net Debt to to Taxing Authority Outstanding Tequesta Tequesta Village of Tequesta $ 1,145,438 100.00% $1,145,438 Palm Beach County 134,880,000 .64% 863,232 Palm Beach County • gb 1,445,376 School Board 225,840,000 r'r Total $361,865,438 $3.454,046 • Source: Above Government Entities 116 1 VILLAGE OF TEQUFSTA, FLORIDA Ratio of Annual Debt Service Expenditures for General Bonded Debt to Total General Expenditures (Unaudited) Last Ten Fiscal Years Ratio of Debt Total Service to Fiscal Year Total General Total Ended Debt Expenditures General September 30 Principal Interest Service (1) Expenditures 1988 $ 25,000 $ 64,350 $ 89,350 $2,916;900 3.1 i.. 1989 25,000 61,905 86,905 3,419,901 2.5 1990 30,000 60,082 90,082 4,242,491 2.1 1991 30,000 57,707 87,707 3,366,496 2.6 1992 35,000 56,009 91,009 3,679,759 2.5 1993 35,000 53,565 88,565 4,338,773 2.0 I.I. 1994 221,383 83,093 304,476 4,628,487 6.6 1995 90,354 111,061 201,415 5,429,306 3.7 1996 100,556 106,305 206,861 5,610,290 3.7 1997 104,059 103,712 207,771 4,857,465 4.3 I (1) Includes General, Special Revenue, Capital Projects and Expendable Trust Funds. • 117 L_ VILLAGE OF TEQUESTA, FLORIDA Property Value, Construction and Bank Deposits (Unaudited) Last Ten Fiscal Years Commercial Residential Construction (1) Construction (1) Property Value (3) Number Number Fiscal of of Real Personal Year Units Value Units Value Deposits (2) Property Property 1988 6 $6,803,410 24 $3,358,458 $294,073,604 $329,524,860 $12,052,258 1989 6 1,615,526 18 2,694,552 289,305,649 366,488,883 15,755,728 1990 1 197,126 20 3,206,343 313,199,861 414,814,947 21,797,356 1991' 1 1,882,888 4 962,089 257,956,427 424,334,994 20,588,283 1992 0 0 11 2,395,128 308,119,520 418,897,038 20,706,881 1993 1 101,700 8 2,083,944 278,165,130 406,420,054 16,779,738 1994 0 0 25 3,134,633 293,551,944 406,281,260 17,709,182 1995 0 0 10 1,658,043 326,394,550 409,679,164 18,042,404 1996 3 2,248,278 6 1,127,624 319,213,870 424,956,672 18,268,307 1997 2 320,400 169 14,896,648 314,744,875 454,995,565 19,996,199 Source: (1) Village of Tequesta Building Department. (2) Tequesta Commercial Banks and Savings and Loan Associations. (3) Palm Beach County Property Appraiser's office. 118 VILLAGE OF TEQUESTA, FLORIDA Principal Taxpayers (Unaudited) September 30, 1997 Percentage 1997 of Assessed Assessed Taxpayers Type of Business Valuation Valuation County Line Plaza (K Mart) (TAMWEST) • Shopping Center $ 9,292,404 2.53% Tequesta Shoppes (Publix) (Sterling Tequesta/Trails) Shopping Center 7,200,020 1.96 Tequesta Shoppes, Ltd. (Waterway Village) (do Capital Management Lot A 3,802,061 1.05 ;, Assoc., Inc.) Dorner Properties (Bank of Palm Beach Undeveloped & Trust Company) Real Estate 3,797,095 1.04 Tequesta Country Club. Golf/Social Club 2,519,032 .68 Barnett Bank (First National Bank of Jupiter/Tequesta) Banking 2,464,456 .67 Tequesta Fashion Mall (Edwin J. Nelson) Shopping Center 1,700,000 .47 Tequesta Corporate Center Professional Office Building 1,400,000 .38 Tequesta Financial Center, Ltd. Professional Office Building 1,400,000 .38 Bowen, Smith, Stanley, Inc. Commercial Building A (Tequesta Motor Cars) • Real Estate 1.354.344 .36 $34.929,412 9.52% Source: Palm Beach County Property Appraiser's Office 119 _ VILLAGE OF TEQUESTA, FLORIDA Miscellaneous Statistics (Unaudited) September 30, 1997 Date of Incorporation: 1957 Forms of Government: Council-ManaCouncilmem hem�rs�e�t d � even years, Municipal Elections: Non-Partisan Area: Approximately 2 square miles Miles of Streets: Approximately 44 lane miles Fire Protection: Number of stations - 1 Number of certified firefighters - 17 • Fire Rating - 4 Police Protection: Number of stations - 1 Number of certified officers - 16 Number of dispatchers - 4 Municipal Water Department: Numbere°�consumption mers - 502.42 million gallons y Miles of water mains - approximately 50 miles Sanitary Sewage: Service provided by Loxahatchee River Environmental Control District (ENCON) Storm Sewers: Adequate coverage Garbage Collection: Service franchised to Nichol's Sanitation -1 Frequency of service is bi-weekly Electric Service: Florida Power & Light Company Telephone Service: Southern Bell Telephone &Telegraph Company Building Permits Issued: 1,968 Recreation and Culture: Number of parks - 4, approximately 52 acres Number of libraries - 1, branch of Palm Beach County System Number of volumes - 20,000 - 22,000 Municipal Employees: Full-time - 68 120 VILLAGE OF TEQUESTA, FLORIDA Demographic Statistics (Unaudited) ; Last Ten Fiscal Years { I Education Level in Years of Fiscal Population Per Capita Median Formal Unemployment Year (1) Income (2) Age (2) Schooling (2) Rate (3) j. 1988 4,448 $ 7.2% 1989 4,479 8.4 1990 1991 1992 4,499 20,362 7.9 4,508 9.7 4,533 8.8 1993 4,551 9.2 1994 4,609 8.4 1995 4,623 7.0 1996 4,637 7.5 1997 4,686 3.6 Sources: (1) Palm Beach County Planning Board, University of Florida Estimates and Federal Census. (2) U.S. Department of Commerce, Bureau of the Census. Information only available for years provided. (3) Job Service of Florida. i 121 ., OTHER REPORTS N NOWLEN, HOLT & MINER, P.A. CERTIFIED PUBLIC ACCOUNTANTS EVERETT B.NOWLEN niga.I.CPA EDWARD T.HOLT,CPA WEST PALM BEACH OFFICE WILLIAM B.MINER,CPA 215 FIFTH STREET,SUITE 200 ROBERT W.HENDRIX.JR,CPA POST OFFICE BOX 347 JANET R.BARICEVICH,CPA KATHLEEN A MINER,CPA WEST PALM BEACH,FLORIDA 33402-0347 R.GREGORY SMITH,CPA TELEPHONE(561)659-3060 ROBERT W.HELMREICH,CPA FAX(561)835-0628 TERRY L MORTON,JR.,CPA N.RONALD BENNET,,CPA J.MICHAEL STEVENS,CPA MARK B.ELHILOW,PFS,CPA DANIELA'E.RUSSELL,CPA MIGUEL E.MOUNA,CPA BELLE GLADE OFFICE 333 S.E 2nd STREET POST OFFICE BOX 338 BELLE GLADE,FLORIDA 33430-0338 TELEPHONE(561)996-5612 REPORT ON COMPLIANCE AND ON INTERNAL CONTROL FAX(561)996-6248 OVER FINANCIAL REPORTING BASED ON AN AUDIT OF FINANCIAL STATEMENTS PERFORMED IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS The Honorable Mayor and Village Council Village of Tequesta, Florida We have audited the general purpose financial statement of the Village of Tequesta, Florida, as of and for the year ended September 30, 1997, and have issued our report thereon dated January 31, 1998. We conducted our audit in accordance with generally accepted auditing standards and the standards applicable to financial audits contained in Government Auditing Standards issued by the Comptroller General of the United States. . Compliance As part of obtaining reasonable assurance about whether the Village of Tequesta, Florida's general purpose financial statements are free of material misstatement, we performed tests of its compliance with certain provisions of laws, regulations, contracts and grants, noncompliance • with which could have a direct and material effect on the determination of financial statement amounts. However, providing an opinion on compliance with those provisions was 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 that are required to be reported under Government Auditing Standards. However, we noted certain immaterial instances of noncompliance that we have reported to management of the Village of Tequesta, Florida in as separate letter dated January 31, 1998. • 122 • AMERICAN INSTITUTE OF CERTIFIED PUBLIC ACCOUNTANTS•FLORIDA INSTITUTE OF CERTIFIED PUBLIC ACCOUNTANTS•ACCOUNTING FIRMS ASSOCIATED INC. _; Internal Control Over Financial Reporting In planning and performing our audit, we considered the Village of Tequesta's internal control over financial reporting in order to determine our auditing procedures for the purpose of expressing an opinion on the general purpose financial statements and not to provide assurance on the internal control over financial reporting. However, we noted certain matters involving the internal control over financial reporting and its operation that we consider to be reportable conditions. Reportable conditions involve matters coming to our attention relating to significant deficiencies in the design or operation of the internal control over financial reporting that, in our judgment, could adversely affect the Village of Tequesta's ability to record, process, summarize and report financial data consistent with the assertions of management in the general purpose financial statements. Reportable conditions are described below. • Segregation of Duties There is inadequate separation of duties in some of the control cycles. The basic premise is that no one employee should have access to both physical assets and the related accounting records or to all phases of a transaction. Overpayment of Expenses During our testing it was noted that the Village overpaid some vendors. The overpayment occurred because the Village was not paying from invoice amounts.. Proper accounting procedures include paying from original invoice amounts only. Following this procedure ensures that duplicate payments will not occur. Tracking of Voided Checks The Village's current system of tracking voided checks does not provide for an adequate audit trail. A list of voided checks and defacing of the check was not always maintained. All voided checks need to be accounted for and retained. Reconciliation of Payroll Cash Accounts It was noted that a monthly reconciliation of the payroll account, reconciling bqok (trial balance) to a reconciled bank balance did not take place. Not reconciling the account timely led to unposted transactions, thus overstating liabilities=or understating expenses. All cash accounts need to be reconciled monthly to ensure timely and accurate accounting records. Personnel and Payroll Forms 941 Quarterly Federal Tax Returns, were not reconciled to the general ledger accounts. Reconciliations ensure that postings to the general ledger accounts are accurate. 123 Accounts Payable and Encumbrances The Village did not maintain a listing of accounts payable and the listing of encumbrances maintained was not reconciled to the general ledger. The Village did not follow proper closing procedures to ensure that accounts payable and encumbrance balances at year end were available and/or accurate. Maintaining a list of accounts payable and encumbrances and reconciling those lists to the general ledger is important so management can have timely and accurate information, to make financial decisions. Purchase Orders We noted that the Village encumbered funds by use of purchase order for goods that were not ordered until the next fiscal year. Purchase orders should only be used to encumber funds that the Village is obligated for. If goods were not ordered, the Village has no responsibility to pay for them, therefore a purchase order should be prepared. A material weakness is a condition in which the design or operation of one or more of the internal control components does not reduce to a relatively low level the risk that misstatements in amounts that would be material in relation to the general purpose financial statements being audited may occur and not be detected within a timely period by employees in the normal course of performing their assigned functions. Our consideration of the internal control over financial reporting would not necessarily disclose all matters in the internal control that might be reportable conditions that are also considered to be material weaknesses. However,we believe none of the reportable conditions described above is a material weakness. We also noted other matters involving the internal control over financial reporting that we have reported to management of the Village of Tequesta, Florida in a separate latter dated January 31, 1998. 1 This report is intended for the information of the audit committee, management and Village Council. However, this report is a matter of public record and its distribution is not limited. 0904-d-con /413L-9"Mrt.a4_ P. a January 31, 1998 1- 124 N H NOWLEN, HOLT & MINER, P.A. -_--'• St M • CERTIFIED PUBLIC ACCOUNTANTS EVERETT B.NOWLEN ps3o4oa4b CPA EDWARD T.HOLT,CPA WILLIANI B.MINER,CPA WEST PALM BEACH OFFICE ROBERT W.HENDRIX,JR.,CPA 215 FIFTH STREET,SUITE 200 JANET R.BARICEVICH,CPA POST OFFICE BOX 347 KATHLEEN A MINER,CPA ___! WEST PALM BEACH,FLORIDA 33402-0347 R.GREGORY SMITH,CPA TELEPHONE(561)659-3060 ROBERT W.HELMREICH,CPA FAX(561)835-0628 TERRY L MORTON,JR.,CPA N.RONALD BENNETT,CPA J.MICHAEL STEVENS,CPA MARK B.ELHILOW,PFS,CPA DANIEL/1'E RUSSELL,CPA MIGUEL E.MOLINA.CPA BELLE GLADE OFFICE 333 S.E 2nd STREET POST OFFICE BOX 338 MANAGEMENT LE i thR BELLE GLADE,FLORIDA 33430-0338 TELEPHONE(561)996-5612 FAX(561)996-6248 The Honorable Mayor and Village Council Village of Tequesta, Florida • We have audited the general purpose financial statements of the Village of Tequesta, Florida as Pi of for the year ended September 30, 1997, and have issued our report thereon dated January 31, , 1998. In planning and performing our audit of the general purpose financial statements of.:the Village of Tequesta, Florida for the year ended September 30, 1997, we considered its internal controls:: structure in order to determine our auditing procedures for the purpose-of expressing our opinion , on the general purpose financial statements and not to provide assurance on the internal control structure. - ' However, during our audit we noted certain matters involving the internal control structure and other operational matters that are presented for your consideration. This letter does not affect our report dated January 31, 1998, on the financial statements of the Village of Tequesta, = Florida. The status of these comments will be reviewed during the next audit engagement. Our - comments and recommendations are intended to improve the internal control structure or result in other operating efficiencies. Our comments are based upon work done during our audit, and we do not want to imply that they cover every possible weakness. We have already discussed these comments with management, and we will be pleased to discuss them in further detail at your convenience, to perform any additional study of these matters, or to assist you in implementing the recommendations. Our comments are summarized as follows: AMERICAN INSTITUTE OF CERTIFIED PUBLIC ACCOUNTANTS•FLORIDA INSTITUTE OF CERTIFIED PUBLIC ACCOUNTANTS.ACCOUNTING FIRMS ASSOCIATED INC.' •. PRIOR YEAR COMMENTS WHICH CONTINUE TO APPLY Segregation of Duties There is inadequate separation of duties in some of the control cycles. The basic premise is that no one employee should have access to both physical assets and the related accounting records or to all phases of a transaction. While some duties have been segregated since the prior year report, below are weaknesses that still exist. o Bank reconciliations are prepared by persons who participate in the receipt and disbursement of cash. o Recordkeeping functions for investments and their income are performed by the same individual who initiates investment transactions and has access to cash. i- While a lack of segregation in these areas is due to the small staff available, consideration should be given to separation of these duties in the future as more staff becomes available. In the interim, a responsible official independent of the above listed functions should periodically perform tests to determine if the accounting procedures in place are being followed. • Automating Collection Procedures Presently the Building Department manually records transactions of collections for all permits and licenses. The Building Department then remits the funds to the finance department for deposit. This system is time consuming. In many instances automation could reduce a five step process down to two steps. We recommend the Village investigate an appropriate register/computer system to eliminate duplicating efforts and improve receipting and depositing time. All other prior year recommendations were implemented. 126 CURRENT YEAR COMMENTS Finance Department Staffing During the current fiscal year the Village had several turnovers in finance personnel. This turnover caused the finance department to fall behind in the accounting of the Village transactions. We recommend that an evaluation of the finance department be performed to determine staffing needs. Enterprise Funds It was noted that the newly formed Enterprise Fund called Community Development Fund was not charged rent or utility expenses for the building space it occupied. Enterprise funds are used to account for operations that are financed and operated in a manner similar to private business enterprises-where the intent of the governing body is that the costs of providing services or goods to the general public on a continuing basis be financed or recovered primarily through user charges. Those costs of providing services or goods include all overhead expenses normal to a "for profit" business. We recommend that the Community Development Fund be charged for rent and utility expense reasonable to the space occupied. Overpayment of Expenses . During our testing it was noted that the Village overpaid the workers' compensation by $35,493. It was also noted that the Village overpaid Palm: Beach County by $12,572 for impact fees collected. It appears that both instances occurred because the Village was not paying from original invoice amounts. Proper accounting procedures include paying from original invoice amounts only. Following this procedure ensures that duplicate payments will not occur. The Village received credits in the subsequent year for the overpayments. We recommend that the Village establish stronger procedures for payment of invoices by implementing a policy that prohibits payment from any other source than original invoice. 127 ft Tracking of Voided Checks During our testing of disbursements it was noted that procedures were not in place to properly track voided checks. During the fiscal year there were many instances where manual checks replaced computer checks. The computer check would then be voided. A list of voided checks and defacing of the check, for those instances where a manual check replaced a computer check, was not always maintained. Not tracking those checks creates a break in the audit trail. We recommend that the Village establish stronger procedures in the accounting for checks, voiding checks, and posting manual checks. Travel Policy It was noted that individuals receiving auto allowances were also receiving mileage reimbursements for out of town travel. We could not locate a policy regarding auto allowances and when mileage reimbursement is allowed. Good business sense suggests that the allowances are given because the employee routinely uses their vehicle for business purposes. Allowing an employee who receives an auto allowance to be reimbursed for out of town mileage appears to be a double benefit. We recommend the Village review this area and include in their employee handbook specifics-regarding auto allowances and reimbursement of mileage. Property and Equipment It was noted that the Village did not take a physical inventory of tangible personal property. Rules of the Auditor General,Chapter 10.400 Local Government-Owned Tangible Personal Property provides detailed information on property records, identification, disposition, and inventory procedures for tangible personal _ property. Although municipalities are not required to follow these procedures, adoption and implementation of these procedures would improve the Village's j- system for managing tangible personal property. We recommend that the Village review Chapter 10.400 and incorporate the relevant procedures in their accounting system. 128 Reconciliation of Payroll Cash Account i Historically the payroll cash account bad been used as an imprest account, that 1 is funds were transferred from the operating account in an amount equal to the , payroll to come out of the payroll account. During the current fiscal year the Village changed their procedures regarding processing of payroll. This change affected the funding of the payroll account. The result was the Village overfunded the payroll which led to significant balances in the account. In addition, the Village wrote several nonpayroll checks against the account. It was noted that a monthly reconciliation of the payroll account, reconciling book(trial balance) to a reconciled bank balance did not take place. Not reconciling the ,account timely led to unposted transactions, thus overstating liabilities or understating expenses. We recommend that the Village establish procedures to ensure that all cash accounts be properly reconciled monthly. -1 Personnel and Payroll E. We were unable to locate Form I-9, Employment Eligibility, for two employee records tested. The Village payroll records should be reviewed. Adequate documentation should be provided to comply with federal employment eligibility requirements. :V It was noted that Forms 941 Quarterly Federal Tax Returns, were not reconciled fi to the general ledger accounts. Reconciliations ensure that postings to the I general ledger accounts are accurate. III Accounts Payable and Encumbrances It was noted that the Village did not maintain a listing of accounts payable and the listing of encumbrances maintained was not reconciled to the general ledger. The Village did not follow proper closing procedures to ensure that accounts payable and encumbrance balances at year end were available and/or accurate. Maintaining a list of accounts payable and encumbrances and reconciling those lists to the general ledger is important so management can have timely:and . accurate information, to make financial decisions. An accounts payable list bad to be developed, after the fact, which caused extensive work to be.performed. We recommend that the Village establish detailed year-end close out procedures = to ensure accounting records are available and accurate. 129 •. Purchase Orders During testing of encumbrances we noted that the Village encumbered funds by use of a purchase order for goods that were not ordered until the next fiscal year. Purchase orders should only be used to encumber funds that the Village is obligated for. If goods were not ordered, the Village has no responsibility to pay for them, therefore a purchase order should not be prepared. We recommend the Village review proper procedures for current year and carryover encumbrances with all staff responsible for completing purchase orders. COMPLIANCE WITH FLORIDA STATE STATUTES Statute 166.231 -Levying of Public Service Tax Florida Statute 166.231 requires a municipality to file a Municipal Public Service Tax Database Report with the Florida Department of Revenue to comply with 1 Chapter 97-233, Laws of Florida. The Village did not submit this form. In addition, the Statute. requires a municipality collecting the tax from utility companies to provide to those companies a listing of addresses in the municipality. The Village did not submit the lists as required. Failure to follow these requirements could prevent the Village from auditing the records of the utility company and/or change the rate they may be able to charge. We recommend the Village review the Statute and file the Database Report and lists to those companies. In addition, the Village should establish procedures to, at a minimum, update the Database Report and address lists annually. Compliance with Florida Statute 218.503 Nothing came to our attention that would cause us to believe that the Village is j or at any time during the fiscal year was in a state of financial emergency as L. defined in Section 218.503(1), Florida Statutes. • Compliance with Florida Statute 218.32 The financial report for the Village of Tequesta, Florida to be filed with the Department of Banking and Finance pursuant to Section 218.32(1)(b), Florida Statutes is in substantial agreement with the accompanying financial audit report. 130 Oversight Unit and Component Units The Village of Tequesta, Florida is a municipal corporation organized pursuant to Special Act 57-1915, Laws of Florida, 1957. Based upon the application of _ criteria defined in publications cited in Chapter 10.553, Rules of the Auditor General, the Village has determined that the only component unit operating within the jurisdiction of the Village that would be required to be included in the general purpose financial statements of the Village, is the Village Employees' Retirement System which is included as a pension trust fund. Other Current Year Comments Our audit did not disclose any further items that would be required to be reported under Chapter 10.554(1)(0, Rules of the Auditor General. This letter is intended for the information of the management and members of the Village Council. This restriction is not intended to limit the distribution of this letter, which is a matter of public record. A1-14•L'l q 94,;Ars• , /- January 31, 1998 I 131 i VILLAGE OF TEQUESTA Q r; , Post Office Box 3273 • 357 Tequesta Drive �=^� �o Tequesta, Florida 33469-0273 • (561) 575-6200 �:�1'a Fax:(561)575-6203 p- c* ea .► March 30, 1998 Honorable Mayor and Village Council Members Village of Tequesta, Florida I am pleased to report the Village of Tequesta has again received an unqualified audit report for fiscal year 1997. In their Independent Auditor's Report dated January 31, 1998, the auditors from Nowlen, Holt & Miner, P.A. state that the financial statements present fairly, in all I. material respects, the financial position of the Village. V In response to the independent auditor's comments and recommendations for improving the financial procedures and controls contained in the section titled, "Other Reports" on pages 125-131 of the CAFR, the following comments indicate a plan of action to alleviate conditions cited or improve upon the areas specified. PRIOR YEAR COMMENTS WHICH CONTINUE TO APPLY 1 Segregation of Duties 0 If additional staffing is authorized, efforts will be made to segregate duties whenever possible. Automating Collection Procedures The Village management is currently in the process of selecting computer hardware and software to upgrade network departmental operations. Completion of the process in progress should automate the collection procedures cited. In the l--_ interim,the Building Department will replace the manual recording of collections by utilizing a PC spreadsheet application. • 132 Recycled Paper es 1 CURRENT YEAR COMMENTS Finance Department Staffing The Village management is coordinating its efforts with assistance from our independent auditors to fill staffing vacancies and to accelerate the work required to reconcile accounts to the current month. Management has also created a position in the. Manager's Office to relieve the Finance Department of work, previously performed, relating to personnel management activities. Enterprise Funds The auditor's recommendations are being implemented during preparation of the FY 97/98 budget. Travel Policy The Village's travel policy regarding auto allowance and employee mileage reimbursement is being revised as recommended; however, it should be noted that individuals receiving auto allowances were not receiving reimbursement for mileage expenses for travel within Palm Beach and Martin Counties. Property and Equipment • The Village maintains personal property records in accordance with Chapter 10.400, Rules of the Auditor General. A physical inventory was not performed as a result of insufficient staffing during the year. In the future, if staffing allows, a physical inventory will be performed. Overpayment of Expenses. Tracking of Voided Checks. Reconciliation of Payroll Cash Account. Personnel and Payroll.Accounts Payables and Encumbrances, and Purchase Orders We concur with the auditor's recommendations. The discrepancies cited above occurred as a result of employee turnover during the year. Once the current accounting is reconciled and posted up to date and full staffing is achieved with employees that have become familiar with the Village accounting system, discrepancies such as those referenced above should be eliminated. 133 r COMPLIANCE WITH FLORIDA STATE STATUTES F.S. 166.231 - Levying of Public Service Tax We have complied with the auditor's recommendations. The address listing of Tequesta residences has been prepared. A copy has been filed with the Florida Department of Revenue and copies have been mailed to all utility companies collecting Tequesta utility services taxes. Respectfully submitted, Bill C. KascØlis Director of(Finance • 134 •