jefferson davis parish police jury - louisiana · jefferson davis parish police jury jennings,...
TRANSCRIPT
J?5/7
JEFFERSON DAVIS PARISH POLICE JURY JENNINGS, LOUISIANA
Annual Financial Statements
As of December 31,2012 and for the Year Then Ended
Under provisions of state law, this report is a public document Acopy of the report has been submitted to the entity and other appropriate public officials The report IS available for public inspection at the Baton Rouge office of the Legislative Auditor and, where appropnate, at the office of the pansh clerk of court
Release Date OCT 1 fi i m
JEFFERSON DAVIS PARISH POLICE JURY Jennings, Louisiana
Annual Financial Statements As of and for the Year Ended December 31,2012 With Supplemental Information Schedules
CONTENTS
Independent Auditors' Report on Financial Statements and Supplementary Information
Basic Financial Statements <
Government-Wide Financial Statements:
Statement of Net Position
Statement of Activities
Fund Financial Statements.
Governmental Funds:
Balance Sheet
Reconciliation of the Govemmental Funds Balance Sheet to the Government-Wide Financial Statements of Net Position
Statement of Revenues, Expenditures, and Changes in Fund Balances Govemmental Funds
Reconciliation of the Statement of Revenues, Expenditures, and Changes in Fund Balances of Govemmental Funds to the Statement of Activities
Notes to Financial Statements
Required Supplemental Information (Part II)
Statement of Revenues, Expenditures, and Changes in Fund Balances-Budget (Cash Basis) and Actual
General Fund Road Sales Tax No. 1 Sales Tax Fund Criminal Court Fund Section 8 Housing
Notes to Budgetary Comparison Schedules
Other Post Employment Benefits Plan Schedule of Fundmg Progress
Statement
1-3
10
12-43
1 2 3 4
45 46 47 48
49
50
Table of Contents (Contd.) Jefferson Davis Parish Police Jury Jennings, Louisiana
Schedule Other Supplemental Schedules
Non-Major Govemmental Funds.
Combining Balance Sheet 6 52-55
Combining Statement of Revenues, Expenditures and Changes in Fund Balance 7 56-59
Other Reports
Schedule of Compensation Paid to Police Jurors 61
Schedule of Expenditures of Federal Awards 62
Notes to the Schedule of Expenditures of Federal Awards 63
Independent Auditors' Report on Intemal Control Over Financial Reporting and on Compliance and Other Matters Based on an Audit of Financial Statements Performed in Accordance with Government Auditing Standards 64-65
Independent Auditors* Report on Compliance with Requirements Applicable to Each Major Program and Intemal Control Over Compliance in Accordance with 0MB Circular A-133 66-68
Schedule of Findings and Questioned Costs 69-71
Summary Schedule of Prior Audit Findings 72
Corrective Action Plan for Current Year Audit Findings 73
EDWARD L. KRIELOW (A PROFESSIONAL ACCOUNTINO CORPORATION)
5ION CUTTING P O DRAWER 918
JENNINGS, LA 70546 (337) 824-5007
INDEPENDENT AUDITORS' REPORT
To the Jefferson Davis Pansh Police Jury Jennings, Louisiana
We have audited the accompanying financial statements of the govemmental activities, each major fund, and the aggregate remaining fund information of the Jefferson Davis Parish Police Jury (the Police Jury) as of and for the year ended December 31,2012, and the related notes to the financial statements, which collectively comprise the basic financial statements of the Police Jury's primary government as listed in the table of contents.
Management's Responsibility for the Financial Statements
Management is responsible for the preparation and fair presentation of these financial statements in accordance with accounting pnnciples generally accepted in the United States of Amenca, this includes the design, implementation, and maintenance of intemal control relevant to the preparation and fair presentation of financial statements that are free from material misstatement, whether due to fraud or error
Auditor's Responsibility
Our responsibility is to express opinions on these financial statements based on our audit We conducted our audit in accordance with auditing standards generally accepted in the United States of America and the standards applicable to financial audits contained in Government Auditing Standards^ issued by the Comptroller General of the United States. Those standards require that we plan and perform the audit to obtain reasonable assurance about whether the financial statements are fi^e from material misstatement
An audit involves performing procedures to obtain audit evidence about the amounts and disclosures in the financial statements. The procedures selected depend on the auditor's judgment, including the assessment of the risks of material misstatement of the fmancial statements, whether due to fraud or error. In making those risk assessments, the auditor considers intemal control relevant to the entity's preparation and fair presentation of the financial statements in order to design audit procedures that are appropriate in the circumstances, but not for the purpose of expressing an opinion on the effectiveness of the entity's intemal control. Accordingly, we express no such opinion. An audit also includes evaluating the appropriateness of accounting policies used and the reasonableness of significant accounting estimates made by management, as well as evaluating the overall presentation of the financial statements
We believe that the audit evidence we have obtained is sufficient and appropriate to provide a basis for our audit opinions.
WE STATE ON THIS PAGE WHETHER AN AUDIT HAS BEEN MADE OP A SUFHCIENT SCOPE TO ENABLE US TO EXPRESS AN OPINION ON THE ACCOMPANYING FINANCIAL STATEMENTS, OR IF PREPARED WITHOUT AUDIT FRO.M INFORMATION FURNISHED THE PUBUCATION OF OUR NAME IN CONNECTION WITH ANY EXCERPT FROM THIS REPORT MAY BE MADE ONLY WITH OUR CONSENT AND IN A FORM APPROVED BY US
Jefferson Davis Parish Police Jury Jennings, Louisiana
Basis for Atherse Opinion on Aggregate Discreiefy Presented Component Units
As discussed in Note 1 - A, the financial statements do not include financial data for all of the Police Jury's legally separate component units. Accounting principles generally accepted in the United States of America require the financial data for those component units to be reported with the fmancial data of the Police Jury's primary govemment unless the Police Jury also issues financial statements for the financial reporting entity that include the financial data for its component units The Police Jury has not issued such reporting entity financial statements.
The effects of this departure from accounting principles generally accepted in the United States of America, the assets, liabilities, net position, revenues, and expenses of aggregate discretely presented component units are not reasonably determinable.
Adverse Opinion on Aggregate Discretely Presented Component Units
In our opinion, because of the significance of the matter descnbed in the "Basis for Adverse Opinion on Aggregate Discretely Presented Component Units" paragraph, the financial statements referred to above do not present fairly, the financial position of the aggregate discretely presented component units of the Jefferson Davis Parish Police Jury, as of December 31,2012, or the changes m financial position, thereof for the year the ended.
Unmodified Opinions
In our opinion, the financial statements referred to above present fairly, in all material respects, the respective financial position of the govemmental activities, each major fund and the aggregate remaining fund information for the primary govemment of the Jefferson Davis Parish Police Jury as of December 31,2012, and the respective changes in financial position thereof for the year then ended in accordance with accounting principles generally accepted in the United States of America.
Other MaUers
Required Stq>plementary Information
Accounting principles generally accepted in the United States of America require that the budgetary comparison information and Other Post Employment Benefits Schedule of Funding Progress on pages 45 through 49 and page 50, respectively, be presented to supplement the basic financial statements. Such information, although not a part of the basic financial statements, is required by the Govemmental Accountmg Standards Board, who considers it to be an essential part of financial reporting for placing the basic financial statements in an appropriate operational, economic, or historical context. We have applied certain limited procedures to the required supplementary information in accordance with auditing standards generally accepted in the United States of America, which consisted of inquiries of management about the methods of preparing the information and comparing the information for consistency with management* s responses to our inquiries, the basic financial statements, and other knowledge we obtained during our audit of the basic financial statements. We do not express an opinion or provide any assurance on the information because the limited procedures do not provide us with sufficient evidence to express an opinion or provide any assurance.
Jefferson Davis Pansh Police Jury Jennings, Louisiana
Management has omitted the management's discussion and analysis that accounting principles generally accepted in the United States of America required to be presented to supplement the basic financial statements. Such missing information, although not a part of the basic financial statements, is required by the Govemment Accounting Standards Board who considers it to be an essential part of financial reporting for placing the basic financial statements in an appropriate operational, economic, or historical context My opinion on the basic financial statements is not affected by this missing information.
Other Information
Our audit was conducted for the purpose of forming opinions on the financial statements that collectively compnse the Jefferson Davis Parish Police Jury's basic financial statements. The combining and individual nonmajor fund financial statements are presented for purposes of additional analysis and are not a required part of the primary govemment's basic financial statements. The schedule of expenditures of federal awards is presented for purposes of additional analysis as required by U.S. Office of Management and BudgetCircularA-133,^u(f/r5o/5/fl/e5,ioca/ Governments, and Non-Profit Organizations, and is also not a required part of the primary govemment's basic financial statements.
The combining and individual nonmajor fund financial statements and the schedule of expenditures of federal awards are the responsibility of management and were derived from and related directly to the underlying accounting and other records used to prepare the pnmary govemment* s basic financial statements. Such information has been subjected to the auditing procedures applied in the audit of the primary govemment's basic financial statements and certain additional procedures, including comparing and reconciling such information directly to the underlying accounting and other records used to prepare the primary govemment's basic tinancial statements or to the basic financial statements themselves, and other additional procedures in accordance with auditing standards generally accepted in the United States of America. In our opinion, the combining and individual nonmajor fund financial statements and the schedule of expenditures of federal awards are &irly stated in all material respects in relation to the pnmary govemment's basic financial statements as a whole.
Other Reporting Required by Government Auditing Standards
In accordance with Govemment Auditing Standards, we have also issued our report dated September 20,2013 on our consideration of the Police Jury's intemal control over financial reporting and on our tests of its compliance with certain provisions of laws, regulations, contracts, and grant agreements and other matters. The purpose of that report is to describe the scope of our testing of intemal control over financial reporting and compliance and the results of that testing, and not to provide an opinion on intemal control over financial reporting or on compliance. That report is an integral part of an audit performed in accordance with Govemment Auditing Standards in considering the Police Jury's intemal control over financial reporting and compliance
Certified Public Accountant Jennings, Louisiana September 20,2013
Basic Financial Statements
STATEMENT A JEFFERSON DAVIS PARISH POLICE JURY. LOUISIANA
Statement of Net Position
December 31,2012 PRIMARY
GOVERNMENT
ASSETS Cash and cash equivalents Investments Receivables Prepaid Items Deferred bond issuance costs Restricted cash and cash equivalents Capita] assets (net)
TOTAL ASSETS
LIABILITIES Accounts, salaries, and other payables Deferred revenues Contracts payable Deposits due others Accrued interest payable Net OPEB Obligation Current portion of bonds payable Current portion of capital leases payable Capital leases payable Bonds payable
TOTAL LL^BILITIES
NET POSITION Net investment in capital assets Restricted for Capital projects Debt service Special Revenue
Unrestricted
TOTAL NET POSITION
GOVERNMENTAL
$
$
$
$
$
J_
ACTIVITIES
16,413,187 933,457
1,405.566 62,564 97.500
2,663,248 33.300.610
54.876,132
925,387 47,473
604,463 391,300 320,524
1,386,586 955.000 108,866 752,753
16,670.000
22.162.352
14.831,992
5.823 2,345.048
11.083,672 4.447,252
32,713.787
The accompanying notes are an mtegral part of this statement
STATEMENT B
JEFFERSON DAVIS PARISH POLICE JURY, LOUISIANA
Statement of Activities
For the Year Ended December 31,2012
Governmental Activities Oeneral govemment Public safety Public works Cultural and recreation Health and welfare Economic development Miscellaneous Interest on long-term debt
Total Governmental Activities
Charges for Expenses Services
S 4394,194 $ 2,408,921 1,849,895 421,933 3.234.936 12.410
61,943 22.468 925,107 20,665
10,005 141.649 785.901
$11,403,630 $ 2,886,397
Oeneral Revenues Property taxes Sales tax State revenue shanng Severance taxes Occupational bcenses
Program Revenues Operating Grants and
Contnbutions
$ 18.953 289,256 456,547
-743.116
10,000 --
$ 1,517,872
Capital Grants & Contnbutions
$ 1,881 -
4340,009 137.804 14310
---
$ 4,494.004
Grants and contributions not restncted to specific programs Investment earnings Other general revenues Gain (loss) on sale of capital assets Total general revenues and transfers
Change in Net Position
Net position-begmrung Net position-ending
Net (Expenses) Revenues and
Changes of Pnmary
S
T
$
T s
T
Oovemment Govemmental
Activities
(1.964,439) (1,138,706) 1,574,030
98329 (147,016)
(5) (141,649) (785,901)
(2.505357)
4.744,190 2,495.454
145^18 973,916 294,238 315.723 43.702
209.968 15367
9.237,976
6,732.619
25,981,168 32,713.787
The accompanymg notes are an mtegral part of this statement 6
JEFFERSON DAVIS PARISH POLICE JURY, LOUtSXANA
Balance Sheet, Governmental Funds
Detember31.20ia
CTATEMENTC
ASSETS Cash and cash eqinvalaib omsbss iM ReoemUss Du6 pwf * rdn^f V[tfV(ht Dm flon) ooinpaiKnt oniti Rfstmsted oBSh find cubetjuivalejits
TOTAL ASSETS
L I A B I U n E S AND n i N D BALANCES Lobilibcs. Account!, sabnes, end otber payaUes Contncti payable Other hatahbes Etue to OOKT fluids DefiBiedievBnies
Total Lmbtliba
Fanibsianoes: Restncted for Capdal pip}ects Debt services Speaalievemie fimds Uhaasgned
lUlAL UABILmES AND FUKD BALANCES
OcDeial Fund
6jmfi34
7 0 ^ 1 6,461
-.
6JSJ9JS36
236,781
-391300
<624 31.923
664AI8
. • -
6^15,008
6.679^636
=
X
Road Sales I t e N a l SakxTBX
Pond
4.36W74
379,938
..:: •
1^S2JB23
6.49^135
79,879
.
. -
7 9 ^
-1 , 3 5 2 ^ 4,863,433
-6w49M35
S
«
s
J_
s
s
MAJOR FUNDS
Coast Fnnd
869
. 230,952
-.
23132i
478,791
. 6^000
. 484,791.
, . .
(232,970)
South Louisiana RailFBciEty
fatiutiM inijmT ym** nty
s
>
s
j -
s
»
Fund
.
. 510.100
19,447
. -
3I.2S2 565,518
. --
5 9 6 ^
. --
(67,253)
529,547
LCDBODuastei Reooveiy
Cepttal Impromnents
S
»
s
J -
t
»
. -
3359
• -
67
3.426
17,873 3^401
19347
42.821
. --
(39395)
3.426
I
S
$
1
t
t
SectkmS Hooliis
Ftmd
28U13
-658 874
-.
2 9 ^
203
. , •
203
. -
29.442
29.643
Other
S
S
t
H
i
s
PORdl
5 3 1 3 ^ 933.437 153^408
9,727
-1,110358
7.42i847
80378 33344
6338 15350
136J)I0
5^823 1,108307 6^185.066
(12358)
7.422,848
TOTAL OOVERNMENTAL
S
>
s
n
s
s
FUNDS
16,413^187 933,457
1348,656 36309
-2JS63J48
213940S7
925387 604,463 391300
36309 47.473
2,005.132
3323 2.661330
1I;079,941 5342332
21395,058
The acooropanymg notes are an integral put of fliis atBteamL
STATEMENT D
JEFFJSR50N DAVIS PARISH POLICE JURY, LOUISIANA
Reconciliation of The Governmental Funds Balance Sheet to The Government-Wide Financial Statement of Net Position
December 31,2012
Amounts reported for govemmental activities in the Statement of Net Position are different because
Fund Balances, Total Governmental Funds (Sta^ment C) $ 19,389,926
Capital assets used in govemmental activities are not financial resources and, therefore, are not reported in the govemmental funds. Capital Assets $ 45,254,150 Uss: Accumulated Depreciation (11,953,539) 33,300,611
Other assets used in govemmental activities that are not financial resources and, therefore, are not reported m the governmental funds. Prepaid Items 62,564 Receivables collected beyond 60 days of year-end 56,915 119,479
Long-term liabilities including bonds payable are not due and payable in the current penod and, therefore, are not reported in the govemmental ftmds Bonds Payable (17.625,000) Capital leases payable (861,619) Net Other Post Employment Benefit Obligation (1,386,586)
Bond issue costs which are reported as expenditures in the year incurred in the governmental funds are deferred and amortized in the statement of activities. Bond issue costs, net of accumulated amortization 97,500
Accrued interest expense reported for the govemment-wide statements (320,524)
Net Position ofGovemmental Activities (Statement A) $ 32,713,787
The accompanying notes are an mtegral part of this statement.
JEFFERSON DAVIS PARISH P O U C E JURY, LOUISIANA
Statement of Revennct, Expeoditores and and Changes in Pnnd Balances
GoventraeDtal Faada
For the Vc«r Ended Decasber 31.2012
S T A I E M E N T E
MAIORFIWPS
REVENUE TaMor
Advaloreo) Other taxes, penatees^ mterett, etc Salaftuse
Ltfffisasaiid penttits
EXPENDnUR£S
PubttC MIQflcS Cultiual nod ncieatMn Heatlh tad wdftre
Ddaieivica Capital Dtolay Other
Total Expenduure)
Excess (Deficiency) of B0^a^» Over (Under) Bxpenfitmcs
OTHER FINANCING SOURCES (USES) Traosfeisin Tiansfinout
LoDB teem drf>t proofeods Sale of capdal assets
Totd Other rmanaog Sources and Usee
NetCbanga 0) Pnod BalcBce
PuEd Rend Fund
in(oot)
Oeneral Ftmd
S63.669 11.413
294338
283.928
1,078.480 1583SS
291727 83,074
11,039 86.764
3J66,909
M3395 454,199
86348 61.943 43.627 10,003
710374 137.183
2.447374
719.535
2.121395 (2,497,966)
.73J66
416,330
3,398,678
Road Sales T n N a l Sales Tax
FwRd Court Fund
SomhLoostaia LCDBGI Raannbly Recovery
I S
2.493 434
2.498.622 _I_
324.213
$ 47 S (1.334.291)
(303 JOS) > ri.334J44) _$_
t 6401163 %
3.778.091
2,409.850 IS
237
200,000
2,290.000
12aS47
1.667,483
2.410.103 _$ 2.610.M7 S 1.667.483 J _
2.SSS 136 S
2.393
16.499
2.378.331 1.592.097
2.076w7II S (2.121.393)
(44.684)
(147.626) S
(103,344)
(28.987) S
(38,266)
75.388 S
(114,783)
23 48.661
732.114
i 324.213 _S Z337.73J t X394.830 5 1.592.097 _S 731.334
S 2.174.409 J (147.626) J 15.697 _$ 73J88 _$ 360
360
28.882
Other Qovemateata]
Funds
S 3.884^39
--
13,310
179429
436431 40,834
126JJ91
28,047
. -
29432 419.320
I 5.138.233
S 344.811 964,424
1349110
-127.792
-1.711 642
487454 3
TOTAL OOVERNMENTAL
FUNDS
$ 4.748.208 11.413
2.493.454 307448
3.016.270
436;431 1.119.334 2.575.4*6
319,774 85.074
2.409.850 43 702
673.329 % 1L244.03S
S 3.843.842 1 418.623 2.276.070
61.943 902.973
10^003 1,711.642 5.370,771
137.185 3.485J33
0 2 & 9 m
2.037.2S2 (81.70)
2.6M 1.938.187
1631.203
5.633.633
15.733.054
2.310.981
6.233 433 (6.233.435)
76^034 76.054
2^87.033
16,802,891
STATEMENT F
JEFFERSON DAVIS PARISH POLICE JURY, LOUISIANA
Reconciliation of The Statement of Revenues, Expenditures, and Changes in Fund Balances of Governmental Funds To the Statement of Activities
For the Year Ended December 31,2012
Amounts reported for govemmental activities in the Statement of Activi&es are different because
Net Change in Fund Balances, Total Govemmental Funds, Statement E $ 2,587,035
Govermnental funds report capital outlays as expenditures However, in the statement of activities the cost of those assets ts allocated over their estimated useful lives and reported as dqireciation expense. This is the amount by vihich capital outlay exceeded depreciation m the current penod.
Capital outlay which is considered expenditures on Statement
of Revenues, Expenditures and CHianges in Fund Balances $ 5,338,849 Depreciation expense for the year ended December 31.2012 (1,638,805) 3,700,044
The net effect of various imsoellaneous transactions mvolvmg capital assets, sudi as sales, trade-ins, and donations is to mcrease (decrease) net position (417,255)
Revenue m the statement of activities that do not im)vide current resources are not reported as revenues m the fUnds
Inoease (decrease) m revenue not reflected m govemmental funds (123,149)
The issuance of long-term debt (bonds, leases, etc) provides current financial resources to govemmental funds, while the rqsayment of the principal of [ong'tenn debt consumes the current financial resources of govemmental flmds Neither transaction, however, has any effect on net position. This amount is tiie net effect of these differences m the treatment of long-term debt 1,292,560
Governmental funds wpott the effect of issuance costs, premiums, discounts and similar items v/hen debt is first issued, whereas these amounts are defened and amortized m the statement of activities
Bond issue cost amortization (13,177)
Payment of other post employment benefits is reported as expendibires m the govemmental funds when acmally paid. However, on the statement of activities other post employment benefits are expensed as they are accrued. This is the change m the other post employment benefit liability (318,812)
Some e}q>enses rq>orted m the statement of activities do not require the use of current financial resources and, therefore, are not reported as expenditures m governmental funds 25,373
Change m Net Position ofGovemmental Activities, Statement B $ 6,732,619
The accompanymg notes are an mt^ral part of this statement.
10
Notes to the Financial Statements
11
JEFFERSON DAVIS PARISH POLICE JURY Jennings, Lx)uisiaiia
Notes to the Fmancial Statements As of and for the Year ended December 31,2012
1. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
INTRODUCTION
The Jefferson Davis Parish Police Jury is the governing authority for Jefferson Davis Parish and is a political subdivision ofthe State of Louisiana. The police jury is governed by 13 jurors representing the various districts within the parish. The jurors serve four-year terms, which expire on December 31,2015.
Louisiana Revised Statutes 33:1236 gives the police jury various powers m regulating and directing the affairs of the pansh and its inhabitants. The more notable of these are the power to make regulations for its own govemment; to regulate the construction and maintenance of roads, bridges, and drainage systems; to regulate the sale of alcoholic beverages; and to provide for the health and welfare ofthe poor, disadvantaged, and unemployed in the parish. Funding to accomplish these tasks is provided by ad valorem taxes, beer and alcoholic beverage permits, state revenue sharing, and vanous other state and federal grants
Jefferson Davis Parish occupies 650 square miles with a population of approximately 31,400. The police jury maintains approximately 632 miles of roads, 182 paved and 450 gravel. Police jury offices are located in the Sidney Briscoe Jr. building next to the parish courthouse in Jennings with road maintenance facilities located at five primary locations within the parish.
The accountmg and reporting policies ofthe Jefferson Davis Parish Police Jury conform to generally accepted accounting principles (GAAP) as applicable to govemmental units The Govemment Accounting Standards Board is the accepted standard-setting body for establishing govenrniental accountmg and financial reporting policies. The accounting and reporting framework and the more significant accounting policies are discussed in subsequent subsections of this note.
A, REPORTING ENTTTY
As the governing authority of the parish, for reporting purposes, the Jefferson Davis Parish Police Jury is the financial reporting entity for Jefferson Davis Parish. The financial reporting entity consists of (a) the primary govemment (Police Jury), (b) organizations for which the primary govemment is financially accountable and (c) other organizations for which the nature and significance of their relationship with the primary govemment are such that exclusion would cause the reporting entity's financial statements to be misleading or incomplete.
Government Accounting Standards Board (GASB) Statement No. 14 establishes criteria for determining the govemmental reporting entity and component units that should be considered part ofthe Jefferson Davis Parish Police Jury for financial reporting purposes. Under provisions of this statement, the jury is considered a primary govemment, since it is a special purpose govemment that has a separately elected governing body, is legally separate, and is fiscally independent of other state or local governments. As used in GASB Statement No. 14, fiscally independent means that the police j uiy may, without the approval or consent of another governmental entity, determine or modify its own budget, levy its own taxes or set rates or charges, and issue bonded debt. The basic cnterion for including a potential component unit within the reporting entity is financial accountability. The GASB has set forth criteria to be considered in detemiining financial accountability This criteria includes:
12
JEFFERSON DAVIS PARISH POLICE JURY Jennings, Louisiana
Notes to the Financial Statements As of and for the Year ended December 31,2012
1. Appointing a voting majonty of an organization's goveming body, and
a. The ability ofthe police jury to unpose its will on the organization and/or
b The potential for the organization to provide specific financial benefits to or impose specific financial burdens on the police juiy.
2. Organizations for which the police jury does not appoint a voting majority but are fiscally dependent on the police juiy.
3 Organizations for which the reporting entity financial statements would be misleading if data of the organization is not included because ofthe nature or significance ofthe relationship.
Based on the previous criteria, the police jury has determined that the following component units are part ofthe reporting entity
Component Unit Jefferson Davis Parish Library Mosquito Abatement District No. I Airport District No. 1 Consolidated Gravity Drainage
District No 1 Welsh Gravity Drainage District
No. 1 Gravity Subdrainage District A of
Gravity Drainage District No 1 Gravity Drainage Distncts:
No. 5 No. 6 No. 7 No 9
Grand Marais Drainage Distnct Nezpique Drainage District Broadmore Drainage Distnct Jefferson Davis Parish Central
Waterworks Waterworks Districts
No. 4 Hospital District #1 Jefferson Davis Parish Sheriffs Office Jefferson Davis Parish Water & Sewer Commission #1 Marsh Bayou Drainage District
Fiscal Year End
December 31 December 31 April 30
December 31
December 31
December 31
December 31 December 31 December 31 December 31 December 31 December 31 December 31
December 31
December 31 December 31 June 30 December 31 Dec .mber31
Criteria Used
1,1a and 3 l,laand3 1, la and 3
1,1a and 3
1,1a and 3
1, la and 3
1, la and 3 I, la and 3 1,1a and 3 1,1a and 3 1,1a and 3 1,1a and 3 1, la and 3
1, la and 3
1,1a and 3 1, la and 3 lb and 3 1, la and 3 1,1a and 3
13
JEFFERSON DAVIS PARISH POLICE JURY Jennings, Louisiana
Notes to the Financial Statements As of and for the Year ended December 31,2012
The police jury has chosen to issue financial statements ofthe primary government (policejuiy) only; therefore, none ofthe previously listed component units are included in the accompanying financial statements. Financial statements for these component units can be obtained from the individual component units.
These primary govemment (police jury) fmancial statements include all major funds, aggregate non-major funds and organizations for which the police jury maintains the accounting records. The Thirty-First Judicial Distnct Criminal Court Fund for which the police jury maintains the accounting records is considered part ofthe primary govemment (police juiy).
GASB Statement 14 provides for the issuance of primary govemment financial statements that are separate from those ofthe reporting entity. However, the primary govemmenfs (police jury) financial statements are not a substitute for the reporting entity's financial statements. The police jury has chosen to issue fmancial statements ofthe primary govemment only. As such, these financial statements are not intended to and do not report on the reporting entity but rather are intended to reflect only the financial statements ofthe primary govemment (police jury).
Considered in the determination of component units ofthe reporting entity were the Clerk of Court, Tax Assessor, School Board, Sanitary Landfill Commission, the District Attomey for the Thirty-First Judicial District, and the various mimicipalities in the parish. It was determined that these govemmental entities are not component units ofthe Jefferson Davis Parish Police Jury reporting entity. All are govemed by independently elected officials except the Landfill Commission which has Commissioners appointed by the member govemments (see Note 19). The police jury, primaiy govemment, neither appoints goveming boards nor designates management, the entities are legally separate, and are fiscally independent ofthe Jefferson Davis Parish Police Jury They are considered by the police jury to be separate, autonomous govemments and issue financial statements separate from those of the Jefferson Davis Parish Police Jury reporting entity.
Joint Venture
Jefferson Davis Parish Landfill Commission-A jointly owned conunission with the Cities of Jetmings, Welsh and Lake Arthur was formed to provide a solid waste disposal facility for its member-owners. This commission has not been included in the reporting entity.
B. BASIS OF PRESENTATION
Government-Wide Financial Statements:
The govemment-wide financial statements mclude the statement of net position and the statement of activities, that report financial information for the primary govemment (Jury). For the most part, the effect of interfund activity has been removed from these statements Individual funds are not displayed but the statements report govemmental activities, which normally are supported by taxes and intergovernmental revenues. The jury has no business-type activities, which rely to a significant extent on fees and charges for support.
The statement of activities demonstrates the degree to which the direct expenses of a given function or segment are offset by program revenues Direct expenses are those that are clearly identifiable with a specific function or segment Program revenues included: (1) charges for services which report licenses, permits, fees, fines, and forfeitures, and other charges to users of the juiy*s services; (2) operating grants and contributions which fmance
14
JEFFERSON DAVIS PARISH POLICE JURY Jennings, Louisiana
Notes to the Financial Statements As of and for the Year ended December 31,2012
annual operating activities, and (3) capital grants and contributions which fund the acquisition, construction, or rehabilitation of capital assets. These revenues are subject to externally imposed restrictions to these program uses. Taxes and other revenue sources not properly included with program revenues are reported as general revenues.
Fund Financial Statements (FFS)
The accounts of the police jury are organized on the basis of funds each of which is considered a separate accounting entity with a separate set of self-balancing accounts. Fimd financial statements are provided for govemmental funds with major individual govemment fimds reported in separate columns and a composite column for non-major govemment funds A fund is considered major if it is the primary operating fund ofthe police jury. Section 8 Housing Fund, or meets the following criteria:
a. Total assets, liabilities, revenues, or expenditures/expenses of that individual govertunental fund are at least 10 percent ofthe corresponding total for all funds of that category or type; and
b. Total assets, liabilities, revenues, or expenditures/expenses ofthe individual govemmental fund are at least 5 percent ofthe corresponding total for all govemmental funds combined.
The major funds ofthe police jury are described below:
Major Govemmental Funds
General Fund - The General Fund is the general operating fund ofthe police jury. It is used to account for all financial resources except those required to be accounted for in another fimd.
Road Sales Tax District No. 1 Sales Tax Fund - The Road Sales Tax District No. 1 Sales Tax Fund accounts for the receipt of a 2% sales tax effective for twenty (20) years beginning January 1,2007, Sales tax proceeds are to be used for the retirement ofthe 2007 Sales Tax Bonds for $12,000,000 and the 2008 Sales Tax Bonds for $8,000,000. All moneys remaining in the Sales Tax Fund on the 20^ day of each month in excess of all reasonable and necessary expenses of collection and administration ofthe tax and after making the required payments into the Sinking Fund and Bond Reserve for the current month and for prior months during which the required payments may not have been made, shall be considered as surplus. Such surplus may be used for any of tilie purposes for which the tax is authorized or for the purpose of retiring the bonds in advance of their maturities.
Criminal Court Fund - The Thirty-First Judicial District Cnminal Court Fund is established under Section 571.11 of Title 15 of the Louisiana Revised Statues of 1950, which provides that fines and forfeitures imposed by the distnct courts and district attomey conviction fees in criminal cases are to be transferred to the parish treasiu'er and deposited into a special criminal court fund, to be used for the expenses of the criminal court of the parish. Expenditures are made from the fimd on motion ofthe district attomey and approval ofthe district judge. The statute requires that one-half of the fiinds (fund balance) remaining in tiie criminal court fund at December 31 of each year be transferred to the parish General Fund.
Section 8 - The Section 8 Fund accounts for the housing choice voucher program fimded by the United States Department of Housing and Urban Development.
15
JEFFERSON DAVIS PARISH POLICE JURY Jennings, Louisiana
Notes to the Financial Statements As of and for the Year ended December 31,2012
LCDBG Disaster Recovery Fund - The LCDBG Disaster Recovery Fund accounts for the collection and disbursements of federal fimds used to assist in the constmction of a rough rice loading facility.
Sonth Louisiana Rail Facility Capital Improvements Fund - The South Louisiana Rail Facility Capital Improvements Fund accounts for financial resources received and used for the construction of a rough rice loading facility
C. MEASUREMENT FOCUS AND BASIS OF ACCOUNTING
The govemment-wide statements report uses the economic resources measurement focus and the accmal basis of accounting generally including the reclassification or elimination of intemal activity (between or within funds). Revenues are recorded when earned and expenses are recorded when a liability is incurred, regardless ofthe timing of related cash flows. Ad valorem tax revenues and related state revenue shanng are recognized in the budgetary period the taxes are intended to finance while grants are recognized when grantor eligibility requirements are met.
Govemment fimd financial statements are reported using the current financial resources measurement focus and the modified accrual basis of accounting. Revenues are recognized as soon as they are both measurable and available. Revenues are considered to be measiuable when the amount of the transaction can be determined. Revenues are considered to be available when they are collectible within the current period or soon enough thereafter to pay liabilities of the current period. For this purpose, the govenunent considers revenues to be available if they are collected within 60 days ofthe end ofthe current fiscal period. Expenditures generally are recorded when a liability is incurred, as under accrual accounting. However, debt service expenditures, as well as expenditures related to claims and judgments, are recorded only when payment is due.
With this measurement focus, only current assets and current liabilities are generally included on the balance sheet. Operating statements of these fimds present increases and decreases in net current assets. The govemmental fimds use the following practices in recording revenues and expenditures.
Revenues - Ad valorem taxes and the related state revenue sharing are recorded as revenue in the budgetary period the taxes are intended to finance. Ad valorem taxes are assessed on a calendar-year basis and attach as an enforceable lien and become due and payable on the date the tax rolls are filed with the recorder of mortgages. Louisiana Revised Statute 47* 1993 requires that the tax roll be filed on or before November 15 of each year. Ad valorem taxes become delinquent if not paid by December 31. The taxes are normally collected in December of the current year and January and February of the ensumg year.
Federal and state grants are recognized when the police jury is entitled to the fimds.
Fines, forfeitures, and court costs are recognized in the year they are received by the parish tax collector.
Interest income on time deposits is recognized when interest is earned.
Substantially all other revenues are recognized when they become available to the police jury.
Based on the above criteria, federal and state grants, sales tax revenues and fmes, forfeitures, and court costs have been treated as susceptible to accrual.
16
JEFFERSON DAVIS PARISH POLICE JURY Jennings, Louisiana
Notes to the Financial Statements As of and for the Year ended December 31,2012
Expenditures - Expenditures are generally recognized under the modified accmal basis of accounting when the related fimd liability is incurred, except for principal and interest on long-term obligations, which are recognized when due
Other Financing Sources (Uses) - Sale of fixed assets, long-term debt proceeds, increases in capital lease purchases, and transfers between fiinds that are not expected to be repaid are accounted for as other financing sources (uses) and are recognized when the underlying events occur
D. BUDGET PRACTICES
Proposed budgets for the ensuing year are prepared by the secretary-treasurer with assistance from the assistant secretary-treasurer, prior to December 31 of each year. Upon completion, copies ofthe proposed budgets are reviewed by the finance committee and changes are made if necessary. The availability ofthe proposed budget for public inspection and the dates ofthe public hearing on the budgets are then advertised in the official joumal. During its regular December meeting, the police jury conducts a public hearing to receive input fix)m the public and other interested parties. Changes are made to the proposed buclgets based on the public hearing and desires ofthe police jury as a whole. The budgets are then adopted, and notice is published in the official joumal. The 2012 budget was adopted on December 28,2011.
The secretary-treasurer presents necessary budget amendments to the police jury during the year when, in her judgment, actual operations may differ materially from those anticipated in the original budget. During a regular meeting, the policejury reviews the proposed amendments, makes changes as it feels necessary, and formally adopts the amendments. The adoption ofthe amendments is included in the policejury minutes published in the official joiunal.
The budget is prepared on a cash basis of accounting. For the year ended December 31, 2012,the policejury adopted cash basis budgets for the general fimd and all special revenue fiinds, debt service fiinds, and capital projects funds Formal budget accounts are integrated into the accounting system during the year as a management control device, and the budget is amended with the approval of the police jury when necessary. Unexpended appropriations lapse at year end and must be re-appropriated in the next year's budget to be expended. Formal encumbrance accounting is not utilized by the policejury. Budget amounts included in the accompanying financial statements include the original and final adopted budget amounts.
E. DEPOSITS AND INVESTMENTS
Cash and cash equivalents include amounts in demand deposits and investments with original maturities of three months or less from the date of acquisition. Under state law, the jury may deposit fiinds in demand deposits, interest-bearing demand deposits, or time deposits with state banks organized under Louisiana law and national banks having their prmcipal offices in Louisiana
State law and the jury's investment policy allow the jury to invest in collateralized certificates of deposits, govemment backed securities, commercial paper, the state sponsored investment pool, and mutual funds consisting solely of govemment backed securities.
17
JEFFERSON DAVIS PARISH POLICE JURY Jennings, Louisiana
Notes to the Financial Statements As of and for the Year ended December 31,2012
Investments are limited by Louisiana Revised Statute 33:2955. If the original maturities of time deposits exceed 90 days, they are classified as investments. As of December 31, 2012, the jury's investments consist of non-negotiable certificates of deposit that are reported at cost, which approximates market value.
F. INTERFUND RECEFVABLES AND PAYABLES
Short-term cash loans between fimds are considered temporary in nature These amounts are reported as "due from/to other fimds" on the balance sheet. ,
G. RECEIVABLES
In the govemment-wide statements, receivables consist of all revenues eamed at year-end and not yet received, except revenue specifically budgeted to finance fiiture periods. Major receivable balances for the govemmental activities include sales taxes, grants, and other intergovernmental receivables.
H. UNCOLLECTIBLE ALLOWANCE
The statements contain no provision for uncollectible accounts. Jury management is of the opinion that such allowance would be immaterial in relation to the financial statements taken as a whole
L PREPAID TTEMS
Certain payments to vendors reflect costs applicable to future accounting periods and are recorded as prepaid items. Prepaid items consist of unexpired portions of insurance premiums and prepaid service contracts Prepaid items in the govermnental funds are reported only on the govemment-wide financial statements.
J. CAPTTAL ASSETS
Capital assets, which include property, plant, equipment, and infi*astmcture assets (e.g, roads, bridges, sidewalks, and similar items) acquired after December 31,2003, are reported in the applicable govemmental activity columns in the govemment-wide financial statements. Capital assets are capitalized at histoncal cost or estimated cost if historical cost is not available. Donated assets are recorded as capital assets at their estimated fair market value at the date of donation. The policejury maintains a threshold level of $ 1,000 or more for capitalizing capital assets The police jury has elected, as a Type III govemmental body under the provisions of GASB 34, to omit the capitalization of infrastmcture assets constmcted in years prior to 2004, their year of implementation.
The costs of normal maintenance and repairs that do not add to the value ofthe asset or materially extend assets lives are not capitalized.
Major outlays for capital assets and improvements are capitalized as projects are constructed
IS
JEFFERSON DAVIS PARISH POLICE JURY Jennings, Louisiana
Notes to the Financial Statements As of and for the Year ended December 31,2012
All capital assets, other than land, are depreciated using the straight-line method over the following usefiil lives:
Estimated Description Lives Roads, bridges & infrastmcture 20-40 years Building improvements 10 years Buildings 20-40 years Computers & office equipment 5-10 yea^ Machinery & equipment 5-15 years
K. COMPENSATED ABSENCES
Substantially, all employees ofthe policejury earn two weeks of vacation leave after one year of employment and each year thereafter. Employees also earn one day of sick leave for each month's work and is cumulative from year to year up to a maximum of 60 days. Upon termination, whether volimtaiy or involuntary, unused leave is forfeited. There are no accumulated and vested benefits relating to vacation and sick leave that require disclosure to conform with generally accepted accounting principles for these employees However, employees at the Registrar of Voters office are allowed to accumulate up to 300 hours of annual leave.
L. DEFERRED REVENUE
Deferred revenues arise when a potential revenue does not meet the revenue recognition criteria. On govemment-wide and fiind fmancial statements, ad valorem taxes received that are not intended to finance the current budgetary period are recorded as deferred revenue.
M. LONG-TERM OBUGATIONS
In the govemment-wide financial statements, long-term debt and other long-term obligations are reported as liabilities in the applicable govemmental activities. The fund financial statements recognize proceeds of debt as other financing sources ofthe current period. Expenditures for long-term debt principal and interest payments are recorded in the fund financial statements in the year due. In govemmental fiinds, bond issuance costs are recognized in the current penod. In the govemment-wide financial statements, bond issuance costs are deferred and amortized over the terms ofthe bonds
N. EQUITY CLASSIFICATIONS
In the govemment-wide statements, equity is classified as net position and displayed in three components:
a. Net investment in capital assets-Consists of capital assets includmg restricted capital assets, net of accumulated depreciation and reduced by the outstanding balances of any bonds, mortgages, notes, or other borrowings that are attributable to the acquisition, constmction, or improvements of those assets.
b. Restricted net assets - Consists of net position with constraints placed on the use either by (l)extemal groups such as creditors, grantors, contnbutors, or laws or regulations of other govemments, or (2) law through constitutional provisions or enabling legislation
19
JEFFERSON DAVIS PARISH POLICE JURY Jennings, Louisiana
Notes to the Financial Statements As of and for the Year ended December 31,2012
c. Unrestricted net position - All other net position that do not meet the definition of "restricted" or "investment in capital assets, net of related debt."
In the fimd statements, govemmental fimd equity is classified as fiind balance. Fund balances ofthe govemmental fimds are classified as follows.
Nonspendable - amounts that cannot be spent either because they are in nonspendable form or because they are legally or contractually required to be maintained intact
Restricted- amoimts that can be spent only for specific purposes because of constitutional provisions or enabling legislation or because of constraints that are externally imposed by creditors, grantors, contributors, or the laws or regulations of other govemments.
Committed - amounts that can be used for specific purposes determined by a formal action ofthe police jury. The policejury is the highest level of decision-making authority for the parish. Commitments may be established, modified, or rescinded only through ordinances or resolutions approved by police jurors.
Assigned - amoimts that do not meet the criteria to be classified as restricted or committed but that are intended to be used for specific purposes. Under the police jury's policy, only police jurors may assign amounts for specific purposes
Unassigned - all other spendable amounts.
As of December 31,2012, fimd balances are composed of the following:
Reanctcd. Road Gonstniction A mamtenanoe Cnnlnil court opcnlions ScGooo B housttig choiflB voucber
program E-911 Gomminictilons opention ft
maiittenniice
Cooperative esdeRtlon lennoe •oviMft nuimentnce
Firedittnct protection ft muntenanca Acquirnift equipping & flmtiihins new
Breitarion Actpiinng nre piotcctioo ctpnpfnent Debtienriee Unassigned
Oeoenl
$ ---.
--• . -
t 6.015.008
Road Sales TaxNo 1 Sales Tax
Fund
S 4.S6S.433
---.
-. --
l,S52.B23
. $ 6.418.256
Cnmntal Court Fund
S
• mam S f252.970^
South Louutina Rati Facility
apital Improvements
Fund
S
$ «7.253>
LCDBG Disaater Recoveiy Capital
Improvement Fund
S
--. .
.
. 1
.
. a2J22J
» 09J»5>
Sections Houitng
Fund
S
• 29,442
.
.
-. --•
, „^,
Nonmajor Fund
S 1,432.359
--
1.722,143
1,156^685
311.895 1,561,984
5,770
53 1.108.507
fl2.32f)
I 7.286.838
Total Oovennnental
S
X
B.lUK»
6.297.792
• 29,442
1.722.143
1.156,685
311.895 1.561,984
5.770
S3 2 ,66130
19.389.926
When an expenditure is incurred for purposes for which both restricted and unrestricted fimd balance is available, the policejury considers restricted fimds to have been spent first. When an expenditure is incurred for which committed, assigned, or unassigned fund balances are available, the policejury considers amounts to have been spent first out of conunitted limds, then assigned fimds, and finally unassigned funds, as needed, unless police jurors have provided otherwise in its commitment or assignment actions.
20
JEFFERSON DAVIS PARISH POLICE JURY Jennings, Louisiana
Notes to the Financial Statements As of and for the Year ended December 31,2012
O. ESTIMATES
The preparation of fmancial statements in conformity with accounting principles generally accepted in the United States of America require management to make estimates and assumptions that affect the reported amounts of assets and liabilities and disclosure of contingent assets and liabilities at the date ofthe financial statements and the reported amounts of revenues, expenditures, and expenses during the reporting period. Actual results could differ from those estimates
P. INTERFUND TRANSFERS
Permanent reallocations of resources between fimds ofthe reporting entity are classified as interfund transfers. For the purposes ofthe statement of activities, all interfund transfers between individual govemmental fiinds have been eliminated.
2. STEWARDSHIP, COMPLIANCE AND ACCOUNTABILrTY
EXCESS OF EXPENDFTURES OVER APPROPRIATIONS
The following individual fiinds had actual expenditures over budgeted appropriations for the year ended December 31,2012:
Fund South Louisiana Rail Facility
Capital Improvements Special Ward Road & Bndge
Div One Fire District #1 Fire District #3
PEFJCITS
Original Budget .
$4,000,000
431,500 67,844
301,062
Final Budget
$ 1,747,733
372,642 46,299
178,202
Actual
$2,076,711
372,672 46,400
178,260
Unfavorable Variance
$ 328,978
30 101 58
The following individual iimds had deficits in unreserved fimd balance (net position) at December 31,2012.
Fund Balance Fund Deficit Criminal Court Fund $ (252,970) South Louisiana Rail Facility Capital Improvements Fund (67,253) LCDBG Disaster Recovery Capital Improvements Fund (39,395) LCDBG Ike/Gustav Disaster Recovery (12,558)
21
JEFFERSON DAVIS PARISH POLICE JURY Jennings, Louisiana
Notes to the Financial Statements As of and for the Year ended December 31,2012
The deficit balances in the South Louisiana Rail Facility Capital Improvement Fund, LCDBG Disaster Recovery Capital Improvements Fund and LCDBG Ike/Gustav Disaster Recovery will be fimded by federal and state grants and reimbursement from the South Louisiana Rail Facility, LLC. See note 17 for more information concerning the deficit fimd balances (net position) on the Cnminal Court Fund.
3. AD VALOREM TAXES
MILLAGE
Taxes are levied on November 15 and payable by December 31 and collects the property taxes on behalf of the policejury.
The Jefferson Davis Parish Sheriffs office bills
The following is a summary of authorized and levied ad valorem taxes m effect at December 31,2012.
Parishwide taxes* General (inside municipalities) General (outside municipalities) Courthouse maintenance
District taxes: Cooperative Extension Service Road District No. 10 maintenance Road District No 11 maintenance Road Distnct No 12 maintenance Sub-road District No. 1 of Road
District No 11 maintenance Sub-road District No. 2 Bond Fire Protection Districts:
No. 1 maintenance No. I special No. 2 maintenance No. 3 maintenance No 3 special No 4 maintenance No 4 special No 5 maintenance No. 5 special No. 6 maintenance No. 6 special No 6 bond No. 7 maintenance
Authorized Millaee
2.54 5 08 2.61
1.00 11.33 1158 11.28
10 32 5.00
10.86 10.51 11.91 5.23 3.69 691 5.00 5 03 5.02 8.66 5 61 6 30
10.17
Levied Millage_
2 05 4.10 2.52
.97 11.00 11.58 10.89
10.14 0 00
10.84 10.49 11.31 5.02 3.55 6.84 4 95 5.03 5.02 8.41 5.45 4 00
10.17
Expiration Date
Statutory Statutory 2014
2017 2013 2017 2012
2014 2013
2018 2013 2018 2018 2013 2018 2013 2015 2018 2018 2014 2026 2018
22
JEFFERSON DAVIS PARISH POLICE JURY Jennings, Louisiana
Notes to the Financial Statements As of and for the Year ended December 31,2012
The following are the principal taxpayers for the pansh and their 2012 assessed valuation:
KM Louisiana Pipeline, LLC
4. DEPOSITS AND INVESTMENTS
Deposits
The year end balances of deposits are as follows:
Deposit Tvpe
Cash-demand deposits Time deposits
2012 Assessed Valuation
$19,130,780
Bank Balances
$ 16,860,868 2J09,363
$ 19.570.231
Percent ofTotal Assessed Valuation
10.08%
Reported Amount
$16,367,072 2,709,363
$19,076,435
Under state laws, these deposits (or the resulting bank balances) must be secured by federal deposit insurance or the pledge of securities owned by the fiscal agent bank. The market value ofthe pledged securities plus the federal deposit insurance must at all times equal the amount on deposit with the fiscal agent. These seciuities are held in the name ofthe pledging fiscal agent bank in a holding or custodial bank.
Custodial Credit Risk-Custodial credit nsk is the risk that in the event of a bank failure, the jury's deposits may not be returned to it The jury's deposit policy for custodial credit risk requires that all uninsured deposits must be secured with acceptable collateral as defined in LRS 38.1221 valued at market. As of December 31,2012, the police j uiy had deposits (collected bank balances) totaling $ 19,570,231. Of these bank deposit balances, $ 18,642,303 were exposed to custodial credit nsk as follows: uninsured and collateral held by pledging bank's agent not in the police jury's name $18,642,303
Even though pledged securities are considered subject to custodial credit risk under the provisions of GASB Statement 40, Deposits and Investment Risk Disclosures. R.S. 39:1229 imposes a statutoiy requirement on the custodial bank to advertise and sell the pledged securities vsdthin 10 days of being notified by the jury that the fiscal agent has failed to pay deposited funds upon demand
23
JEFFERSON DAVIS PARISH POLICE JURY Jennings, Louisiana
Notes to the Financial Statements As of and for the Year ended December 31,2012
Investments
At December 31,2012, the jury had the following investments and maturities*
Investment Tvpe
Certificates of deposits-nonnegotiable
%of Portfolio
100%
Investments Maturities (in Years)
Fair Value Less than 1 1-5
$ 933,457 $ 933,457 $
Credit Risk-CT^ii risk is defined as the risk that an issuer or other counterparty to an investment will not fiilfill its obligations. The jury does not have a written investment policy, but does adhere to state laws regarding allowable investments. The above investments are not rated.
Custodial Credit Risk-FoT an investment, custodial credit risk is the risk that, in the event of the &ilure of the counterparty, the jury will not be able to recover the value of its investments or collateral securities that are in the possession of an outside party. Ofthe investments listed above, $697,236 were exposed to custodial credit risk as follows: Uninsured and collateral held by pledging institution's agent not in the police jury's name $697,236.
Concentration of Credit Risk-Tho policejury places no limit on the amount it may invest in any one issuer. More than 5 percent of the jury's investments at December 31,2012 are invested in certificates of deposit held at Capital One Bank, The Bank and Jeff Davis Bank. The investments are 100% of the jury's total investments at December 31,2012.
5. RECEIVABLES
The receivables of $1,405,566 at December 31,2012, are as follows:
Cltis of Receivable
Taxes. Sales
Federal Stale
State
Local Fines A ibficiiure
Total u reported m govenunent -wide
S
L
General
10.743
21.312
2,827
41.648
Road Sales Tax No I Sales Tax
Fund
S 379.873
, S _ ^ 7 9 ^
S
L
Cnminal Court Fund
230.952
230.952
South f^iirii"! RailPacOlty rnrrtal
Improvements
S
10.000
500,000
ZIM. S 539209.
LCDBG Disaster Recoveiy Caprtal
Iinproveraent Fund
S
25.922
$ 25.922 I
Sections HousiKg
Ftind
-
658
S
I
Nonnmor
30.000
7 9 ^ 5
6,987
TO-917 187.139
t
I
Total Oovenunenl
Balance
379.873
46.667 30.000
600.547
9,814 230.952 107 713
1.405.566
Due to past collection history and short duration of outstanding amounts, no allowance for doubtfiil accounts has been established.
24
JEFFERSON DAVIS PARISH POLICE JURY Jermings, Louisiana
Notes to the Financial Statements As of and for the Year ended December 31, 2012
6, INTERFUND RECEIVABLES/PAYABLES
Details related to interfund receivables and payables balances as of December 31,2012, are presented as follows*
Fund Major Govemmental Activities-
General Fund Section 8 South Louisiana Rail Facility
Capital Project Criminal Court LCDBG Disaster Recovery
Nonmajor Govemmental Funds Total
Interfiind Receivable
$ 6,461 874
19,447 --
9.727 $ 36.509
Interfiind Payable
$ 4,624 -
-
6,000 19,547 6.338
$ 36.509
The balance of $19,447 represents expenses paid by the South Louisiana Rail Facility Capital Project Fund being reimbursed from grant fundmg in the LCDBG Disaster Recovery Fund. The amount of $5,977 represents revenues inadvertently deposited in the incorrect fimd. The balance of $4,672 is due to the under (over) transfer of amounts to cover payroll and related expenses. Expenses ofthe criminal court fimd and cooperative extension service paid by the general fijnd resulted m balances due of $6,213. All remaining balances resulted from amounts provided by General Fund to set up various capital project fund accounts.
7. RESTRICTED ASSETS
Restricted assets were applicable to the following at December 31, 2012:
Capita! Special Projects Debt Revenue
Fund Service Funds Cash & Cash
Equivalents $ 7,112 $1,103,313 $1,552,823
The capital projects fund amounts are to be used for acquiring, equippmg, and fiimishing a new fire station in Fire Distnct No. 6, acquiring a fire tmck and equipment for Fire District No. 3, constmction of a rough rice loading facility and disaster recovery The debt service fimd amounts are restricted to the payment of bond and loan principal, interest and related debt financing costs only. The special revenue fimd amoimt of $1,552,823 is setup as a bond reserve for the payment of bond principal and interest ofthe Road Sales Tax No 1 revenue bonds.
25
JEFFERSON DAVIS PARISH POLICE JURY Jennings, Louisiana
Notes to the Financial Statements As of and for the Year ended December 31,2012
8. CAPITAL ASSETS
Capital assets and depreciation activity as of and for the year ended December 31, 2012 for the police jury is as follows:
Govemmental Activities: Capital assets, not being depreciated:
Land Constmction in progress
Total capital assets, not being depreciated
Capital assets being depreciated: Buildmgs and improvements Vehicles Maintenance equipment Machinery and equipment Office fumiture and equipment Sewer & Sewer Improvements Infrastmcture
Total capital assets being depreciated
Less accumulated depreciation for: Buildings and improvements Vehicles Maintenance equipment Machinery and equipment Office furniture and equipment Sewer & Sewer Improvements Infiastmcture
Total accumulated deprecation
Total capital assets being depreciated, net
Beginning Balance
$ 436,905 385,263
$ 822.168
$ 7,636,272 4,989,501 2,285,744 1,521,404
317,301 318,782
22.111.382
$39,180,386
$ 3,328,021 2,325,656 1,159,340 1,095,922
215,823 55,689
2.357.503 $10,537,954
S28.642.432
Additions
$ 567,221
$_ 567,221
W,946,778 100,617 157,253 35,547 19,685
-
64,96?
$5,324,849
$ 297,828 322,270 142,704 100,080 26,25,0 7,970
741,704 $1,638,805
S3.686.044
S
L
$
i_
$
$_
i -
Deletions
356.568
356.568
113,383 170,524
-« -•
283.907
.
111,516 111,704
----
223.220
60.687
$
$
$
s_
$
$_
1=
Endmg Balance
436,905 595,916
1.032.821
12,583,050 4,976,735 2,272,472 1,556,951
336,986 318,782
22.176.351
44.221.328
3,625,848 2,536,409 1,190,339 1,196,002
242,074 63,658
3.099.207 11,953,539
32.267.789_
26
JEFFERSON DAVIS PARISH POLICE JURY Jennings, Louisiana
Notes to the Financial Statements As of and for the Year ended December 31,2012
Depreciation expense of $1,638,805 for the year ended December 31, 2012 was charged to the following govemmental functions:
Govemmental Activities
General Govemment $ 471,080 Health & Welfare 225 Public Safety 394,760 Public Worics 772.739
Total $ 1.638.805
9. ACCOUNTS, SALARIES, AND OTHER PAYABLES
Accounts, salaries, and other payables of $925,387 at December 31,2012, are as follows.
Road Sales TaxNo I Sales Tax
Fund
Crinunal Court Fund
South Louisitna Ran Facility Capital
utproveiDenis Fund
LCDBG Dbaster Recoveiy
Capital nnprownent
Fund
Sections Total Housing Nonnuyor Oovenunciil
General Fund Fund Fund Fund Fund Ftind
Accounts S 66^945 S 79.879 S 328,741 S 31.282 S 17.873 S 203 S SaSTS S 605.501 Fmes - - 130.050 - . . . 150,050 Other 154 - - - . . . |S4 Beertaxei 169.682 -_ •__ -_ •_ :_ ^ 169.682
Total
10. CONSTRUCTION COMMITMENTS
The policejury has active constmction projects as of December 31,2012. At year end the commitments with contractors are as follows:
Spent Remaining Project to Date Commitment South Louisiana Fail Facility $3,960,141 $ Fire Station 84,985 Tmck Sampler & Grading Building 197,140
11. LEASES
The police jury records items under capital leases as an asset and an obligation in the accompanying financial statements. The net book value of equipment imder capital leases at December 31,2012 was as follows:
Equipment $ 952,372 Less accmnulated depreciation 56.090
Net book value $ 896.282
27
JEFFERSON DAVIS PARISH POLICE JURY Jennings, Louisiana
Notes to the Financial Statements As of and for the Year ended December 31,2012
Depreciation in 2012 on capital lease equipment was $26,610. The following is a schedule by years ofthe total payments due as of December 31,2012.
Principal Interest Total 2013 2014 2015 2016 2017 2018-2022
$ 108,866 $ 111,712 115,715 119,865 92,278
313.183
31,079 28,232 24,230 20,079 15,774 24,482
$ 139,945 139,945 139,945 139,945 108,053 341.665
$ 861.619 $ 147.877 $1.009.496
The policejury has operating leases ofthe following nature:
Lease of South Louisiana Rail Facility land Maintenance yard-Lake Arthur Equipment paiking lot Fire staton building Fire equipment storage Motor Grader
Term Aimual
Consideration
Fiscal year: 2013 2014 2015 2016 2017 2018-2022 2023-2027
Thereafter Total
6-1-2011 to 6-1-2026 11-1-2011 to 11-1-2012 3-1-2011 to 3-1-2012 6-16-2010 to 6-15-2014 6-1-1992 to 5-31-2012 7-9-2012 to 7-9-2016
crating leases are as follows:
$ 18,000 1,200 1,200
500 10
31,830
Buildings, Land
and Office Facilities
51,544 49,843 49,843 33,828 18,013 90,025 61,512
88 $ 354.796
During 2011, the policejury entered into a sub-lease agreement with the South Louisiana Rail Facility, LLC for the South Louisiana Rail Facility land that is currently leased from the Louisiana Agricultural Finance Authority. In accordance with this agreement, the policejury will receive $18,000 annually in lease payments from the South Louisiana Rail Facility, LLC
28
JEFFERSON DAVIS PARISH POLICE JURY Jennings, Louisiana
Notes to the Financial Statements As of and for the Year ended December 31,2012
12. LONG-TERM OBUGATIONS
The following is a summary ofthe long-term obligation transactions for the year ended December 31,2012:
Bonded Debt
Long-term obligations at beginning of year Additions Deductions
Long-term obligations at end of year
Capital Leases
$ 18,534,000 $ 691,958 553,221
909.000 383.560
$ 17.625.000 $ 861.619
The following is a summary ofthe current (due in one year or less) and the long-term (due in more than one year) portions of long-term obligations as of December 31,2012:
Current portion Long-term portion
Total
Bonds payable at December 3'
Bond General Obligation Bonds
Senes 1999 Sub Road Distnct No 2, for improvements and construction of hard surface roads and drainage $
Series 2007 Fire Distnct No 6 for constructing, equippmg and furnishing a new tire station
Revenue Bond Sales Tax Bonds Senes 2007
for constructing, improvmg, and resurfacing roads
Sales Tax Bonds Senes 2008 for construcUng, improvmg, and resurfacing roads
Certificates of Indebtedness Series 2004 Fire Distnct No 4
for acquiring and equipping fire trucks and tankers
1,2012, are comprised ofthe foll<
Onginal
96,000
575.000
12.000.000
8.000,000
210.000
Interest Rate
4 50% to
5 00%
100% to
6,00%
4 00% to
5 00%
4 40% to
5 25%
•
1 75% to
4 30%
Final Payment
Due
, 4-1-2014
3-1-2027
2-1-2027
2-1-2027
3-1-2014
Bonded
Debt
$ 955,000 16.670.000
$ 17.625.000
Capital Lease
$ 108,866 752,753
$ 861.619
awing individual issues:
Interest to Pnncipal
Matuntv Out^^ndinR .
$ 833 $ 18,000
204,307
3.510,797
2,510.626
2.117
485,000
9,950.000
6,790,000
49,000
Funding Source
Ad valorem tax revenues
Ad valorem tax revenues
2% sales & use tax
2% sales & use tax
Ad valorem tax revenues
29
JEFFERSON DAVIS PARISH POLICE JURY Jennings, Louisiana
Notes to the Fmancial Statements As of and for the Year ended December 31,2012
Bond Senes 2004 Special Revenue
Account for acquiring road and fecilities maintenance equipment
Senes 2007 Fire Distnct No 3 for acquinng a fire truck and other fire fighting equipment
Scries 2008 Fire Distnct No 5 for acquinng a brush truck and extraction unit
Onginal Issue
500,000
300,000
125.000
Interest Rate
4 15%
0 00% to
4 10%
3 50%
Final Payment
Due
11-1-2014
3-1-2017
3-1-2015
Interest to
MatuQW
7.138
16,810
3,080
Pnncipal Outstanding
114.000
161,000
58.000
Funding Source
Excess revenues
Ad valorem tax revenues
Ad valorem tax revenues
All principal and interest requirements are funded in accordance with Louisiana law by the annual ad valorem tax levy on taxable property within the parish. At December 31,2012, the policejury has accumulated $792,225 in the debt service funds and $1,552,823 in special revenue funds for future debt requirements. The bonds are due as follows:
Year Ending December 31.2012 2013 2014 2015 2016 2017 2018-2022 2023-2027 2028-2032
Total
Principal Pavments
$ 955,000 1,000,000
956,000 984,000
1,027,000 5,673,000 7,030,000
Interest Payments
$ 756,996 708,777 658,621 611,724 567,344
2,153,256 798,988
Total $ 1,711,996
1,708,777 1,614,621 1,595,724 1,594,344 7,826,256 7,828,988
$ 17.625.000 $ 6.255.707 $ 23.880.707
Capital leases at December 31,2012 are comprised ofthe following issues:
Capital lease, 2010 $229,037 capital lease issued September, 2010, due m yearly payments
of $26,000 in 2011 and $28,963 thereafter thru Februaiy 1,2020 with interest set at Ae five year treasury rate. Secured by 2010 Rosenbauer pumper
Capital lease, 2010 $176,930 coital lease issued December 1,2010, due in yearly payments
of $31,892 ihm May, 2016 with mterest at 2.69%. Secured by 2009 Ferrara freightlmer class A pumper.
Principal Outstanding
S 189,064
119,334
30
JEFFERSON DAVIS PARISH POLICE JURY Jennings, Louisiana
Notes to the Financial Statements As of and for the Year ended December 31,2012
Principal Outstanding
Coital lease, 2012 $266,997 capital lease issued April, 2012, due in yearly payments of
$32,199 thru Apnl, 2022, with interest at 3.595% Secured by 2012 Pumper/Tanker 266,997
Capital lease, 2012 $286,224 capital lease issued Apnl, 2012, due in yearly payments of
$46,890 thru Apnl, 2019 with mterest at 3 595%. Secured by 2013 Freightliner Tanker and 2013 Ford F550 Rescue 286.224
Total coital leases S 861.619
13. CONDUrr DEBT OBLIGATION
In 2007, the jury through its component unit, the Industrial Development Board ofthe Jefferson Davis Parish, Louisiana, Inc. approved and issued $10 million of tax exempt Revenue Bonds. This was done to provide fuiancial assistance to a business for the acquisition, constmction, and equipping of a manufacturing facility deemed to be in the public interest. These bonds are secured solely by property owned by the business and revenue eamed by the business. Neither the Jefferson Davis Parish Police Juiy, nor any political subdivision thereof is obligated in any maimer for repayment of the bonds. Accordingly, the bonds are not reported as liabilities in the accompanying financial statements. In retum for this assistance, the business is required to fully fund the $10 million in debt and to create a specified number of new jobs. As of December 31,2012 the project was completed. As required by a closing agreement with the Intemal Revenue Service, $7,500,000 ofthe bonds were redeemed and retired on June 25,2012. The remaining bonds will be redeemed and retired on March 1,2013 The outstanding balance ofthe debt at December 31,2012 was $2,500,000.
14. INTERFUND TRANSFERS
Details related to interfund transfers as of December 31,2012 are presented as follows:
Fund Major Govemmental Activities.
General Fund Road Sales Tax No. 1 Sales Tax Fund South Louisiana Rail Facility Capital Improvements Non-major Govemmental Activities
Total Govemmental Activities
Transfer In
$ 2,121,395 47
2,076,711 2.037.282
$ 6.235.435
$
L
Transfer Out
2,497,966 1,534,291 2,121,395
81.783 6.235.435
The transfers are movements of money from one fund to another. These merely serve as a means to finance activities in the receiving fund. The significant amount of transfers in (out) ofthe South Louisiana Rail Facility Capital Improvements Fund represent amounts onginally received or paid by general fund for the constmction of a rough rice loading facility.
31
JEFFERSON DAVIS PARISH POLICE JURY Jennings, Louisiana
Notes to the Financial Statements As of and for the Year ended December 31,2012
15. PENSION PLANS
Substantially all employees paid by the Jefferson Davis Parish Police Jury are members ofthe following statewide retirement systems: Parochial Employees Retirement System of Louisiana (PERS), the Louisiana District Attomeys Retirement System (LDARS), the Louisiana State Employees* Retirement System (LASERS) and the Louisiana Firefighters' Retirement System (Firefighters). These systems are a cost-sharing, multiple-employer defined benefit pension plans administered by separate boards of tmstees. Pertinent information relative to each plan follows:
A. Parochial Employees Retirement System of Louisiana fPERS)
Plan Description. The System is composed of two distinct plans, Plan A and Plan B, with separate assets and benefit provisions. All participating employees ofthe policejury are members of Plan A, except for thirteen police jurors.
All permanent employees working at least 28 hours per week who are paid wholly or in part from parish funds are eligible to participate in the System. As of January 1,1997, elected officials, except coroners, justices ofthe peace and parish presidents, may no longer join the retirement system. Those elected officials enrolled as of January 1, 1997 will maintain membership as long as they hold office. Effective July 1,1997, new employees age 55 and older and who have 40 quarters or more of social secunty participation have an option to join the parochial system. New employees meeting the age and social security criteria have up to 90 days from the date of hire to elect to participate. Under Plan A, employees who were hired prior to January 1,2007, may retire at or after age 65 with at least 7 years of credited service, at age 60 with at least 10 years of credited service, at or after age 55 with 25 years of credited service, or at any age with at least 30 years of credited service and employees who were hired afler January 1,2007, may retire at age 67 with at least 7 years of credited service, at age 62 with at least 10 years of credited service, or at age 55 with at least 30 years of credited service, are entitled to a retirement benefit, payable monthly for life, equal to 3 percent of their final-average compensation for each year of creditable service. However, for those employees who were members ofthe supplemental plan only prior to Januaiy 1,1980, the benefit is equal to one percent of final average compensation plus $24 for each year of supplemental-plan-only service eamed prior to January 1,1980 plus 3 percent of final-average salary for each year of service credited after the revision date. Final-average compensation is defined as the average ofthe highest consecutive 36 months salary for members hired prior to January 1,2007. For members hired January 1,2007 and later, final average compensation shall be defined as the average of the highest consecutive 60 months salary. Employees who terminate with at least the amount of creditable service stated above and do not withdraw tiieir employee contributions may retire at the ages specified above and receive the benefit accmed to their date of termination. The System also provides death and disability benefits. Benefits are established or amended by state statute
The system issues an annual publicly available financial report that includes financial statements and requued supplementary information for the System That report may be obtained by writing to the Parochial Employees Retirement System of Louisiana, Post Office Box 14619, Baton Rouge, Louisiana, 70898-4619, or by calling (225>* 928-1361.
Funding Policy, Under Plan A, members are required by state statute to contribute 9.50% of theu* annual covered salary and the Policejury is required to contribute at an statutory rate based on actuarially determined computations. The rate for 2012 is 15.75 % of covered payroll. Contributions to the System also include one-fourth of one percent ofthe taxes shown to be collectible (except for Orleans and East Baton Rouge parishes) by the tax rolls of each parish. These tax dollars are divided between Plan A and Plan B based proportionately on the salaries ofthe active
32
JEFFERSON DAVIS PARISH POLICE JURY Jermings, Louisiana
Notes to the Financial Statements As of and for the Year ended December 31,2012
members of each plan. The contribution requirements of plan members and the Policejury are established and may be amended by state statute. As provided by Louisiana Revised Statute 11:103, the employer contributions are determined by actuanal valuation and are subject to change each year based on the results ofthe valuation for the prior fiscal year. The police jury's contribution to the System under Plan A for the year ending December 31,2012, 2011 and 2010 was $158,564, $160,433, $151,465, respectively, equal to the required contributions for each year.
B. Louisiana District Attorneys* Retirement System (LDARS)
Plan Descr^tion, The policejury pays a portion ofthe district attomey and assistant district attomeys salaries per LA RS 16:6. The district attomey and assistant district attomeys are members ofthe Louisiana District Attomeys Retirement System (System), a cost-sharing, multiple-employer defined benefit pension plan administered by a separate board of tmstees. Assistant district attomeys who earn, as a minimum, the amount paid by the state for assistant district attomeys and are under the age of 60 at the time of original employment and all district attomeys are required to participate in the System.
Members who joined the system before July 1,1990, and who have elected not be covered by the new provisions, are eligible to receive a normal retirement benefit if they have 10 or more years of creditable service and are at least age 62, or if they have 18 or more years ofservice and are at least age 60, or if they have 23 or more years ofservice and are at least age 55, or if they have 30 years ofservice regardless of age. The normal retirement benefit is equal to 3% ofthe member's average final compensation for each year of creditable service. Members are eligible for early retirement at age 60 if they have at least 10 years of creditable service or at age 55 with at least 18 years of creditable service. Members who retire prior to age 60 with less than 23 years ofservice credit, receive a retirement benefit reduced 3% for each year of age below 60. Members who retire prior to age 62 who have less than 18 years of service receive a retirement benefit reduced 3% for each year of age below 62. Retirement benefits may not exceed 100% of final average compensation.
For members who joined the system after July 1, 1990, or who elected to be covered by the new provisions the following applies: Members are eligible to receive normal retirement benefits if they are age 60 and have 10 years ofservice credit, are age 55 and have 24 years ofservice credit, or have 30 years ofservice credit regardless of age. The normal retirement benefit is equal to 3.5 percent ofthe member's final-average compensation multiplied by years of membership service. A member is eligible for early retirement if he is age 55 and has 18 years ofservice credit. The early retirement benefit is equal to the normal retirement benefit reduced 3 percent for each year the member retires in advance of normal retirement age. Benefits may not exceed 100 percent of final compensation. The System also provides death and disability benefits. Benefits are established by state statute
The system issues an annual publicly available financial report that includes financial statements and required supplementary information for the System. That report may be obtained by writing to the Louisiana District Attomeys' Retirement System, 2109 Decatur Street, New Orleans, Louisiana, 70116, or by calling (504>947-5551.
Funding Policy. Members are required by state statute to contribute 7.0 % of their armual covered salary and the policejury is required to contnbute at a statutory rate based on actuarially determined computations. The current rate is 10.25 % of annual covered payroll. Contributions to the System also include .2 percent ofthe ad valorem taxes collected throughout the state and revenue sharing funds as appropriated by the legislature. The .2 percent is the statutory set rate that can be adjusted by the Public Retu^ment Systems' Actuarial Committee. State statute requires covered employees to contnbute 7.0 % of their salaries to the System and requires each district attomey to provide employer contributions as needed to actuarially ^ d the system. As provided by Louisiana Revised
33
JEFFERSON DAVIS PARISH POLICE JURY Jennings, Louisiana
^otes to the Financial Statements As of and for the Year ended December 31,2012
Statute 11:103, the employer contributions are determined by actuarial valuation and are subject to change each year based on the results ofthe valuation for the prior fiscal year. The police jury's contribution to the system for the year ending December 31, 2012, 2011 and 2010 was $802, 752, $562, respectively, equal to the required contributions for each year
C. Louisiana State Employees^ Retirement System (LASERS)
Plan Description Thepolicejuiyalsopaysaportionofthe Ward2judgessalaiyperLAR.S. 13:1874. Thejudge participates in the Louisiana State Employees' Retirement System (LASERS), a cost-sharing, multiple-employer defined benefit pension plan administered by a separate board of trustees. The system was established and provided for within Title 11, Subtitle II, Chapter 1, of the Louisiana Revised Statutes. Benefit provisions are authorized within LRS 11:441-501.
All state employees except certain classes of employees excluded by state statute become LASERS members as a condition of employment unless they elect to continue as a contributing member in any other retirement system for which they remain eligible for membership. Elected officials (including the Ward 2 judge) may elect to become members of LASERS.
Members hired on or before June 30,2006 become eligible for retirement after at least 10 years ofservice at age 60,25 years at age 55, or after 30 years at any age. Members hired on or after July 1, 2006 become eligible for retirement after at least 5 years ofservice at age 60. Effective January 1,1996, members may choose to retire with 20 years ofservice at any age, with an actuarially reduced benefit. The system does provide for deferred benefits for vested members who terminate before being eligible for retirement. Once the member reaches the q)propriate age for retirement, benefits become payable at a rate of 2.5% ofthe average ofthe highest three consecutive years of compensation, multiplied by the number of years of creditable service. Once an employee has accumulated 10 years ofservice, disability benefits apply based on the regular benefit formula without age restrictions
Service and age requirements in order for a member to retire are established by state statute. The System issues an annual publicly available financial report that includes financial statements and required supplementary information for the System. That report may be obtained by writing to the Louisiana State Employees' Retirement System, Post Office Box 44213, Baton Rouge, Louisiana 70804-4213 or call 1-800-830-0337.
Funding Policy. Plan members are required to contnbute 11.5% of their aimual covered salary. The policejury is required to contnbute at a statutory rate based on actuarially determined computations. The rate for 2012 is 34.8% of covered payroll. The contribution requirements of plan members and the policejury are established and may be amended by state statute. As provided by Louisiana Revised Statute 11:103, the employer contributions are determined by actuarial valuation and are subject to change each year based on the results ofthe valuation for the prior fiscal year. The policejury's contribution to the System for the year ending December 31,2012,2011 and 2010 was $1,388, $1,121, $846, respectively, equal to the required contnbutions for each year,
D. Firefighters' Retirement System of Louisiana
Plan Descrqftion, Membership in the Louisiana Firefighters' Retirement System is mandatory for all full-time firefighters employed by a municipality, parish, or fire protection district that did not enact an ordinance before January 1,1980, exempting itself fh)m participation in the System. Employees are eligible to retire at or after age 55 with at least 12 years of creditable service, at or after age 50 with at least 20 years of creditable service or at any
34
JEFFERSON DAVIS PARISH POLICE JURY Jennings, Louisiana
Notes to the Financial Statements As of and for the Year ended December 31,2012
age with at least 25 years of creditable service. Upon retirement, members are entitled to a retirement benefit, payable monthly for life, equal to 3 1/3 percent of their filnal-average salary for each year of creditable service, not to exceed 100 percent of their final-average salary. Final-average salary is the employee's average salary over the 36 consecutive or joined months that produce the highest average. Employees who terminate with at least 12 years ofservice and do not withdraw their employee contnbutions may retire at or after age 55 (or at or after age 50 with at least 20 years of creditable service at termination) and receive the benefit accmed to their date of termination. The System also provides death and disability benefits Benefits are established or amended by state statute.
The System issues an armual publicly available financial report that includes fmancial statements and required supplementary information for the System. That report may be obtained by writing to the Firefighters' Retirement System, Post Office Box 94095, Baton Rouge, Louisiana 70804, or by calling (225) 925-4060.
Funding Policy, Plan members are required by state statute to contribute 8.0 percent of their aimual covered salary if their eamable compensation is less than or equal to poverty level Otherwise plan members are required to contribute 10%. The policejury is required to contribute at an actuarially determined rate. The current rate is 26.0 percent of armual covered payroll if plan members' eamable compensation is less than or equal to poverty level. Otherwise the current rate is 24.0 percent. The contribution requirements of plan members and the policejury are established and may be amended by state statute. As provided by Louisiana Revised Statute 11:103, the employer contnbutions are determined by actuarial valuation and are subject to change each year based on thef results ofthe valuation for the prior fiscal year. The policejury's contributions to the System for the year ending December 31, 2012,2011, and 2010, were $ 12,468, $ 11,621, and $9,700, respectively, equal to the required contributions for each year.
E. Other Pension Liabilities
The police jury pays a portion of the salaries for employees of the registrar of voters. These employees are also covered by muhiple-employer public employees retirement systems requiring employee and employer contributions. The juiy's and employees' contributions to the systems are considered immaterial with respect to the jury and the benefit systems as a whole.
16. OTHER POST-EMPLOYMENT BENEFITS
Plan Description. The Jefferson Davis Pansh Police Jury contributes to a single-employer defined benefit healthcare plan C^e Retiree Health Plan"). The plan provides lifetime healthcare and life insurance for eligible retirees and their spouses through the Police Jury's group health msurance plan, which covers both active and retired members. As of April 26,2007, elected official and part-time employees who are paid by the Police Jtuy are not eligible for coverage No employee hired after January 1,2009 is eligible for coverage. The cnteria to determine eligibility include years of service and employee age. Benefit provisions are established by the Jefferson Davis Parish Police Jury. The Retiree Health Plan does not issue a publicly available financial report.
Effective with the year ending December 31,2009, the Jefferson Davis Parish Police Jury implemented Govemment Accounting Standards Board Statement Number 45, Accounting and Financial Reporting by Employers for Post Employment Benefits Other than Pensions (GASB 45). The statement has been implemented prospectively. Using this method, the beginning other post employment benefit (OPEB) liability is set at zero and the actuarially determined OPEB liability relative to past service (prior to January 1,2009) will be amortized and recognized as an expense over thirty years
35
'JEFFERSON DAVIS PARISH POLICE JURY Jennings, Louisiana
Notes to the Financial Statements As of and for the Year ended December 31,2012
Funding Policy. Contribution requirements are also established by the Jefferson Davis Parish Police Jury. For 2012, the Police Jury contributed 81.79% ofthe premiums for eligible regular employees and 70% ofthe premiums for eligible elected officials. For the year ended December 31, 2012, the Jefferson Davis Parish Police Jury contributed $66,138, to the plan.
Annual OPEB Cost and Net OPEB Obligation. The Jefferson Davis Parish Police Jury's aimual other post employment benefit (OPEB) cost (expense) is calculated based on the annual required contribution (ARC) ofthe employer. The Jefferson Davis Parish Police Jury has elected to calculate the ARC and related information using the altemative measurement method permitted by GASB 45 for employers in plans with fewer than 100 total plan members. The ARC represents a level of fimding that, if paid on an ongoing basis, is projected to cover normal costs each year and to amortize any unfunded actuarial liabilities (or funding excess) over a period not to exceed thirty years. The following table shows the components ofthe Police Jury's aimual OPEB costs for the year, the amount actually contributed to the plan, and the changes in the Police Jury's net OPEB obligation to the retiree health plan.
Annual required contribution $ 406,710 Interest on net OPEB obligation 26,694
Adjustment to annual required contribution (32.977)
Annual OPEB cost (expense) $ 400,427
Age adjusted contributions made (81.615)
Increase in net OPEB obligation $ 318,812
Net OPEB obligation at beginning of year 1.067.774
Net OPEB obligation at end of year $ 1.386.586 The policejury's annual OPEB cost, the percentage of armual OPEB cost contributed to the plan, and the net OPEB obligation for the year ended December 31,2012 were as follows:
Fiscal Annual Percentage of Net Year OPEB Annual OPEB OPEB
Ended Cost Cost Contributed Obligation
12/31/2012 $ 400,427 20.4% $ 1,386,586
Funded Status and Funding Progress. As of December 31,2012, the most recent actuarial valuation the actuanal accmed liability for benefits was $4,690,416, all of which was unfunded. The covered payroll (annual payroll of active employees covered by the plan) for the year ended December 31, 2012, was $776,463, and ratio ofthe unfunded actuarial accmed liability to the covered payroll was 604.07%
The projection of future benefits for an ongomg plan involves estimates of the value of reported amounts and assumptions about the probability of occurrence of events far mto the future. Examples include assumptions about future employment, mortality, and the healthcare cost trend. Amounts determined regarding the funded status of the plan and the anntial required contributions ofthe employer are subject to continual revision as actual results are
36
JEFFERSON DAVIS PARISH POLICE JURY Jennings, Louisiana
Notes to the Financial Statements As of and for the Year ended December 31,2012
compared with past expectations and new estimates are made about the future. The schedule of funding progress, presented as required supplementary information following the notes to the financial statements, presents multi-trend information about whetiier the actuarial value of plan assets is increasing or decreasing over time relative to the actuarial accmed liabilities for benefits.
Methods and Assumptions. Projections of benefits for financial reporting purposes are based on the substantive plan (the plan as understood by the employer and plan members) and include the types of benefits provided at the time of each valuation and the historical pattem of sharing of benefit costs between the employer and plan members to that pomt. The methods and assumptions used include techniques that are designed to reduce the effects of short-term volatility in actuarial accmed liabilities and the actuarial value of assets, consistent with the long-term perspective ofthe calculations. The following simplifying assumptions were made:
Retirement age for active employees - Based on the historical average retu^ment age for the covered group, active plan members were assumed to retire at age 62, or at the first subsequent year in which the member would qualify for benefits.
Marital Status - Marital status of members at the calculation date was assumed to continue throughout retirement.
Mortality - Life expectancies were based on the RP-2000 Mortality Table for Males and Females projected 10 years.
Turnover - Non-group-specific age-based tumover data from GASB 45 paragraph 35b were used as the basis for assigning active members a probability of remaining employed until the assumed retirement age and for developing an expected future working life-time assumption for purposes of allocating to periods the present value of total benefits to be paid.
Healthcare cost trend rate - The expected rate of increase in healthcare insurance premiums was based on projections performed by Getzen model promulgated by the Society of Actuaries for use in long-term trend projection. Per this model, the rates for health care cost range from 8% in year 1 to 4.7% in year 10 and over.
Health Insurance Premiums - Health insurance premiums effective January 1,2013 for retirees and their spouse were used as a basis for calculation ofthe present value of total benefits to be paid.
Inflation Rate- The expected long-term mflation assumption of 3.0 percent was based on the average annual percentage change in the Consumer Price Index -Urban Wage Eamers and Clerical Workers CPI-W from 2003 to 2008.
Based on the historical and expected retums ofthe policejury's short-term investment portfolio, a discount rate of 2.5 percent was used. In addition, a simplified version ofthe entry age actuanal cost method was used. The unfunded actuarial accmed liability is being amortized as a level percentage of projected payroll on an open basis. The remaining amortization period at December 31,2012, was twenty-seven years.
17. LmGATION, CLAIMS, AND CONTINGENCIES
The police jury is involved as a defendant in law suits for personal injury, injunctive relief, and mineral royalty disputes. No estimate of award or potential exposure to the policejury can be made at this time.
37
JEFFERSON DAVIS PARISH POLICE JURY Jennings, Louisiana
Notes to the Financial Statements As of and for the Year ended December 31,2012
As of December 31,2012, the criminal court fimd had a deficit balance of $252,970 According to the interpretation of Louisiana Revised Statutes by the District Attomey, the police juiy may become liable for this deficit if additional revenue is not received and/or expenses are not reduced. Since the majority of disbursements from this fund are for reimbursements to the district attomey and district judge, the contingency may become a liability if either or both would demand reimbursement before the fimd could regain solvency.
18. GRANT DISALLOWANCES
The policejury participates in a number of federally assisted grant programs. These programs are subject to the program compliance audits by the grantors. The amount, if any, of expenditures which may be disallowed by the granting agencies cannot be determined at this time. Based on prior experience, the policejury's management feels such disallowances, if any, will be immaterial.
19. LANDFILL JOINT VENTURE
The police jury is a participant in a joint venture referred to as the Jefferson Davis Parish Sanitaiy Landfill Commission. This entity was chartered on February 17,1984. The Commission's piupose is the establishment of a long-term plan for the disposal of solid wastes in Jefferson Davis Parish. According to the charter, each participant in the Commission is responsible for a pro rata share of any operating deficits. Likewise, any distributions of surpluses are also shared on a pro rata basis. Each participant's pro rata share is based on the number of households within each participant's unit to the total number of households within all participating units. These proportions were determined using the 1980 U. S. Census as follows:
Locality Jennings Welsh Lake Arthur Parish (excluding Jennings,
Welsh, Lake Arthur, & Elton) Totals
Number of Households 4,161 1,167 1,212
3,339 9.879
Percentages .421196 .118129 .122684
.337991 i.oooooq
The Commission consists of six commissioners as follows: two residents of Jennings, one resident of Welsh, one resident of Lake Arthur, and two residents of Jefferson Davis Parish living outside the city limits of Jennings, Welsh, Lake Arthur and Elton. The Commission members are to be appointed by the goveming body of their place of residence.
The Commission has the power and authonty to employ personnel, adopt its own budget and enter into agreements necessary for the operation ofthe Landfill. In certain instances, some agreements must be consented to by all six members ofthe Conunission. Separate financial statements are available from the Jefferson Davis Parish Landfill Commission upon request.
Condensed financial information for the Jefferson Davis Parish Sanitary Landfill as of December 31,2012 were as follows:
3$
JEFFERSON DAVIS PARISH POLICE JURY Jennings, Louisiana
Notes to the Financial Statements As of and for the Year ended December 31,2012
Total assets and deferred outflows of resources Total liabilities Total net position Total liabilities and net assets
Total program revenues General revenues
Distributions to member govemments Total expenses Change in net position
Total $ 5,717,833
29,060 5,688,773 5,717,833
1,061,711 466,462
839,566 572,876
95,731
Police Jury (33.7991%)
$ 1,932,576 9,822
1,922,754 1,932,576
358.849 150,900
283,766 183,627 32,356
As of December 31,2012, the Commission had no long-term debt outstanding.
The Landfill Commission as owner of a sanitaiy landffU is subject to Environmental Protection Agency (EPA) regulations that require monitoring the landfill site for 30 years following closure ofthe site in addition to other closure requirements. These regulations also mandate that landfill owners provide financial assurances that they will have the resources available to satisfy the postolosure standards. These guarantees can be third-party tmsts, surety bonds, letters of credit, insurance, or state sponsored plans.
According to the Commission's contract with the site operator, "...the contractor shall be responsible for closure in accordance with the permit...". Additionally, ".. the contractor's post-closure care, maintenance and monitoring responsibility shall be three (3) years, or as required by law,...". In the event the operator is for whatever reason unwilling or unable to fulfill this requirement, the responsibility for closure and post closure monitoring will revert back to the Commission
Additionally, because ofthe industry the Commission participates in, certain potential liabilities are always present. These include, but are not limited to, environmental cleanup costs and EPA penalties for violation of its regulations. The EPA is empowered by law (through the Superfimd legislation) to seek recovery from anyone who ever owned or operated a particular contaminated site, or anyone who ever generated or transported hazardous materials to a site (these parties are commonly referred to as potentially responsible parties, or PRPs). Potentially, the liability can extend to subsequent owners or to the parent company of a PRP. While there are no asserted or imasserted potential costs or penalties at the date of this report that the Commission is aware of, the potential is present.
Dining 2012, the Commission voted to make a distribution to the participating govemments in the amoimt of $799,566. In addition, the Commission distributed $40,000 to the participating govenunents for economic development. For the Jefferson Davis Pansh Police Jury, the distribution amounted to $280,246, of which $270,246 was based on household percentages as explained above, and is recorded as other intergovernmental revenues in the General Fund. The $10,000 distribution for economic development is recorded in the General Fund. There are no amounts due to this member govemment at December 31,2012.
39
JEFFERSON DAVIS PARISH POLICE JURY Jennings, Louisiana
Notes to the Financial Statements As of and for the Year ended December 31,2012
20, RESTRICTED NET P O S m O N
Details of restricted net position as reported in the govemment-wide Statement of Net Position are as follows
Special Revenue Funds. Road Sales Tax No. 1 $ 4,865,433 Section 8 29,442 E-911 1,722,460 Pansh Road Fund 77,859 Courthouse & Jail Maintenance 1,156,685 Sub Road District No 1 259,067 Cooperative Extension Service 311,895 Fire District No 1 94,134 Fire District No. 2 684,549 Fire District No. 3 374,057 Fire District No 4 93,466 Fire District No 5 168,596 Fire District No. 6 112,269 Fire District No. 7 38,327 Road Division 1 841,221 Road Division 2 6,629 Road Division 3 247.583
$ 11,083,672
Capital Projects: Fire District No. 6 General Obligation
Bond Funds for acquiring, equipping, and furnishing new fire station $ 5,770
Fire District No. 3 Certificates of Indebtedness Funds for acquinng a fire tmck and equipment 53.
Debt Service-Road Sales Tax #1 Special Revenue
Fund Bond Reserve Fire District No 6 General Obligation
Bonds Sub Road District No. 2 General
Obligation Bonds Road Sales Tax District No. 1 2% Sales
Tax Bonds Fire District No. 7 General Obligation
Bonds
5,823
$
$
1,552,823
31,386
31,389
727,500
1.950 2,345,048
40
JEFFERSON DAVIS PARISH POLICE JURY Jennings, Louisiana
Notes to the Financial Statements As of and for the Year ended December 31,2012
21. RISK MANAGEMENT
The police jury is exposed to various risks of loss related to torts; theft of, damage to, and destmction of assets; errors and omissions; injuries to employees; and natural disasters. The policejury has elected to purchase insurance coverage through the commercial msurance market to cover its exposure to loss. The policejury is insured up to policy limits for each ofthe above risks. There were no significant changes in coverages, retentions, or limits during the year ended December 31, 2012. Settled claims have not exceeded the commercial coverages in any ofthe previous three fiscal years.
22. CRIMINAL COURT FUND
Louisiana Revised Statute 15*571.11 requires that one-half of any balance remaining in the Criminal Court Fund at the year end be transferred to the parish General Fund. The following details the amount due at December 31, 2012:
Balance due at Januaiy 1,2012 $
Amount due for 2012 :_
Total $
Remitted during 2012 :.
Balance due at December 31,2012 $
23. WIRELESS E911 SERVICE
The Jefferson Davis Pansh Police Jury is in Phaise 2 of implementing wireless E911 services. For the year ended December 31, 2012 the policejury collected $237,191from emergency telephone service chaiige from wireless systems The funds collected from the service charge will be used to buy and lease necessary equipment, supplies, and other items needed to maintain and implement wireless E911 services.
24. ON-BEH[ALF PAYMENTS FOR SALARIES
GASB Statement No. 24, Accountmg and Fmancial Reportingfor Certam Grants and Other Fmancial Assistance requu^s the police jury to report m the financial statements on-behalf salary payments made by the State of Louisiana to certain groups of police jury employees. Supplementary salary payments are made by the state directly to certain groups of employees. The policejury is not legally responsible for these salaries. Therefore, the basis for recognizing the revenue and expenditure payments is the actual contribution made by the state. For the year ended December 31,2012 the state paid supplemental salaries to the police jury's justices ofthe peace, constables and j^re chiefs. On-behalf payment recorded as revenues and expenditures in the fimd financial statements for the year ended December 31,2012 totaled $32,400.
41
JEFFERSON DAVIS PARISH POLICE JURY Jennings, Louisiana
Notes to the Financial Statements As of and for the Year ended December 31,2012
25. DATE OF MANAGEMENT'S REVIEW
Subsequent events were evaluated through September 20,2013, which is the date the financial statements were available to be issued.
26. NEW REPORTING STANDARD
In April 2012, the Govemmental Accounting Standards Board (GASB) approved StatementNo. 65, Items Previously Reported as Assets and Liabilities and StatementNo. 66, Technical Corrections-2012. StatementNo. 65 clarifies the appropriate reporting of deferred outflows of resources and deferred inflow of resources to ensure consistency in fmancial reporting. Statement No. 66 enhances the usefiilness of fmancial reports by resolving conflicting accounting and financial reporting guidance that could diminish the consistency of financial reporting. The provisions of GASB Nos. 65 and 66 must be implemented by the policejury for the year endmg December 31,2013. The effect of implementation on the policejury's financial statements has not yet been determined.
27. BEGINNING FUND BALANCE/NET POSIHON ADJUSTMENTS
Certain errors resulting in changes to the fund balance/net position ofthe policejury's previously issued financial statements have been corrected m the current year. The error mvol ved an overstatement of payroll tax withholdings. The correction resulted in the following changes to begirming fiind balance.
General Fund
Fund balance, January 1,2011 $ 4,698,268
Net change in net fund balances, year ended December 31,2011 822,057
Fund balance as reported, December 31,2011 5,520,325
Prior period adjustments: Overstatement of payroll tax withholding liability 78.353
Fund balance as restated, December 31,2011 $ 5.598.678
42
JEFFERSON DAVIS PARISH POLICE JURY Jennings, Louisiana
Notes to the Financial Statements As of and for the Year ended December 31, 2012
The correction resulted in changes in the net position as reflected in the govemment-wide flnancial statements for the govemmental activities as follows:
Net position, January 1,2011 $ 22,636,759
Change in net position, year ended December 31,2011 3,266,05 6
Decrease in accounts, salanes and other payables 78.353
Net position, as restated, December 31,2011 $ 25.981.168
43
Reqianiredl SeppIeMOniitial llmformsiiriioiiii
44
JEFFERSON DAVIS PARISH P O U C E JURY. LOUISIANA Statement of Revennes, Expemlltiires, and Changes In Fund Balances-
Bodget (Cash Basb) and Actual General Fund For the Year Ended December 31.2012
Scbednlel
Revenues Taxes
Ad valorem
Other taxes, penalties, and mterest Licenses and pertoita Tnl^itgpMf fwmftntal rKWintMa
Federal funds-federal grants State funds
State revonue sharing (net) Other
Local Fees, charges and commusiona for semces Fmes and forfeitures bvestment eainmgs Other revnnie
Total Hevenuea
Expenditures General government PuUicaafefy Pobhcwoila Culture and recreation Health and wetfere Capital oud«y Economic development Other ejqtenditUFes
Total Expenditures
Budgeted Amounts Ongnal
S 738,606 S0;000
216,700
134,383
1.015.000 40.700
280,425 62,371
5.600 136.200
$ 2,679,985
S 1.144,679 481,100
-57,000 50.478
376,034 10.005
-
S
s
s
Fmal
863.831 69,o69
294,838
333,879
1,063.942 123,767 291,638
89,744
9.88S 215,313
3,358,506
1,132,123 473,431
83,595 56.000 27,925
758,419 10.005 4,470
Actaal Amounts Budgptaiy Basis
S 863,831 69.669
295,141
333,879
1.063,942 125,767 291,638
89.474
11,150 219.788
$ 3.364.279
$ 1.129,965 473,34«
83,595 20,784 27,925
758,491 10.005 4^470
Variance From Fmal Budget Over (Under)
$ "
303
-
. --
(270)
1.265 4,475
t 5,773
$ (2.160) (S3)
-(35,216)
-72
-.
2.119.296 S 2.545.970 > 2.508.583 J _ <37,387)
Excess of Revenues O m Bqnndituros 560,689 812.536 43.160
Other Flnanchtg Sources (Uses) Transfers m Transfers out Sale of capita] assets
Total Other nnancmg Soitrcea (uses)
Net Change hi Ftand Balance
Fund Babnoe (Defldt) at Beginning of Year Residual equity transfers m (out)
Fnod Balance (pefUit) at End of Year
$
$
1,000 (461.247)
(460,247)
100,442
5.580,442
S
S
2,121,395 (2,168,980)
67.906 20,321
832,857
5.580.442
$
S
2,121,395 (2.497.958)
69,841 (306.722)
548.974
5.580,442
$
S
(328.978)
(327,043)
(283.883)
-
6.413.032 6.129.149 (283.883)
Net change in fimd balance-twdget Explanation of differences
Residual e(iQity transfer in Revenue accniab
Net Increase (Ekecrease) In Fimd Balance-GAAP
548,974
(195,631) 62.987
416330
The accompanying notes are attmt^ralpartoflhtsstateiDeol.
45
JEFFERSON DAVIS PARISH POLICE JURY, LOUISIANA Statement of Revenues, Expenditures, and Changes in Fund Balances-
Budget (Cash Basis) and Actual M ^ o r Fund-Road Sales Tax N a 1 Sales Tax Fund For the Year Ended December 3 K 2012
Schedule 3
Sales&use
Total Revennes
Expenditures Pubhc works Cental outlay
Total Eiqtenditores
Excess (Deficient) of Revenues Over Expenditures
Other Financing Sources (Uses) Transfers in Transfiasout
Total Other nnancmg Sources (usea)
Net Change In Fund Balance
Fund Balance (PeOOt) at Begbmlng of Year Qtestatcd)
Fund Babuwe (Defidt) at End of Year
Net change in fimd balance^nidget Fjplanation of differences
Rewnue accmab Expendimte accruals
Net Increase (Decrease) In Fund Balance-GAAP
Budgeted Amounts
Ongmal
$ 2.000,000 2,400
$ 2.002.400
$
$
Fmal
2,485,328 2,915
2.488.443
Actual Amounts Budgetary Baas
S 2,485,528 3,151
S 2,488,679
Variance From Fmal Budget Over (Under)
% 236
S 236
250,000
250.000
1,752,400
(1.534.374)
(1.534.374)
218.026
3,279.730
3.497,776
244.336
244.336
2,244,107
% (1.534.291) (1.534.291)
709,816
3,279,730
J 3.989.566
244.33S
244,335
2,244,344
I
s (1.534.291) (1.534,291)
710,033
3,855,322
J 4,565.375
710,053
9.991 (79.879)
(1)
m 237
s .
237
575.572
s 575.809
640; 165
The acconqtanying notes ace an integral part of thia statement.
46
JEFFERSON DAVIS PARISH P O U C E JURY. LOUISUNA Statement of Revenues. Expenditures, and Changei in Fond Balances-
Budget (Cash Basis) and Actual M^lor Fund - CrtmJoal Court Fund For the Year Ended December 31,2012
Schedules
Budgeted Amounts Fmal
Actual Amounts Budgetary Basp
VananceFiom
Over (Under)
Revenues Finos ami forfeitures Investment earnings Local mtergovemmental revemn Other revenue
Total Revennes
ExpendHnres Oeneral govamttcnt CqjjtalouH^
Total Qqwuditures
Excess of Revemtes Over Eiqwnditnrea
Fund Balance CDeflcit)at Beginnhig of Year
Residual e q u i ^ transfers in (out) Fund Balance (DeOdt) at End of Year
S 832,000 10
$
s
%
s
832,010
832,010
832,010
255.609
S 233.609
851,635 17
25.746 2.915
(
$
s s
880.313
883,109
3,934
887,043
(6.730)
(255,609)
J (262,339)
851,635 18
25,746 2.915
s
s
s s
880.314
882,129,
3,934
886,063
(5,749)
618
s (5.131)
S 1
%
(
S
(980)
(980)
981
256.227
S 257,208
Net change m fimd faalanco^nidgBt Ejcplanation of differences'
Rcrveraie accniab
Expenditure accraals Net fiicrease (Decrease) (n Vwd Bahnce-GAAP
(5,749)
1,529,792 (^•671.669)
(l'*7.626)
The accompaiqnng notes are an mtegral part of this statemenL
47
JEFFERSON DAVIS PARISH P O U C E JURY. LOmSlANA Statement of Revenues, Eq>e»dltores, and Changes In Fund Balances-
Budget (Cash Basis) and Actual M^jor Fund - Section 8 Housing For the Year Aided December 31.2012
Schedule 4
Revenues Fodoal^anls Investment eanungs Otfter revenue
Total Revenues
Expenditures Health &Welfitro
Total E^Mttdilures
Excess of RevQuies Over Expenditures
Ftmd Balance 0)eficlt) at Beginning of Year
Fund Balance (DellcJf) at End of Year
Net change m fbnd balance-bud^ Exjdanation of differences
Revenue accruals Eiqienddnre acGxuals
Net Increase (Decrease) hi Fund Babuwe-GAAP
s
s
s $
s
s
BttfeetedAnwPnt^ Ongmal
673,000 20
38.000 713.020
723,417 723,417
(10,397)
29,007
18.610
S
s
$
s
Fmal
683,530 24
47,928 731.482
731,504 731.504
(22)
29,007
28.985
T
s
s
s
s
%
Bodgetaiy Baas
683.428 25
48,031 731,484
731.505 731.305
(21)
29,007
28.986
(21)
£30
m 560
S
%
s
VananoeFrom Fmal Budget Over (Under)
(102) 1
103 2
1
. i -
1
.
1
The accon^nnymg notes are an fait^ral part of dds statemem.
48
JEFFERSON DAVIS PARISH POLICE JURY, LOUISIANA
Notes to Budgetary Companson Schedules For the Year Ended Dec ember 31,2012
Budget Basis of Accounting
All govemmental funds' budgets are prepared on the cash basis of accomiting. Budgeted amounts are as originally adopted or as amended by the police jury. Legally, the police jury must adopt a balanced budget; that is total budgeted revenues and other financing sources including fund balance must equal or exceed total budgeted expenditures and other financing uses. State statutes require the policejury to amend its budgets when revenues plus projected revenues within a fund are expected to be less than budgeted revenues by five percent or more and/or expenditures within a fund are expected to exceed budgeted expenditures by five percent or more.
Explanation of Significant Difference Between Original and Final Budget:
Sales and use tax revenues in the original budget for the Road Sales Tax No. 1 Sales Tax Fund were significantly lower than the amounts in the final budget. The reason for this difference is the original budget was based on 2011 sales taxes, however, sales taxes were significantly higher in 2012. Capital outlay expense in the original budget for the general fund was significantly lower than the amounts in the final budget. The reason for the difference is additional capital projects were mitiated after the original budget was prepared because more federal awards were received than origmally anticipated. Transfers in (out) in the original budget for the general fund were significantly lower than the amoimts in the final budget. The reason for the difference was because transfers were made to a separate capital project fund to properly report revenues and expenses for the construction of a rough rice loading facility.
Changes in Beginning Fund Balance for Budget Basis:
Beginning fiind balance (budget basis) for the Criminal Court Fund was changed from ($255,609) to $618, This change was made due to inadvertent errors in previous years. Beginning fund balance (budget basis) for the General Fund was changed from $5,580,175 to $5,580,442. This change was made due to inadvertent errors in previous years.
49
5clKdii)e5 JEFFERSON DAVIS PARISH POLICE JURY. LOUISIANA Other Pott Employcnient Bcnefiti Plan December 31,2012
Sdwdole of FondiBg Progress
Actuanal Valuation
Date
DecemhRr31.2009 DecemhRr31,2010 December 31.2011 Decenber31.2012
Actuanal Value of Assets
$ ---
Sdiedolc of &npl(qw Contribotkms
Fiscal Year Ending
December 31.2009 December 31,2010 December 31.2011 December 31.2012
Annual OPEB Costs
$ 426,341 438.809 437.199 400,427
Actuanal Accraed Liability (AAL)
$ 5,124.774 5,124.774 5,124,774 4,690.416
Age Adjusted
Contnbution
$ 69,135 79.683 85.758 81.615
Unfimdnri Actuanal Accmed Liability (UAAL)
S 5.124.774 5,124,774 5.124,774 4,690,416
Percentage of Annual OPEB
Costs Contnbuted
16 20% 18 20% 1960% 2040%
Funded Ratio
000% 000% 000% 000%
Increase (Decrease)
to Net OPEB Obligation
S 357.206 359.127 351.441 318.812
Covered Payroll
$ 839.257 860.930 752.244 776,463
Net OPEB Obisauon
$ 357.206 716.333
1,067.774 1,386.586
UAALasa Percentage of Covered
Payroll
61063% 595 26% 68126% 604 07%
The accompanying notes are an mtegral part of this statement
50
Other Supplemental Schedules
51
JEFFERSON DAVIS PARISH POLICE JURY, LOUISIANA Combining Balance Sheet Nonmajor Govemmental Funds
December 31,2012
Scheduled (Continued)
Special Revenue
ASSETS Cash and cash equivalents Investments Due from other funds Receivables (net of allowances for
uncollectibles) Restncted cash and cash equivalents
Total Assets
LIABILITIES AND FUND BALANCES Liabihties*
Accounts, salanes, and other payables Contracts payable Due to other funds Defened revenues
Total Liabilities
£-911 Pansh COMMUNICA-nONS Road
DISTRICT Fund
Courthouse & Jail Sub Road
Maintenance DistNo 1 Fund Fund
Cooperative Fire District Fire Distnct Extension No. 1 No 2
Service Fund Fund
$
$
$
$
1.670,379 -•
63.175
1,733,554
11,411
.
. 11,411
S
$
$
$
7,622 --
70,279
77,901
42 -
42
$
$
$
T"
670,221 512.133
-
26
1,182.380
16,121
1 9.574 25,696
$
S
$
$
268,628 --
-
268,628
9,547
,
14 9.561
$
$
$
$
313,089 --
10
313.099
856
213 135
1,204
$
$
$
$
94,712 -
768
-
95,480
578
_ 768
1346
$
$
$
$
395,404 291,697
1.250
-
688,351
3.542
1 259
3,802
Fund balances Restricted for
Special revenue Debt service Capital projects
Unassigned Total Fund Balances
Total Liabilities and Fund Balances
1.722,143 $ 77,859 $ 1,156.685 $ 259.067 $ 311,895 $ 94,134 $ 684.549
1,722,143 $ 77,859
1,733.554 $ 77.901
$ 1,156,685 $ 259,067
$ 1,182.381 $ 268.628
$ 311,895 $ 94.134 $ 684,549
$ 313,099 $ 95.480 $ 688.351
SdiMbil06
JEFVEBSON DAVIS PARISS POUCE JURY, LOUISUNA
•31.2012
ASSETS
DUB from other funds RecenreUes (pti of Bllowsnoes for
unocAectibles) RestDOted ossb and cash equmknls
Total Assets
LIABIUTIES AND FUND BALANCES
Aocounb, ttlaius. end ofiier ptyaUes Couliacts pajnblB Due to ofltex fiinds Deiened levciiues
Fund
^>ectal Revenue Debtseivioe
Total Fund Babnoes
Total T-MitwiiH^ end Fond Babnoei
fecial Revenue ^leoalWatd ^leoalWaid ^lecalWard
FueDistnct FireDistnct FireDistnct FueDtstnct F i reDis tna Road&Bndge R o e d & B n d ^ R o a d & l No 3 N a 4 No. 5 No 6 No 7 DnrOne DivTiro DnrHtiee Fund Fund Fund Fund Fund Fund Fund Fund
S Z73JBS7 S 95.121 S 137.393 S 113:676 S 38^617 S 831^1 % 6^38 t 2S9.987 129.627 . . . . . - -
2.500 . . . .
12.5SS 6^13
403JI4 S 93.121 > 169J80 I 121.389 t 38.617 S 851J21
347 773
2C0.760
S 8.ISD 8 826 8 4,793 S 3 837 $ 278 S 9.692 S 630 8 8 ^ 3 21.246 . . . . . . .
769 1 3.211 . . . . 61 60 4 S2_ 12 308 6 4,282
29,437 J 1.653 J t 4.798 _ l 9.120 _8 gO_ 8 10.000 J 656_ 8 13^177
8 374,037 S 93.466 $ 165,182 8 112.269 8 3S.327 8 841.231 8 6^629 8 247.SS3
8 374.057 8 93w466 8 163.182 8 112J69 8 38327 8 841J2I 8 6.629 8 247.383
8 403J14 8 93.121 8 I69J80 8 I2IJS9 8 38.617 8 851321 8 7J85 8 260.760
JEFFERSON DAVIS PARISH POLICE JURY, LOUISIANA Combining Balance Sheet Noimiajor Govemmental Funds
December 31,2012
Schedule 6 (Contfamed)
Cash and cash equivalents ASSETS
Receivables (net of allowances for uncollectibles)
Restncted cash and c a ^ equivalents
Total Assets
LIABILITIES AND FUND BALANCES
Liabilities
Accounts, salanes, and other payables
Contracts payable
Due to o^xa funds Defsired revennes
Total Liabihties
Fund balances Restncted for
Special revenue Debt services Capitol projects
lAiassigned Total Fund Balances
Total Liabihties and Fund Balances
FueDistnct No 6
Iinprov & Mamt Fund
FueDistnct No 3
Capital Improvements
Capital Projects Fire Distnct
No 5 Capital
Street
FY 2009 LCDBG
LCDBG Dce/Gustav
Ehsaster Recovery
Road Sales TaxNo 1
Capital Improvements
6.914
6.914 S
1,144 S
1.144 $
5.770
5.770 $
6.914 S
53
53
53
53 $
53 S
78
78
12,298 100
(12.558)
238 $
$ 12.636 $
$ (12,558) _$_
S 78 S
JEFFERSON DAVIS PARISH POUCE JURY, LOUISIANA ComUnlng Balance Sheet NoaaaiarGoventateatetFitmlt
December 31, 2012
Schedule 6 (Conduded)
Cash and cosh equivnleots ASSETS
Due fiom other funds Receivri^ (net of allowances for
uncollectibles) Restncted cash end cash equivalents
Total Assets
UABIUnES AND FUND BALANCES Liabilities
Accounts, salanes, and other p^ables Contracts pajnble Due to other funds Defened revenues
Total Lubdities
Rind balances Restncted for* Specia) ravenua Debt services Capttsl projects
Total nmd Balances
Total Liabilities and Fund Balances
SubRd#2 TopsyRd
Rmd
S
31.603
S 31.603
Fire District No 7SiDkin8
Fimd
S
1.950
S 1.950
Ftre Distnct No 3 Stnkmg Fund
s
S
Debt Service FueDistnct
No. 4 Smkmg
Fund
8
8
FueDistnct No S
Smkmg Fund
S
8
FueDistnct K a 6
Smlctna I^md
$
5.209
34.172
S 39381
Ro&d Sales TaxNo 1
Sinkms Bmd
S
1.033.388
S 1.033.388
8
S
Special Revenue Stnkmg
notd
-
Total Nonmajor
Rtnds
8 5.215.897 933.457
9.727
153.408 1.110358
8 7.422,847
IS
$ - s - s 31.603 1.950 39366 1035388
8 31.603 8 1.930 S
8 31.603 S 1.930 S
39366 1.033388
39381 1.035388
80378 33344 6338
15330 136.010
6,185,066 1.108.507
3.823 (12358)
7.286.838
7.422.848
JEFFERSON DAVIS PARISH POUCE JURY, LOUISIANA Nomnajor Goremmeotal Fonds
Schedule? (Contlnaed)
ComUidiig Statement of Beveancs, Expeodltnres and and Changes In Food Balancei
For the Year Ended December 31,2012
REVENUES Ad valorem Licenses A pennits Inteigovenuuental revenues Fodeia] grants State fimdsr Stale pansh tiansportstion fbods State revenue shanng (net}
Local funds
Total Revenues
EXPENDITURES
Public safety Public woilcs Health and welfare Debt service Capital ontl^ Other
Total Expenditures
Excess (DeficKDcy) of Revenues Over Expend itmes
OTHER FINANCING SOURCES (USES) Transffan m Transfers out Transfer to component unit for cqutal project LcQg tenn ddit proceeds Sale of capital assets
Total Other Financing Souices and Uses
E-911 COMMUNICATTONS
DISTRICT
Couidtouse PanA &Jail Road Mamlenance Fund Food
Sub Road Cooperative Fire Distnct Ftre Distnct Dist No i Extension No 1 No 2
Fund Service I\iiid Fund
8 - S 320.499 8 376,630 8 184.873 8 68,100 S 399.163 12.410 900
s
8
--
39336
767
377.431
417.734
140,840
8
8
436,431
-19343
9
5.333
473.746
-
$
S
-26.681
-
6391
580
554.351
341.976
-
S
$
---
4.064
57
380.751
-
$
$
---
174
18.911
203.958 S
s
. 2.139 4,711
36 193
75.199
43,995
S
s
--
14.672
4 411
187
419333
172,510
127,792
43.180
S 360,000 S
8 360.000 8
48372
140.840 8 814.910 S 387.156 S 185.729 $ 127.792 S 43.995 S 220.882
276J94 8 (341.164) S 167.195 % 195.022 $ 76.166 I 31.204 8 198,453
Net Change m Fltnd Balance 276^94 S 18.836 8 167.195 S 195.022 8 76^166 S 31.204 S 198.453
F\iod tffllfliwfff — begmnmg Fundi
1.445.249 59.023 989.490 235,729 62,930 486.096 1.722.143 8 77.8S9 8 1.156.685 8 259.067 8 311.895 S 94.134 S 684349
JEFFERSON DAVIS PARISH POUCE JURY, LOUISIANA Nonm^or Govcnimental Ponds
Combining Statement of Rerenues, Expendltiires and and CItfluges In Fimd Balances
For the Year Ended Deceaber 31,20U
(Contfantcd)
Ad valorem Licenses <£ peimitt
Fedeial grants State funds State pansh transpoitation6inds Stale revenue dvam^ (net) Other Local fiinds
Other levenues Total Revenues
Qenenl govenunent Pidilic safety Public woriu Health and welfare Debtsovice CqntBl outlay Other
Total B^qienditures
Excess (Deficiency) of Revenues
OTHER FINANCING SOURCES (USES)
TVansfinout TransCcr to component unit for cqntal jirDiect Long tenn dnit proceeds Sale of capital assets
Total Other Fioancmg Souices and Xha
Net ChangD in Fund Balance
Fund balances - beginning Fund balances - ending
FueDistnct No.3 Fund
FueDistnct No 4 Fund
Fnic Distnct N a 5 Fund
Special Revenue
Fire Distnct FueDistnct No 6 No 7 Fund Fund
Special Ward Road A Bndge
DivOne Fund
SpeaalWanJ RosdABndge
DivTwo Fund
Special Ward Road&Bndgp
DivThtee Fund
374.1(B
8342
34.836
195363
7.021
s
s
1371 159
383.975
143.858
S
S
1385 44
204.013
86,463
351.959
2398
3.787 12.752
159339 14.212 573.457 S
2S385
28.047 207 155
47 43«7
378377 213333 14,259
74.742
$ - $ - $ 144.036 212.818
22.756
10383 366,605
$ - S - $ - S
05.642) (253455 (20545)
2.688 S (32.954) S (25349) S (20545) _J_
S 172327 S 17,259 $ 191.240 S 713 S
76.207 (26.058) 111356
85.914
186 347
86,447
90.947
11,129
513336
12.034
1.686 2,951
S3O207
387.476
73.450
178.694 i 161.205 S 166.792 $ 212.820 $ 10383 S 366.605 8 90.947 S 460.926
S 211.785 S 713 5 3.876 S 21U19 S (4,500) S 69.281
3.876 S 211,219 S (4300) $ 69.281
178302
$ 374.057 8 93.466 S 165.182 > 112J69 > 38327 $ 841.221 S 6.629 8 247383
J E F F E R S O N DAVIS PARISH P O L I C E JURY, LOUISIANA
N o a m ^ c r GoTemmental F t e d t
(Contltnied)
Combinfaig Statement of Reveonts, Expeodltnres and
and Changes In Fund Balances
F o r the Year Ended December 31,2012
REVENUES
Advdorem
uoeoses & penmts
TTT^^TT/J*^! iim^il^^ revenues.
Fedcnl i
State revenue thaimg (net)
OOei
Local fiinds
lnvcstdiCiit cmuniy
Other levenues
Total Revenues
EXPENDITURES
Oenenl govemment
Pubhosafe^
Public works
Health and weUsFB
Debt service
Capital outlay
Other
Xotu fr?rT?*n.oiTiir w
Excess (Defineocy) of Revenues
O w EjqKoditures
OTHER F I N A N d N O SOURCES (USES)
Trsnsfeis m
Transfisis out
Tiansficr to ortn^wnent unit for capital project
Long term dd)t proceeds
S a i n of cqiital assets
Total Other Financing Sources and X%es
Net Owtngp m F^md Balance
Fund balances - begunung
fiiryl hnlwwn — endffig
PneDotnct
No 6
Impiuv A Mamt
FUod
Fire Distnct
No 3
Capital
Impiovemflots
Capital Protects
F m District Street
N o 5 finprovemcnl
Capital FY2009
Imnrovanents LCDBO
LCDBO
fiGDA3u3tav
Disaster
Recovery
Road Sales
Tax N o 1
Capital
Improvemeiits
144
7,407
1.994
155 S
9.401 _8_
(9.246) S
247
247 S
.£471 _L
8 8
177,031
S 177.031 S
3.443
186,124
8 189367 $
8 (12336) _$_
(47)
$
$
3
(9.246)
15.016
S
S 53 53
s (247)
247
S
s
$
8
8
S
s
$
.
(12336)
(22) (12.558)
$
S
(47)
(47)
47
-
JEFFERSON DAVIS PARISH P O U C E JURY, LOIHSIANA
Noumaior Govcmaieotri FUnds
Combfailog Statement of Revenues, Espenditnra and
and Cbangcs fai Faud RalaDccs
For the Year Ended DeccmberSl, 2012
Scbedole?
(Cottdoded)
REVENUES
Ad valorem
Licenses A penmts
Federal grants
Slate funds.
Stale pansh traii^x»t«tion fiiods
State revenue dianng (net)
Odier
Local funds
Investment eomngs
Other revenues
Total Revenues
EXPENDITURES
Oeneial govemment
Public safety
Public works
Health and welfare
DdNservtoe
Cental o u t l ^
Total Expenditures
Excess (Defiaenqr) of Revenues
Over Expenditures
OTHER FINANCING SOURCES (USES)
Transfers m
Transfers out
Transfa to component imit for capital projects
Long term dnit proceeds
Sales of capital BMCIS
Total Other Fmanoing Sources and Uses
Net Change in Fund Balance
Fund balances - beginning Fund balances — ending
SubRd#2
T < w R d Smking
Fund
8 7.866
FueDtstnd
No 7 Sinking
Fund
8 672
Ftre Distnct No 3
Sulking
Fund
S
FiieDismct No 4
Sinking Fund
$
FireEhstnct
No 5
Sinking
Fund
S
FueDistnct
No 6
Smking
Fund
8 58.507 $
Road Sales
TaxNo 1
Sinkmg
Fund
- $
Special
Revenue
Smking
Fund
-
Total
Nonmqor
Ooveraniental
Funds
S 3 884 339
13310
39
685
10.080
10.763
.£ ,8601,
(2.860)
34.463 31.603
30
s
s
s
.
634
1316 1.950
35,642
J3S,6421,
35.642
35.642
25.549
25,549
25349
P ,«9) J .
20345
20.545
QO-^S)
20343
s
$
$
8
58.551
1.875
350
45,361
47386
10.965
S
8
I
$
-
_ 1.249
1313.693
1.514.942
(1314.942)
10.965
28.401
8 1 3 3 4 J 9
39.366 S 1.035.588 S
275
60.972
61.247
436.431
40 854
126.891
28.047
29.432
419320
$
8
8
8
5 .158^3
344 81]
964.424
1,849,110
127,792
1.711.642
487,454
2 5.485,235
(326.982)
8 1.334.291 S 61,247 S 2,037.282 (81 783)
2.688
i 6\aAl 8 1.958.187
S 19349 S $ 1,631,205
1.016,239 - 5.65S.633 $ 7,286,838
Otheir M@p©rfe
60
JEFFERSON DAVIS PARISH POLICE JURY Jennings, Louisiana SUPPLEMENTAL INFORMATION SCHEDULES As of and for the Year Ended December 31,2012
SCHEDULE OF COMPENSATION PAID TO POLICE JURORS
The schedule of compensation paid to police jurors is presented in compliance with House Concurrent Resolution No. 54 ofthe 1979 Session ofthe Louisiana Legislature. Compensation ofthe police jurors is included in the legislative expenditures ofthe General Fund. In accordance with Louisiana Revised Statute 33:1233, the policejury has elected the monthly payment method of compensation. Under this method, the president receives $1,200 per month, and the other jurors receive $800 per month
Melvin Adams Wayne Fruge CurtGuillory Bradley Eastman Steve Eastman Milford Reed Bryon BuUer Tom Kilpatnck Mark Pousson Lenny Dupuis John P. Marceaux Bill Wild Donald Woods, President
Total
$ 9,600 9,600 9,600 9,600 9,600 9,600 9,600 9,600 9.600 9,600 9,600 9,600
14.400
$ 129,600
61
JEFFERSON DAVIS PARISH POLICEJURY Jennings, Louisiana
Schedule of Expenditures of Fednal Awards For the Year Ended I>eoeniber31,2012
Federal Grantor/ Pass-Through Qnator/
Program Name
United States Department of Housing and Urban Dgvelopment Section 8 Housing Choice Voucher Program
Emergency Shelter Grants Program (Passed through Louisiana Department of Social Services)
Community Development Blodc Grant (Passed through Louisiana Office of Community Development)
United States Denartment of Homeland Sccnritv Hazard Mitigation Grant Program
(Passed through Louisiana Governor's OfGce of Homdand Secunty and Emergency Preparedness)
Homeland Secunty Grant Program (Passed tiirough Louisiana Governor's Office of Homeland
Secunty and Emergency Preparedness)
United States Department of Transportation Fonnula Grants for Other than Urbanized Areas
(Passed through Louisiana Department of Transportation and Development)
Pass-Ttrough Entity IdentifVmR Number
LA 188VO
LA CFMS# 697847
B-06-DG-22-0002 B-08-DI-22-0001
1607-053-0001
2010-SS-T0-0043 20n-SS-00124-501
LA-18-X029
Federal CFDA
Number
14 871
14 231
14 228
97 039
97 067
20 509
Expenditures
687.770
8,953
1,781.664
44,564
9,000
142.089
United States Department of Agricwltpral and Forest Service Cooperative Forestry Assistance
(Passed throug^it Louisiana Department of Agnculture and Forestry)
10664 3,414
Recovery Act Awards: United States Department of Honslng and Urban Development Homeless Prevention and Rapid Re-Housing Program
(Passed through Louisiana Department of Children and Family Services)
LA CFMS #685488 14^62 1.633
United States Department of Energy Emergen^ Efnctency and Conservation Block Grant Program
(Passed through Louisiana Department of Natural Resources)
United States Department of Agriculture Rural Department Rural Business Enterpnse Grant
Total Expenditures of Federal Awards
EEA-1026 81128
10783
153,995
200,000
S 3.033,082
62
JEFFERSON DAVIS PARISH POLICE JURY JENNINGS, LOUISIANA
Notes to the Schedule of Expenditures of Federal Awards For the Year Ended December 31,2012
NOTE L BASIS OF PRESENTATION
The accompanying schedule of expenditures of federal awards includes the federal grant activity ofthe police jury and is presented on the modified accrual basis of accounting. The information in this schedule is presented in accordance with the requirements of 0MB Circular A-133, Audits of States, Local Govemments, and Non-Profit Organizations. Therefore, some amounts presented in this schedule may differ from amounts presented in, or used in the preparation of, the basic financial statements
NOTE 2. SUBRECIPIENTS
Ofthe federal expenditures presented in the schedule, the policejuiy provided federal awards to subrecipients as follows:
Federal CFDA
Number Expenditures Passed through Louisiana Department of
Transportation and Development: Formula Grants for other than Urbanized Areas 20.509 $ 142,089
Passed through Louisiana Department of Social Services
Emergency Shelter Grants Program 14 231 8,953 Homeless Prevention and Rapid Rehousing Program 14.262 1,633
63
EDWARD L. KRIELOW (A PROFESSIONAL ACCOUNTING CORPORATION)
510 N. CUTTING P.O. DRAWER 918
JENNINGS, LA 70546 (337) 824-5007
INDEPENDENT AUDITORS' REPORT ON INTERNAL CONTROL OVER FINANCIAL REPORTING AND ON COMPLIANCE AND OTHER MATTERS BASED ON
AN AUDIT OF FINANCIAL STATEMENTS PERFORMED IN ACCORDANCE WITH GOVERNMENT A UDITING STANDARDS
To the Jefferson Davis Parish Police Jury Jennings, Louisiana
We have audited in accordance with the auditing standards generally accepted in the United States of America and the standards applicable to financial audits contained in Govemment Auditing Standards, issued by the Comptroller General of the United States, the financial statements of the govemmental activities, each major fund, and the aggregate remaining fund information ofthe Jefferson Davis Parish Police Jury, as of and for the year ended December 31, 2012, and the related notes to the financial Statements which collectively comprise the Jefferson Davis Parish Police Jury's primary govemment basic financial statements and have issued our report thereon dated September 20,2013.
Intemal Control Over Financial Reporting
In planning and performing our audit, ofthe financial statements we considered the Jefferson Davis Parish Police Jury's intemal control over financial reporting (intemal control) to determine the audit procedures that are appropriate in the circumstances for the purpose of expressing our opinions on the financial statements, but not for the purpose of expressing an opinion on tiie effectiveness ofthe Jefferson Davis Parish Police Jury's intemal control. Accordingly, we do not express an opinion on the efifectiveness of the Jefferson Davis Parish Police Jury's intemal control.
A deficiency in intemal control exists when the design or operation of a control does not allow management or employees, in the normal course of performing their assigned functions, to prevent, or detect and correct misstatements on a timely basis. A material weakness is a deficiency, or a combination of deficiencies, in intemal control such that there is a reasonable possibility that a material misstatement ofthe entity's financial statements mW not be prevented, or detected and corrected on a timely basis. A significant deficiency is a deficiency, or a combination of deficiencies, in internal control that is less severe than a material weakness, yet important enough to merit attention by those charged with govemance.
Our consideration of intemal control was for the limited purpose described in the first paragraph of this section and was not designed to identify all deficiencies in intemal control that might be material weaknesses or significant deficiencies and therefore, material weaknesses or significant deficiencies may exist that were not identified. Given these limitations, during our audit we did not identify any deficiencies in intemal control that we consider to be material weaknesses. However, material weaknesses may exist that have not been identified. We did identify certain deficiencies in intemal control described in the accompanying schedule of findings and questioned costs that we consider to be significant deficiencies, items 2011-01 and 2012-01.
64
Compliance and Other Matters
As part of obtaining reasonable assurance about whether the Jefferson Davis Parish Police Jury's financial statements are firee of material misstatement, we performed tests of its compliance with certain provisions of laws, regulations, contracts, and grant agreements, noncompliance with which could have a direct and material effect on the detemiination 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 instances ofnoncompliance or other matters that are reqtiired to be reported under Govemment Auditing Standards and v^ch are described in the accompanying schedule of findings and questioned costs as item 2009-01 and 2012-02.
Jefferson Davis Parish Police Jnrv*s Response to Findings
The Jefferson Davis Parish Police Jury's responses to the findings identified in our audit are described in the accompanying schedule of findings and qxiestioned costs. Jefferson Davis Parish Police Jury's responses were not subjected to the auditing procedures applied in the audit ofthe financial statements and, accordingly, we express no opinion on it.
Purpose of this Report
The pxirpose of this report is solely to describe the scope of our testing of intemal control and compliance and the results of that testing, and not to provide an opinion on the effectiveness ofthe entity's intemal control or on compliance. This report is an integral part of an audit performed in accordance with Govemment Auditing Standards in considering the entity's intemal control and compliance. Accordingly, this communication is not suitable for any other purpose.
This report is intended solely for the information and use of management, the finance committee, Police Jurors, others within the entity, the Legislative Auditor, federal awarding agencies, and pass-through entities and is not intended to be and should not be used by anyone other than these specified parties. However, under the provisions of Louisiana Revised Statutes 24:513 and 44:6, this report is a matter of public record and its distribution is not limited.
Certified Public Accountants Jermings, Louisiana September 20,2013
65
EDWARD L. KRIELOW A PROFESSIONAL ACCOUNTING CORPORATION
5 ION. CUTTING P,0. DRAWER 918
JENNINGS, LA 70546 (337) 824-5007
INDEPENDENT AUDITORS' REPORT ON COMPLIANCE WITH REQUIREMENTS APPLICABLE TO EACH MAJOR PROGRAM AND INTERNAL CONTROL OVER COMPLL\NCE IN ACCORDANCE WITH 0MB CIRCULAR A-133
To the Jefferson Davis Parish Police Jury Jennings, Louisiana
Compliance
We have audited the Jefferson Davis Pansh Police Jury's compliance with the types of compliance requirements described in the 0MB Circular A-133 Compliance Supplement that could have a direct and material effect on each ofthe Jefferson Davis Parish Police Jury's major federal programs for the year ended December 31,2012. The Jefferson Davis Parish Police Jury's major federal programs are identified in the summary of auditors' results section ofthe accompanying schedule of findings and questioned costs.
Management's Responsibility
Management is responsible for compliance with the requirements of laws, regulations, contracts, and grants applicable to its federal programs.
Auditor's Resnonsibilitv
Our responsibility is to express an opinion on compliance for each ofthe Jefferson Davis Parish Police Jury's major federal programs based on our audit ofthe types of compliance requirements referred to above.
We conducted our audit of compliance in accordance with auditing standards generally accepted in the United States of America; the standards applicable to financial audits contained in Govemment Auditing Standards issued by the Comptroller General ofthe United States; and 0MB Circular A-133, Audits of States, Local Govemments, and Non-Profit Organizations. Those standards and 0MB Circular A-133 require that we plan and perform the audit to obtain reasonable assurance about whether noncompliance with the types of compliance requirements referred to above that could have a direct and material effect on a major federal program occurred. An audit includes examining, on a test basis, evidence about the Jefferson Davis Parish Police Jury's compliance with tiiose requirements and performing such other procedures as we considered necessary in the circumstances.
We believe that our audit provides a reasonable basis for our opinion on compliance for each major federal program However, our audit does not provide a legal determination ofthe Jefferson Davis Parish Police Jury's compliance.
Oninion on each Major Program
In our opinion , the Jefferson Davis Parish Police Jury complied, in all material respects, with the compliance requirements referred to above that could have a direct and material effect on each of its major federal programs for the year ended December 31,2012.
66
Other Matters
The results of our auditing procedures disclosed instances ofnoncompliance, which are required to be reported in accordance with OMB Circular A-133 and which are described in tiie accompanying schedule of fmdings and questioned costs as items 2009-01, 2011-01,2012-01, and 2012-02. Our opinion on each major federal program is not modified with respect to these matters.
The Jefferson Davis Parish Police Jury's response to the noncompliance findings identified m our audit is described in the accompanying schedule of findings and questioned costs The Jefferson Davis Parish Police Jury's responses were not subjected to the auditing procedures applied in the audit of compliance and, accordingly, we express no opinion on the responses.
Reoort on Internal Control Over Comnliances
Management ofthe Jefferson Davis Parish Police Jury is responsible for establishmg and maintaining effective internal control over compliance with requirements referred to above. In plarming and performing our audit of compliance, we considered the Jefferson Davis Parish Police Jury's intemal control over compliance with the types of requirements that could have a direct and material effect on each major federal program to determine the auditing procedures that are appropriate in the circumstances for the purpose of expressing an opinion on compliance for each major federal program and to test and report on intemal control over compliance in accordance with OMB Circular A-133, but not for the purpose of expressing an opinion on the effectiveness of intemal control over compliance. Accordingly, we do not express an opinion on the effectiveness ofthe Police Jury's intemal control over compliance.
A deficiency m intemal control over compliance exists when the design or operation of a control over compliance does not allow management or employees, in the normal course ofperforming their assigned functions, to prevent, or detect and correct, noncompliance with a type of compliance requirement of a federal program on atimely basis. A material weakness in intemal control over compliance is a deficiency, or combination of deficiencies, in intemal control over compliance, such that there is a reasonable possibility that material noncompliance with a type of compliance requirement of a federal program will not be prevented, or detected and corrected, on a timely basis. A significant deficiency in intemal control over compliance is a deficiency, or a combination of deficiencies, in internal control over compliance with a type of compliance requirement of a federal program that is less severe than a material weakness in intemal control over compliance, yet important enough to merit attention by those charged with govemance.
Our consideration of intemal control over compliance was for the limited purpose described in the first paragraph of this section and was not designed to identify all deficiencies in internal control over compliance that might be material weaknesses or significant deficiencies. We did not identify any deficiencies in intemal control over compliance that we consider to be material weaknesses. However, material weaknesses may exist that have not been identified.
The purpose of this report on intemal control over compliance is solely to describe the scope of our testing of intemal control over compliance and the results of that testmg based on the requirements of OMB Circular A-133. Accordingly, this report is not suitable for any other purpose.
67
This report is intended solely for the information and use of management, the fmance committee. Police Jurors, others within the entity, the Legislative Auditor, federal awarding agencies, and pass-through entities and is not intended to be and should not be used by anyone other than these specified parties However, under the provisions of Louisiana Revised Statutes 24:513 and 44:6, this report is a matter of public record and its distributon is not limited.
Certified Public Accountants
Jennings, Louisiana September 20,2013
68
JEFFERSON DAVIS PARISH POLICE JURY SCHEDULE OF FINDINGS AND QUESTIONED COSTS YEAR ENDED DECEMBER 31,2012
SUMMARY OF AUDIT RESULTS
1. The auditors' report expresses an unqualified opinion on the basic financial statements ofthe Jefferson Davis Parish Police Jury's primary govemment.
2. Three significant deficiencies disclosed during the audit ofthe financial statements are reported in the Report on Intemal Control Over Financial Reporting and on Compliance and Other Matters Based on an Audit of Financial Statements Performed in Accordance with Govemment Auditing Standards. No material weaknesses are reported.
3. No instances ofnoncompliance material to the financial statements ofthe Jefferson Davis Pansh Police Jury were disclosed during the audit.
4. No significant deficiencies in intemal control over major federal award programs were reported in the Report on Compliance with Requirements Applicable to Each Major Program and Intemal Control over Compliance in Accordance with OMB Circular A-133.
5. The auditors' report on compliance for the major federal award programs for the Jefferson Davis Parish Police Jury expresses an unqualified opinion on all major federal programs.
6. The audit disclosed no findings required to be reported in accordance with Section 510(a) of OMB Circular A-133.
7. The programs tested as major programs included:
Federal Grantor/ CFDA Pass-Through Grantor/
Number Program Name United States Department of Housing and Urban Development
14.871 Section 8 Housing Choice Voucher Program
14.228 Community Development Block Grants (Passed through Louisiana Office of Community Development)
8 The threshold for distinguishing Types A and B programs was $300,000.
9. The Jefferson Davis Parish Police Jury was determined to be a low-risk auditee.
FINDINGS-FINANCIAL STATEMENT AUDIT
Significant Deficiency
2009-01 Statutory Compliance
Condition: During our audit, we noted that $70,880 of receipts were not being deposited in a timely manner One check was held as long as 10 months.
69
Criteria Louisiana R.S. 39:1212 requires that all funds should be deposited daily when practicable.
Cause. Policejury personnel failed to deposit receipts in a timely maimer as required by Louisiana R.S. 39:1212.
Effect. Failure to deposit receipts in a timely manner is prohibited by Louisiana R.S. 39:1212.
Context: We examined receipts for three days and compared the date ofthe receipts to the date deposited.
Recommendation: The policejury should implement policies and procedures to ensure that all receipts are deposited in a timely marmer to comply with requirements of Louisiana R.S. 30:1212.
Views of responsible official and planned corrective actions: Police jury management agrees with the finding and will work to implement procedures as recommended Contact: Donald Woods, President.
2011-01 Intemal Control over Expenditures
Condition A review of cash disbursements disclosed a lack of intemal control over purchases. Several purchases made by fire districts contained purchase orders dated after the purchase and/or did not contain signature of personnel responsible for authorizing the purchase. Fire District #1 provided police jury personnel an invoice for payment 6 months after the purchase was made. The accompanying purchase order was also dated 6 montiis after the purchase.
Criteria. Policejury management is responsible for establishing intemal control policies and procedures that provide reasonable assurance that assets are safeguarded against loss resulting from transactions that are not executed in accordance with management's authorization
Cause: Fire district personnel failed to obtain purchase orders prior to making purchases and/or failed to obtain signature by personnel responsible for authorizing the purchase.
Effect. Failure to adhere to intemal controls over cash disbursements could result in a loss of assets firom transactions that are not in accordance with management's authorization
Context: We examined invoices and purchase orders for various purchases made by fire districts and special ward road and bridge divisions.
Recommendation: The policejury should implement policies and procedures requiring that purchase orders are obtained prior to making purchases and contain signatures by persormel responsible for authorizing the purchases The policies and procedures should also require that invoices are provided for payment to policejury personnel in a timely manner.
Views of responsible official and planned corrective actions. Policejury management agrees with the finding and will work to implement procedures as recommended. Contact: Donald Woods, President.
2012-01 Intemal Control over Personnel Files
Condition: A review of persormel files revealed that several files lacked current withholding information, documentation of new hire registry reporting, or information regarding the proof of existence.
Criteria: Policejury management is responsible for establishing intemal control policies and procedures that ensure that personnel files contain current and all pertinent information safeguarding against loss resulting from payroll transactions that are not executed in accordance with management's authorization
Cause: Policejury personnel failed to obtain current and all pertinent information regarding employees and payroll transactions.
70
Effect: Failure to adhere to intemal controls over payroll transactions could result in a loss of assets from transactions that are not in accordance with management's authorization
Context: We examined several personnel files for current withholding information, new hire registry reporting, and proof of existence.
Recommendation: The policejury should implement policies and procedures requiring that personnel files are updated so that all pertinent information is present and current.
Views of responsible official and planned corrective actions: Police jury management agrees with the finding and will work to implement procedures as recommended. Contact: Donald Woods, President.
2012-02 Late Submission of Report
Condition: Audited financial statements were not completed and transmitted to the Louisiana Legislative Auditor within six months ofthe close ofthe entity's year.
Criteria: Louisiana R.S. 24:513 requires that all audit engagements be completed and transmitted to the Louisiana Legislative Auditor within six months ofthe close ofthe entity's year.
Cause: The policejury's accounting system was completely changed during the year ended December 31, 2013 which required additional procedures and time to complete the audit engagement. Also, the staff accountant was required to be absent a substantial amount of time due to critical ilkiesses of immediate family members.
Effect. Failure to complete and transmit the audited financial statements to the Louisiana Auditor within six months ofthe close ofthe entity's year is a violation of R.S. 24:513.
Context: Not applicable
Recommendation: The policejury should provide complete information to the auditor in a manner that enables timely completion ofthe audited financial statements.
Views of responsible official and planned corrective actions: Police jury management agrees with the finding and will work to implement procedures as recommended. Contact: Donald Woods, President.
Material Weakness
There were no material weaknesses in intemal control or instances of material noncompliance noted during the audit.
FINDINGS AND QUESTIONED COSTS-MAJOR FEDERAL AWARD PROGRAMS AUDIT
There were no significant deficiencies in intemal control over major federal award programs or instances of material noncompliance noted during the audit.
71
JEFFERSON DAVIS PARISH POUCE JURY JENNINGS, LOUISIANA
Summary Schedule of Pnor Audit Finduigs For the Year Ended December 31.2012
RefNo 2009-01
Fiscal Year Fmding Initially
Occuned 2009
Description of Findmq Louisiana R.S 39 1212 stales that all funds should be deposited daily viicn practicable Dunng our audit, we noted that $7,742 of permit fees were not deposited in a timely manner
Corrective Action Taken
(Yes. No. Partially) No
Planned Corrective Action/Partial Corrective
Action Taken The police jury will unplemem a policy to ensure that all pemut fees are deposited in a timely manner to comply with rcquiremeots of Louisiana R.S 39 1212
2011-01 2011 Durmg a review of cash disbursements, we noted that several purchases made by fire distncts contamed piudiase ordos dated after the purchase
No The policejury will implement a pol i^ requirmg that purchase orders are obtained pnor to makmg a purchase
JEFFERSON DAVIS PARISH POUCE JURY Jeimings, Louisiana
Corrective Action Plan for Current Year Audit Fmdings For the Year Ended December 31.2012
RefNo
2009-01 (Repeated)
Descnption of Finding
Louisiana R. S 39 1212 states that all funds should be deposited daily when practicable Dunng our audit, we noted that $70,880 of receipts were not deposited m a timely marmer One check was held as long as 10 months
Corrective ActicHi Planned
The police jury will nnplemeot a policy to ensure that all receipts are deposited m a timely maimer to comply with requucments of Louisiana R.S 39 1212
Name(s) of Contact Person
Donald Woods
Anticipated Completion Date
Immediately
2011-01 (Repeated) Dunng a review of cash disbursements, we noted that several purchases made by fire distncts and special ward road and bridge division 2 contained purchase orders dated after the purchase and/or did not contam signature by posoimel responsible for authonzmg the purchase. Fire Distnct U\ provided police jury persormel an mvoice for payment 6 months after the purchase was made The accompanying purchase order was also dated 6 months after the purdiase
The police jury will unplement a policy requinng that purchase orders are obtained pnor to making a purchase and contain signature by personnel responsible for authonzmg the purchase The policy will also require that invoices are provided for payment to policejuiy personnel in a timely manner
Donald Woods Immediately
2012-01 A review of personnel files revealed that several files lacked cunent withholdmg information, documentation of new hire r^istiy reportmg, or mformabon regardmg the proof of existence such as I-9, copy of dnver's license, social secunty or birth certificate.
The policejury will implement a pohcy requinng that personnel files ore updated so that all pertinent information is present and cunent.
Donald Woods Immediately
2012-02 Louisiana Revised Stahie 24 S13 requires all audit engagements be completed and transmitted to the Louisiana L^islative Auditor within six months ofthe close ofthe enb^s year Accordingly, this audit rqwrt was due tQ.be filed no later than June 30,2013 Because of a complete change in the Police Jury's accounting system which required additional procedures and time to complete them and the staff accountant m charge ofthe engagement was required to be absent a substanial amount of time due to cntical illnesses of immediate bimly members, the rqiort was not filed until September 30,2013
The policejuiy will provide complete information to the auditor m a manner tiiat enables tunely completion ofthe audited financial statements
Donald Woods Immediately