Evangeline Parish Clerk of Court...EVANGELINE PARISH CLERK OF COURT Financial Report Year Ended June 30,2010 Under provisions of state law, this report is a public document. Acopy

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EVANGELINE PARISH CLERK OF COURT

Financial Report

Year Ended June 30,2010

Under provisions of state law, this report is a public document. Acopy of the report has been subnnjtted to the entity and other appropriate public officials. The report is available for public inspection at the Baton Rouge office of the Legislative Auditor and. where appropriate, at the office of the parish clerk of court.

Release Date

TABLE OF CONTENTS

Page

Independent Auditors' Report

BASIC FINANCIAL STATEMENTS

GOVERNMENT-WIDE FINANCIAL STATEMENTS (GWFS) Statement of net assets Statement of activities

FUND FINANCIAL STATEMENTS (FFS) Balance sheet - govemmental fimd Reconciliation of the govemmental fund balance sheet

to the statement of net assets Statement of revenues, expenditures, and change in fund balance-

governmental fund Reconciliation of the statement of revenues, expenditures, and change

in fund balance of the govemmental fund to the statement of activities Combined statement of fiduciary assets and liabilities

Notes to basic financial statements

REQXJIRED SXXPPLEMENTARY INFORMATION Budgetary comparison schedule:

General Fund Schedule of Funding Progress

OTHER SUPPLEMENTARY INFORMATION

OTHER FINANCIAL INFORMATION Major Governmental Fund -

General Fund - budgetary comparison schedule - revenues General Fund - budgetary comparison schedule- expenditures

Fiduciary Funds -Combining statement of assets and liabilities Combining statement of changes in assets and liabilities

Schedule of insurance in force (unaudited)

1-2

8

9

10

11 12

13-24

26 27

30 3i

33 34

35

(continued)

TABLE OF CONTENTS (continued)

Page

INTERNAL CONTROL, COMPLIANCE. AND OTHER MATTERS

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 37-38

Summary schedule of current and prior year audit findings and corrective action plan 39-40

C. Bortoo KokJof. CPA* RUSMU F. Ctiampagns, CPA* Victor R. Slaven, CPA* P. Troy CourvMle. CPA' Otratd A ThibodMux, Jr ,CPA' Robert S. Carter. CPA* Anhur R Moon, CPA"

Tynes e. Mbton, Jr., CPA Alton J LsBry, CPA Wtwt R. Lsger. CPA,PFS.CSA* Penny Angatla Scrugt^ns, CPA Christine L. Coujin, CPA Mary T. Thlxxlesux. CPA Marshall W. Guidry. CPA Alan M. Tailor, CPA James R. Roy, CPA Robert J. Mec. CPA Kelly M. Doooet. CPA Cheryl L. Satley. CPA Mandy B. SeH. CPA Paii L. Delcambre, Jr, CPA Wanda F. Ansment, CPA, CVA Kristin B. Dauzal. CPA Ritfiard R AnderBOn Sr. CPA Carolyn C. Anderson, CPA

Retired: Conrad 0. Chapman. CPA* 2006 HanyJ.ao»tto,CPA 2007

* A Prattt^nat AccounUng CwpmUon

KOLDER, CHAMPAGNE, SLAVEN & COMPANY, LLC CERTIFIED PUBLIC ACCOUNTANTS

OFFICES

1S3 South Beadle Rd. LîyeiU>.LA70S0S Phone (337) 232-4141 Fax (337) 232-^60

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1234Da^ridOr.St«203 Morgan City, LA 703SO Phone (985) 384^020 Fax(985)3B4-30ZC

408 West Cotton Street Villa PlBlie.lA70S8e Phone (337) 363-2792 Fax(337]363«M9

332 West Sixth Avenue Oberiin. LA 70S55 Phono (337) 639.4737 Fax (337) 639-4568

450 East Main Street New tberia. LA 70560

Phone (337) 367-9204 Fax (337) 387-9308

200 South Main Street Abbeville. LA 70510

Phone (337)993-7944 Fax (337) 893-7946

1013 Main Street Frart<t^.U 70538

Phone (337) 82&0272 Fax(337)8Z8^]290

133EaslWaddUSl. Marksvjlle LA 713S1

Phone (318) 2S3'«2S2 Fa)i(318)2S3-«6Bl

$21 Main Street PIneville, LA 71360

Phone (318) 442-4421 Fax (316) 442-9833

INDEPENDENT AUDITORS' REPORT WEB SITE WWW.KCSRCPASCOM

The Honorable WaUer Lee Evangeline Parish Clerk of Court Ville Platte, Louisiana

We have audited the accompanying financia! statements of the govemmental activities, major fund, and the aggregate remaining fund information of the Evangeline Parish Clerk of Court (Clerk of Court), a component unit of the Evangeline Parish Police Jury, as of and for the year ended June 30, 2010, which collectively comprise the Clerk of Court's basic fmancial statements as listed in the table of contents. These financial statements are the responsibility of the Clerk of Court. Our responsibility is to express opinions on these fmancial 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 Govemment 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 free of material misstatement. An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the financial statements. An audit also includes assessing the accounting principles used and the significant estimates made by management, as well as evaluating the overall financial statement presentation. We believe that our audit provides a reasonable basis for our opinions.

In our opinion, the financial statements referred to above present fairly, in all material respects, the respective financial position of the govemmental activities, major fund, and the aggregate remaining fund information of the Evangeline Parish Clerk of Court, as of June 30, 2010, and the respective changes in financial position and cash flows, where applicable, thereof for the year then ended in conformity with accounting principles generally accepted in the United States of America.

In accordance with Government Auditing Standards, we have also issued our report dated December 15, 2010, on our consideration of the Clerk of Court's internal 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 Government Auditing Standards, and should be considered in assessing the results of our audit.

Member of: AMERICAN INSTITUTE Cff CERTIFIED PUBLIC ACCCHffJTAMTS 1

Member of: SOCIETY OF LOUISIANA

CERTIFIED PUBUC ACCOUNTANTS

http://WWW.KCSRCPASCOM

The budgetary comparison infomiation and schedule of funding progress on pages 26-27 are not a required part of the basic financial statements but are supplementary information required by accounting principles generally accepted in the United States of America. We have applied certain limited procedures, which consisted principally of inquiries of management regarding the methods of measurement and presentation of the required supplementary infonnation. However, we did not audit the informiation and express no opinion on it.

The Evangeline Parish Clerk of Court has not presented management's discussion and analysis that the Governmental Accounting Standards Board has determined is necessary to supplement, although not required to be part of, the basic fmancial statements.

Our audit was conducted for the purpose of forming opinions on the financial statements that collectively comprise the Evangeline Parish Clerk of Court's basic financial statements. The other supplementary information on pages 30-35 are presented for purposes of additional analysis and are not a required part of the basic financial statements. The fiduciary funds combining statements on pages 33-34, have been subjected to the auditing procedures applied in the audit of the basic financial statements and, in our opinion, are fairly stated in all material respects in relation to the basic financial statements taken as a whole. The budgetary comparison schedules on pages 30-31 and the schedule of insurance in force on page 35 have not been subjected to the auditing procedures applied in the audit of the basic financial statements and, accordingly, we express no opinion on them.

KoldeVy Champagne^ Slaven & Company, LLC Certified Public Accountants

Ville Platte, Louisiana December 15,2010

BASIC FINANCIAL STATEMENTS

I GOVERNMENT-WIDE FINANCIAL STATEMENTS (GWFS)

EVANGELINE PARISH CLERJC OF COURT Ville Platte, Louisiana

Statement of Net Assets June 30,2010

ASSETS

Current assets: Cash and interest-bearing deposits Receivables, net Accrued interest Prepaid expenses

Total current assets

Noncurrent assets: Capital assets, net

Total assets

Govemmental Activities

$250,444 7.018 2,320

11,147 270,929

11,512 282,441

LIABILITIES

Current liabilities: Accounts and other payables

Noncurrent liabilities: Compensated absences payable Net OPEB obligation

Total liabilities

Invested in capital assets Unrestricted

Total net assets

NET ASSETS

5,624

79,456 61,645

146,725

11.512 124,204

$135,716

The accompanying notes are an intemal part of the basic financial statements.

5

EVANGELINE PARISH CLERK OF COURT Ville Platte, Louisiana

Statement of Activities For the Year Ended June 30, 2010

Activities Govemmental activities:

General govemment

Program Revenues Fees, Fines, and

Expenses Charges for Services

$964,211 $901,441

Net (Expense) Revenues and Changes in Net Assets

Govemmental Activities

$ (62,770)

General revenues: Interest income Miscellaneous

Total general revenues

Change in net assets

Net assets-July 1,2009

Netassets-June 30,2010

8.802 25,334 34,136

(28,634)

164,350

$135,716

The accompanying notes are an integral part of the basic financial statements.

FUND FINANCIAL STATEMENTS (FFS)


Balance Sheet - Govemmental Fund June 30.2010

ASSETS

Cash Interest-bearing deposits Receivables:

Accounts receivable Accmed interest

Prepaid expenditures Total assets

LIABILITIES AND FUND BALANCE

Liabilities: Accounts payable

Fund balance: Unreserved, undesignated

Total liabilities and fund balance

$180,444 70,000

7,018 2,320

U,147 $270,929

$ 5.624

265,305

$270,929

The accompanying notes are an integral part of the basic fmancial statements.


Reconciliation of the Govemmental Fund Balance Sheet to the Statement of Net Assets

June 30, 2010

Total fund balance for the governmental fund at June 30. 2010 $ 265,305

Cost of capital assets at June 30, 2010 Less: Accumulated depreciation

Long-term liabilities at June 30. 2010: Compensated absences Net OPEB obligation

Total net assets of govemmental activities at June 30,2010

$204,868 (193,356)

(79,456) (61,645)

11,512

(141,101)

$135,716


9


Statement of Revenues. Expenditures, and Change in Fund Balance Govemmental Fund

For the Year Ended June 30,2010

Revenues: Licenses and permits Fees, charges and commissions -

Court costs, fees and charges Fees for recording legal documents Fees for certified copies

Miscellaneous Total revenues

Expenditures: Current -

General govemment: Personnel services and related benefits Operating services Material and supplies Travel and other charges

Capital outlay

Total Expenditures

Net change in fund balance

Fund balance, beginning of year

Fund balance, end of year

$ 5,300

78,081 769,869 48,191 34,136

935.577

738,580 74,987 54,918 10,735 7,096

886,316

49,261

216.044

$ 265,305


10


Reconciliation of the Statement of Revenues, Expenditures, and Change in Fund Balance of the Govemmental Fund

to the Statement of Activities For the Year Ended June 30, 2010

Total net change in fimd balance for the year ended June 30.2010 per Statement of Revenues, Expenditures and Changes in Fund Balance $ 49,261

Add: Capital outlay costs which are considered as expenditures on Statement $ 7,096

Less: Depreciation expense for year ended June 30, 2010 (19,271) (12,175)

Excess of compensated absences eamed over compensated absences used (4,075)

Increase in net OPEB obligation (61,645)

Tofal change in net assets for the year ended June 30,2010 per Statement of Activities $ (28,634)


11


Combined Statement of Fiduciary Assets and Liabilities June 30,2010

ASSETS

Cash $1,714,936

Interest-bearing deposits 1,243,748

Total assets $2.958,684

LIABILITIES

Due to litigants and others $ 2.958,684


12


Notes to the Basic Financial Statements

(1) Summary of Significant Accounting Policies

The accompanying financial statements of the Evangeline Parish Clerk of Court (Clerk of Court) have been prepared in conformity with generally accepted accounting principles (GAAP) as applied to governmental units. GAAP includes all relevant Govemmental Accounting Standards Board (GASB) pronouncements. The accounting and reporting fi^mework and the more significant accounting policies are discussed in subsequent subsections of this note.

Such accounting and reporting procedures also conform to the requirements of Louisiana Revised Statutes 24:513 and to the industry audit guide, Audits of State and Local Governments.

The following is a summary of certain significant accounting policies:

A. Financial Reporting Entity

As provided by Article V, Section 28 of the Louisiana Constitution of 1974, a Clerk of Court serves as the ex-officio notary public, the recorder of conveyances, mortgages and other acts, and shall have other duties and powers provided by law. A Clerk of Court is elected for a term of four years.

These financial statements only include funds and activities that are controlled by the Clerk of Court as an independently elected parish official. The Clerk of Court is a component unit of the Evangeline Parish Police Jury. The Clerk of Court is fiscally dependent on the Evangeline Parish Police Jury since the Clerk of Court's offices are located in the Parish Court House, the upkeq) and maintenance of the courthouse is paid by the Parish Police Jury and certain operating expenditures of the Clerk of Courts office are paid by the Parish Police Jury.

As an independently elected official, the Clerk of Court is solely responsible for the operations of his office, which includes the hiring or retention of employees, authority over budgeting, responsibility for deficits, and the receipt and disbursement of funds. Certain units of local govemment over which the Clerk of Court exercises no oversight responsibility, such as the parish school board, other independently elected officials, and municipalities within the parish, are excluded fi"om the accompanying financial statements. These units of govemment are considered separate reporting entities and issue financial statements separate fi-om that of the Clerk of Court.

13


Notes to Basic Financial Statements (Continued)

B. Basis of Presentation

Government-Wide Financial Statements (GWFS)

The statement of net assets and statement of activities display information about the reporting govemment as a whole. They include all funds of the reporting entity, which are considered to be govemmental activities. Fiduciary funds are not included in the GWFS. Fiduciary funds are reported only in the Statement of Fiduciary Net Assets at the fund financial statement level.

The statement of activities presents a comparison between direct expenses and program revenues for each function of the Clerk of Court's govemmental activities. Direct expenses are those that are specifically associated with a program or function and, therefore, are clearly identifiable to a particular function. Program revenues include (a) fees and charges paid by the recipients for goods or services ofltered by the programs, and (b) grants and contributions that are restricted to meeting the operational or capital requirements of a particular program. Revenues that are not classified as program revenues, including all taxes, are presented as general revenues.

Fund Financial Statements (FFS)

The accounts of the Clerk of Court are organized and operated on the basis of funds. A fund is an independent fiscal and accounting entity with a separate set of self-balancing accounts. Fund accounting segregates funds according to their intended purpose and is used to aid management in demonstrating compliance with finance-related legal and contractual provisions. The minimum number of fiands is maintained consistent with legal and managerial requirements.

The various funds of the Clerk of Court are classified into two categories: govemmental and fiduciary. The emphasis on fund financial statements is on major govemmental funds. A fimd is considered major if it is the primary operating fund of the entity or meets the following criteria:

a. Total assets, liabilities, revenues, or expenditures/expenses of that individual governmental or enterprise fund are at least 10 percent of the corresponding total for all funds of that category or type; and

b. Total assets, liabilities, revenues, or expenditures/expenses of the individual govemmental or enterprise fund are at least 5 percent of the corresponding total for all governmental and enterprise funds combined.

14



The major fund of the Clerk of Court is described below:

Govemmental Fund -

^ General Fund

The General Fund, as provided by Louisiana Revised Statute 13:781, is the principal fund of the Clerk of Court and is used to account for the operations of the Clerk of Court's office. The various fees and charges due to the Clerk of Court's office are accounted for in this fund. General operating expenditures are paid fi-om this fund.

Additionally, the Clerk of Court reports the following fund type:

Fiduciary Funds -

Fiduciary funds account for assets held by the govemment in a trustee capacity or as an agent on behalf of other funds within the Clerk of Court. The funds accounted for in this category by the Clerk of Court are the agency funds. The agency funds are as follows:

Advance Deposit Funds I and II - accounts for advance deposits on suits filed by litigants.

Registry of the Court Fund - accounts for funds which have been ordered by the court to be held until judgment has been rendered in court litigation.

Civil Jury Fund - accounts for deposits which have been authorized by the court for payment of jury costs in civil cases.

C. Measurement Focus/Basis of Accounting

Measurement focus is a term used to describe "which" transactions are recorded within the various financial statements. Basis of accounting refers to "when" transactions are recorded regardless of the measurement focus applied.

Measurement Focus

On the govemment-wide statement of net assets and the statement of activities, govemmental activities are presented using the economic resources measurement focus as defined in item b. below. In the fund financial statements, the "current financial resources" measurement focus or the "economic resources" measurement focus is used as appropriate:

15



a. The govemmental fund utilizes a "current financial resources" measurement focus. Only current financial assets and liabilities are generally included on its balance sheet. Their operating statement presents sources and uses of available spendable financial resources during a given period. This fund uses fund balance as its measure of available spendable financial resources at the end of the period.

b. The govemment-wide financial statement utilizes an "economic resources" measurement focus. The accounting objectives of this measurement focus are the determination of operating income, changes in net assets (or cost recovery) and financial position. All assets and liabilities, (whether current or noncurrent) associated with its activities are reported. Govemment-wide fund equity is classified as net assets.

Basis of Accounting

In the govemment-wide statement of net assets and statement of activities, the govemmental activities are presented using the accrual basis of accounting. Under the accrual basis of accounting, revenues are recognized when eamed and expenses are recorded when the liability is incurred or economic asset used. Revenues, expenses, gains, losses, assets, and liabilities resulting from exchange and exchange-like transactions are recognized when the exchange takes place.

In the govemment-wide financial statements, expenses are classified by function. In the fund financial statements, expenditures are classified by character and function.

Govemmental fund financial statements are reported using the current financial resources measurement focus and the modified accmal basis of accounting. Revenues are recognized as soon as they are both measurable and available. Revenues are considered to be available when they are collectible within the current period or soon enough thereafter to pay liabilities of the current period. For this purpose, the govemment considers revenues to be available if they are collected within 60 days of the end of the current fiscal period. Expenditures (including capital outlay) generally are recorded when a liability is incurred, as under accrual accounting. However, debt service expenditures are recorded only when payment is due.

D. Assets. Liabilities and Equity

Cash and interest-bearing deposits

For purposes of the statement of net assets, cash and interest-bearing deposits include all demand accounts, savings accounts, and certificates of deposits of the Clerk of Court.

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Capital Assets

Capital assets, which include property, plant, and equipment, are reported in the govemmental activities column in the govemment-wide financial statements. Capital assets are capitalized at historical 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 Clerk of Court maintains a threshold level of $1,000 or more for capitalizing capital assets. The costs of normal maintenance and repairs that do not add to the value of the asset or materially extend assets lives are not capitalized.

Depreciation of all exhaustible capital assets is recorded as an expense in the statement of activities, with accumulated depreciation reflected in the statement of net assets. Depreciation is provided over the assets' estimated useful lives using the straight-line method of depreciation. The range of estimated useful lives by type of asset is as follows:

Fumiture, fixtures and equipment 5-iO years

Compensated Absences

Employees of the Clerk of Court's office earn 96 hours of vacation leave per year and 96 hours of sick leave per year. Employees are permitted to carryover all vacation and sick vacation leave at an unlimited amount and all vacation and sick leave accumulated is payable in full upon resignation or termination.

For fund financial statements, vested or accumulated vacation leave that is expected to be liquidated with expendable available financial resources is reported as an expenditure and a current fund liability of the govemmental fund that will pay it. In the govemment-wide statements, amounts of vested or accumulated vacation leave that are not expected to be liquidated with expendable available financial resources are recorded as non-current liabilities-Equity Classifications

In the govemment-wide statements, equity is classified as net assets and displayed in three components:

a. Invested in capital assets, net of related debt - Consists of capital assets including 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, construction, or improvement of those assets.

17



b. Restricted net assets ~ Consists of net assets with constraints placed on the use either by (I) extemal groups such as creditors, grantors, contributors, or laws or regulations of other governments; or (2) law through constitutional provisions or enabling legislation.

c. Unrestricted net assets - All other net assets that do not meet the definition of'Restricted" or "invested in capital assets, net of related debt."

In the fund statements, govemmental fund equity is classified as fund balance. Fund balance is further classified as reserved and unreserved, with unreserved further split between designated and undesignated.

E. Budgetary and BudRctarv Accounting

A budget for the General Fund is prepared on a basis consistent with generally accepted accounting principles (GAAP). Budgeted amounts are as originally prepared or as amended by the Clerk of Court. All budgetary appropriations lapse at the end of each fiscal year.

(2) Cash and Interest-Bearing Deposits

Under state law, the Clerk of Court may deposit funds within a fiscal agent bank organized under the laws of the State of Louisiana, the laws of any other state in the Union, or the laws of the United States. The Clerk of Court may invest in certificates and time deposits of state banks organized under Louisiana law and national banks having principal offices in Louisiana. At June 30, 2010, the Clerk of Court has cash and interest-bearing deposits (book balances) totaling $3,209,128 as follows;

Demand deposits Time and money market deposits

Total

Govemmental Fiduciary Activities $180,444

70,000

$250,444

Funds $1,714,936

1,243,748 $2,958,684

Total $1,895,380

1,313,748

$3,209.128

18

EAÂNGELINE PARISH CLERK OF COURT Ville Platte. Louisiana


Custodial credit risk for deposits is the risk that in the event of the failure of a depository financial instimtion, the Clerk of Court's deposits may not be recovered or will not be able to recover collateral securities that are in the possession of an outside party. These deposits are stated at cost, which approximates market. Under state law these deposits (or the resulting bank balances) must be secured by federal deposit insurance or similar federal security or the pledge of securities owned by the fiscal agent bank. The market value of the pledged securities plus the federal deposit insurance must at all times equal the amount on deposit with the fiscal agent. These securities are held in the name of the pledging fiscal agent bank in a holding or custodial bank that is mutually acceptable to both parties. As of June 30, 2010, bank balances in the amount of $3,278,256 were secured as follows:

Bank balances

Federal deposit insurance

Pledged securities (category 3)

Total federal insurance and pledged securities

$3,278,256

2,824,508 453,748

$3,278,256

Pledged securities in the amount of $453,748 were exposed to custodial credit risk. These securities include uninsured or unregistered investments for which the securities are held by the bank, or by its tmst department or agent, but not in the Clerk of Court's name. Even though the pledged securities are considered uncollateralized (Category 3), Louisiana Revised Statue 39:1229 imposes a statutory requirement on the custodial bank to advertise and sell the pledged securities within 10 days of being notified by the Clerk of Court that the fiscal agent has failed to pay deposited funds upon demand, The Clerk of Court does not have a policy for custodial credit risk.

(3) Capital Assets

Capital asset balances and activity for the year ended June 30,2010 are as follows;

Fumiture, fixtures and equipment

Less accumulated depreciation

Net capital assets

Balance 7/1/2009 $ 197,772

174,085

$ 23,687

Additions Deletions $ 7,096 $

19,271

$ (12,175) $

Balance 6/30/2010 $204,868

193.356

$ 11,512

Depreciation expense of $19,271 was charged to the general govemment function.

19



(4) Pension Plan

Plan Description. - Substantially all employees of the Evangeline Parish Clerk of Court are members of the Louisiana Clerks of Court Retirement and Relief Fund (System), a cost-sharing multiple employer defined benefit pension plan administered by a separate board of tmstees.

All regular employees who are under the age of 60 at the time of original employment are required to participate in the System. Employees who retire at or after age 55 with at least 12 years of credited service are entitled to a retirement benefit, payable monthly for life, equal to 3% of their final-average salary for each year of credited service, not to exceed 100% 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 of service and do not withdraw their employee contributions may retire at or after age 55 and receive the benefit accrued to their date of termination. The System also provides death and disability benefits. Benefits are established and amended by state statute.

The System issues an aimual 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 Clerks of Court Retirement and Relief Fund, 11745 Bricksome Ave., Suite Bl, Baton Rouge. Louisiana 70816, or by calling (504)293-1162.

Funding Policy - Plan members are required by state statute to contribute 8.25% of their annual covered salary and the Evangeline Parish Clerk of Court is required to contribute at an actuarially determined rate. The current rate is 14.75% of annual covered payroll. The contribution requirements of plan members and the Evangeline Parish Clerk of Court are established and may be amended by state statute. As provided by R.S. 11:103, the employer contributions are determined by actuarial valuation and are subject to change each year based on the results of the valuation for the prior fiscal year. The Evangeline Parish Clerk of Court's contributions to the Retirement System for the years ended June 30,2010, 2009, and 2008 were $67,614, $55,608, and $54,157 respectively.

(5) Post-Retirement Health Care and Life Insurance Benefits

From an accmal accounting perspective, the cost of postemployment healthcare benefits should be associated with the periods in which the cost occurs, rather than in the future year when it will be paid. In adopting the requirements of GASB Statement No. 45 during the year ended June 30, 2010. theClerkof Court began to recognize the cost of postemployment healthcare in the year when employee services are received, to report the accumulated liability from prior years, and to provide information useful in assessing potential demands on the Clerk of Court's future cash flows. Because the Clerk of Court is adopting the requirements of GASB Statement No. 45 prospectively, recognition of the liability accumulated from prior years will be phased in over 30 years, commencing with the 2010 liability.

Plan Description: The Clerk of Court's defined benefit postemployment health care plan (the Retiree Health Plan) provides medical, dental, and life insurance benefits to eligible retired employees and their beneficiaries. The Retiree Health Plan is affiliated with the Louisiana Clerks of

20



Court Insurance Tmst (LCCIT), an agent multiple-employer postemployment healthcare plan administered by the Louisiana Clerks of Court Association. The plan issued a publicly available financial report.

Funding Policy: The contribution requirements of plan members and the Clerk are established and may be amended by the LCCIT board of tmstees. The Clerk contributes 100% of the cost of the current-year premiums for eligible retired plan members and 100% of the cost for retired plan members' spouses and dependent children. For fiscal year 2010, the Clerk contributed $10,011 to the plan and the retirees contributed $0.

Annual OPEB Cost and Net OPEB Obligation: For 2010, the Clerk of Court's annual other postemployment benefit (OPEB) cost is calculated based on the annual required contribution of the employer (ARC), an amount actuarially determined in accordance with the parameters of GASB Statement 45. The ARC represents the level of funding that, if paid on an ongoing basis, is projected to cover normal cost each year and amortize any unfunded actuarial liabilities over a period not to exceed thirty years. The Clerk of Court utilizes the level percentage of projected payroll amortization method to amortize the unfunded actuarial accmed liability.

The following table shows the components of the Clerk of Court's annual OPEB cost for the year, the amount actually contributed to the plan, and changes in the Clerk of Court's net OPEB obligation;

Annual required contribution $ 68,900 Interest on net OPEB obligati(si 2,757

Adjustment to annual required contribution -

Annual OPEB cost (expense) 71,657

Ccmtributions made (10,012)

Increase in net OPEB obligation 61,645

Net O P ^ obligation - beginning of year -Net OPEB obligation - end of year $61,645

The Clerk of Court's annual OPEB cost, the percentage of annual OPEB cost contributed to the plan, and the net OPEB obligation for fiscal year 2010 is as follows:

Fiscal Year

Ended

6/30/2010

Discount Rate

4.00%

Annual OPEB Cost

$71,657

Percentage of Annual OPEB

Cost Contributed

14.00%

Net OPEB Obligation

$ 61,645

Fiscal year 2010 was the year of implementation of GASB Statement No. 45 and the Qerk of Court has elected to implement prospectively. Therefore, prior year comparative data is not available. In future years, three-year trend information will be presented.

21



Funded Status and Funding Progress: The funded status of the plan as of June 30,2010, was as follows:

Actuarial accmed liabihty (AAL) $ 1.107,984

Actuarial valuation of plan assets I

Unfunded acftjarial accmed liability (UAAL) $1,107,984

Funded ratio (actuarial value of plan assets/AAL) 0%

Actuarial valuations for an ongoing plan involve estimates of the value of reported amounts and assumptions about the probability of occurrence of events far into the future. Actuarially determined amounts are subject to continuous revision as actual results are compared to past expectations and new estimates about the future are formulated. Although the valuation results are based on values which the. Clerk of Court's actuarial consultant believes are reasonable assumptions, the valuation results reflect a long-term perspective and, as such, are merely an estimate of what future costs may actually be. Deviations in any of several factors, such as future interest rates, medical cost inflation, Medicare coverage, and changes in marital status, could result in actual costs being less or greater than estimated.

The schedule of funding progress included in required supplementary information following the notes to the financial statements presents multi-year trend information that shows whether the actuarial value of plan assets is increasing or decreasing over time relative to the actuarial accrued liabilities for benefits. Because 2010 was the year of implementation of GASB Statement No. 45 and the Clerk of Court elected to apply the statement prospectively, only one year is presented in the schedule at this time. In future years, required trend data will be presented.

Actuarial Methods and Assumptions: Projections of benefits for fmancial 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 point. The actuarial methods and assumptions used include techniques that are designed to reduce short-term volatility in actuarial accmed liabilities and the actuarial value of assets, consistent with the long-term perspective of the calculations.

In the July I, 2009 actuarial valuation, the entry age actuarial cost method was used. The significant actuarial assumptions used in the valuation of the plan are as follows:

1. Investment return of 4.0% per annum, compounded aimually.

2. Current retirees are assumed to continue with their current benefits.

3. Annual healthcare cost trend rate of 10% initially, reduced by decrements to an ultimate rate of 5.5% after 10 years.

22



4. 90% of future eligible retirees are assumed to choose to continue their current medical and dental benefits at retirement. 100% of future eligible retirees are assumed to continue their life insurance benefits at retirement.

5. 25% of retirees are assumed to have a covered spouse. Dependent children were excluded.

6. Medical Claims Costs per Member per Month at Sample Ages

(6)

Option 1-HDHP Option 2 - PPO Age 20 25 30 35 40 45 50 55 60 65 70 75 80 85 90

Changes in Agencv Fund Balances

Male 111.28 111.28 136.32 178.05 219.78 286.55 370.01 486.85 634.30 737.23 806.78 870.77 912.50 923.63 923.63

Female 264.29 264.29 289.33 314.37 336.62 372.79 439.56 514.67 592.57 650.99 692.72 731.67 753.92 762.27 762.27

Male 141.00 141.00 172.73 225.61 278.48 363.09 468.84 616.90 803.73 934.16

1,022.28 1,103.36 1,156.24 1,170.34 1.170.34

Female 334.89 334.89 366.61 398.34 426.54 472.37 556.97 652.15 750.85 824.88 877.75 927.11 955.31 965.88 965.88

follows: A summary of changes in agency fund unsettled deposit for the year ended June 30, 2010

Unsettled Unsettled Deposits Deposits 7/1/2009 Additions Reductions 6/30/2010

Agency funds: Advance Deposit I and II Registry of the Court

Civil Jury Total

$1,259,671 914,792 626,629

$2,801,092

$ 676,613 222,397 52,500

$ 951,510

$575,197 197,721 21,000

$793,918

$1,361,087 939,468 658,129

$2,958,684

23

EVANGELINE PARISH CLERK OF COURT Ville Platte. Louisiana


(7) Risk Management

The Clerk of Court is exposed to risks of loss in the areas of auto liability, professional liability and workers' compensation. All of these risks are handled by purchasing commercial insurance coverage. There have been no significant reductions in the insurance coverage during the year.

(8) Expenditures of the Clerk of Court Paid bv the Parish Police Jury

The Clerk of Court's office is located in the Evangeline Parish Courthouse. The Evangeline Parish Police Jury pays the upkeep and maintenance of the courthouse. These expenditures are not reflected in the accompanying financial statements.

(9) Excess Fund Balance

R.S. 13:785 requires that every four years (at the close of the term of office), the Clerk of Court must pay the parish treasurer the portion of the General Fund's fund balance that exceeds one-half of the revenues of the clerk's last year of his term of office. At June 30, 2010, there was no amount due the parish treasurer as this was not the last year of the Clerk's four-year term of office, and no determination of the amount that will be due, if any, can be made at this time.

(10) Litigation

There is no litigation pending against the Clerk of Court at June 30,2010.

(11) New Accounting Pronouncements

The Govemmental Accounting Standards Board (GASB) issued Statement 54 "Fund Balance Reporting and Governmental Fund Type Definitions." The Clerk of Court is required to implement this standard for the fiscal year ending June 30, 2011. The Clerk of Court has not yet determined the full impact that adoption of GASB Statement 54 will have on the financial statements.

(12) Subsequent Event Review

The Clerk of Court's management has evaluated subsequent events tiirough December 15, 2010, the date which the financial statements were available to be issued.

24

REQUIRED SUPPLEMENTARY INFORMATION

25


Budgetary Comparison Schedule General Fund

For the Year Ended June 30,2010

Budget Original Final Actual

Variance with Final Budget

Positive (Negative)

Revenues: Licenses and permits Fees, charges and commissions -

$ 6.025 $ 6,025 $ 5,300 $ (725)

Court costs, fees and charges Fees for recording legal documents Fees for certified copies

Miscellaneous Total revenues

Expenditures; Current -

General govemment: Personnel services and related benefits Operating services Material and supplies Travel and other charges

Capital outlay Total expenditures

Excess of revenues over expenditures

Fund balance, beginning of year

Fund balance, end of year

67,151 785,416 40,664 38,221

937,477

718,309 72,409 93,694 11.405 27,500

923,317

14,160

216,044

. $230,204

67,151 785,416 40.664 38,221

937,477

718,309 72.409 93,694 11,405 27,500

923,317

14,160

216,044'

$230,204

78,081 769,869 48,191 34,136

935,577

738,580 , 74,987 54,918 10,735 7,096

886.316

49,261

216,044

$265,305

10,930 (15,547)

7,527 (4,085) (1,900)

(20.271) (2.578) 38,776

670 20,404 37.001

35.101

-

$ 35,101

26


Schedule of Funding Progress For the Year Ended June 30. 2010

Actuarial Valuation

Date

N/A N/A

July 1,2009

Actuarial Value of

Assets

N/A N/A

-

Discount Rate

N/A N/A 4.0%

Actuarial Accmed

Liabilities (AAL)

N/A N/A

1,107,984

Unfunded Actuarial Accmed

Liabilities (UAAL)

N/A N/A

1,107.984

Funded Ratio

N/A N/A 0.0%

Covered Payroll

N/A N/A

445,456

UAAL as a Percentage of Covered

Payroll

N/A N/A

248.7%

27

OTHER SUPPLEMENTARY INFORMATION

28

OTHER FINANCIAL INFORMATION

29


General Fund

Budgetary Comparison Schedule - Revenues For the Year Ended June 30, 2010

Budget Original Final Actual


Positive (Negative)

Licenses and permits: Marriage hcenses

Fees, charges and commissions: Court costs, fees and charges -

Criminal costs Court attendance reporting Non-support court costs

Total coiul; costs, fees and charges

Fees for recording legal documents: Recordings Cancellations Mortgage certificates Suits and successions

Total fees for recording legal documents

Certified copies

Miscellaneous: Interest eamed Otiier

Total miscellaneous

Total revenues

$ 6,025 $ 6,025 $ 5,300 $ (725)

8.354 6,797

52.000

67,151

363,133 50,863 51,034

320,386

785,416

40.664

17,518 20,703

38,221

$937,477

8,354

6,797 52,000

67,151

363,133 50,863 51,034

320,386

785,416

40,664

17,518 20,703

38.221

$937.477

18.515 7,492

52,074

78.081

322,223

44,562 41.927 361,157

769,869

48,191

8,802 25,334

34.136

$935,577

10,161

695 74

10.930

(40,910) (6.301) (9,107) 40.771

(15,547)

7,527

(8,716) 4.631

(4,085)

$ (1,900)

30


General Fund

Budgetary Comparison Schedule - Expenditures For the Year Ended June 30.2010

Expenditures: Current-

Personnel services and related benefits -Salaries:

Clerk Deputy clerks

Payroll taxes Clerk's supplemental fund Hospitalization insurance Retirement

Total personnel services and related benefits

Operating services -Insurance Equipment rental Telephone Election expense allowance Center for family violence contribution Non-support expense UCC filings

Total operating services

Materials and supplies -Office supplies and operations Dues and subscription

Total materials and supplies

Travel and other charges -Travel and conventions Professional fees Automotive supplies

Total travel and other charges

Capital outlay

Total expenditures

Budget Original

$125,356 346,441

12,030 14,440

150,452 69,590

718,309

11,776 26.967 9,793 4,100 2,862 5,509

11,402 72,409

90,489 3,205

93,694

320 9.980 1,105

11,405

27,500

$923,317

Final

$125,356 346,441

12,030 14.440

150,452 69,590

718,309

11,776 26,967 9.793 4.100 2,862 5.509

11,402 72,409

90,489 3,205

93,694

320 9,980 1,105

11,405

27,500

$923,317

Actual

$125,356 356,846

13,191 14,364

• 161.209 67,614

738,580

11,270 30,051 9,191 2.382 2,660 7,585

11,848 74,987

51,782 3,136

54,918

239 8,985 1,511

10,735

7.096

$886,316


Positive (Negative)

$ -(10,405) (1.161)

76 (10,757)

1,976

(20,271)

506 (3,084)

602 1,718

202 (2,076)

(446) (2,578)

38.707 69

38.776

81 995

(406) 670

20.404

$ 37,001

31

FIDUCIARY FUNDS

Advance Deposit Fund-The Advance Deposit Fund, as provided by Louisiana Revised Statute 13:842, is used to account for advance deposits on suits filed by litigants. The advances are refundable to the litigants after all costs have been paid.

Registry of Court Fund-The Registry of Court Fund, as provided by Louisiana Revised Statute 13:475, is used to account for funds which have been ordered by the court to be held until judgment has been rendered in court litigation. Withdrawals of the funds can be made only upon order of the court.

Civil Jury Fund The Civil Jury Fund, as provided by Louisiana Revised Statute 13:3049(B)(2), is used to account for deposits which have been authorized by the court for payment of jury costs in civil cases. If the sum on deposit exceeds the jury costs, the excess shall be refunded to the party making the deposit.

32

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Agency Funds

Combining Statement of Changes in Assets and Liabilities For the Year Ended June 30,2010

Advance Advance Registry Civil Deposit I _ Deposit 11 of Court Jury Totals

ASSETS

Balances, beginning of year $43,050 $1,216,621 $914,792 S 626.629 $2,801.092

Additions: Suits and successions Deposits per court order

676,613 - 52,500 729,113 222,397 - 222,397

Total additions

Reductions: Clerk's costs (transferred to General Fund) Refunds to litigants Other Sheriff fees Secretary of State Judge's supplemental compensation fund Disbursements by court order

Total reductions

Balances, end of year

LIABILITIES

Due to litigants and others, beginning of year

Additions

Reductions

Due to litigants and others, end of year

-

--------

$43,050

$43,050

-

_

$43,050

676,613

361,187 94,387 3,075

81,893 3.150

18,551 12,954

575,197

$1,318,037

S 1,216,621

676,613

575.197

$1,318,037

222,397

------

197,721

197,721

$939,468

$914,792

222,397

197,721

$939,468

52,500

-17,500 3,500 ----

21,000

$658.129

$626,629

52,500

21.000

$658,129

951,510

361,187 111.887

6,575 81,893 3,150

18,551 210,675

793,918

$2,958,684

$2,801,092

951,510

793.918

$2,958,684

34

EVANGELINE PARISH CLERK OF COURT Ville Platte. Louisiana

Schedule of Insurance in Force (Unaudited)

June 30.2010

Description of Coverage

Surety bonds -Clerk Employee theft (per employee)

Clerk's indemnity policy

Business auto policy Liability and physical damage Medical Uninsured motorists

Worker's compensation-Employer's liability

Coverage Amounts

$ 10,000 5,000

1,000,000

300.000 5,000

300.000

Statutory

35

INTERNAL CONTROL, COMPUANCE

AND

OTHER MATTERS

36

C. Burton KoWtr. CPA-Russell f. ChamjMSine. CPA* Victor B. Slaven, CPA* P.TroyCoofVine.CPA* Gerald A. Thibodeaiw. Jr..CPA-Robert S. Cartw. CPA' Arthur R. Mixon. CPA*

KOLDER, CHAMPAGNE, SLAVEN & COMPANY, LLC CERTIFIED PUBLIC ACCOUNTANTS

Tyn»s e. NBxoa Jr.. CPA Allen J. CaBfy. CPA Albert R. Legor. CPAPFS.CSA* Pcnrw Angefla Scnflgins. CPA ChristinB L. Cousin. CPA Maiy T. Thibodeaux. CPA Marshall W.Gukky, CPA Alsn M. Taylor, CPA James R. Roy, CPA Robert J. Metz. CPA Kelly M. Doucel, CPA Ch««yl L 8artley. CPA Marxly S. Sdl, CPA Paul L Delcambro. Jr. CPA Warvla F. facemwU. CPA. CVA Krtslln B. Dauzat, CPA Richard R. Af>der«wi Sr., CPA Carolyn C. Arwlerson, CPA

Retired: Conrad 0. Chapman, CPA* 2006 Many J. Closlio. CPA 2007

* A PmlciikHUI Accumliag CorporaUon

OFFICES

183 South Beadle Rd 45D East Main Street Lafayette. LA 70508 New lb«ria, LA 705SO Phone (337) 232-4141 Phone (337) 367-9204 Fax (337) 232-0660 F M (337) 367-9208

113 East Bridge St. 200 South M^n Street Breaux Bridge. LA 70517 M>bevllle, LA 70510 Phone (337) 332-4020 Phone (337) 8S3-7344 Fax (337) 332-2867 Fax (337) 893-7946

1234 0avidOf. $le203 Morgan City, LA 70380 Phone (985) 384-2020 Fax (985) 384-3020

1013 Mein Street FranSdIn. l A 70538

Phone (337) 828-0272 Fax (337) 828-0290

40B West Cotton Street 133 East Waddll St. Ville Plane. LA 70566 Mafk£ia)eLA7135l Phone (337) 363-2792 Phone (318) 253-9252 Fax (SaTJ 363-3049 Fax (31B> 253-6661

332 Wost Sixth Avenue ObeHin, LA 70655 Phone (337) 639-4737 Fax (337) 639-4588

621 Main Stresl Pinewlte. LA 71360

Phor» (318) 442-4421 Fax (318) 442-9833

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 AUDITING STANDARDS

WEB SITE WWW.KCSRCPAS.COM

The Honorable Walter Lee Evangeline Parish Clerk of Court Ville Platte, Louisiana

We have audited the financial statements of the governmental activities, the major fund, and the aggregate remaining fiind information of the Evangeline Parish Clerk of Court, a component unit of the Evangeline Parish Police Jury, as of and for the year ended June 30, 2010, which collectively comprise the Clerk of Court's basic fmancial statements and have issued our report thereon dated December 15,2010. We conducted our audit in accordance with auditing standards generally accepted in the United States of America and the standards applicable to fmancial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States.

Intemal Control Over Financial Reporting

In planning and performing our audit, we considered the Evangeline Parish Clerk of Court's Internal control over financial reporting as a basis for designing our auditing procedures for the purpose of expressing our opinions on the financial statements, but not for the purpose of expressing an opinion on the effectiveness of the Evangeline Parish Clerk of Court's intemal control over financial reporting. Accordingly, we do not express an opinion on the effectiveness of the Evangeline Parish Clerk of Court's intemal control over financial reporting.

Our consideration of internal control over financial reporting was for the limited purpose described in the preceding paragraph and was not designed to identify all deficiencies in intemal control over financial reporting that might be significant deficiencies or material weaknesses and therefore, there can be no assurance that all deficiencies, significant deficiencies, or material weaknesses have been identified. However, as described in the accompanying summary schedule of current and prior year audit findings and corrective action plan, we identified a certain deficiency in internal control over financial reporting that we consider to be a material weakness and another deficiency that we consider to be a significant deficiency.

Member of: AMERICAN INSnrUTE OF CERTIFIED PUBLIC ACCOUMTANTS 37

Member of: SOCIETY OF LOIASIANA

CERTIFIEO PUBLIC ACCOUNTANTS

http://WWW.KCSRCPAS.COM

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 of the entity's financial statements will not be prevented, or detected and corrected on a timely basis. We consider deficiency 10-2(IC) as described in the accompanying summary schedule of current and prior year audit findings and corrective action plan to be a material weakness.

A significant deficiency is a deficiency, or combination of deficiencies, in intemal control that is less severe than a material weakness, yet important enough to merit attention by those charged with governance. We consider deficiency lO-l(IC) as described in the accompanying summary schedule of current and prior year audit findings and corrective action plan to be a significant deficiency.

Compliance and Other Matters

As part of obtaining reasonable assurance about whether the Evangeline Parish Clerk of Court's financial statements are fiê 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 determination of financial statement amounts. However, providing an opinion on compliance with those provisions was not an objective of our audit, and accordingly, we do not express such an opinion. The results of our tests disclosed no instances of noncompliance or other matters that are required to be reported under Govemment Auditing Standards.

The Evangeline Parish Cleric of Court's response to the findings identified in our audit is described in the accompanying summary schedule of current and prior year audit findings and corrective action plan. We did not audit the Evangeline Parish Clerk of Court's response and, accordingly, we express no opinion on it.

This report is intended solely for the information and use of management of the Evangeline Parish Clerk of Court and is not intended to be and should not be used by anyone other than this specified party. Under Louisiana Revised Statute 24:513, this report is distributed by the Legislative Auditor as a public document.

Kolder, Champagne, Slaven & Company, LLC Certified Public Accountants

Ville Platte, Louisiana December 15,2010

38

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Evangeline Parish Clerk of Court...EVANGELINE PARISH CLERK OF COURT Financial Report Year Ended June 30,2010 Under provisions of state law, this report is a public document. Acopy