BASIC FINANCIAL STATEMENTS AND GRANT COMPLIANCE REPORT OF THE TAMPA BAY REGIONAL PLANNING COUNCIL
Tampa Bay Regional Planning, Council
To:
From.:
Subject:
Date:
Memoranbum
40oo Gatewa? Centre Bou[evara, Suite zoo
Pinellas Park FL 3378.1
(727) 570--5151 SuncOm 513-5o66 Fax (79-7) 570-5118
Elected Officials and Administrators
Regional Planning Council Executive Directors 2
Jill Collins, Secretary/Treasurer OFF10,-?L RECORD`
LEGISLATNE= SRVCS DEPT"
Transmittal of Fiscal Year 2008 Audit
March 17, 2009
Attached is a copy of the financial audit of the Tampa Bay Regional Planning Council for the
period ended September 30, 2008.
If you have any questions, please contact Council's Executive Director, Manny Pumariega
(ext.17), or John Jacobsen, Accounting Manager (ext.19).
TAMPA BAY REGIONAL PLANNING COUNCIL
Basic Financial Statements and
Grant Compliance Reports
September 30, 2008
TAMPA BAY REGIONAL PLANNING COUNCIL
Table of Contents
Page
Report of Independent Auditors .................................................................. .....................................1-2
Management Discussion and Analysis `
Basic Financial Statements
Government-Wide Financial Statements:
Statement of Net Assets ................................................................ ......................................... 10
Statement of Activities ................................................................... .........................................11
Fund Financial Statements:
Balance Sheet - General Fund ........................................................... .......................................... 12
Reconciliation of the Balance Sheet of General Fund to
the Statement of Net Assets ........................................................... .......................................... 13
Statement of Revenues, Expenditures and Changes in
Fund Balances - General Fund ...................................................... .......................................... 14
Reconciliation of the Statement of Revenues,
Expenditures and Changes in Fund Balance of the
General Fund to the Statement of Activities ................................... .......................................... 15
Statement of Revenues, Expenditures and Changes in
Fund Balances - Budget and Actual (Budgetary Basis) -
General Fund .................................................................................. .......................................... 16
Notes to Financial Statements ............................................................. ...................................17 - 27
Grant Compliance
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 Auditing
Standards ...................................................................................... .................................... 29 - 30
Independent Auditors' Report on Compliance with
Requirements Applicable to Each Major State Project
and on Internal Control Over Compliance in
Accordance with Chapter 10.550, Rules of the Auditor
General of the State of Florida ....................................................... .................................... 31 - 32
Schedule of State Projects ................................................................. ........................................... 33
Schedule of Findings and Questioned Costs ...................................... ....................................34 - 35
Independent Auditors' Management Letter ......................................... ....................................36 - 37
Report of Independent Auditors
Tampa Bay Regional Planning Council
Tampa, Florida
We have audited the accompanying financial statements of the governmental activities and the major
fund of the Tampa Bay Regional Planning Council (the Council) as of and for the year ended
September 30, 2008, which collectively comprise the Council's basic financial statements as listed in
the table of contents. These financial statements are the responsibility of the Council's management.
Our responsibility is to express an opinion on these basic 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
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 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 governmental activities and the major fund of the Council as of
September 30, 2008, and the respective changes in financial position, and the respective budgetary
comparison of the general fund 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 February
25, 2009 on our consideration of the Council'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 internal control over
financial reporting and compliance and the results of that testing, and not to provide an opinion on the
internal 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.
The management's discussion and analysis as listed in the table of contents is not a required part of
the basic financial statements but is 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 information. However, we did not audit this information
and express no opinion on it.
Our audit was conducted for the purpose of forming opinions on the financial statements that
collectively comprise the Council's basic financial statements. The accompanying Schedule of State
Projects on page 33 is presented for the purposes of additional analysis as required by Chapter
10.550 Rules of the Auditor General of the State of Florida and is not a required part of the basic
financial statements. The Schedule of State Projects has been subjected to the auditing procedures
applied in the audit of the basic financial statements and, in our opinion, is fairly stated in all material
respects in relation to the basic financial statements taken as a whole.
Tampa, Florida
February 25, 2009
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TAMPA SAY REGIONAL PLANNING COUNCIL
Management's Discussion and Analysis
As management of Tampa Bay Regional Planning Council (the Council), we offer readers of the
Council's financial statements this narrative overview and analysis of the financial activities of the
Council for the fiscal year ended September 30, 2008. We encourage readers to read the information
presented here in conjunction with additional information that we have furnished in the Council's
financial statements, which follow this narrative.
Financial Highlights
• The assets of the Council exceeded its liabilities at the close of the fiscal year by $1,503,299 (net
assets).
• The government's total net assets increased by $221,019 due to several performance based
service projects and unencumbered match requiring membership dues.
• At the end of the current fiscal year, unreserved fund balance for the General Fund was
$1,469,735, or 50.3 percent of total general fund expenditures for the fiscal year. The unreserved
fund balance consists of $809,935 that is designated and $659,800 that is undesignated.
• The Council's total long term liabilities decreased by $5,648 compared to the prior fiscal year. The
key factor in this decrease is the partial pay-down of a note payable for $2.8 million for the Capital
Project Gateway Centre. In September, 2008 the Council refinanced the note payable.
Overview of the Financial Statements
This discussion and analysis are intended to serve as an introduction to the Council's basic financial
statements. The Council's basic financial statements consist of three components; 1) government-
wide financial statements, 2) fund financial statements, and 3) notes to the financial statements (see
Figure 1). The basic financial statements present two different views of the Council through the use of
government-wide statements and fund financial statements. In addition to the basic financial
statements, this report contains other supplemental information that will enhance the reader's
understanding of the financial condition of the Council.
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TAMPA BAY REGIONAL PLANNING COUNCIL
Required Components of Annual Financial Report
Figure 1
Management's
Discussion and
Analysis
Government-wide
Financial
Statements
Basic Financial Statements
Fund
Financial
Statements
Basic
Financial
Statements
Notes to the
Financial
Statements
The first two statements (Page 10 and 11) in the basic financial statements are the Government-
wide Financial Statements. They provide both short and long-term information about the Council's
financial status.
The next statements (Pages 12 through 16) are Fund Financial Statements. These statements
focus on the activities of the individual parts of the Council's government. These statements provide
more detail than the government-wide statements. The Fund Financial Statements are comprised of
the governmental funds statements.
The next section of the basic financial statements is the notes to the financial statements. The notes
to the financial statements explain in detail some of the data contained in those statements.
Government-wide Financial Statements
The government-wide financial statements are designed to provide the reader with a broad overview
of the Council's finances, similar in format to a financial statement of a private-sector business. The
government-wide statements provide short and long-term information about the Council's financial
status as a whole.
The two government-wide statements report the Council's net assets and how they have changed.
Net assets are the difference between the Council's total assets and total liabilities. Measuring net
assets is one way to gage the Council's financial condition.
The government-wide statements include the governmental activities category. The governmental
activities include most of the Council's basic services such as Council and Program activities. Federal
and state grant funds finance most of these activities.
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TAMPA BAY REGIONAL PLANNING COUNCIL
Fund Financial Statements
The fund financial statements provide a more detailed look at the Council's most significant activities.
A fund is a grouping of related accounts that is used to maintain control over resources that have
been segregated for specific activities or objectives. The Council, like all other governmental entities,
uses fund accounting to ensure and reflect compliance (or non-compliance) with finance-related legal
requirements, such as the General Statutes or the Council's budget ordinance. All of the funds of the
Council are included in only one category: governmental funds.
Governmental Funds --- Governmental funds are used to account for those functions reported as
governmental activities in the government-wide financial statements. Most of the Council's basic
services are accounted for in governmental funds. These funds focus on how assets can readily be
converted into cash flow in and out, and what monies are left at year-end that will be available for
spending in the next year. Governmental funds are reported using an accounting method called
modified accrual accounting which provides a current financial resources focus. As a result, the
governmental fund financial statements give the reader a detailed short-term view that helps him or
her determine if there are more or less financial resources available to finance the Council's
programs.
The relationship between government activities (reported in the Statement of Net Assets and the
Statement of Activities) and governmental funds is described in a reconciliation that is a part of the
fund financial statements.
The Council adopts an annual budget for its General Fund. The budgetary statement provided for the
General Fund demonstrates how well the Council complied with the budget and whether or not the
Council succeeded in providing the services as planned when the budget was adopted. The
budgetary comparison statement uses the budgetary basis of accounting and is presented using the
same format, language, and classifications as the legal budget document. The statement shows four
columns: 1) the original budget as adopted by the board; 2) the final budget as amended by the
board; 3) the actual resources, charges to appropriations, and ending balances in the General Fund;
and 4) the difference or variance between the final budget and the actual resources and charges. To
account for the difference between the budgetary basis of accounting and the modified accrual basis,
a reconciliation showing the differences in the reported activities is shown at the end of the budgetary
statement.
Notes to the Financial Statements --- The notes provide additional information that is essential to a
full understanding of the data provided in the government-wide and fund financial statements. The
notes to the financial statements are on pages 17 - 27 of this report.
Government-Wide Financial Analysis
The government-wide financial statements for the fiscal year ended September 30, 2008, are the sixth
year of a new era in financial reporting for the Council and many other units of government across the
United States. Prior to this, the Council maintained their governmental fund group separately. There
was a total column that appeared on the financial statements, but it was a memorandum total only.
No attempt was made to adjust the statements in such a way that the total column would represent
the overall financial condition of the Council. These statements were basically the equivalent of the
fund financial statements that appear in this report with two account groups, the long-term debt and
the general fixed assets, added in.
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TAMPA BAY REGIONAL PLANNING COUNCIL
The changes in the financial statement reporting model are mandated by the Government Accounting
Standards Board (GASB). GASB Statement 34 dictated the changes you see in the Council's
financial reports as well as those of many other units of government. While the Council was required
to implement these changes for the fiscal year ended September 30, 2003, other units may not be
required to implement until 2004.
Primary
Governmental
Activities
Current and other assets
Capital assets
Total assets
2007 2008
$2,149,561 $1,960,159
2,591,051 2,496,333
4,740,612 4,456,492
Long-term liabilities outstanding
Other liabilities
Total liabilities
Net assets:
Invested in capital assets,
net of related debt
Unrestricted
Total net assets
2,482,067
976,265
3,458,332
242,694
1,039,586
$1,282,280
2,460,137
493,056
2,953,193
169,655
1,333,644
$1,503,299
Increase
(Decrease)
$ (189,402)
(94,7
(284,1
(21, 930)
483,209
(505,139)
(73,039)
294,058
$ 221,019
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TAMPA BAY REGIONAL PLANNING COUNCIL
In January 2004, the Council moved into a newly constructed office building and occupies
approximately 44% of the building. The Council entered into a lease agreement with a local not-for-
profit organization (NFPO) to lease approximately 56% of the building. The rent is approximately
$181,000 a year with a .5% annual increase. The lease term expires on January 31, 2013 with
options to renew for two three-year terms. The rental income derived from the lease with the NFPO
and revenue from membership dues and funding provided from federal / state grants & local contracts
has financed the occupancy costs of the new building.
Governmental Activities Increase
2007 2008 (Decrease)
Revenues:
Program revenues:
Charges for services $ 810,833 $ 936,821 $ 125,988
Operating grants and contributions 1,151,298 915,539 (235,759)
Capital grants and contributions - - -
General revenues:
Miscellaneous 37,311 44,286 6,975
Membership dues 940,976 940,978 2
Rental income 175,646 181,423 5,777
Interest 74,681 44,230 (30,45
Total revenues $ 3,190,745 $ 3,063 277 $ (127,468)
Functions/Program Expenses:
Financial and administration 301,361 263,935 (37,426)
Comprehensive planning 1,921,271 1,407,552 (513,719)
Public safety 440,013 773,395 333,382
Physical environmental 278,273 291,070 12,797
Debt service-interest 112,370 106,306 6,064)
Total functions/program expenses 3,053,288 2,842,258 (211,0
Change in net assets $ 137,457 $ 221,019 $ 83,562
Net assets may serve over time as one useful indicator of a government's financial condition. The
Council's net assets increased by $221,019 for the fiscal year ended September 30, 2008. The
increase is primarily due to the following:
• Solicitation of grant revenue on performance based service contracts.
• Unencumbered match requiring membership dues.
Financial Analysis of the Council's Funds
As noted earlier, the Council uses fund accounting to ensure and demonstrate compliance with
finance-related legal requirements.
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TAMPA BAY REGIONAL PLANNING COUNCIL
Governmental Funds - The focus of the Council's governmental funds is to provide information on
near-term inflows, outflows, and balances of usable resources. Such information is useful in
assessing the Council's financing requirements. Specifically, unreserved fund balance can be a
useful measure of a government's net resources available for spending at the end of the fiscal year.
The general fund is the chief operating fund of the Council. At the end of the current fiscal year,
unreserved fund balance of the General Fund was $1,469,735. The total unreserved, designated
fund balance of the General Fund was $809,935 which represents amounts designated by the board
for specific purposes.
Balance Sheet
Figure 4
Current and other assets
Liabilities and fund balance
Liabilities
Fund balance:
Reserved
Unreserved
Total
Total liabilities and fund balance
2007 2008
Governmental Funds
Increase
(Decrease)
$2,149,561 $1,876,837 $(272,724)
870,888 371,397 (499,491)
60,750
1,217,923
1,278,673
35,705
1,469,735
1,505,440
(25,045)
251,812
226,767
$2,149,561
$1,876,837
$ (272,724)
General Fund Budgetary Highlights: During the fiscal year, the Council revised the budget on
several occasions. Generally, budget amendments fall into one of three categories: 1) amendments
made to adjust the estimates that are used to prepare the original budget once exact information is
available; 2) amendments made to recognize new funding amounts from external sources, such as
Federal and State grants, contracts,. etc.; and 3) increases in appropriations that become necessary to
maintain services. Total amendments to the General Fund increased revenues by $277. Federal
grants & In-kind services increased; while fees & contracts declined.
Capital Asset and Debt Administration
Capital assets - The Council's investment in capital assets for its governmental activities as of
September 30, 2008 totals $2,496,333, net of accumulated depreciation of $588,768. These assets
include land of $470,041, building of $1,656,891 (net), building components of $195,038 (net),
landscaping of $38,023 (net), and equipment, furniture and fixtures of $136,340 (net).
Additional information on the Council's capital assets can be found in Note 5 of the basic financial
statements.
TAMPA BAY REGIONAL PLANNING COUNCIL
Long-Term Debt - As of September 30, 2008 the Council's long term obligations consisted of a note
payable for $2,410,000 and accrual for compensated absences of $171,796. Additional information
regarding the Council's long-term debt can be found in Note 9 on pages 26 - 27 of this report.
Economic Factors and Next Year's Budgets and Rates
The following economic factors will have an impact on the Council's 2008/2009 budget:
• The decline in the CPI to a .1 % increase for the last twelve months provides a positive impact in
keeping the increase in operating costs at a manageable level.
• While investment balances have remained constant, market interest rates on investments have
dropped significantly, resulting in lower interest income.
• The Council elected to reduce the per capita dues rate to $30. This calculates to a $26,763
reduction as compared to the prior year's assessment. The Council has been able to absorb most
increased costs through contract and grant awards.
• The recent decrease in RPC funding by the Department of Community Affairs to the $2.42 million
level, reduces the Council allocation by $125,051 over the contract period.
Budget Highlights for the Fiscal Year Ending September 30, 2009
Several changes to programs will impact the Council's 2008/2009 budget:
Several programs completed in 2007/2008 will not impact the 2008/2009 budget. They
include: Florida Business Disaster Survival Kit, Tampa Bay Water III, Multi-Use Trails & DS-
GIS Homeland Security. These programs accounted for $354,000 of funding in 2007/2008.
Disaster Recovery Guide, RDSTF Planning and Statewide Regional Evacuation Plan
programs have been renewed; or are continuing. These programs are included in the
2008/2009 initial budget accounting for $273,000 of funding.
The initial 2008/2009 budget anticipated approximately $2,826,000 in expenditures. Programs, not
anticipated in the initial budget, have been awarded to the Council or are continuing. These programs
will provide an additional $88,000 of funding.
Requests for Information
This report is designed to provide an overview of the Council's finances for those with an interest in
this area. Questions concerning any of the information found in this report or requests for additional
information should be directed to the Executive Director, Tampa Bay Regional Planning Council, 4000
Gateway Centre Boulevard, Suite 100, Pinellas Park, Florida 33782.
TAMPA BAY REGIONAL PLANNING COUNCIL
Statement of Net Assets
September 30, 2008
Primary
Government and
Governmental
Activities
Assets
Cash $ 1,055,972
1 nvestments 383,552
Receivables:
Federal and state grants 366,478
Local government 22,212
Other receivables 12,918
Prepaid expenses and other assets 119,027
Capital assets 2,496,333
Total assets 4,456,492
Liabilities
Accounts payable and accrued liabilities 182,660
Unearned revenue 188,737
Long-term liabilities:
Due within one year 121,659
Due in greater than one year 2,460,137
Total liabilities 2,953,193
Net assets
Invested in capital assets, net of related debt
Unrestricted
Total net assets
169,655
1,333,644
$ 1,503,299
The notes to the financial statements are an integral part of this statement. 10
TAMPA BAY REGIONAL PLANNING COUNCIL
Statement of Activities
Year Ended September 30, 2008
Net (Expense)
Revenue and
Changes in
Program Revenues Net Assets
Primary
Operating Government
Charges for Grants and Governmental
Functions/Pro rams Expenses Services Contributions Activities
Primary government
Governmental activities:
General government:
Financial and administration $ 263,935 $ 32,496 $ 196,787 $ (34,652)
Comprehensive planning 1,407,552 448,699 116,298 (842,555)
Public safety 773,395 343,062 447,474 17,141
Physical environment 291,070 112,564 154,980 (23,526)
Debt service -interest 106,306 - - (106,306)_
Total governmental activities 2,842,258 936,821 915,539 (989,898)
Total primary government $2,842,258 $ 936,821 $ 915,539 (989,898)
General revenues
Miscellaneous 44,286
Membership dues 940,978
Rental income 181,423
Interest 44,230
Total general revenues 1,210,917
Change in net assets 221,019
Net assets - beginning 1,147,982
Prior period adjustment 134,298
Net assets - beginning as restated 1,282,280
Net assets - ending
$ 1,503,299
The notes to the financial statements are an integral part of this statement. 11
TAMPA SAY REGIONAL PLANNING COUNCIL
Balance Sheet
General Fund
September 30, 2008
Assets
Cash $ 1,055,972
1 nvestments 383,552
Receivables:
Federal and state grants 366,478
Local government 22,212
Other receivables 12,918
Prepaid expenditures 35,705
Total assets $ 1,876,837
Liabilities and fund balances
Liabilities:
Accounts payable and accrued liabilities $ 182,660
Deferred revenues 188,737
Total liabilities 371,397
Fund balances:
Reserved for:
Prepaid expenditures 35,705
Unreserved:
Designated
Grant matching funds 250,000
Development of regional
impact and other council activities 125,000
Specialty license plate expenditures 63,139
Compensated absences 171,796
Long term building renewal and replacement 200,000
Undesignated 659,800
Total fund balances 1,505,440
Total liabilities and fund balances $ 1,876,837
The notes to the financial statements are an integral part of this statement. 12
TAMPA BAY REGIONAL PLANNING COUNCIL
Reconciliation of the Balance Sheet of General Fund to the
Statement of Net Assets
September 30, 2008
Amounts reported for governmental activities in the statement of net assets
are different because:
Total fund balance - General Fund $ 1,505,440
Capital assets used in governmental activities are not financial resources
and, therefore, are not reported in the General Fund. 2,496,333
Debt issuance costs are not available to pay for current-period 83,322
expenditures, and therefore are expensed in future periods.
Long-term liabilities are not due and payable in the current period and
therefore, are not reported as liabilities in the General Fund. Long-term
liabilities at year end consists of:
Liability for compensated absences $ (171,796)
Note payable (2,410,00 (2,581,796
Total net assets - Governmental Activities $ 1,503,299
The notes to the financial statements are an integral part of this statement. 13
TAMPA BAY REGIONAL PLANNING COUNCIL
Statement of Revenues, Expenditures and Changes in Fund Balance
General Fund
Year Ended September 30, 2008
Revenues
Federal grants $ 371,586
State grants 632,317
Membership dues 940,978
In-kind services 28,224
Fees/contracts 820,233
Other revenues 44,286
Interest 44,230
Rental income 181,423
Total revenues 3,063,277
Expenditures
Current:
General government:
Finance and administration 243,197
Comprehensive planning 1,345,440
Public safety 743,655
Physical environment 283,010
Capital outlay 11,606
Debt service:
Interest 106,306
Debt issuance costs 83,322
Principal 105,372
Total expenditures 2,921,908
Excess of revenues
over expenditures 141,369
Other financing sources (uses)
Note payable - Series 2008 proceeds
Note payable - Series 2002 payoff
Total other financing sources (uses)
Net change in fund balance
Fund balance - beginning
Prior period adjustment
Fund balance - beginning as restated
Fund balance - ending
2,410,000
(2,324,602)
85,398
226,767
1,144, 375
134,298
1,278,673
$ 1,505,440
The notes to the financial statements are an integral part of this statement. 14
TAMPA BAY REGIONAL PLANNING COUNCIL
Reconciliation of the Statement of Revenues, Expenditures and
Changes in Fund Balance of the General Fund to the
Statement of Activities
Year Ended September 30, 2008
Net change in fund balances - total general fund
Amounts reported for governmental activities in the statement of activities are
different because:
The General Fund reports capital outlays as expenditures. However, in the
statement of activities the cost of those assets is allocated over their
estimated useful lives and reported as depreciation expense. This is the
amount by which depreciation of $106,324 exceeded capital outlay of
$11,606 in the current period.
Repayment of revenue note principal is an expenditure in the General
Fund, but the repayment reduces long-term liabilities in the statement of
net assets.
Net revenue note proceeds provide current financial resources to
governmental funds, but issuing debt increases long term liabilities in the
statement of net assets.
Debt issuance costs are recognized as an expenditure in the General
Fund. However, in the statement of net assets these costs are reported in
prepaid expenses and other assets and are amortized over the life of the
note payable.
In the statement of activities, the cost of compensated absences is
measured by the amounts earned during the year, while in the General
Fund expenditures are recognized based on the amounts actually paid for
leave used. This is the net amount of vacation, sick leave and other
incremental salary-related payments earned in excess of the amount used
in the current period.
Change in net assets of governmental activities
$ 226,767
(94,718)
105,377
(85, 398)
83,322
14.331
$ 221 019
The notes to the financial statements are an integral part of this statement. 15
TAMPA BAY REGIONAL PLANNING COUNCIL
Statement of Revenues, Expenditures and Changes in Fund Balances
Budget and Actual (Budgetary Basis) - General Fund
Year Ended September 30, 2008
Revenues
Federal grants
State grants
Membership dues
In-kind services
Fees/contracts
Otherrevenues
Interest
Rental income
Total revenues
Expenditures
Current:
Direct personnel service
indirect costs
Other direct costs
Publications, subscriptions and dues
Travel/conferences
Legalexpenses
Printing/graphics
Contract services/consultants
Occupancy costs
Equipment lease/maintenance
Auditing
Administrative in-kind
Other operating expenditures
Capital outlay
Debt service:
Interest
Principal
Total expenditures
Excess of revenues
over (under) expenditures
Fund balance - beginning
Prior period adjustment
Fund balance - beginning as restated
Fund balance - ending
Variance
With Final
Original Final Positive
Budget Budget Actual (Negative)
$ 310,190 $ 369,400 $ 371,586 $ 2,186
640,837 640,580 632,317 (8,263)
940,976 940,976 940,978 2
16,877 28,224 28,224 -
765,821 691,944 820,233 128,289
132,000 141,000 44,286 (96,714)
50,000 43,000 44,230 1,230
179,583 181,437 181,423 (14)
3,036,284 3,036,561 3,063,277 26,716
1,603,789 1,572,198 1,557,016 15,182
61,676 66,676 66,934 (258)
32,775 31,653 32,125 (472)
53,425 75,516 72,256 3,260
52,485 44,584 38,202 6,382
78,015 102,048 99,695 2,353
464,232 424,964 420,386 4,578
114,435 108,354 78,031 30,323
93,629 91,782 87,391 4,391
17,500 18,500 17,998 502
16,877 28,224 28,224 -
121,930 173,455 117,039 56,416
25,000 17,600 11,605 5,994
106,306 106,306 106,306 -
105,377 105,377 105,377 -
2,947,451 2,967,237 2,838,586 128,651
88,833 69,324 224,691 155,367
1,144,375 1,144,375 1,144,375 -
134,298 134,298 134,298 -
1,278,673 1,278,673 1,278,673 -
$ 1r3, 67,506_ $ 1,347,997 $ 1,503,364_ $ 155,367
The notes to the financial statements are an integral part of this statement. 16
TAMPA BAY REGIONAL PLANNING COUNCIL
Notes to Financial Statements
September 30, 2008
Note 1-- Summary of Significant Accounting Policies
The financial statements of the Tampa Bay Regional Planning Council (the Council) have been
designed to conform to accounting principles generally accepted in the United States of America as
applicable to governmental units. The Governmental Accounting Standards Board (GASB) is the
accepted standard-setting body for establishing governmental accounting and financial reporting
principles. The following is a summary of the significant accounting policies.
A - Reporting Entity
The Council is a tax-exempt association of cities and counties, which is organized to assist
governmental and private agencies in the planning and administration of government-aided programs
in the Tampa Bay area. The Council was established by interlocal agreement September 8, 1975
pursuant to the authority of Section 163.01, Florida Statutes. The basic operations of the Council, as
reflected in the accompanying statement of revenues and expenditures, are financed by dues charged
to member governments.
In evaluating how to define the Council for financial reporting purposes, management has considered
all potential component units. The decision to include a potential component unit in the reporting
entity was made by applying the criteria set forth in Accounting Principles Generally Accepted in the
United States of America (GAAP). The basic, but not the only, criterion for including a potential
component unit within the reporting entity is the governing body's ability to exercise oversight
responsibility. The most significant manifestation of this ability is financial interdependency. Other
manifestations of the ability to exercise oversight responsibility include, but are not limited to, the
selection of governing authority, the designation of management, the ability to significantly influence
operations and accountability for fiscal matters. The other criterion used to evaluate potential
component units for inclusion or exclusion from the reporting entity is the existence of special
financing relationships, regardless of whether the Council is able to exercise oversight responsibilities.
Based upon the application of these criteria, the following component unit was identified.
Regional Cooperative Alliance. Inc.
Regional Cooperative Alliance, Inc., a tax exempt 501(c)(3) nonprofit corporation, was formed by the
Council for the exclusive purpose of researching, identifying, developing and disseminating strategies
to regional issues. The Council's executive board is the governing board of Regional Cooperative
Alliance, Inc.
In the current year, there was no activity in the component unit to include in the reporting entity's basic
financial statements as of September 30, 2008.
17
TAMPA BAY REGIONAL PLANNING COUNCIL
Notes to Financial Statements
September 30, 2008
Note 1- Summary of Significant Accounting Policies (continued)
B - Basis of Presentation - Basis of Accounting
Basis of Presentation
Government-wide Statements: The statement of net assets and the statement of activities display
information about the primary government (the Council). These statements include the financial
activities of the overall government. Eliminations have been made to minimize the double counting of
internal activities. These statements distinguish between the governmental activities of the Council.
Governmental activities generally are financed through taxes, intergovernmental revenues, and other
non-exchange transactions.
The statement of activities presents a comparison between direct expenses and program revenues for
each function of the Council's governmental activities. Direct expenses are those that are specifically
associated with a program or function and, therefore, are clearly identifiable to a particular function.
Indirect expense allocations that have been made in the funds have been reversed for the statement
of activities. Program revenues include (a) fees and charges paid by the recipients of goods or
services offered by the programs and (b) grants that are restricted to meeting the operational or
capital requirements of a particular program. Revenues that are not classified as program revenues
are presented as general revenues.
Fund Financial Statements: The fund financial statements provide information about the Council's
General Fund, which accounts for all of the Council's operations.
Measurement Focus, Basis of Accounting
Government-wide Financial Statements: The government-wide financial statements are reported
using the economic resources measurement focus and are reported using the accrual basis of
accounting. Revenues are recorded when earned and expenses are recorded at the time liabilities
are incurred, regardless of when the related cash flows take place. Non-exchange transactions, in
which the Council gives (or receives) value without directly receiving (or giving) equal value in
exchange, include grants, entitlements, and donations. Revenues from grants and entitlements are
recognized in the fiscal year in which all eligibility requirements have been satisfied.
Amounts reported as program revenues include 1) charges to customers or applicants for goods,
services, or privileges provided, 2) operating grants, and 3) capital grants, including special
assessments. Internally dedicated resources are reported as general revenues rather than as
program revenues.
General Fund Financial Statements. The General Fund is reported using the current financial
resources measurement focus and the modified accrual basis of accounting. Under this method,
revenues are recognized when 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. Expenditures are recorded when the related fund liability is incurred, except for
principal and interest on general long-term debt, claims and judgments, and compensated absences,
which are recognized as expenditures to the extent they have matured. General capital asset
acquisitions are reported as expenditures in governmental funds. Proceeds of general long-term debt
and acquisitions under capital leases are reported as other financing sources.
18
TAMPA BAY REGIONAL PLANNING COUNCIL
Notes to Financial Statements
September 30, 2008
Note I -- Summary of Significant Accounting Policies (continued)
Under the terms of grant agreements, the Council funds certain programs by a combination of specific
cost-reimbursement grants, categorical block grants, and general revenues. Thus when program
expenses are incurred, there are both restricted and unrestricted net assets available to finance the
program. It is the Council's policy to first apply cost-reimbursement grant resources to such programs,
followed by categorical block grants, and then by general revenues.
All governmental activities of the Council follow FASB Statements and Interpretations issued on or
before November 30, 1989, including the Accounting Principles Board Opinions, and Accounting
Research Bulletins, unless those pronouncements conflict with GASB pronouncements.
C - Budgetary Data
An annual budget is adopted for the General Fund by the Council at the July meeting preceding the
fiscal year end. All annual appropriations lapse at the fiscal year end. Mid-year and year-end
amendments are made to the budget as necessary. The budget is prepared and controlled at the
project activity level.
The Council's budget for the general fund is prepared under a budgetary basis of accounting that
differs from generally accepted accounting principles (GAAP). Certain long-term obligations entered
into by the Council are not recognized as an expenditure under the budgetary basis of accounting;
however, the entire obligation is recognized under GAAP as other financing sources and uses.
The actual results of operations in the statement of revenues, expenditures and changes in fund
balances - budget and actual - governmental funds are presented on a budgetary basis.
Adjustments to convert the results of operations at end of the year from the budgetary basis of
accounting to the GAAP basis of accounting for the general fund are as follows:
Other Other Expenditures -
Budgetary basis:
Note payable - Series 2008 proceeds
Note payable - Series 2002 payoff
Debt issuance costs
GAAP basis
Financing Financing
Sources Uses
Debt
Service
$2,410,000 $ - $
- 2,324,602 -
- 83,322
$2,410,000 $2,324,602 $ 83,322
D - Assets, Liabilities and Fund Equity
Investments
Investments are recorded at fair value, except for amounts invested with the State Board of
Administration's Local Government Surplus Funds Trust Fund, a 2a7-like investment pool, which are
recorded at amortized cost, which approximates fair value.
19
TAMPA BAY REGIONAL PLANNING COUNCIL
Notes to Financial Statements
September 30, 2008
Note 1- Summary of Significant Accounting Policies (continued)
Capital Assets
Capital assets, which include furniture, fixtures, equipment and a building are reported in the
government-wide financial statements. Capital assets are defined by the government as assets with
an initial, individual cost of more than $500 and an estimated useful life in excess of two years. Such
assets are recorded at historical cost or estimated historical costs if purchased or constructed.
The cost of normal maintenance and repairs that do not add to the value of the asset or materially
extend assets' lives are not capitalized.
Depreciation is provided on a straight-line method over the following estimated useful lives:
Years
Building 40
Building components 10-25
Landscaping 15
Equipment, furniture and fixtures 3-10
Compensated Employee Absences
Sick leave - Employees with five years of service become eligible to receive 25% of accumulated sick
leave upon termination, limited to 150 hours of compensation. Employees with ten years of service
become eligible to receive 50% of accumulated sick leave upon termination, limited to 200 hours of
compensation. Employees with twenty years of service become eligible to receive 50% of
accumulated sick leave upon termination, limited to 250 hours of compensation. Employees with thirty
years of service become eligible to receive 50% of accumulated sick leave upon termination, limited to
300 hours of compensation. Other sick pay benefits are paid only in the event of actual sickness. As
of September 30, 2008, the total accumulated sick leave pay benefit was $337,658 for all employees.
Of this amount, an accrual representing vested benefits of $82,584 has been reported in the
government-wide financial statements at September 30, 2008.
Vacation pay -- Employees can accumulate up to 1 1/2 times the normal amount earned for one year
and is payable, if not used, upon termination. At September 30, 2008, accrued vacation payable of
$67,708 has been reported in the government-wide financial statements.
The liability for compensated absences includes an accrual for incremental salary-related payments.
These include the Council's share of social security and Medicare payroll taxes and the Council's
required contribution to the Florida Retirement System. At September 30, 2008 accrued salary-
related payments totaling $21,504 has been reported in the government-wide financial statements.
The amount of accrued compensated absences expected to be paid from current resources is not
significant.
20
TAMPA BAIL REGIONAL PLANNING COUNCIL
Notes to Financial Statements
September 30, 2008
Note 1-- Summary of Significant Accounting Policies (continued)
Employee Benefits Indirect Costs and Direct Charge Allocations
The Council uses cost allocations to share common or joint institutional costs. Costs are accumulated
in pools and are equitably distributed among the programs based on a allocation method that
demonstrate compliance with fair and objective cost-sharing among programs, including grant funded
programs.
1. Leave benefits consist of annual leave accrued and other types of leave paid (i.e. sick, military,
holiday, and administrative leave). Leave costs are accumulated in an organizational leave
pool and distributed to programs based on year-to-date in-service salary costs. In-service
salaries include salaries paid for regular time, excluding leave benefit costs. This results in all
programs bearing an equitable share of leave costs and diminishes the circumstantial effects
of timing associated with leave usage. Actual leave benefit costs for the year ended
September 30, 2008 are as follows:
Leave benefit costs allocated $ 193,231
In-service salaries $1,040,198
Actual rate 18.58%
Actual leave rates by employee classification (which reflects leave eligibility) are developed and
applied to the year-to-date base of in-service salaries in each program to determine its share of
leave costs. In the aggregate, $1,233,429 was charged among all programs operated during
the fiscal year. Separate classes of employees are maintained to charge programs in
accordance with each employee's leave benefit eligibility.
2. Employees are defined by class based upon fringe benefit eligibility. Employee fringe benefits
are accumulated in an organizational pool and are prorated by employee class (i.e. eligibility)
based on a year-to-date proportionate share of total year-to-date organizational salaries.
Organizational salaries include salaries paid for regular time, overtime and leave benefit costs.
Actual fringe benefit costs for the year ended September 30, 2008 are as follows:
Fringe bent costs allocated $ 337,913
Organizational salaries $1,233,429
Actual rate 27.40%
3. Indirect costs consist of joint or common costs supporting all programs such as
communication, office supplies, postage, depreciation and risk insurance. Indirect costs are
accumulated in an organizational pool and distributed to programs based on year-to-date
organizational salaries plus fringe benefits.
Actual indirect costs for the year ended September 30, 2008 are as follows:
Indirect cost allocated (inducing $ 102,896
depredation of $35,962)
Organizational salaries plus fringe
benefits costs allocated $1,571,342
Actual rate 6.55%
21
TAMPA BAY REGIONAL PLANNING COUNCIL
Notes to Financial Statements
September 30, 2008
Note 1- Summary of Significant Accounting Policies (continued)
4. Direct costs consist of building occupancy costs, equipment lease and maintenance expense,
audit and internal services (printing, library, accounting and data processing). Direct costs are
allocated to programs based on year-to-date organizational salaries plus fringe benefits.
Financial reporting - Programs completed during the fiscal year may have reported interim
costs to grantor agencies, pending the determination of final costs at September 30, 2008.
Interim reports may show higher or lower allocated costs which reflect changing rates after
program termination. Final costs for completed programs can only be determined at the end of
the fiscal year.
Net Assets/Fund Balances
Net Assets
Net assets in government-wide financial statements are classified as invested in capital assets, net of
related debt and unrestricted.
Fund Balances
In the governmental fund financial statements, reservations or restrictions of fund balance represent
amounts that are not appropriable or are legally segregated for a specific purpose. Designations of
fund balance represent tentative management plans that are subject to change.
The governmental fund types classify fund balances as follows:
Reserved
Reserved for prepaid expenditure - portion of fund balance that is not expendable and not an
available resource.
Unreserved
Designated for grant matching funds - portion of fund balance not available for appropriation because
it represents the year-end fund balance reserved for local expenditures related to grant programs.
Designated for development of regional impact and other council activities - portion of fund balance
not available for appropriation because it represents the year-end resources reserved for
development of regional impact and council activities.
Designated for specialty licenses plate expenditures - portion of fund balance reserved for the
specialty license plate program.
Designated for compensated absences - portion of fund balance reserved for compensated absences.
Designated for long term building renewal and replacement - portion of fund balance reserved for the
long term renewal and replacement of the Gateway Centre.
Undesignated - portion of total fund balance available for appropriation that is uncommitted at year-
end.
22
TAMPA SAY REGIONAL PLANNING COUNCIL
Notes to Financial Statements
September 30, 2008
Note 1- Summary of Significant Accounting Policies (continued)
Accounting Estimates - The preparation of the basic financial statements in conformity with
accounting principles generally accepted in the United States of America requires 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 of the basic financial statements and the
reported amounts of revenues and expenses during the reporting period. Actual results could differ
from those estimates.
Note 2 - Deposits and Investments
A - Deposits and Concentration of Credit Risk
At September 30, 2008, the book balance of deposits was $1,055,972 and the bank balance was
$1,078,955. The Council's bank balances include insured deposits under FDIC and the remaining
balances are collateralized pursuant to Chapter 280 of the Florida Statutes.
S - Investments
Florida Statutes authorize the Council to invest in the State Board of Administration's Local
Government Investment Pool (LGIP), certain obligations of the U.S. Treasury and U.S. Agencies,
repurchase agreements, and interest-bearing time deposits and savings accounts held in banks and
savings and loans.
As of September 30, 2008, the Council had Certificates of Deposit totaling $308,998, which mature on
December 4, 2008.
The Council also had $74,554 invested in the State Board of Administration's (SBA) Local
Government Surplus Funds Trust Fund Investment Pool (LGIP). On November 29, 2007, the State
Board of Administration implemented a temporary freeze on the assets held in the Pool due to an
unprecedented amount of withdrawals from the Fund coupled with the absence of market liquidity for
certain securities within the Pool. The significant amount of withdrawals followed reports that the Pool
held asset-backed commercial paper that was subject to sub prime mortgage risk. On December 4,
2007, based on recommendations from an outside financial advisor, the State Board of Administration
restructured the Pool into two separate pools. At the time of the restructuring, all current pool
participants had their existing balances proportionately allocated into Pool A (LGIP) and Pool B (Fund
B). The LGIP consisted of all money market appropriate assets, which was approximately $12 billion
or 86% of Pool assets. Fund B consisted of assets that defaulted on a payment, paid more slowly
than expected, and/or had significant credit and liquidity risk, which was approximately $2 billion or
14% of Pool assets. The LGIP is considered a SEC 2a7-like fund. The Fund B is accounted for as a
fluctuating NAV pool. The account balance is $90,862, which calculates to a fair value of $72,544.
Custodial Credit Risk - The LGIP is rated by Standard and Poors. The current rating is AAAm. The
LGIP Fund B is not rated by any nationally recognized statistical rating agency.
Interest Rate Risk - TBRPC has no specific policy regarding interest rate risk.
Note 3 - Receivables - Allowance for Doubtful Accounts
At September 30, 2008, there was no allowance for doubtful accounts since all receivable were
collectible.
23
TAMPA BAY REGIONAL PLANNING COUNCIL
Notes to Financial Statements
September 30, 2008
Note 4 - Accounts Payable and Accrued Liabilities
Accounts payables and accrued liabilities at September 30, 2008, were as follows:
Accounts payable $ 86,549
Accrued payroll and related liabilities 62,695
Accrued interest payable 5,007
Other 28,409
$ 182,660
Note 5 - Capital Assets
Capital asset activity for the year ended September 30, 2008 was as follows:
Beginning Ending
Governmental activities:
Capital assets not being depreciated
Land $ 470,041 $ - $ - $ 470,041
Total capital assets not being
depreciated 470,041 - - 470,041
Capital assets being depreciated:
Equipment, furniture and fixtures 388,498 11,606 (1,614) 398,490
Landscaping 55,195 - - 55,195
Building components 286,570 - - 286,570
Building 1,874,805 - - 1,874,805
Total capital assets being
depreciated
Less accumulated depreciation for:
Equipment, furniture and fixtures
Landscaping
Building components
Building
Total accumulated depreciation
Total capital assets being
depreciated, net
Governmental activities capital
assets, net
2,605,068 11,606 1,614 2,615,060
(227,800) (35,964) 1,614 (262,150)
(13,493) (3,679) - (17,172)
(71,746) (19,786) - (91,532)
(171,019) (46,895)_ (217,914)
(484,058) (106,324) 1,614 (588,768)
2,121,010 (94,718) - 2,026,292
$ 2,591,051 $ 24,7 $ - $ 2,496,333
24
TAMPA BAY REGIONAL PLANNING COUNCIL
Notes to Financial Statements
September 30, 2008
Note 5 -- Capital Assets (continued)
Depreciation was charged to the following functions:
General government
Financial and administration $ 18,543
Comprehensive planning 54,476
Public safety 26,205
Physical environmental 7,100
Total $ 106,324
Note 6 - Unearned Revenue
Unearned revenues in the government-wide and fund financial statements at September 30, 2008
were as follows:
Development Regional Impact
application fees $ 50,846
Advance - grants and contracts 95,681
Other 42,210
$ 188,737
Note 7 - Operating Leases
The Council has entered into operating lease agreements for office equipment and an automobile.
Minimum noncancellable lease commitments are as follows:
2009 $ 19,149
2010 15,396
Total rental expense for all operating lease agreements for the year ended September 30, 2008 was
$19,149.
Note 8 - Pension Plan
All regular Council employees are participants in the Florida Retirement System (the System). The
System is a cost-sharing multiple-employer defined benefit plan which is controlled by the State
Legislature and administered by the State of Florida, Department of Administration, Division of
Retirement.
Benefit provisions are established under Chapter 121, Florida Statutes, which may be amended by
the Florida Legislature. For regular class employees, the System provides for vesting of benefits after
6 years of creditable service. Normal retirement benefits are available to regular and senior class
employees who retire at or after age 62 with 6 or more years of service or who retire after 30 years of
creditable service regardless of age. For senior management class employees, the System provides
for vesting of benefits after 6 years of creditable service.
25
TAMPA BAY REGIONAL PLANNING COUNCIL
Notes to Financial Statements
September 30, 2008
Note 8 - Pension Plan (continued)
Early retirement is available any time after vesting with a 5% reduction of benefits for each year prior
to the normal retirement age. Retirement benefits are based upon age, average compensation and
years-of-service credit where average compensation is computed as the average of an individual's
five highest years of earnings. Certain disability and survivor benefits are also available from the
System. There are no required contributions from individual plan members. The System funding
policy provides for monthly participating employer contributions at actuarially determined rates that,
expressed as percentages of annual covered payroll, are adequate to accumulate sufficient assets to
pay benefits when due. Level percentage of payroll employer contribution rates, established by state
law, are determined using the entry-age actuarial funding method. Future plan benefit changes,
assumption changes, and methodology changes are amortized within 30 years, using level dollar
amounts. Except for gains reserved for rate stabilization, future actuarial gains and losses are
amortized on a rolling 10% basis, as a level dollar amount. Following are the contribution rates. The
rate applied to regular employee salaries was 9.85%. The rate applied to senior management
salaries was 13.12%. These rates include a 1.11 % health insurance subsidy. Total payroll for the
Council employees covered by the system was approximately $1,228,125 for the year ended
September 30, 2008. The Council's total payroll for the same period was $1,233,192. The Council's
contribution to the System plan for the years ended September 30, 2008, 2007, and 2006 were
$127,681, $124,911, and $91,918 respectively. These amounts are equal to the required contribution
for each year.
The Council has no responsibility to the System other than to make the periodic payments required by
state statutes.
The State of Florida annually issues a publicly available financial report that includes financial
statements and required supplementary information for the FRS. The most recent available report is
for the plan year ended June 30, 2007. That report may be obtained by writing to Division of
Retirement, P.O. Box 9000, Tallahassee, FL 32315-9000, or by calling (877) 377-1737, or accessing
their intereet site at www.frs.state.fl.us.
Note 9 - Long-Term Liabilities
In September 2008, a $2,410,000 Revenue Note, Series 2008 (the Note) was issued by Mercantile
Bank of Florida, N.A. to refinance the $2,800,000 Revenue Note, Series 2002. The Note is payable in
monthly installments of $17,578 with a final maturity date of September 2023, and bears interest at a
fixed rate of 3.74%. The Note is secured by a lien upon the Council's pledged revenues which
includes certain fees, rents, other revenues and the moneys and investment income of the note
proceeds.
26
TAMPA BAY REGIONAL PLANNING COUNCIL
Notes to Financial Statements
September 30, 2008
Note 9 - Long-Term Liabilities (continued)
The future debt service requirements of the Revenue Note , Series 2008 are as follows:
Fiscal
Year Principal Interest Total
2009 $ 121,659 $ 89,276 $ 210,935
2010 126,353 84,582 210,935
2011 131,229 79,706 210,935
2012 136,083 74,852 210,935
2013 141,543 69,392 210,935
2014-2018 793,815 260,858 1,054,673
2018-2022 959,318 95,349 1,054,667
$2,410,000 $ 754,015 $3,164,015
Interest Rate Swap
In September 2008, the interest rate swap associated with the $2,800,000 Revenue Note, Series
2002 was terminated in conjunction with the payoff of th is note. The Council paid a $66,000 fee to
terminate the swap agreement, which was considered a cost of issuing Revenue Note, Series 2008,
therefore, it was reported as a debt issuance expenditure in the general fund and as an other asset in
the statement of net assets.
A summary of changes in long-term liabilities follows:
Balance Balance
October 1, September 30, Current
2007 Additions Reductions 2008 Portion
Compensated absences $ 157,470 $ 134,482 $ (120,156) $ 171,796 $ -
Note payable - Series 2002 2,429,974 - (2,429,974) - -
Note payable - Series 2008 - 2,410,000 - 2,410,000 121,659
$2,587,444 2,544,482 (2,550,130) $ 2,581,796 $121,659
Note 10 - Contingency
Expenditures incurred by the Council associated with the execution of various grants are subject to
audit and possible disallowances by the grantor agency. Management believes that if audited, any
adjustment for disallowed expenditures would be immaterial.
Note 11- Prior Period Adjustment
The Council has determined that deferred/unearned revenue at September 30, 2007 included certain
amounts that should have been recognized as revenue in fiscal year 2007. This correction resulted in
an increase to beginning net assets/fund balance of $134,278 on the statement of activities and on
the general fund statement of revenues, expenditures and changes in fund balance.
27
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 GovervmerrtAuditlug'5bndards
Tampa Bay Regional Planning Council
Tampa, Florida
We have audited the financial statements of the governmental activities and the major fund of the
Tampa Bay Regional Planning Council (the Council) as of and for the year ended September 30,
2008, which collectively comprise the Council's basic financial statements, and have issued our report
thereon dated February 25, 2009. 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.
Internal Control Over Financial Reporting
In planning and performing our audit, we considered the Council's internal control over financial
reporting as a basis for designing our auditing procedures for the purpose of expressing our opinion
on the financial statements, but not for the purpose of expressing an opinion on the effectiveness of
the Council's internal control over financial reporting. Accordingly, we do not express an opinion on
the effectiveness of the Council's internal control over financial reporting.
Our consideration of internal control over financial reporting was for the limited purpose described in
the preceding paragraph and would not necessarily identify all deficiencies or material weaknesses.
However, as discussed below, we identified a certain deficiency in internal control over financial
reporting that we consider to be a significant deficiency.
A control deficiency 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
misstatements on a timely basis. A significant deficiency is a control deficiency, or combination of
control deficiencies, that adversely affects the Council's ability to initiate, authorize, record, process,
or report financial data reliably in accordance with generally accepted accounting principles such that
there is more than a remote likelihood that a misstatement of the Council's financial statements that is
more than inconsequential will not be prevented or detected by the Council's internal control. We
consider the deficiency described in the accompanying schedule of findings and questioned costs as
item 2008-1 to be a significant deficiency in internal control over financial reporting.
A material weakness is a significant deficiency, or combination of significant deficiencies, that results
in more than a remote likelihood that a material misstatement of the financial statements will not be
prevented or detected by the Council's internal control.
Our consideration of internal control over financial reporting was for the limited purpose described in
the first paragraph of this section and would not necessarily identify all deficiencies in internal control
that might be significant deficiencies and, accordingly, would not necessarily disclose all significant
deficiencies that are also considered to be material weaknesses. We consider the significant
deficiency as described above to be a material weakness.
29
Compliance and Other Matters
As part of obtaining reasonable assurance about whether the Council's financial statements are free
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 Government Auditing Standards.
The Council's response to the finding identified in our audit is described in the accompanying
schedule of findings and questioned costs. We did not audit the Council's response and, accordingly,
we express no opinion on it.
This report is intended for the information and use of the budget committee, Council members,
management, and applicable federal and state agencies, and is not intended to be and should not be
used by anyone other than these specified parties.
&aaetl )K .7"c
Tampa, Florida
February 25, 2009
30
Independent Auditors' Report on Compliance with Requirements Applicable to
Each Major State Project and on Internal Control Over Compliance in Accordance
with Chapter 10.550, Rules of the Auditor General of the State of Florida
Tampa Bay Regional Planning Council
Tampa, Florida
Compliance
We have audited the compliance of Tampa Bay Regional Planning Council (the Council) with the
types of compliance requirements described in the State of Florida Department of Financial Services
State Projects Compliance Supplement, that are applicable to its major state projects for the year
ended September 30, 2008. The Council's major state projects are identified in the summary of
auditors' results section of the accompanying schedule of findings and questioned costs. Compliance
with the requirements of laws, regulations, contracts and grants applicable to its major state projects
is the responsibility of the Council's management. Our responsibility is to express an opinion on the
Council's compliance based on our audit.
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 Government
Auditing Standards, issued by the Comptroller General of the United States and Chapter 10.550,
Rules of the Auditor General of the State of Florida - Local Government Entity Audits. Those
standards and Chapter 10.550, Rules of the Auditor General - Local Government Entity Audits,
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 state project occurred. An audit includes examining, on a test basis,
evidence about the Council's compliance with those 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. Our audit does not provide a legal determination on the Council's
compliance with those requirements.
In our opinion, the Council complied, in all material respects, with the requirements referred to above
that are applicable to its major state projects for the year ended September 30, 2008.
Internal Control Over Compliance
The management of the Council is responsible for establishing and maintaining effective internal
control over compliance with requirements of laws, regulations, contracts and grants applicable to
state financial assistance projects. In planning and performing our audit, we considered the Council's
internal control over compliance with requirements that could have a direct and material effect on a
major state financial assistance project in order to determine our auditing procedures for the purpose
of expressing our opinion on compliance but not for the purpose of expressing an opinion on the
effectiveness of internal control over compliance. Accordingly, we do not express an opinion on the
effectiveness of the Council's internal control over compliance.
31
A control deficiency in an entity's internal control over compliance 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 noncompliance with a type of compliance requirement of a
state financial assistance program on a timely basis. A significant deficiency is a control deficiency, or
combination of control deficiencies, that adversely affects the Council's ability to administer a state
project such that there is more than a remote likelihood that noncompliance with a type of compliance
requirement of a state project that is more than inconsequential will not be prevented or detected by
the Council's internal control.
A material weakness is a significant deficiency, or combination of significant deficiencies, that results
in more than a remote likelihood that material noncompliance with a type of compliance requirement
of a state financial assistance project will not be prevented or detected by the Council's internal
control.
Our consideration of internal control over compliance was for the limited purpose described in the first
paragraph of this section and would not necessarily identify all deficiencies in internal control that
might be significant deficiencies or material weaknesses. We did not identify any deficiencies in
internal control over compliance that we consider to be material weaknesses, as defined above.
This report is intended for the information and use of the budget committee, Council members,
management and applicable federal and agencies, and is not intended to be and should not be used
by anyone other than these specified parties.
Tampa, Florida
February 25, 2009
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TAMPA BAY REGIONAL PLANNING COUNCIL
Schedule of State Projects
Year Ended September 30, 2008
State Agency/
State Project
Grant/
CSFA Contract
Number Number
Expenditures
Department of Community Affairs
Regional Planning Councils
Regional Planning Councils
Growth Management Implementation
State, Local and Private Projects
Emergency Management Programs
Emergency Management Programs
52.006 08-DR-95-13-00-21-008
52.OD6 09-DR-AZ-13-00-21-008
52.033 08-DR-90-13-00-21-021
52.009 08-CG-33-13-00-21-007
52.023 08CP-04-13-DO-21-016
52.023 09CP-04-13-00-21-007
Total Expenditures of State Financial Assistance
$ 311,764
66,554
378,318
132,892
30,682
10,227
40,909
$ 632,317
Note 1- Basis of Presentation
The accompanying schedule of expenditures of state projects includes the state grant activity of the
Tampa Bay Regional Planning Council (the Council) and is presented on the modified accrual basis of
accounting, which is described in Note 1 to the basic financial statements.
33
TAMPA BAY REGIONAL PLANNING COUNCIL
Schedule of Findings and Questioned Costs
Year Ended September 30, 2008
I. Summary of Auditors' Results
A. The auditors' report expresses unqualified opinions on the basic financial statements of the
Tampa Bay Regional Planning Council.
B. One material weakness was disclosed by the audit of the basic financial statements in the
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 Auditing Standards.
C. No instances of noncompliance material to the basic financial statements of the Tampa
Bay Regional Planning Council were disclosed during the audit.
D. No significant deficiencies were disclosed relating to the audit of the major state projects in
the Independent Auditors' Report on Compliance with Requirements Applicable to Each
Major State Project and on Internal Control Over Compliance in Accordance with Chapter
10.550, Rules of the Auditor General of the State of Florida.
E. The auditors' report on compliance for the major state projects for the Tampa Bay Regional
Planning Council expresses an unqualified opinion.
F. Our audit disclosed no audit findings relative to the major state projects that the auditor is
required to report under Rule 10.550.
G. The state projects tested as major project follows:
State Project CSFA No.
Department of Community Affairs:
Regional Planning Councils 52.006
State, Local and Private Projects 52.009
H. The threshold for determining Type A and Type B state projects was $100,000.
II. Findings - Financial Statements
Finding 2008-1 --Revenue Recognition
Criteria: Revenue should be recognized in accordance with the contract or grant
agreement provisions and in accordance with generally accepted accounting principles.
Condition: Approximately $134,000 of deferred/unearned revenue should have been
recognized as revenue in the year ended September 30, 2007 on a performance based
contract that had been completed. As a result, a prior period adjustment was made for
the year ended September 30, 2008 to reduce deferred/unearned revenue and increase
net assets/ fund balance at the beginning of the year by $134,000.
Cause: It appears the detailed projects schedule was not thoroughly reviewed to ensure
that revenue was appropriately recognized in accordance with the contract provisions.
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TAMPA BAY REGIONAL PLANNING COUNCIL
Schedule of Findings and Questioned Costs
Year Ended September 30, 2008
III. Findings - Financial Statements (continued)
Finding 2008-1 -Revenue Recognition (continued)
Effect: Revenue may not be recognized in the appropriate fiscal year in accordance with
generally accepted accounting principles.
Recommendation: We recommend that the Council design and implement controls to
ensure that revenue is recognized in the appropriate fiscal year based on the contract or
grant provisions and in accordance with generally accepted accounting principles.
Council's Response: The Council makes every effort to recognize revenue in the
appropriate fiscal year. The revenue in question was the excess revenue from a
performance based contract that ended in fiscal year 2007. It was the Council's opinion
that the excess revenue was to be used for related ongoing efforts on the implementation
of growth management legislature requirements.
IV. Findings and Questioned Costs - Major State Projects
There were no findings or questioned costs related to the audit of the major state projects for
the Tampa Bay Regional Planning Council.
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E
Independent Auditors' Management Letter
To the Budget Committee and Management
Tampa Bay Regional Planning Council
Tampa, Florida
We have audited the financial statements of the governmental activities and the major fund of the
Tampa Bay Regional Planning Council (the Council) as of and for the year ended September 30,
2008, and have issued our report thereon dated February 25, 2009.
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. We have issued our Independent
Auditor's 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, the Independent Auditor's Report on Compliance and Internal Control over Compliance
Applicable to each Major State Project, and the Schedule of Findings and Questioned Costs.
Disclosures in those reports and schedule, which are dated February 25, 2009, should be considered
in conjunction with this management letter.
Additionally, our audit was conducted in accordance with Chapter 10.550, Rules of the Auditor
General, which governs the conduct of local government entity audits performed in the State of
Florida. This letter includes the following information, which is not included in the aforementioned
auditors' reports or schedule:
Section 10.554(1)(i)1) Rules of the Auditor General, requires that we determine whether or not
corrective actions have been taken to address findings and recommendations made in the preceding
annual financial audit report. There were no such matters reported in the preceding annual financial
audit report.
Section 10.554(1)(i)2) Rules of the Auditor General, requires our audit to include a review of the
provisions of Section 218.415, Florida Statutes, regarding the investment of public funds. In
connection with our audit of the financial statements of the Council, nothing came to our attention that
would cause us to believe that the Council was in noncompliance with Section 218.415 regarding the
investment of public funds.
Section 10.554(1)(i)3) Rules of the Auditor General, requires that we address in a management letter
any recommendations to improve financial management. In connection with our audit, we did not
have any such recommendations.
Section 10.554(1)(i)4) Rules of the Auditor General, requires that we address violations of law,
regulations, contracts or grant agreements, or abuse that have occurred, or are likely to have
occurred, that have an effect on the determination of financial statement amounts that is less than
material but more than inconsequential. In connection with our audit, we did not have any such
findings.
36
Section 10.554(1)(i)5) Rules of the Auditor General, provides that an auditor may based on
professional judgment, report the following matters that are inconsequential to the determination of
financial statement amounts, considering both quantitative and qualitative factors: (1) violations of
laws, regulations, contracts or grant agreements, or abuse that have occurred, or are likely to have
occurred, and (2) control deficiencies that are not significant deficiencies, including, but not limited to:
(a) improper or inadequate accounting procedures (e.g., the omission of required disclosures from the
annual financial statements); (b) failures to properly record financial transactions; and (c)
inaccuracies, shortages, defalcations, and instances of fraud discovered by, or that come to the
attention of the auditor. In connection with the audit, we did not have any such findings.
Section 10.554(1)(i)6) Rules of the Auditor General, requires that the name or official title and legal
authority for the primary government and each component unit of the reporting entity be disclosed in
the management letter, unless disclosed in the notes to the financial statements. Such disclosure is
included in the notes to financial statements.
Section 10.554(1)(i)7.a.) Rules of the Auditor General, requires a statement as to whether or not the
Council has met one or more of the financial emergency conditions described in Section 218.503 (1),
Florida Statutes, and the identification of the specific conditions met. In connection with our audit of
the financial statements of the Council, the results of our tests did not indicate that the Council met
any of the specified conditions of a financial emergency contained in Section 218.503 (1). However,
our audit does not provide a legal determination on the Council's compliance with this requirement.
Section 10.554(1)(i)7.b.) Rules of the Auditor General, requires that we determine whether the
financial report filed with the Florida Department of Financial Services, pursuant to Section
218.32(1)(a), Florida Statutes, is in agreement with the annual financial audit report for the fiscal year
ended September 30, 2008. Our comparison of the financial report filed with the Department of
Financial Services to the Council's 2008 audited financial statements resulted in no material
differences.
Pursuant to Sections 10.554(1)(i)7.c.) requires the scope of our audit to include financial condition
assessment procedures pursuant to Rules 10.556(7). It is management's responsibility to monitor the
Council's financial condition, and our financial condition assessment was based in part on
representations made by management and . the review of financial information provided by
management. The financial condition assessment procedures described above disclosed no
deteriorating financial conditions.
Pursuant to Chapter 119, Florida Statutes, this management letter is a public record and its
distribution is not limited. Auditing standards generally accepted in the United States of America
require us to indicate that this letter is intended solely for the information and use of management, and
the Florida Auditor General, and is not intended to be and should not be used by anyone other than
these specified parties.
Tampa, Florida
February 25, 2009
37