TOWNSHIP OF EWING

MERCER COUNTY

NOTES TO FINANCIAL STATEMENTS

NOTE A - SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES

Reporting Entity

The financial statements of the Township of Ewing include every board, body, officer or commission supported and maintained wholly or in part by funds appropriated by the Township of Ewing, as required by N.J.S. 40A:5-5. However, the operations of the Municipal Library, Board of Education, First Aid Organizations, and Volunteer Fire Companies or Fire Districts are not included in the Township's financial statements.

Description of Funds

The accounting policies of the Township of Ewing conform to the accounting principles applicable to municipalities which have been prescribed by the Division of Local Government Services, Department of Community Affairs, State of New Jersey. Such principles and practices are designed primarily for determining compliance with legal provisions and budgeting restrictions and as a means of reporting on the stewardship of public officials with respect to public funds. Under this method of accounting, the Township of Ewing accounts for its financial transactions through the following separate funds:

Governmental Funds:

Current Fund - resources and expenditures for governmental operations of a general nature, including Federal and State grant funds.

Trust Fund - receipts, custodianship and disbursement of funds in accordance with the purpose for which each reserve was created.

General Capital Fund - receipt and disbursement of funds for the acquisition of general capital facilities, other than those acquired in the Current Fund.

Public Assistance Fund - receipt and disbursement of funds that provide assistance to certain residents of the Township pursuant to Title 44 of New Jersey Statutes.

Basis of Accounting

The accounting principles and practices prescribed for municipalities by the State of New Jersey differ in certain respects from accounting principles generally accepted in the United States of America applicable to local government units. The significant differences relate to primarily the cash basis for recognition of revenue, the recording of appropriation reserves in connection with expenditures, the liability for unused compensated absences, and general fixed assets. The following is a summary of significant accounting policies.

A modified accrual basis of accounting is followed with minor exceptions. Modifications from the accrual basis are as follows:

Revenues are recorded when received in cash except for certain amounts which are due from other governmental units. Receipts from Federal and State grants are realized as revenue when anticipated in the Township budget. Receivables for property taxes are recorded with offsetting reserves on the balance sheet of the Township's Current Fund. Accordingly, such amounts are not recorded as revenue until collected. Other amounts which are due to the Township are also recorded as receivables with offsetting reserves and are recorded as revenue when received.

Investments are carried at cost. Purchases are limited by New Jersey Statute 40A:5-15.1 to bonds or obligations of, guaranteed by, the Federal government and bonds or other obligations of Federal or local units having a maturity date not more than twelve months from the date of purchase.

Expenditures are recorded on the "budgetary" basis of accounting. Generally, expenditures are recorded when an amount is encumbered for goods or services through the issuance of a purchase order in conjunction with the Encumbrance Accounting System. Outstanding encumbrances at June 30, 2001 are reported as a cash liability in the financial statements and constitute part of the Township's statutory Appropriation Reserve balance. Appropriation reserves covering unexpended appropriation balances are automatically created at the end of each year and are recorded as liabilities, except for amounts which may be canceled by the governing body. Appropriation reserves are available, until lapsed at the close of the succeeding year, to meet specific claims, commitments or contracts incurred during the preceding fiscal year. Lapsed appropriation reserves are recorded as income. Appropriations for principal payments on outstanding general capital bonds and notes are provided on the cash basis and interest on general capital indebtedness is on the cash basis.

Foreclosed Property - Foreclosed property is recorded in the Current Fund at the assessed valuation at the time such property was acquired. The balance of foreclosed property is fully reserved.

Interfund receivables in the Current Fund are recorded with offsetting reserves; interfund payables are created by charges to operations. Income is recognized in the year the receivables are liquidated. Interfund receivables in other funds are not offset by reserves.

Inventories of Supplies - The cost of inventories of supplies for all funds is recorded as an expenditure at the time individual items are purchased. The cost of inventories is not included in the various fund balance sheets.

General Fixed Assets - In accordance with Technical Accounting Directive No. 85-2, Accounting for Governmental Fixed Assets, as promulgated by the Division of Local Government Services, which differ in certain respects from generally accepted accounting principles, the Township of Ewing is required to have and maintain a fixed asset and reporting system for non-expendable personal property with an acquisition cost of $300 or more per unit, and a useful life of more than one year.

Fixed assets used in governmental operations (general fixed assets) are accounted for in the General Fixed Assets Account Group. Public domain ("infrastructure") general fixed assets consisting of certain improvements other than buildings, such as road, bridges, curbs and gutters, streets and sidewalks and drainage systems are not capitalized.

For the classification of land, buildings, and other improvements actual cost was used. With respect to machinery and equipment, actual cost was used whenever possible. However, a significant amount of items were valued at their estimated or replacement cost since the original cost was not available. No depreciation is provided for in the financial statements.

Expenditures for construction in progress are recorded in the Capital Funds until such time as the construction is completed and the related asset is placed in operation.

Fixed assets acquired through grants in aid or contributed capital have not been accounted for separately.

It is the policy of the Township not to capitalize interest cost on fixed assets constructed.

Budgets are adopted on the same basis of accounting utilized for the preparation of the Township's financial statements.

Reserve for Uncollected Taxes represents an appropriation made to allow total current tax billings to be levied at an amount greater than the appropriations needed. Reserve for Uncollected Taxes is not recognized under Generally Accepted Accounting Principles.

Memorandum Only - Total Columns

Total columns are captioned "memorandum only" to indicate that they are presented only to facilitate financial analysis. Data in these columns do not present financial position, results of operations or changes in financial position in conformity with generally accepted accounting principles. Neither are such data comparable to a consolidation. Interfund eliminations have not been made in the aggregation of this data.

Comparative Data

Comparative total data for the prior year has been presented in order to provide an understanding of changes on the Township's financial position and operations. However, comparative data has not been presented in each of the statements since their inclusion would make the statements unduly complex and difficult to read.

NOTE B - CASH

Cash includes amounts on deposit, petty cash, change funds, and short-term investments with original maturities of three months or less.

Deposits were with contracted depository banks in interest-bearing accounts which were insured under the Government Unit Deposit Protection Act of the State of New Jersey. All such deposits are held in the Township's name.

New Jersey Governmental Unit Deposit Protection Act ("NJGUDPA") permits the deposit of public funds in institutions located in New Jersey which are insured by the Federal Deposit Insurance Corporation ("FDIC"), or by any other agencies of the United States that insure deposits or the State of New Jersey Cash Management Fund.

NJGUDPA requires public depositories to maintain collateral for deposits of public funds that exceed insurance limits as follows:

The market value of the collateral must equal 5% of the average daily balance of public funds; or

If the public funds deposited exceed 75% of the capital funds of the depository, the depository must provide collateral having a market value equal to 100% of the amount exceeding 75%.

All collateral must be deposited with the Federal Reserve Bank, the Federal Home Loan Bank Board or a banking institution that is a member of the Federal Reserve System and has capital funds of not less than $25,000,000.

Uninsured and uncollateralized deposits are covered under the unit certificate of eligibility as required by NJGUDPA.

The carrying amount of Ewing Township's cash as of June 30, 2001, which consisted mainly of demand and money market accounts, was $5,856,004.20. Of the balance, $400,000 was covered by Federal Depository Insurance and $5,456,004.20 was covered by a collateral pool maintained by the banks as required by New Jersey statutes.

 

NOTE C - LONG TERM DEBT

SUMMARY OF MUNICIPAL DEBT

 
June 30
 
2001
2000
1999
Summary of Municipal Debt Issued:
General - Bonds and Notes:
     
Bond anticipation notes due August 3, 2001 at an interest rate of 4.44% per annum.
$354,000
$354,000
$454,000
Bond anticipation notes due October 19, 2001 at an interest rate of 4.35% per annum.
2,088,500
1,423,500
1,523,000
Bond anticipation notes due October 19, 2001 at an interest rate of 4.35% per annum.
691,000
795,000
950,000
Bond anticipation notes due August 3, 2001 at an interest rate of 4.44% per annum.
950,000
950,000
950,000
Bond anticipation notes due October 19, 2001 at an interest rate of 4.35% per annum.
769,500
769,500
1,068,750
Bond anticipation notes due October 19, 2001 at an interest rate of 4.35% per annum.
1,140,000
1,140,000
-
Bond anticipation notes due August 3, 2001 at an interest rate of 4.44% per annum.
299,250
-
-
General obligation bonds, due November 1, 2012, interest rates ranging from 4.00% to 4.82% per annum
5,530,000
5,715,000
5,905,000
General obligation bonds, dueAugust 1, 2001, interest rates ranging from 6.05% to 6.2% per annum
725,000
1,450,000
2,175,000
General obligation bonds, due January 15, 2007, at an interest rates of 5.40% per annum
1,899,000
2,249,000
2,599,000
General obligation bonds, due June 1, 2011, interest rates ranging from 4,60% to 5.625% per annum
4,625,000
5,080,000
5,540,000
Green Trust Loans:
Banchoff Park - Due January 20, 2008 at an interest rate of 2.0%, per annum
215,955
244,423
272,330
Municipal Complex Park - Due June 25, 2010, at an interest rate of 2.0%, per annum
158,072
175,054
190,718
Municipal complex - Due April 20, 2014, at an interest rate of 2.0%, per annum
330,940
351,957
373,542
Moody Park/Fasolino Field - due September 25, 2021 at an interest rate of 2.0% per annum
500,000
-
-
New Jersey Environmental Infrastructure Trust loan - due August 1, 2019 at interest rates ranging from 0% to 4,21%, per annum
4,142,287
4,233,530
-
Total Issued
24,418,504
24,930,964
22,001,340
Authorized but not Issued:
725,000
424,250
1,200,000
Net Bonds and Notes issued and authorized but not issued.
$25,143,504


$25,385,214


$23,201,340


 

Summary of Statutory Debt Condition - Annual Debt Statement

The summarized statement of debt condition which follows is prepared in accordance with the required method of setting up the annual debt statement and indicates a statutory net debt of 1.43%:

 
Gross Debt
Deductions
Net Debt
Local School District Debt (A)
$ 53,360,000
$ 53,360,000
$ -
Other Bonds and Notes
25,143,504
-
25,143,504
 
$ 78,503,504

$ 53,360,000

$ 25, 143,504

Net debt $25,143,504 divided by equalized valuation basis per N.J.S.A. 40A:2-2 as amended of $1,762,842,958 equals 1.43%.

(A) The Township guarantees bonds of Mercer County Improvement Authority to finance school facilities for lease to the Ewing Township School Board.

Borrowing Power under N.J.S.A. 40A:2-6 as Amended

3 1/2% of equalized valuation basis (municipal)
$ 61,699,504
New Debt
25,143,504
Remaining borrowing power
$ 36,556,000

The following is a schedule of annual debt service for principal and interest on general bonded debt (excluding bond anticipation notes), and green trust loan issued and outstanding to maturity:

Fiscal Year
Principal
Interest
Total
2002
$ 1,966,066
$ 731,906
$ 2,697,972
2003
1,979,275
641,778
2,621,053
2004
1,908,842
558,905
2,467,747
2005
1,951,535
478,226
2,429,761
2006
1,939,114
394,233
2,333,347
2007 - 2021
8,381,422
1,375,941
9,757,363
 
$ 18,126,254
$ 4,180,989
$ 22,307,243

Green Trust Program Loans - The Township has contracted with the State of New Jersey, Department of Environmental Protection for Green Trust Program Loans to fund a portion of the costs incurred in the construction of Banchoff Park, Municipal Complex projects and Moody Park/Fasolino Field.

New Jersey Environmental Infrastructure Trust Loan - The Township has contracted with the state of New Jersey, Department of Transportation to fund a portion of the costs incurred in the reconstruction of various roads and the stabilization of Shabakunk Creek.

NOTE D - PRIOR YEAR'S DEBT DEFEASANCE

In 1998, the Township defeased various bond issues by creating separate irrevocable trust funds. New debt was issued and the proceeds have been used to purchase U.S. government securities that were placed in the trust funds. The investments and fixed earnings from the investments are sufficient to fully service the defeased debt until the debt matures. For financial reporting purposes, the debt has been considered defeased and therefore removed as a liability from the Township's financial statements. As of June 30, 2001, the amount of defeased debt outstanding but removed from the General Capital Fund amounted to $725,000.

NOTE E - BALANCE APPROPRIATED - CURRENT FUND

Current fund balances were appropriated and included as anticipated revenue in the succeeding year's budget for the past five years as follows:

Year
Balance
Utilized in Budget
of Succeeding Year
June 30, 2001
2,145,526
1,479,750
June 30, 2000
1,457,928
510,000
June 30, 1999
101,775
-
June 30, 1998
1,786,775
1,685,000
June 30, 1997
2,527,028
1,583,000

Trust Fund Balances were appropriated and included as anticipated revenue in the succeeding year's Current Fund Budget as follows:

Year
Balance
Utilized in Budget
of Succeeding Year
June 30, 2001

5,029

-
June 30, 2000
$ 966
$ -
June 30, 1999
4,553
4,500
June 30, 1998
16,903
16,900
June 30, 1997
10,630
-

General capital fund balances were appropriated and included as anticipated in the succeeding year's Current Fund Budget as follows:

Year
Balance
Utilized in Budget
of Succeeding Year
June 30, 2001
15,782
-
June 30, 2000
15,782
-
June 30, 1999
467
-
June 30, 1998
467
-
June 30, 1997
8,368
8,000

NOTE F - PROPERTY & SEWER TAXES

Assessment of Tax:

New Jersey statutes require that taxable valuation of real property be prepared by the Township Tax Assessor as of October 1 in each year and filed with the County Board of Taxation by January 10 of the following year. Upon the filing of certified adopted budgets by the Township of Ewing, Local School District and County, the tax rate is struck by the Board based on the certified amounts in each of the taxing districts. Pursuant to statute, this process is to be completed on or before May 3, with a completed duplicate of the tax rolls to be delivered to the Township of Ewing Tax Collector on or before May 13th.

Collection of Tax:

Taxes become a lien on property as of January 1. The tax bills are prepared and mailed by the Collector of Taxes of the Township of Ewing semi-annually in January and July. The January tax bill, which is payable in equal installments on February 1 and May 1, is an estimated bill based on amounts due to the various taxing districts during the first six months of the calendar year. The municipal portion of the tax is based on the municipal rate for the current fiscal year.

The July tax bill, which is due in equal installments on August 1 and November 1, represents the actual total tax for the year less the amount billed in January. A complete breakdown of the tax levy for each taxing district is included on the July bill.

Taxes become delinquent if not paid on the installment dates and become subject to interest penalties of 8% to 18% of the amount delinquent. If taxes are delinquent on or after April 1st of the succeeding year, the delinquent amount is subject to "Tax Sale" which places a tax lien on the property allowing the holder to enforce the tax lien by collection or foreclosure. New Jersey property tax laws establish a tax lien on real estate as of January 1st of the current tax year even though the amount due is not known.

Beginning in January 2001, the Township issued separate bills for sewer usage charges. Previously, such charges were included in the property tax bills. The sewer usage charges are based on the water consumption for the previous year as reported to the Township by the City of Trenton.

 

NOTE G - SCHOOL TAXES

The Local District Tax Levy for SFY 2001 was $34,767,792.

NOTE H - COUNTY TAXES

The Tax Levy for SFY 2001 for county taxes was $11,321,775.

NOTE I - PENSIONS

Employees who are eligible for a pension plan, are enrolled in one of three pension systems administered by the Division of Pensions, Department of the State of New Jersey. The three State-administered plans are: (1) the Public Employees' Retirement System; (2) the Consolidated Police and Firemens' Pension Fund, and (3) the Police and Firemens' Retirement System. The division annually charges municipalities and other participating governmental units for their respective contributions to the plans based upon actuarial calculations. A portion of the cost is contributed by the employees. The Township's share of pension costs for all three plans amounted to $845,791 and $1,054,682 for the years ended June 30, 2001 and 2000, respectively. Employees are also covered by the Federal Insurance Contribution Act.

NOTE J - UNEMPLOYMENT COMPENSATION INSURANCE

Effective January 1, 1978, most municipal employees became eligible for unemployment compensation insurance (N.J.S. 43:21-3 et seq.). The Township had elected to provide a self-insured plan whereby the municipal cost and employee contributions are deposited in a trust fund from which claims are paid. However, as of April 1, 1994, the Township has discontinued its policy of self-insuring for unemployment compensation insurance and all contributions are remitted directly to the State of New Jersey. Any claims by former employees are prorated for payment based on time served prior and subsequent to April 1, 1994. Claims totaling $966 were paid during the year ended June 30, 2001. As of June 30, 2001, the fund balance totaled $31,316.

NOTE K -WORKER'S COMPENSATION INSURANCE

The Township maintains a self-insurance plan for worker's compensation insurance which is administered as a trust by an insurance agency. An annual current fund appropriation is made to the trust and claims are paid from the trust. Interest earned is also added to the trust. As of June 30, 2001, there was a deficit of $139,391 in the trust fund. The 2001 appropriation was $400,000. Claim payments amounted to $435,439, net of refunds. In fiscal year 2002, $540,000 was appropriated to cover future payments on existing claims and to provide for the deficit at June 30, 2001.

The following information was obtained from the insurance agency's reports:

  All Open claims Payments to Date Expected Future Payments on Existing Claims
1987
$ 35,769
-
1988
148,123
-
1989
53,478
-
1990
143,509
-
1991
159,430
-
1992
568,289
-
1993
124,906
-
1994
343,917
-
1995
165,914
-
1996
117,151
-
1997
218,292
9,500
1998
554,851
84,681
1999
244,587
88,966
2000
204,669
58,382
2001
92,675
81,773
 
$ 3,175,560
$ 323,302

NOTE L - PENDING LITIGATION

The Township has been named in several suits. It is counsel's opinion that any liability resulting from these lawsuits would be covered by insurance and existing Township reserves.

NOTE M - GENERAL CASUALTY AND LIABILITY INSURANCE

The Township is self-insured for both casualty and liability insurance. As of June 30, 2001 the Self-Insurance Trust totaled $146,423. During the year ended June 30, 2001, $100,000 was appropriated in the current budget and claims, net of recoveries, amounted to $51,047.

NOTE N - TAX APPEALS

At June 30, 2001, properties with assessed taxes aggregating $220,500 were pending tax appeal. Based on prior experience of the percentage lost on tax appeals, management believes the reserve for tax appeals is adequate to cover any potential losses. The Township had a reserve for tax appeals at June 30, 2001 in the amount of $25,000.

NOTE O - UNUSED SICK LEAVE. VACATION BENEFITS AND POST RETIREMENT BENEFITS

The Township has permitted employees to accrue sick leave pay which may be taken as time off or paid at a later date. Each year a provision is made in the budget to cover the estimated annual cost of such payments. In 2001, $14,000 was appropriated. Budget expenditures were $14,000 in SFY 2001.

The Townships policy with respect to unused vacation is to permit employees to carry-over such vacation for one year unless approved otherwise by the council.

The total balance of unused sick and vacation time benefits amounts to approximately $1,955,696 and $1,074,659 respectively, at June 30, 2001. Such amounts are not included in accrued liabilities at June 30, 2001.

The Township provides post retirement health benefits for retired Township employees who served the Township for 25 or more years, permanent Township employees retired on a disability pension, and their dependents pursuant to State of New Jersey Statute Chapter 88. During the year ended June 30, 2001, $27,500 was appropriated. Budget expenditures were $27,456 in SFY 2001. The Township funds the benefits on a pay-as-you-go basis. At June 30, 2001, 61 retired employees were eligible for such benefits.

 

NOTE P - COMMITMENTS

The majority of the Township employees are represented through the following collective
bargaining units:

Bargaining Unit
Contract Extension Date
Police Benevolent Association
June 30, 2002
Superior Officers Association
June 30, 2002
American Federation of Federal, State and Municipal Benevolent Association
June 30, 2002
Communication Workers of America
June 30, 2002
Fireman's Mutual Benevolent Association
June 30, 2002

All contracts are presently under negotiation.

MERCER COUNTY IMPROVEMENT AUTHORITY

As of June 30, 2001 the Township of Ewing has an outstanding obligation to the Mercer County Improvement Authority (MCIA) in the amount of $1,447,377. The fiscal year 2002 municipal budget has allocated sufficient funds to liquidate this indebtedness and obligations arising from fiscal year 2002 operations.

EWING LAWRENCE SEWERAGE AUTHORITY

As of June 30, 2001 the Township of Ewing has an outstanding obligation to the Ewing Lawrence Sewerage Authority (ELSA) in the amount of $1,465,596. The fiscal year 2002 municipal budget has allocated sufficient funds to liquidate this indebtedness. However, the fiscal year 2002 budget has not allocated sufficient funds for the obligation to ELSA that will arise out of operations during fiscal year 2002.

It is the intention of the Township of Ewing to liquidate all indebtedness to ELSA in future budgets.

NOTE Q- DEFERRED CHARGES TO BE RAISED IN SUCCEEDING BUDGETS

Certain expenditures are required to be deferred to budgets of succeeding years. At June 30, the following deferred charges are shown on the balance sheets of the various funds.

 
Balance
June 30, 2001
2002 Budget
Appropriation
Balance to
Succeeding Budgets
Current Fund:
Emergency Authorization
$ 565,775.00
$ 565,775.00
$ -
Trust Fund:
Deficit in Reserve for Community Center
$ 5,624.31
$ 5,624.31
$ -
Trust Fund:
Overexpenditures of Workmen's Compensation Fund
$ 139,391.02
$ 139,391.02
$ -

NOTE R - SUBSEQUENT EVENTS

The Township assumed new debt in fiscal year 2002:

  • Bond Anticipation Note of $1,673,250 dated August 2, 2001, maturing August 2, 2002 and bearing interest at the rate of 2.79% per annum payable at maturity.

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