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CR 99-150 Charitable Gambling Premises Permit App by the Hopkins Area Jaycees August 27, 1999 C unci! Report 99-150 CHARITABLE GAMBLING PREMISES PERMIT APPLICATIONS BY THE HOPKINS AREA JAYCEES Staff recommends approval of the following motion: Move that the Hookins Citv Council adoot Resolutions 99-68. 69. 70. 71. and 72 aoorovino the charitable oamblino oremises oermits for the Hookins Javcees. Adoption of these resolutions will allow the Hopkins Area Jaycees continue to run the existing charitable gambling activities at the existing locations in the City of Hopkins. Overview The Jaycees have requested a renewal of their gambling license and premises permits at the following locations: . 6 - 6th Avenue North . Mainstreet Bar and Grill, 814 Mainstreet . Lindees, 919 Cambridge Street . Mitch's Tavern, 817-819 Mainstreet . MT Bears, 503 Blake Rd N Primary Issues to Consider . Does this organization meet the criteria of the City's gambling policy? Yes . Has the organization conducted its past gambling operations in accordance with state and local laws? Yes Supportina Documents . Resolutions 99-68, 99-69, 99-70, 99-71 and 99-72 . Legislative Policy 4-A, Lawful Gambling . financial Statement and Independent Auditor's Report, Years ending December 31, 1 998 and 1997 . List of donations made by the Jaycees . Gambling License Application available in the City Clerk's office Council Report Page 2 Alternatives 1. Approve Resolutions 99-68, 99-69, 99-70, 99-71, and 99-72, allowing the Jaycees to continue the present gambling activities at the present locations. 2. Do not approve the resolutions with the result that the Jaycees will no longer have gambling in the City of Hopkins. 3. Approve some of the resolutions with the result that only those approved locations will be able to continue gambling operations. Staff recommends alternative one. CITY OF HOPKINS HENNEPIN COUNTY , MINNESOTA RESOLUTION 99-68 RESOLUTION APPROVING A GAMBLING LICENSE FOR THE HOPKINS AREA JAYCEeS WHEREAS, the Hopkins Area Jaycees have been an integral part of the Hopkins Community, and WHEREAS, the Hopkins Area Jaycees have applied for a gambling license to conduct lawful gambling in 2000 and 2001, and WHEREAS, the Hopkins Area Jaycees have conducted gambling activities in accordance with state law and Hopkins City Policy, NOW, THEREFORE, be it hereby resolved that the City Council of the City of Hopkins, Minnesota, approves the Hopkins Area Jaycees Premises Permit Renewal application for 6 - 6th Avenue North. Adopted by the City Council of the City of Hopkins, Minnesota, this 7th day of September, 1999. Charles D. Redepenning, Mayor ATTEST: Terry Obermaier, City Clerk CITY OF HOPKINS HENNEPIN COUNTY, MINNESOTA RESOLUTION 99-69 RESOLUTION APPROVING A GAMBLING LICENSE FOR THE HOPKINS AREA JAYCEES WHEREAS, the Hopkins Area Jaycees have been an integral part of the Hopkins Community, and WHEREAS, the Hopkins Area Jaycees have applied for a gambling license to conduct lawful gambling in 2000 and 2001, and WHEREAS, the Hopkins Area Jaycees have conducted gambling activities in accordance with state law and Hopkins City Policy, NOW, THEREFORE, be it hereby resolved that the City Council of the City of Hopkins, Minnesota, approves the Hopkins Area Jaycees Premises Permit Renewal application for Mainstreet Bar & Grill, 814 Mainstreet, Hopkins. Adopted by the City Council of the City of Hopkins, Minnesota, this 7th day of September, 1999. Charles D. Redepenning, Mayor ATTEST: Terry Obermaier, City Clerk CITY OF HOPKINS HENNEPIN COUNTY, MINNESOTA RESOLUTION 99-70 RESOLUTION APPROVING A GAMBLING LICENSE FOR THE HOPKINS AREA JAYCEES WHEREAS, the Hopkins Area Jaycees have been an integral part of the Hopkins Community, and WHEREAS, the Hopkins Area Jaycees have applied for a gambling license to conduct lawful gambling in 2000 and 2001, and WHEREAS, the Hopkins Area Jaycees have conducted gambling activities in accordance with state law and Hopkins City Policy, NOW, THEREFORE, be it hereby resolved that the City Council of the City of Hopkins, Minnesota, approves the Hopkins Area Jaycees Premises Permit Renewal application for Lindees, 919 Cambridge Street, Hopkins. Adopted by the City Council of the City of Hopkins, Minnesota, this 7th day of September, 1999. Charles D. Redepenning, Mayor ATTEST: Terry Obermaier, City Clerk CITY OF HOPKINS HENNEPIN COUNTY , MINNESOTA RESOLUTION 99-71 RESOLUTION APPROVING A GAMBLING LICENSE FOR THE HOPKINS AREA JAYCEES WHEREAS, the Hopkins Area Jaycees have been an integral part of the Hopkins Community, and WHEREAS, the Hopkins Area Jaycees have applied for a gambling license to conduct lawful gambling in 2000 and 2001, and WHEREAS, the Hopkins Area Jaycees have conducted gambling activities in accordance with state law and Hopkins City Policy, NOW, THEREFORE, be it hereby resolved that the City Council of the City of Hopkins, Minnesota, approves the Hopkins Area Jaycees Premises Permit Renewal application for Mitch's Tavern, 817-819 Mainstreet, Hopkins. Adopted by the City Council of the City of Hopkins, Minnesota, this 7th day of September, 1999. Charles D. Redepenning, Mayor ATTEST: Terry Obermaier, City Clerk CITY OF HOPKINS HENNEPIN COUNTY . MINNESOTA RESOLUTION 99-72 RESOLUTION APPROVING A GAMBLING LICENSE FOR THE HOPKINS AREA JAYCEES WHEREAS. the Hopkins Area Jaycees have been an integral part of the Hopkins Community, and WHEREAS. the Hopkins Area Jaycees have applied for a gambling license to conduct lawful gambling in 2000 and 2001, and WHEREAS. the Hopkins Area Jaycees have conducted gambling activities in accordance with state law and Hopkins City Policy, NOW, THEREFORE, be it hereby resolved that the City Council of the City of Hopkins, Minnesota, approves the Hopkins Area Jaycees Premises Permit Renewal application for MT Bears, 503 Blake Rd N, Hopkins Minnesota. Adopted by the City Council of the City of Hopkins, Minnesota, this 7th day of September, 1999. Charles D. Redepenning, Mayor ATTEST: Terry Obermaier, City Clerk POLICY 4-A LAWFUL GAMBLING 1. PURPOSE 1.01 The purpose of this policy is to establish rules and procedures for lawful gambling in the City of Hopkins. 2. REGULATIONS 2.01 Except as otherwise enumerated herein, the provisions of Minnesota Statute Chapter 349 relating to the definition of terms, licensing and restrictions of gambling are adopted and made a part of the statement of policy promulgated by the City of Hopkins as if set out in full 2.02 An applicant for a license shall be a registered Minnesota nonprofit corporation or an organization which is designated as exempt from the payment of income taxes by the Internal Revenue Code and whose principal location or office is within the City of Hopkins. 2.03 The organization defined in Section 2.02 must be engaged in its activities for the benefit of the community within the City of Hopkins for at least five years on a perpetual, continuous, uninterrupted basis and have at least 30 active voting members. 2.04 Gambling allowed by the city shall be carried on only within premises owned, occupied or leased by the organization except such activities permissible under M.S. 349.166. 2.05 No application for a premises permit will be approved for any organization to conduct gambling on any premises other than the premises of an on-sale liquor licensee or the premises of a fraternal, veterans or other non-profit organization. In order for a fraternal, veterans, or other non-profit organization to conduct gambling on their premises, such premises must have been continuously owned and occupied for a period of at least five years. No application for premises permit shall be approved for any organization for a site established for the primary purpose of conducting gambling. This section shall not apply to any organization which is exempt from the requirement for a gambling license according to M.S. 349.166. 2.06 A Class A license will only be approved for an organization that is licensed pursuant to Minnesota Statute, section 349.16, and that conducts gambling on premises that it owns and operates. 2.07 More than one organization, as defined in Section 2.02, may conduct gambling within a single owned, occupied or leased premise. More than one organization may jointly conduct a lawful gambling game at one location. However, two or more organizations shall not separately conduct the same game at the same time at one location. 2.08 The operation of gambling devices and the conduct of bingo and raffles licensed or Legislative Policy Manual-- Chapter 4-A 1 approved pursuant to the authority granted to the City of Hopkins shall be carried on under the supervision of a gambling manager designated by the organization. The gambling manager shall be responsible for the operation of the gambling activity and the receipts and profits generated from the operation. 2.09 The gambling manager shall be an active member of the organization issued the license and shall qualify under state law. 2.10 Organizations seeking approval for a premises permit, that are not currently conducting gambling in the City, must provide the City, in addition to the application forms, a copy of the minutes of a general membership meeting, where a quorum was present, wherein the organization approved a motion authorizing the gambling activities. 2.11 Participants in raffles, paddlewheels, pull tabs and tip boards shall be restricted to individuals who have attained the legal drinking age. This restriction only applies to premises where liquor, wine, beer or 3.2 beer is served. Where intoxicating beverages are not served the age shall be eighteen. 2.12 Organizations wishing to renew a gambling license must provide the City with a financial audit of its lawful gambling activities and funds for the previous two years. The audit(s) must be performed by an independent accountant licensed by the state of Minnesota. 2.13 In addition, such organizations must provide the City with information on all expenditures of lawful gambling funds during the previous two years. Such information must include at a minimum the name of the recipient, the amount of the expenditure or contribution, and a brief description of how the expenditure or contribution meets the definition of "lawful purposes" as defined in M.S. 349.12. The City reserves the right to require additional documentation from licensed organizations, or organizations seeking licenses, as it deems necessary. 2.14 A fee of $100.00 shall be charged to all organizations submitting a Premises Permit Application or Applications for approval by the City. Established 11/19/85 by Resolution 85-3218 Revised 4/19/94 Revised 12/16/97 City of Hopkins Legislative Policy Manual -- Chapter 4-A 2 . TABLE OF CONTENTS Independent Auditor's Report PaQe 1 Statement of Assets, Liabilities and Fund Balance - . I Regulatory BasIs \ December 31, 1998 and 1997 2 Statement of Revenues, Expenses and Changes in Profit Carry-Over - Regulatory Basis For the Years Ended December 31, 1 998' and 1997 ... 3 .. Notes to Financial Statements Independent Auditor's Report on Supplementary Information 4-5 6 Reconciliation of Games Used - Pull-Tabs and Paddle Wheels - Regulatory Basis For the Years Ended December 31, 1998 and 1997 7 Analysis of Maximum Allowable Expenses as a Percentage of Gross Profit - Regulatory Basis For the Years Ended December 31, 1998 and 1997 8 Reconciliation of Profit Carry-Over - Regulatory Basis For the Years Ended December 31, 1998 and 1997 9 Regulatory Checklist Report and Questionnaire 10-11 Reportable Conditions Letter 12 Communications Letter 1 3-14 '" . . '" LAWFUL GAMBl.ING FUND OF HOPKINS JAYCEES, INC. LICENSE # 02298. (MN 10# 7063456) FEDERAL 10# 41-1575104 t, REGULATORY BASIS FINANCIAL STATEMENTS, INDEPENDENT AUDITOR'S REPORT ANO SUPPLEMENTARY INFORMATION DECEMBER 31, 1998 AND 1997 ':" L. )<:>seQh f{e Certified Public Accountant PO Box 48 . Nisswa, MN 56468 (218) 963-7974 . INDEPENDENT AUDITOR'S REPORT To the Board of Directors Hopkins Jaycees, Inc. Hopkins, Minnesota I have audited the accompanying statement of assets, liabilities, and fund balance _ , regulatory basis, of the lawful gambling fund of the Hopkins Jaycees, Inc. as of December 31, 1998 and 1997, and the. related statement of revenues, expenses and changes in profit carry-over - regulatory basis for the years then ended. These financial statements are the responsibility of the management of the Hopkins Jaycees, Inc.. My responsibility is to express an opinion on t~ese financial statements based on my audit. I conducted my audit irl accordance with generally accepted auditing standards. Those standards require that r 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. I believe that my audit provides a reasonable basis for my opinion. As described in Note 1, these financial statements were prepared in conformity with the accounting practices prescribed or permitted by the Department of Revenue of the State of Minnesota "regulatory basis", which is a comprehensive basis of accounting other than generally accepted accounting principles. In my opinion, the financial statements referred to above present fairly, in all material respects, the assets, liabilities, and fund balance of the lawful gambling fund of the Hopkins Jaycees, Inc. as of December 31,1998 and 1997, and the results of its operations and changes in its profit carry-over for the years then ended, on the regulatory basis of accounting described in Note 1. ,. This report is intended solely for the information and use of the Board of Directors, members and management of the Hopkins Jaycees, Inc. and for filling with Department of Revenue of the State of Minnesota and should not be used for any other purpose. Nisswa, Minnesota June 22, 1999 (1) LAWFUL GAMBLING FUND OF HOPKINS JAYCEES, INC. (LICENSE # 02298) (MN 10 #7063456) STATEMENT OF ASSETS, LIABILITIES AND FUND BALANCE REGULATORY BASIS DECEMBER 31, 1998 AND 1997 ASSETS 1998 1997 CASH Gambling Bank Accounts $ 93,760 $ 91,571 Cash - Start Banks 13,593 12,700 Total Cash $ 107,353 $ 104,271 INVENTORIES Pull-Tabs $ 3,354 $ 2,762 Paddle Wheels 1,163 902 Prizes 9,372 ' 4,871 Total Inventory $ 13,889 $ 8,535 Total ~urrent Assets $ 121,242 $ 112,806 LIABILITIES AND FUND BALANCE ACCOUNTS PAYABLE State Combined Receipts and 10% Tax $ 28,972 $ 32,839 Vendors Payable 0 1,280 Total Accounts Payable $ 28.,972 $ 34,119 UNEARNED REVENUE Games in Play $ 3,792 $ 3,078 Total Current Liabilities $ 32,764 $ 37,197 COMMITMENTS AND CONTINGENCIES FUND BALANCE Profit Carry-Over $ 88,478 $ 75,609 Total Liabilities and Fund Balance $ 121,242 $ 112,806 See accompanying Notes to Financial Statements. (2) . LAWFUL GAMBLING FUND OF HOPKINS JAYCEES, INC. (LICENSE # 02298) (MN 10# 7063456) NOTES TO FINANCIAL STATEMENTS DECEMBER 31, 1998 AND 1997 NOTE 1 SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES Nature of OrQanization Beginning in 1986, the Organization commenced lawful gambling and currently has four gambling operation sites within and near the City of Hopkins to increase its program services and thereby better serve the Community. The forms of gambling conducted by the Organization during 1998 and 1 997, included pull"'- tab games, paddle wheels, bingo and raffles. Revenues in excess of allowable expenses generated by the Lawful Gambling Fund can only be used for lawful purpose expenditures as defined by Minnesota Statutes. e. Basis of Presentation Regulatory basis of accounting is the basis of accounting prescribed by the State I of Minnesota, which is a comprehensive basis of accounting other than generally accepted accounting principles. Regulatory basis of accounting differs from generally accepted accounting principles in that, under the regulatory method, all liabilities other than the cost of the games and the state 10% and combined receipts taxes are expensed when paid. In addition, under generally accepted accounting principles, state ideal gambling taxes collected upon purchase of the gam~ are prepaid upon purchase and expensed during the period the game is used. Under the regulatory method, state ideal gambling taxes are expensed when paid. Startinq Game Banks Starting game banks consist of imprest amounts which are used to fund open play of games. Inventories Inventories consist of the vendor costs of the games and prizes purchased. State gambling taxes paid upon purchase of the games are not included in inventories. At December 31, 1998 and 1997, there were seventy-six and sixty-two unused pull-tab games respectively and an assortment of paddle wheel tickets and prizes in the inventories. Unearned Revenue Unearned revenue results from net revenue in excess of prizes paid out on games in play at the balance sheet date. . Use of Estimates The preparation of financial statements in conformity with the regulatory basis of accounting 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 financial statements and the reported amounts of revenue and expenses during the reporting period. (4) . NOTE 2 NOTE 3 NOTE 4 NOTE 5 NOTE 6 LAWFUL GAMBLING FUND OF HOPKINS JAYCEES, INC. (LICENSE # 02298) (MN ID# 7063456) NOTES TO FINANCIAL STATEMENTS DECEMBER 31, 1998 AND 1997 COMMITMENTS The Organization leases space for the site of its lawful gambling pull-tab booths within and near the City of Hopkins. The lease agreements required rent payments of $500 to $1,000 per month. The leases expire in 1999. Rent expense for the years ended December 31, 1998 and 1997 was $42,000 and $47,400 respectively. INCOME TAXES The Hop.kins Jaycees, Inc. are exempt from state and federal income taxes under Section ;501 (c)(4) of the Internal Revenue Code. However, the Organization is required to pay state and federal income taxes on unrelated business income. Under the regulatory method, income taxes are expensed when paid. Income taxes paid during the years ended December 31, 1998 and 1997 was $0 and $1,326 respectively. RESULTS OF GAME TESTING .. Subsequent to year end the Organization's Independent auditor's selected forty pull-tab games, all of which had unsold tickets, to be tested as part of their audit. The exceptions to testing, as reported to the organization are as follows: Number of Games with Exceptions 15 Amount as Reported Amount as Tvpe of Game on Tax Report Tested Pull-Tab $7,027 $7,137 BOARD APPROVED EXPENDITURES During 1996 and 1997 the Gambling Control Board approved the donation of funds to other licensed organizations. These approved expenditures are as follows: 1998 $52,700 1997 $27,000 IDEAL TAX REFUND In 1998, the Organization applied for a refund of its ideal tax paid on unsold pull-tab tickets for the prior calendar year. As of December 31, 1998, the amount to be expended from this refund was $0. (5) L. JoseQh He PO Box 48 . Nisswa, MN 56468 . (218) 963-7974 Certified Public Accountant INDEPENDENT AUDITOR'S REPORT ON SUPPLEMENTARY INFORMATION . To the Board of Dir6ctors Hopkins Jaycees, Inc. Hopkins, Minnesota . My report on my audit of the basic financial statements of the lawful gambling fund of the Hopkins Jaycees, Inc. for the years ended December 31, 1998 and 1997 appears on 1Jage 1. The audit was made for the purpose of forming an opinion on the basic financial statements taken as a whole. The following supplementary schedules are' presented for purposes of additional analysis and are not a required part of the basic financial statements. Such information has not been subjected to the auditing procedures applied in the audit of the basic financial statements and, accor "ngly, I express no opinion on it. Nisswa, Minnesota June 22, 1999 . (6) . LAWFUL GAMBLING FUND OF HOPKINS JAYCEES, INC. (LICENSE # 02298) (MN 10# 7063456) RECONCILIATION OF GAMES.USED - PULL-TABS AND PADDLE WHEELS REGULATORY BASIS FOR THE YEARS EN OED DECEMBER 31, 1998 AND 1997 (SEE INDEPENDENT AUDITOR'S REPORT ON SUPPLEMENTARY INFORMATION) (UNAUDITED) 1998 1997 NUMBER OF NUMBER OF PULL-TABS AMOUNT GAMES AMOUNT GAMES Cost of Games Used Beginning Inventories $ 2,762 62 $ 2,555 59 Purchases 100,141 2,152 . 96,446 2.087 Total Games Available for Use $ 102,903 2,214 $ 99,001 2,146 less: Ending Inventories .' $ 3,354 76 $ 2,762 62 Games Used $ 99,549 2,138 $ 96,239 2,084 Average Cost Per Game Used $ 46.56 $ 46.17 Reconciliation of Games Used Games Used Per Books Above .I' 2,138 2,084 Games Used and Reported Per Gross Revenues (Receipts) by Month (Schedule B) Differences or Possible Unreported Games 2,138 o 2,084 o 1998 1997 NUMBER OF NUMBER OF PADDLE WHEELS AMOUNT GAMES AMOUNT GAMES Cost of Games Used Beginning Inventories $ 902 87 $ 956 98 Purchases 24,848 2,451 27,317 2,700 Total Games Available for Use $ 25,750 2,538 $ 28,273 2,798 less: Ending Inventories $ 1,163 119 $ 902 87 Games Used $ 24,587 2,419 $ 27,371 2,711 Average Cost Per Game Used $ 10.16 $ 10.09 Reconciliation of Games Used Games Used Per Books Above Games Used and Reported Per Gross Revenues (Receipts) by Month (Schedule B) Differences or Possible Unreported Games 2,419 2,711 2,419 o 2,711 o (7) . LAWFUL GAMBLING FUND OF HOPKINS JAYCEES, INC. (LICENSE # 02298) (MN 10# 7063456) ANALYSIS OF MAXIMUM ALLOWABLE EXPENSES AS A PERCENTAGE OF GROSS PROFIT REGULATORY BASIS FOR THE YEARS ENDED DECEMBER 31, 1998 AND 1997 (SEE INDEPENDENT AUDITOR'S REPORT ON SUPPLEMENTARY INFORMATION) (UNAUDITED) 1998 1997 GROSS PROFIT $ 1,285,755 $ 1,295.289 ALLOWABLE EXPENSES Cost of Games Used', $ 124,136 $ 123,610 Compensation ( 311,557 292,458 Bank Charges, Supplies and Services 66,761 56,211 Gambling Equipment and Maintenance 10,135 14,531 Rents 42,000 47,400 Bonds, Licenses and Insurance 3,656 6,142 Accounting 10,789 10,403 " 10,655 Cash Shortages (Long) 9,220 Total Allowable Expenses $ 578,254 $ 561,410 MAXIMUM ALLOWED EXPENSES BY MINNESOTA STATE STATUTE Gambling Activity, Plus Miscellaneous Income, Excluding Cash Shortages x allowed percentage $ -. 707,165 $ 691,131 Maximum Allowable Expenses by Minnesota State Statute $ 707,165 $ 691,131 Excess of Maximum Allowable Expenses in Excess of Allowable Expenses - Current Year 128,911 129,721 Beginning Cumulative Maximum Expenses in Excess of Allowable Expenses 803,000 673,279 Ending Cumulative Maximum Allowable Expenses in Excess of Allowable Expenses $ 931,911 $ 803,000 (8) . LAWFUL GAMBLING FUND OF HOPKINS JAYCEES, INC. (LICENSE # 02298) (MN 10# 7063456) RECONCILlA TION OF PROFIT CARRY-OVER REGULATORY BASIS FOR THE YEARS ENDED DECEMBER 31, 1998 AND 1997 (SEE INDEPENDENT AUDITOR'S REPORT ON SUPPLEMENTARY INFORMATION) (UNAUDITED) 1998 1997 ADDITIONS Cash in Gambling Bank Accounts $ 93,760 $ 91,571 Cash in Starting Banks 13,593 12,700 Cash - Games in Play 0 0 ( Ending Inventory 13,899 8,535 Total Additions $ 121,242 $ 112,806 SUBTRACTIONS Accrued Liabilities $ 28,972 $ 32,839 Vendors Payable 0 1,280 Net Cash from Games in Play and Unreported at Month End 3,792 3,078 Total Subtractions $ 32,764 $ 37,197 PROFIT CARRY-OVER $ 88,478 $ 75,609 PROFIT CARRY-OVER FROM FINANCIAL STATEMENTS $ 88,478 $ 75,609 PROFIT CARRY -OVER FROM TAX REPORT $ 88,478 $ 75,609 Variance from Balance $ 0 $ 0 (9) REGULA TORY CHECKLIST QUESTIONNAIRE Minnesota Rule 8122.0550 Subp. 68 Name of Organization: Hopkins Javcees, Inc. Organization License Number: 02298 Date of Audit or Review: 12/31/98 INSTRUCTIONS: Based on the information obtained during the course of the audit, respond to the following nine statements for the period being audited. If there was not sufficient information available during the audit to respond to a statement, circle "N/A" for that statement. 6. 7. 8. 9. 1 . The organization conducted gambling only at sites for which it had obtained a premises permit or a one-day off-site permit. Yes No 2. The organization had a licensed gambling manager at all times , gambling was con~ucted. Yes No 3. A lessor, a member of a lessor's immediate family, or an employee of a lessor was not a gambling manager of the organization. Yes No 4. The organiZation's gambling manager was bonded for an amount of at least $10,000. Yes No 5. Checks for the expenditure of gross profits from gambling were signed by at least two active members of the organization who have been authorized to sign checks. Yes No The organization did not pre-sign gambling account che_cks. Yes No The organization did not use signature stamps to sign gambling account checks. Yes No If the organization has terminated all gambling activity a termination plan has been filed with the Gambling Control Board. Yes No The organization has paid all rent for the lease of premises in accordance with its lease agreement(s). Yes No (11) N/A N/A N/A N/A N/A N/A N/A N/A N/A L. J05eQh Re PO Box 48 Nisswa, MN 56468 (218) 963-7974 Certified Public Accouncimt To the Board of Directors Hopkins Jaycees, Inc. Gambling Fund Hopkins, Minnesota In planning and performing my audit of the financial statements of the lawful gambling fund, of the Hopkins Jaycees, Inc. for the year ended December 31, 1998, I considered its internal control structure in order to determine my auditing procedures for the purpose of expressing an opinion on the financial statements and not to provide assurance on the internal control structure. Reportable conditions involve matters coming to my attention relating to significant deficiencies in the design or operation of the internal controls structure that, in my judgement, could adversely affect the Organization's ability to record, process, summarize, and report financial data consistent with the assertions of managemen~' in the financial statements. I noted no matters involving the internal control structure and its dberations that I consider to be reportable conditions under standards established by the American Institute of Certified Public Accountants. A material weakness is a reportable condition in which the design or operation of one or more of the internal control structure elements does not reduce to a relatively low level and risk that errors or irregularities in ~mounts that would be material to the financial statements being audited may occur and not be detected within a timely period by employees in the normal course of performing their assigned functions. I noted no matters involving the internal control structure which I would consider to be a material weakness. I welcome the opportunity to discuss the points mentioned. in this letter or any other accounting and procedural problems in order to coordinate my efforts with you, the mutual objectives being the development of more effective accounting procedures for the Organization's gambling fund. , I sincerely appreciate all the courtesies and cooperation extended to me. I thank you for the opportunity to be of service to you and remind you that we are -available locally on a year-round basis. Please do not hesitate to call on me whenever you believe I may be of assistance. This report is intended solely for the information and use of the Board of Directors, Management, and others within the Organization and the Department of Revenue of the State of Minnesota. Nisswa, Minnesota June 22,1999 (12) . L. J05eQh Re PO Box 48 Nisswa, MN 56468 (218) 963-7974 Certified Public Accountant Board of Directors Hopkins Jaycees, Inc. Hopkins, Minnesota I have audited the financial statements of the Hopkins Jaycees, Inc. Gambling Fund for the year ended December 31, 1998 and have issued my report thereon dated June 22, 1999. My professional standards require that I communicate with you concerning certain matters that may be of interest to you in fulfilling your obligation to oversee the financial reporting and disclosure process for which the management of the Hopkins Jaycees, Inc. Gambling Fund is responsible. I have prepared the following comments to assist the Board in fulfilling that obligation ", , MY RESPONSIBILITY UND~R GENERALLY ACCEPTED AUDITING STANDARDS My responsibility under generally accepted auditing standards has been described to you in my engagement letter dated December 26, 1998. As described in that letter, those standards also require that I obtain a sufficient understanding of the Hopkins Jaycees, Inc. Gambling Fund's internal control structure sufficient to enable me to properly plan my audit. I have issued a separate report to you, dated June 22, 1999, containing my comments on the internal control structure. SIGNIFICANT ACCOUNTING POLICIES The Hopkins Jaycees, Inc. Gambling Fund's significant accounting policies are disclosed in the notes to the financial statements. During 1998 there were no significant changes in previously adopted accounting policies or their application. MANAGEMENT JUDGMENTS AND ACCOUNTING ESTIMATES- ~ Accounting estimates are an integral part of the financial statements prepared by management and are based upon management's judgments. Those judgments are normally based on knowledge and experience about past and current events and assumptions about future events. There were no significant management judgments or accounting estimates in the December 31, 1998 financial statements. SIGNIFICANT AUDIT ADJUSTMENTS I propose no audit adjustments that, either individually or in the aggregate, would have a significant effect on the Hopkins Jaycees, Inc. Gambling Fund's financial reporting process. In my judgment, all proposed audit adjustments, whether recorded in the accounting records or not, were reviewed with management. (13) OTHER INFORMATION ACCOMPANYING THE AUDITED FINANCIAL STATEMENTS I provide no opinion or assurance on any information prepared by management that accompanies the Hopkins Jaycees, Inc. Gambling Fund's 1998 audited financial statements. DISAGREEMENTS WITH MANAGEMENT I had no disagreements with management regarding the application of accounting principles, the basis for management's judgments about accounting estimates, the scope of my audit, disclosures to be included in the finan,cial statements, or the wording of my report on the 1998 financial statements. {' \ CONSULTATION WITH OTHER ACCOUNTANTS Management informed me that there were no consultations with other independent public accountants regarding accounting or auditing matters during 1998. . " MAJOR ISSUES DISCUSSED WITH MANAGEMENT PRIOR TO RETENTION There were no major issues discussed with the Hopkins Jaycees, Inc; Gambling Fund's management prior to my accepting this engagement for the year ended December 31, 1998. DIFFICULTIES ENCOUNTERED IN PERFORMING THE AUDIT I experienced no difficulties in dealing with management relating to the performance of my audit. received the full cooperation of management and staff. My a~dit scope and the time required were essentially the same as planned. I believe that I have direct and unrestricted access to the Hopkins Jaycees, Inc. Gambling Fund's management and the Board of Directors. This report is intended solely for the use of the members of the Board of Directors and should not be used for any other purpose. I will be pleased to discuss this report with you further at your convenience. L~~ Nisswa, Minnesota June 22, 1999 (14) ::r: o "0 ~ S' 00 '- l>> '< o (1) (1) t:l o ;:l ~ o' ;:l 00 "Tj a 3 --J I I.D --J 8 -....] I I.D I.D -----------------~----------~~oo~~~~~~~~~~~~~ NNNNNNNNNNNNNNNNN---OOOOOOOO~~~~~~~~~~~~~~~ ~~~~~~--~--~---------------~~~~~~~~~~~~~~~ ~~~~~~~~~~~~~~~~~~~~~~~~~~~~-""]-""]-""]--J-""]-""]-""]-""]-""]-""]-""]-""]-""]-""] ~>~~~~O-~~~~~~~~~~~~~~>~Z>~~~~~~~~"Tj~~~'-::E:~~! s: =: 0 0 "0 l>> g iil 0 & 0 0 0 !3" ~ ~ ::;. -. 0 0 (ll 0 3 :( o' 3 Q> g. 0 (ll ~ ~ 0 0 :::I. 0 g ~ ~ (ll G" =: a ?6 ~ ~ Vi g ...... ...... 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