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Montana. Legislature. Office of the Legislative Au.

State of Montana, Board of Investments audit report : [for the year ended] June 30,.. (Volume 1984)

. (page 4 of 36)


As part of our examination, we made a study and evaluation of the Board's
system of internal accounting control to the extent we considered neces-
sary to evaluate the system as required by generally accepted auditing
standards. The purpose of our study and evaluation was to determine the
nature, timing and extent of the auditing procedures necessary for ex-
pressing an opinion on the Board's financial statements. Our study and
evaluation was more limited than would be necessary to express an opinion
on the system of internal accounting control taken as a whole.

The management of the Board is responsible for establishing and maintaining
a system of internal accounting control. In fulfilling this responsibility,
estimates and judgements by management are required to assess the expected
benefits and related costs of control procedures. The objectives of a
system are to provide management with reasonable, but not absolute, assur-
ance that assets are safeguarded against loss from unauthorized use or
disposition and that transactions are executed in accordance with manage-
ment's authorization and recorded properly to permit the preparation of
financial statements in accordance with generally accepted accounting
principles.

Because of inherent limitations in any system of internal accounting con-
trol, errors or irregularities may nevertheless occur and not be detected.
Also, projection of any evaluation of the system to future periods is sub-
ject to the risk that procedures may become inadequate because of changes
in conditions or that the degree of compliance with the procedures may
deteriorate.

Our study and evaluation made for the limited purpose described in the
first paragraph would not necessarily disclose all material weaknesses
in the system. Accordingly, we do not express an opinion on the system
of internal accounting control of the Board, taken as a whole. However,
our study and evaluation disclosed no condition that we believed to be
a material weakness. We do include in the following memorandum comments
and suggestions which we do not consider to be material internal control
weaknesses; however, they came to our attention during the course of our
examination of the financial statements. These comments are offered as



-25-



constructive suggestions for the consideration of management as part of
the ongoing process of improving accounting control and other financial
and administrative practices and procedures.

This report is intended solely for the use of management and the legis-
lature and should not be used for any other purpose. This restriction
as to use is not intended to limit the distribution of this document
which, upon acceptance by the Legislative Audit Committee, is a matter
of public record.



Giblin, Riggs & Associates
Certified Public Accountants



."tJ^ ^ . *i_.J^<j jC, voC^ "



Colorado Springs, Colorado
September 12, 1984



-26-



iJtll'EKRAL OF BOND SWAP (;A I NSVl-pSSjiS

Bond swaps involve trading fixed income securities, such as bonds, deljeu-
tures and mortgages, for other fixed income securities having the same par
value for the purpose of enhancing portfolio content, but primarily to im-
prove yield. Because of increasing interest rates in current years, the
market value of older securities has declined. As a result of this current
market condition, this exchange of securities often gives rise to a loss on
disposal of the older security.

There are currently two ways of accounting for gains and losses on ex-
changes of debt securities. One method is known as the completed transac-
tion method which recognizes the gain or loss on a sale of a security at
the time of the sale. The other method is the deferral and amortization
method which recognizes a deferred gain or loss at the time of the sale and
amortizes the deferral over the remaining life of the new (or old) bond.

The Board uses the deferral method and amortizes gains and losses over the
shorter of either the remaining life of the bonds sold or the replacement
bonds purchased. The Board uses the deferral method on bond swaps because
it is their belief that the recording of these losses in the financial
statements of the participating funds would seriously affect these funds'
ability to distribute their income and provide benefits and service. The
Board also feels no sale should be recognized since the affect of the sale
and repurchase of securities leaves the fund in essentially the same position
as before. Individuals who support the deferral method argue that, should
the completed transaction method of accounting be required under all circum-
stances, including those meeting the exchange criteria, many investment
managers would be deterred from making exchanges which would otherwise
improve investment yields.

At this time, the deferral method of recording gains and losses on bond
swaps is not in accordance with generally accepted accounting principles
except for use by entities such as public employees' retirement systems,
where these gains and losses may be deferred if they meet the exchange
criteria. Other state and local government entities are required to use
the completed transaction method if they wish to comply with generally
accepted accounting principles.

RECOMMEND ATIONS

The Board should use generally accepted accounting principles in relation
to the accounting of bond swap gains and losses. We realize that the
Board wants to maintain consistent accounting records and that they have
been using the deferral method for over ten years. Although this desire
to maintain consistency is extremely important, in this case, the deferral
method is not in agreement with generally accepted accounting principles



-27-



RECOmiENDATiqNS (CONTINUED)

and its continued use may Lund to future c|ualified opinions if the deferred
gains or losses are material to the financial statements taken as a
whole. In this regard, the Board may wish to continue the use of the
deferral method at least long enough to see if the new Government Accounting
Standards Board will study the deferral method as it relates to entities
such as the Board of Investments.

We also recommend that the Board provide information with respect to bond
swap gains and losses to the various agencies and the Legislative Auditor,
if requested. This would enable the various agencies to adjust their
financial statements so that they would be in accordance with generally
accepted accounting principles.

MANAGEMENT COMMENTS

Since the majority of the long-term funds are retirement funds and to
provide consistent accounting, we believe the deferral method is
justified.

Also, all information with respect to bond swaps is available to each
respective agency.

PHYSICAL EXAMINATION OF MORTGAGES

Our examination of mortgages consisted of a review of all mortgage loan
files and the related supporting documentation which were held by servicing
agencies for the Board of Investments. This examination was conducted at
the servicing agencies indicated by the State Legislative Auditors 1984
rotation schedule. This year we reviewed loan files and the supporting
documentation for approximately $22,700,000 of the $99,754,418 of mortgage
loans.

Details of all exceptions noted were furnished to the Board at the end of
our examination. The exceptions which had not been cleared at that time
consisted of the following:

- 6 original assignments to the proper fund of the State of

Montana could not be located

- 1 loan file had no evidence of current insurance

RECOMMENDATIONS

We recomniend that the Board and the servicing agencies continue to follow
up on the above noted exceptions to complete their mortgage loan files.

MANAGEMENT COMMENTS

All of the exceptions have been corrected.



-28-



MORTGAGE LOAN FILES

The servicers of mortgage loan files are required to hold the loan files
in their bank. During our examination of mortgage loan files wc found 20
files that were held in a different city than the servicing bank.

RECOMMENDATION

We recommend that if the servicing of loans is transferred to a different
bank, that the loan files also be transferred. This would allow the new
servicing bank to have all of the information needed to properly service
the loan.

MANAGEMENT COMMENTS

We concur.



SECU RITIES IN SAFEKEEPING

The physical custody of most of the securities are held in custodial accounts
at a bank in New York. Securities listed in the Portfolio Management
System (PMS) are to be reconciled monthly to the Statement of Assets
provided by the bank each month.

We received a confirmation from the bank and compared it to the securities
listed in the PMS as of June 30, 1984. Although we did not note any
significant differences, we did note some items which had to be reconciled
as of June 30, 1984 which dated back several months.

RECOMMENDATIONS

We recommend that any differences be reconciled by the Treasurers' Office
tliroughout the year between the Portfolio Management System (PMS) and the
Statement of Assets provided by the Bank in New York.

MANAGEMENT COMMENTS
The recommendation should be directed to the Treasurers' Office.



NEW ACCOUNTING SYSTEM

The Board will be converting to a different computerized accounting system
during the current year. As the Board is already aware, it almost always
takes a considerable amount of start up time before the new system becomes
fully operational and reliable.



-29-



RECOMMENDATIONS

The Board plans to continue to operate this current system as a parallel
system until such time as the new computer system is fully operational
and working without errors. We want to emphasize the importance of
doing the above.

MANAGEMENT COMMENTS
We concur.



-30-



STATE OF MONTANA

BOARD OF INVESTMENTS

PRIOR YEAR RECOMMENDATIONS



The State of Montana Board of Investments is in substantial compliance
with the recommendations discussed in the 1983 audit report with the
exception of the deferral of gains and losses on bond swaps, which
is further discussed under the current year recommendation.



-31-



STATE OF MONTANA
BOARD OF INVESTMENTS



AGENCY REPLIES




DEPARTMENT OF ADMINISTRATION

BOARD OF INVESTMENTS



TED SCHWINDEN. GOVERNOR



CAPITOL STATION



STATE OF MONTANA'



(406) 444 2656



HELENA. MONTANA b9H^O



October 5, 1984

Giblin, Riggs & Associates
Certified Public Accountants
2502 E. Pikes Peak Avenue
Colorado Springs, CO 80909

Dear Sirs:

The following is our response to your recommendations in regards to our
financial audit:

DEFERRAL OF BOND SWAP GAINS/LOSSES

Since the majority of the long-term funds are retirement funds and to provide
consistent accounting, we believe the deferral method is justified.

Also, all information with respect to bond swaps is available to each respective
agency.

PHYSICAL EXAMINATION OF MORTGAGES

All of the exceptions have been corrected.

MORTGAGE LOAN FILES

We concur

SECURITIES IN SAFEKEEPING

The recommendation should be directed to the Treasurers' Office.

NEW ACCOUNTING SYSTEM

We concur

Sincerely,



//James R. Howeth
^ Investment Officer



JRH/mmw



-32-



pj^tutun h ^oft^i



AN BOUAL OPPORTUNITY EMPLOYER



.f



STATE OF MONTANA
BOARD OF INVESTMENTS



SUMMARY OF PORTFOLIO



STATE OF MONTANA

SUMMARY OF PORTFOLIO
FOR THE YEAR ENDED JUNE 30,



1984



Long-Term



Stated at Book Value
STIP MX Comp.



Total



Willaim Murphy Bequest $

Highway Comp. HDQ Building

Deaf & Blind Bequest

Police Retirement

Sheriffs' Retirement

Educational Trust Fund

Coal Tax Park Acq.

1983 LRBP Bonded Program

1983 FW & P Bonded Program

Volunteer Firemans' Comp.

Permanent Coal Trust

Crime Victims Comp.

Lease Participation Cert.

Highway Rev. Bond Const.

Highway Rev. Bond Cap. Int.

MT Tech. PE Building

MSU Trust

DNRC Water Development

EMC Trust

Common School I & I

Long Range Bldg. BPICF

Airport Loans Spec. Rev.

Trust & Legacy

Public Employees Retirement

Game Wardens' Retirement

Social Security

Teachers' Retirement

Judges' Retirement

Hail Insurance

Workers' Compensation

Subsequent Injury

Highway Patrol Retirement

Treasurers' Accountability

Group Benefits

Firefighters' Unified Ret.

Highway Rev. Bond Proc.

Agency Insurance

Highway Rev. Bond Debt Ser.

Resource Indemnity

Uninsured Employers

Peter Potter Trust

TRS Minnie Fullam Trust

STIP Units Only

MT Comp. Units Only



-0- $


19,354 $


283,


017 $


302,371


600,560


-0-


-0-




600,560


-0-


-0-


-0-




-0-


12,991,178


337,211


399,


487


13,727,876


10,905,114


886,403


699,


034


12,490,551


58,208,768


1,458,893


-0-




59,667,661


9,738,571


1,769,050


-0-




11,507,621


28,108,538


3,985,327


-0-




32,093,865


2,391,154


565,221


-0-




2,956,375


2,964,453


365,369


-0-




3,329,822


182,171,916


10,076,805


-0-




192,248,721


497,941


188,677


-0-




686,618


86,595


-0-


-0-




86,595


25,845,587


6,975,297


-0-




32,820,884


3,597,583


515,318


-0-




4,112,901


161,448


-0-


-0-




161,448


349,891


-0-


-0-




349,891


680,936


163,985


-0-




844,921


1,694,681


-0-


-0-




1,694,681


16,853,062


4,285,393


-0-




21,138,455


7,041,883


11,083,686


-0-




18,125,569


1,266,300


-0-


-0-




1,266,300


161,365,669


-0-


-0-




161,365,669


352,067,971


-0-


51,769,


,756


403,837,727


4,499,394


109,177


299,


.472


4,908,043


12,048,203


-0-


-0-




12,048,203


264,841,122


-0-


43,751,


.557


308,592,679


4,732,436


106,990


448,


,981


5,288,407


549,889


3,048,990


-0-




3,598,879


63,405,989


-0-


-0-




63,405,989


2,332,947


164,288


-0-




2,497,235


9,811,343


194,347


799,


,427


10,805,117


102,200,453


128,542,153


-0-




230,742,606


4,598,110


5,391,083


-0-




9,989,193


8,548,468


2,630,606


198


.711


11,377,785


33,391,567


5,227,365


-0-




38,618,932


7,223,121


770,663


-0-




7,993,784


12,663,275


491,388


-0-




13,154,663


41,846,845


428,882


-0-




42,275,727


200,000


293,652


-0-




493,652


-0-


20,149


42


,014


62,163


-0-


31,617


22


,064


53,681


-0-


45,924,252


-0-




45,924,252


-0-


-0-


117


,831


117,831



$1,452,482,961 $ 236,051,591 $ 98,831,351 $1,787,365,90 3



-33-



STATE OF MONTANA

SUMMARY OF PORTFOLIO

FOR THE YEAR ENDED JUNE 30, 1984



Stated at Market Value



Name of Fund

William Murphy Bequest

Highway Comp. HDQ Building

Deaf & Blind Bequest

Police Retirement

Sheriffs' Retirement

Educational Trust Fund

Coal Tax Park Acq.

1983 LRBP Bonded Program

1983 FW & P Bonded Program

Volunteer Firemans' Comp.

Permanent Coal Trust

Crime Victims Comp.

Lease Participation Cert.

Highway Rev. Bond Const.

Highway Rev, Bond Cap. Int.

MT Tech PE Building

MSU Trust

DNRC Water Development

EMC Trust

Common School I & I

Long Range Bldg. BPICF

Airport Loans Spec. Rev.

Trust & Legacy

Public Employees' Ret.

Game Wardens' Ret.

Social Security

Teachers' Retirement

Judges' Retirement

Hail Insurance

Workers' Compensation

Subsequent Injury

Highway Patrol Ret.

Treasurers Accountability

Group Benefits

Firefighters' Unified Ret.

Highway Rev. Bond Proc.

Agency Insurance

Highway Rev. Bond Debt Ser.

Resource Indemnity

Uninsured Employers

Peter Potter Trust

TRS Minnie Fullam Trust

STIP Units Only

MT Comp. Units Only

Dixon Endowment



Long-Term

8,440 $

562,490

-0-

10,881,446

9,259,984

52,208,749

8,718,760

28,824,795

2,462,220

2,435,744

166,937,376

487,658

85,914

25,596,514

3,659,392

138,143

347,550

680,123

1,697,960

16,978,354

7,492,852

1,313,791

135,686,556

297,624,018

3,585,460

11,786,232

226,490,934

3,776,553

361,257

51,204,954

2,060,625

7,681,022

102,400,561

4,509,096

7,809,912

32,868,936

7,481,565

11,612,979

36,488,882

197,312

-0-

-0-

-0-

-0-

25,600



STIP



MT Comp



Total



17,530 $



-0-

-0-

329,379

870,963
1,451,297
1,785,289
3,869,510

548,042

364,439
9,889,671

182,681

-0-
6,781,331

500,988

-0-

-0-

159,614

-0-
4,140,764
10,731,110

-0-

-0-

-0-

109,793

-0-

-0-

107,025
2,888,754

-0-

159,615

193,752

118,530,276

5,446,285

2,380,385

5,080,924

810,992

474,232

417,951

294,319

19,375

30,447

44,441,242

-0-

-0-



327,114 $


; 353,084


-0-


562,490


-0-


-0-


452,338


11,663,163


798,619


10,929,566


-0-


53,660,046


-0-


10,504,049


-0-


32,694,305


-0-


3,010,262


-0-


2,800,183


-0-


176,827,047


-0-


670,339


-0-


85,914


-0-


32,377,845


-0-


4,160,380


-0-


138,143


-0-


347,550


-0-


839,737


-0-


1,697,960


-0-


21,119,118


-0-


18,223,962


-0-


1,313,791


-0-


135,686,556


67,643,647


365,267,665


333,503


4,028,756


-0-


11,786,232


58,167,557


284,658,491


504,727


4,388,305


-0-


3,250,011


-0-


51,204,954


-0-


2,220,240


917,453


8,792,227


-0-


220,930,837


-0-


9,955,381


182,724


10,373,021


-0-


37,949,860


-0-


8,292,557


-0-


12,087,211


-0-


36,906,833


-0-


491,631


49,834


69,209


25,556


56,003


-0-


44,441,242


150,779


150,779


-0-


25,600



$1,284,430,709 $ 223,007,975 $ 129,553,851 $ 1,636,9 92,535



-34-



STATE OF MONTANA
BOARD OF INVESTMENTS



APPENDIX A



PORTFOLIO OF INVESTMENTS



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Using the text of ebook State of Montana, Board of Investments audit report : [for the year ended] June 30,.. (Volume 1984) by Montana. Legislature. Office of the Legislative Au active link like:
read the ebook State of Montana, Board of Investments audit report : [for the year ended] June 30,.. (Volume 1984) is obligatory