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NYS Comptroller

THOMAS P. DiNAPOLI

Audits of Local Governments and School Districts

Pittsfield Volunteer Fire Department – Cash Receipts and Disbursements (2016M-310)


Released: December 9, 2016 -- [read complete report - pdf]

Purpose of Audit

The purpose of our audit was to examine the Department’s internal controls over financial operations for the period January 1, 2015 through August 10, 2016.

Background

The Pittsfield Volunteer Fire Department provides fire protection for the Town of Pittsfield in Otsego County. The Department has approximately 20 volunteer members and is governed by an elected seven-member Board of Directors. For 2015, the Department's reported revenues totaled $9,300 and expenses totaled $12,900.

Key Findings

  • Department officials did not adhere to the bylaws and provided insufficient oversight of the Treasurer's financial duties.
  • Although the Treasurer maintained financial records, she did not keep adequate documentation to support all financial activity or prepare monthly bank reconciliations.

Key Recommendations

  • Revise the bylaws to include detailed policies and procedures to provide guidance and establish controls over the Department’s cash receipts and disbursements. These policies and procedures should include segregating the Treasurer’s duties, if practical, or implementing compensating controls.
  • Maintain complete and adequate records with supporting documentation to account for all of the Department’s financial activities and prepare monthly bank reconciliations for all bank accounts and provide them to the Board along with the bank statements.

Local Government and School Accountability Contact Information:

Phone: (518) 474-4037; Email: localgov@osc.state.ny.us
Address: Office of the State Comptroller, Division of Local Government and School Accountability
110 State Street, 12th Floor; Albany, NY 12236