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NYS Comptroller

THOMAS P. DiNAPOLI

Taxpayers' Guide to State and Local Audits

Audits of Local Governments and School Districts

Village of Monticello – Internal Controls Over Selected Financial Operations (2011M-97)


Released: January 20, 2012 -- [read complete report - pdf]

Purpose of Audit

The purpose of our audit was to review internal controls over selected financial operations for the period August 1, 2009 to October 7, 2010.

Background

The Village of Monticello is located in the Town of Thompson in Sullivan County. The Village is governed by the Board of Trustees which comprises an elected Mayor and four elected Trustees who are responsible for the overall management and control of Village affairs. The Village's total budget for 2009-10 was approximately $10.2 million.

Key Findings

  • Village employees made purchases totaling $10,000 without obtaining quotes required by the Village's procurement policy, and they procured professional services totaling $553,000 without requesting proposals from multiple vendors.
  • Village employees missed the opportunity to save $31,000 by obtaining the same prices that Sullivan County paid for copier paper and fuel, and by obtaining computer support services from the County.
  • We also found that two Board members audited claims, rather than the entire Board, 68 purchases were made totaling $119,600 prior to submitting purchase orders, and that 11 purchase transfers were made totaling $28,500 without sufficient appropriations at the time.

Key Recommendations

  • Comply with the Board-adopted procurement policy by obtaining three written quotes for purchases between $1,001 and $10,000. Consider amending the procurement policy to require RFPs from multiple vendors for the procurement of professional services.
  • Consider participating in County bids for goods and services, and obtaining computer support services from the County and also consider reaching out to neighboring municipalities to find opportunities for purchasing cooperatively and/or sharing services to achieve cost savings.
  • Audit all claims prior to the payment and include a verification that Village officials complied with the procurement policy.

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