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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 Mastic Beach – Treasurer’s Office and Credit Cards (2014M-150)


Released: August 8, 2014 -- [read complete report - pdf]

Purpose of Audit

The purpose of our audit was to review selected Village financial operations for the period June 1, 2012 through November 30, 2013.

Background

The Village of Mastic Beach is located in the Town of Brookhaven in Suffolk County and has approximately 14,900 residents. The Village is governed by a Board of Trustees comprising four elected Trustees and an elected Mayor. Operating expenditures for the 2012-13 fiscal year were $3.7 million.

Key Findings

  • The Treasurer did not provide the Board with any financial reports. As a result, Board members are not adequately informed of the Village’s fiscal affairs and cannot adequately manage the Village’s finances.
  • The Treasurer did not propose budget modifications prior to over-expending budget lines.
  • While the credit card policy includes documentation requirements and addresses recovering moneys from improper use, it lacks important oversight controls. The policy does not define how many credit card accounts may be established, limit the number of credit cards to be issued, address to whom the cards may be issued, nor does it specify credit or cash advance limits.
  • The Treasurer paid $837 more than the invoices supporting two of the six payments to an office supply store. The Deputy Treasurer could not explain these additional amounts paid.

Key Recommendations

  • Provide detailed monthly financial reports that contain sufficient and appropriate information to enable informed decisions regarding financial operations.
  • Ensure there is an available appropriation prior to approving purchases or disbursing Village funds.
  • Consider revising the Village’s credit card policy to include identification of those individuals authorized to use the credit and/or purchase cards, set applicable credit limits, provide dollar limits for purchases, describe the types of purchases permitted, and the documentation required to support the purchase.
  • Follow-up on overpayments made to the office supply store and seek reimbursement if applicable.

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