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NYS Comptroller

THOMAS P. DiNAPOLI

Audits of Local Governments and School Districts

Report Highlights

Poland Volunteer Fire Company, Inc. - Financial Activities (2019M-218)

Released: February 14, 2020 -- [read complete report - pdf]

Audit Objective

Determine whether Company officials ensured that financial activities were properly authorized, recorded and reported and that money was safeguarded.

Key Findings

  • The Board did not ensure Company claims were audited on a monthly basis as required by its bylaws.
  • The Board President (President) and two Board members did not publicly disclose, in writing, their deemed interests in contracts totaling $91,106 with the Company.
  • Company officials did not ensure collections totaling $40,084 from fundraising activities were adequately supported.

Key Recommendations

  • Ensure all claims are audited and approved by the membership for payment each month.
  • Adopt a code of ethics and ensure officers comply with the disclosure requirements set forth in the law.
  • Require more support for collections received, such as tickets or press-numbered receipts, and require two members to count the money and certify the amounts submitted to the Treasurer.

Company officials agreed with our recommendations and indicated they will take corrective action. Appendix B includes our comment on an issue raised in the Company’s Response.

Background

The Poland Volunteer Fire Company, Inc. (Company) is a not-for-profit organization that provides fire protection and emergency services to residents in the Poland Joint Fire District. The Company is composed of volunteer members (membership) and is governed by its adopted bylaws and a 12-member Board of Directors (Board). The Board consists of the President, Vice President, Treasurer, Secretary, Chief, three Assistant Chiefs, two captains and the immediate past President and immediate past Chief.

The Board is responsible for overseeing the Company’s financial activities. The Treasurer is responsible for safeguarding all Company funds. The audit committee is composed of members of the Company and is responsible for auditing the Treasurer’s records.

Quick Facts
Active Members40
Audit Period Cash Receipts$250,745
Audit Period Disbursements$443,192

Audit Period

January 1, 2018 – July 30, 2019.
We extended our scope back to August 2016 to review payments made to Board members.


Local Government and School Accountability Contact Information:

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