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NYS Comptroller

THOMAS P. DiNAPOLI

Audits of Local Governments and School Districts

Report Highlights

Bay Shore Union Free School District - Procurement (2018M-212)

Released: January 11, 2019 -- [read complete report - pdf]

Audit Objective

Determine if District officials approved purchases before items were ordered and if competition was sought for goods and services not subject to competitive bidding.

Key Findings

District officials did not:

  • Seek competition for 16 of 20 professional service providers paid approximately $1.42 million.
  • Obtain quotes for goods and services for 19 purchases totaling $70,634, as required by the District’s purchasing policy.
  • Ensure that purchases of goods and services totaling $22,899 were made with prior approval, resulting in confirming purchase orders (POs).

Key Recommendations

District officials should:

  • Follow the District’s procurement policy that requires the use of request for proposals to solicit professional services.
  • Obtain verbal or written quotes when required by the purchasing policy.
  • Issue and have approval for POs prior to ordering goods and services.

District officials agreed with our recommendations and indicated they planned to initiate corrective action.

Background

The Bay Shore Union Free School District (District), located in the Town of Islip in Suffolk County, is governed by the Board of Education (Board), which is composed of five elected members. The Board is responsible for the general management and control of the District’s financial and educational affairs.

The Superintendent of Schools (Superintendent) is the District’s chief executive officer and is responsible, along with other administrative staff, for the District’s day-to-day management under the Board’s direction. The District designates a purchasing agent to approve all purchases and to ensure that proper documentation is present and that all purchases comply with the District’s purchasing policy.

Quick Facts
Employees1,448
Enrollment5,872
2017-18 Budgeted Appropriations$152 million
Payments to Professional Service Providers$1.95 million

Audit Period

July 1, 2016 – March 31, 2018


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