HomeMy WebLinkAboutOSC Response 6-29-15 (2).pdf
Kathryn D. Supron, Mayor
Joan M. Mangione, Clerk & Treasurer
Angela M. Podufalski, Deputy Clerk
Brent A. Cross, Engineer
Village of Cayuga Heights
MARCHAM HALL
836 HANSHAW ROAD
ITHACA, NEW YORK 14850
(607) 257-1238
fax (607) 257-4910
September 3, 2015
Unit Name: Village of Cayuga Heights
Audit Report Title: Board Oversight
Audit Report Number: 2014M-292
For each recommendation included in the audit report, the following is our corrective action(s) taken or proposed.
For recommendations where corrective action has not been taken or proposed, we have included the following
explanations.
Audit Recommendations:
The following is the Recommendations section as it appears in the OSC Board Oversight Report of
Examination covering the period June 1, 2013 – June 30, 2014.
The Board should improve its oversight and:
1. Require the Clerk-Treasurer to reconcile cash in a timely manner using a standard format that can
clearly be reviewed by the Deputy Treasurer and then sign and date the reconciliation.
2. Require the Board member(s) who review the bank reconciliations to ensure that the accounting activity
in the reconciliations matches the bank and accounting records. The Board member(s) should also sign
and date the reconciliations to document when the reviews were completed.
3. Periodically review financial records to ensure that errors do not exist in the accounting records.
4. Require the Clerk-Treasurer to receive additional training in accounting principles and the use of the
Village’s accounting software.
5. Update the Village’s procurement policy to ensure it meets the requirements of the law and aligns
with procedures currently in place (if so desired) and then monitor for compliance with the policy as
part of the audit and approval process for Village vouchers.
Implementation Plan of Action(s):
The following response to the Recommendations section is consistent with the Board’s comments in the
OSC Board Oversight Report of Examination covering the period June 1, 2013 – June 30, 2014.
1. This recommendation continues to be met. Cash is reconciled within one week of month-end. The
Deputy Treasurer reviews the reconciliations and confirms having done so with a signature.
2. This recommendation continues to be met. The Deputy Treasurer meets with the Clerk -Treasurer
monthly to review all account reconciliations and to insure that the accounting software repor ts
match the bank statements. The Deputy Treasurer signs each statement and the accounting
summary report.
3. This recommendation continues to be met. Due to the experience the Clerk -Treasurer has gained
from working with the Village’s financials and bringing them current, the potential for errors is
minimal.
4. The Clerk/Treasurer has the requisite knowledge and skills to perform any and all duties of her
position(s). By implication, all responsibilities of all Municipal employees are ones of continuous process
improvement. The Village of Cayuga Heights Mayor and Board of Trustees are more than satisfied that
any issues and recommendations made by the recent audit identified in this paragraph stem from before
the current Clerk/Treasurer took her position. This recommendation has no merit because it was made
without contextual basis. The Village has and continues to meet these requirements of prudent operation
of its Treasury.
5. The Village’s Procurement Policy has been rewritten and was approved by resolution at the Board of
Trustees Monthly Meeting held on June 15, 2015. The new policy aligns with procedures that were in
place and conforms to NYS Law and OSC guidelines.
Implementation Date:
All corrective actions have taken place and continue to be policy and procedure governing day-to-day
operations.
Person Responsible for Implementation:
Members of the professional staff including department heads, the Board of Trustees including the Deputy
Treasurer and the Mayor have all accepted responsibility for the implementation of these recommendations.
Ultimately the Village Mayor is responsible to assure that all employees, elected officials, and appointed
officials understand the Village’s policies and codes.
Signed:
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Kathryn Supron, Mayor
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Date