Purpose of Audit

The purpose of our audit was to examine the internal controls over the Department’s financial operations for the period January 1, 2013 through March 26, 2014.

Background

The Margaretville Volunteer Fire Department is a volunteer organization located in the Town of Middletown in Delaware County. The Department is affiliated with the Middletown-Hardenburgh Fire District (District) and provides fire protection services to the District. The Department’s officers include a President, Vice President, Treasurer, Secretary, Chief and various assistants. Revenues totaled approximately $72,000 for 2013 and expenses totaled approximately $81,500.

Key Findings

• The Department members establish the bylaws which should provide policies and procedures relating to control of the Department’s cash receipts and disbursements. These policies and procedures should detail specific requirements that all disbursements are for valid Department purposes and supported by an invoice and both cash receipts and disbursements are properly recorded, reported and reconciled.
• The President and Executive Committee did not provide adequate oversight to ensure the Treasurer properly accounted for all of the cash receipts and disbursements.

Key Recommendations

• Revise their bylaws to include detailed written policies and procedures that establish controls over the Department’s cash receipts and disbursements.
• Ensure they are following the Department’s bylaws and resolutions.