City officials need to improve pursuing collection of all parking violations issued. The Council has not established sufficient policies for pursuing collection of parking violations after a violation is more than 10 days past due or set a benchmark for collection rates. As a result, fines are not being collected as efficiently and effectively as possible. In addition, Department officials do not periodically reconcile the issued violations with the paid violations or generate and provide receivable aging reports to the Commissioner, Mayor or the Council. The City's parking violation collection rate is approximately 69 percent. We project that if City officials improve collection efforts and raise the collection percentage to 85 percent, it could collect an additional $78,800 in parking violation revenue annually. In addition, the City has over 18,000 unpaid parking violations totaling approximately $2.25 million. If officials were able to increase its collection efforts and collect 10 percent of outstanding violations, they could increase revenues by as much as $225,000. Finally, City officials need to improve internal controls over collecting, recording and reporting parking violations. Officials have not effectively segregated parking violation duties in the Department or implemented compensating controls such as requiring an independent review of dismissed, reduced or adjusted parking violations.

During our audit period, the District made purchases between $1,500 and $19,999 from 148 vendors totaling $824,117. We randomly selected purchases made from 24 vendors totaling $119,741 and found that District officials did not obtain competitive quotations for purchases made from nine vendors totaling $35,214. In addition, five purchase orders totaling $30,191 were dated after the date of the invoices, resulting in confirming purchase orders. For example, one purchase order for heating, ventilation and air conditioning repair was dated June 30, 2014, but had corresponding invoices from February 2014, March 2014, April 2014, May 2014 and June 2014. By placing orders for goods or services without a valid purchase order, District officials are committing the District's funds without proper authorization. The remaining 15 vendors in our sample included nine purchases made under a State or County contract and six purchases in which the District took adequate measures to solicit quotations. Because District officials did not consistently adhere to established policies and procedures and ensure that goods and services were acquired through a competitive process, they do not have assurance that the District is receiving the best price for items purchased.

The Board has not established an effective system of controls over the Department and Drill Team cash receipt and disbursement activity, and has not provided the necessary oversight to mitigate the risk associated with the inadequate segregation of duties performed by the Treasurer and Drill Team's chief financial officer (CFO). The Board had not adopted policies or procedures addressing cash receipts, disbursements functions performed by the Treasurer and Drill Team CFO, nor does it require the review and approval of claims prior to or after payment has been made. Although the Department bylaws state that an auditing committee consisting of three members shall examine the accounts of the Treasurer and the Drill Team immediately prior to the annual meeting, and additionally, at least once a year, no such audit was conducted during our audit period.

Library officials have not adequately segregated duties related to the preparation and review of bank reconciliations. The Board has not designated a Board member or Library official who is independent of the accounting functions to review bank reconciliations. In addition, although the Treasurer provides the book balance for each bank account to the Board as part of the Treasurer's monthly report, the Treasurer does not provide the bank reconciliations and supporting documentation, including the bank statements, to the Board for review.

The Treasurer did not properly account for all collections or deposit all of them timely and intact. The Treasurer also did not issue receipts for collections as required by the bylaws or maintain other adequate documentation of collections remitted to him. Furthermore, the Company did not institute controls over collections associated with its craft fair fundraising events. As a result, Company officials lack assurance that all collections were properly remitted to the Company.

The Board needs to improve the Library's procurement process. The Board did not adopt a procurement policy as required by General Municipal Law and no written procedures were in place to provide guidance to Library staff when procuring Library goods and services. As a result, Library officials and staff developed informal practices to seek competition when procuring goods and services. However, these practices were not consistently applied for all Library purchases. Further, the purchasing approval process was ineffective because most claims were paid before the Board's review and approval.

We found that District officials maintained accurate records of the accrual and use of employee leave time. We also found that District officials granted leave time in accordance with the applicable employment contracts or collective bargaining agreements. We commend District officials for maintaining accurate records of its employees' accrual and usage of leave time.

We found that Board oversight of Department financial operations was not adequate. There was no evidence that nearly $64,000 in payments were authorized by the Department's membership. The Treasurer did not perform and retain monthly bank reconciliations and did not retain custody of all Department funds as required in its bylaws. The audit committee did not properly perform an audit of the Treasurer's records. Further, the Board did not properly assign the Treasury duties or monitor the financial activities and documentation for the daily lottery account. Consequently, there is a risk that Department funds could be misspent or misappropriated.

The Business Manager did not maintain complete, accurate and up-to-date accounting records, provide the Board with adequate monthly financial reports or provide sufficient oversight of work performed by the District's clerks. In addition, while the Board engaged a certified public accountant (CPA) to annually audit the District's records, we question the CPA's independence to perform the audits because he also provided the District with numerous substantial adjusting journal entries that totaled nearly $3.1 million or 58 percent of the District's 2014 budget. Had the Business Manager properly maintained the accounting records, the CPA would not have needed to prepare so many adjusting entries, which would have effectively reduced or eliminated our independence concern. As a result of these deficiencies, the Board's ability to effectively monitor District operations was significantly diminished.

Although the District reported year-end unassigned fund balance at levels that essentially complied with the 4 percent fund balance limit for fiscal years 2011-12 through 2013-14, the mechanism for maintaining the District's unassigned fund balance close to or at the legal limit was not transparent to District residents. In the first two years of our audit period, District officials appropriated fund balance that was not needed, due to an operating surplus and a negligible operating deficit. When fund balance is appropriated as a funding source, it should finance a planned operating deficit in the ensuing fiscal year. In addition, for two fiscal years, the Board retroactively approved transfers to reserve funds after year end (in 2011-12) and transfers from reserve funds to unrestricted fund balance (in 2013-14), rather than including such transfers in the proposed budget. We also found that $1.9 million of transfers did not comply with legal requirements.

The Board needs to adopt long-term financial plans to effectively manage the Town's finances. The Board has adopted budgets that have relied heavily on appropriated fund balance that cannot be maintained in the future. For example, the town-wide (TW) general and highway funds available fund balance for emergencies and unforeseen expenditures has declined to $23,880 (5 percent) and $20,831 (8 percent), respectively, of the 2015 appropriations, as of December 31, 2014. Fund balance will not be able to continue to finance nonrecurring expenditures or operating deficits and will require a long-term plan to be able to fund future needs. In addition, the Town-outside-village highway fund has a negative cash balance of $41,628 at the end of 2014. This occurred because all funds are comingled in one bank account and appropriate accounting entries were not made to record a cash advance from the TW fund. We also found that the former Court clerk did not retain receipts for all 148 transactions made during the former Justice's term and 58 transactions, or 35 percent, made during the current Justice's term. In addition, the interim Court clerk and current Court clerk did not retain receipts for 18 transactions, or 5 percent, during the current Justice's term. We also identified 35 missing receipt numbers. There was a valid explanation for 15 of these missing receipts. Town officials were unable to explain or provide support for the remaining 20 receipts, and, therefore, cannot ensure that all the Justice's moneys received were deposited and recorded completely and accurately.

Over the last two years, the District's tax levy has not increased. However, District officials' budgeting practices generated $1.2 million in net operating surpluses. As a result of these operating surpluses, the accumulated unrestricted fund balance would have exceeded the statutory maximum of 4 percent of the ensuing year's budget. In order to reduce fund balance and stay within the statutory limit, District officials overstated liabilities and accumulated excessive reserve funds. In addition, the Board has repeatedly appropriated fund balance, which has gone unused during the same period. When adjusting for those items, the effective percentage of unrestricted fund balance is 16 percent of the 2015-16 appropriations, which exceeded the 4 percent statutory limit. District officials' continued use of these budgeting and accounting practices resulted in taxpayers paying more than necessary to sustain District operations. As a result, the District's general fund's unrestricted fund balance increased to more than $2 million as of June 30, 2015.

The Town has historically experienced a strong financial position due in part to the sales tax revenues it receives from the County. The Supervisor and Board have not focused on developing budgets that mirror the actual results of Town operations because the revenues, in particular sales tax, were always abundant. As a result the Town has not levied a Town real property tax in over 20 years. However, in recent years the Town has relied on appropriating fund balance to continue operating without a tax levy. Such a strategy of meeting reoccurring expenditures with a one-shot financing source like fund balance cannot be continued indefinitely. This strategy will be further tested in the future by the County's decision to modify its sales tax sharing agreement, which will reduce the amount of sales tax revenue the Town will receive, thus placing new revenue constraints on Town operations. The change in the Town's fiscal environment has had an immediate impact on the town-wide funds which have seen an 82 percent decline in fund balance over the last three years. While the town-outside-village funds still have substantial resources, their continued fiscal health is still at risk because of the Board's decision to replace declining sales tax revenue with fund balance. The Board has not developed multiyear financial plans to address the use of fund balance to finance operations, the continued reduction of sales tax revenues, establishing reserve funds, or purchasing and financing future capital assets.

District officials have established a comprehensive purchasing policy and procedures that provide guidance as to when items must be competitively bid and when proposals or quotes should be obtained for purchases not required to be competitively bid. District policy requires that the procurement of professional services, including insurance, will be awarded based upon District merit, recommendation and formal requests for proposals (RFPs). We commend the District for establishing and enforcing appropriate procurement policies and procedures.

We found the Justices did not ensure that all fines and fees were properly collected. Both Justices did not generate and review balance due reports and one Justice did not generate and review the pending cases report. As a result, the Court did not request the suspension of the driver's licenses for two individuals who had outstanding ticket balances greater than 60 days. In addition, Court reports indicate that unpaid fines and fees may total up to $399,321 on tickets ranging from 1989 through 2015 and that over 11,000 tickets dating as far back as 1985 appear to be pending (unpaid). As a result, there is a risk that not all money due to the Court has been collected and reported. By reviewing those reports the Justices can systematically monitor and resolve outstanding issues and ensure fines and fees assessed by them are properly collected.

We selected 30 assets totaling $377,252. We found that 10 assets valued at $225,307 could not be located and 10 assets valued at $91,704 were either not tagged or the asset tag information on the tag did not agree with the accounting records. Furthermore, nine assets valued at $15,354 could not be located on either asset list and 20 assets valued at $21,135 recorded as disposed of did not have disposal request forms from the departments responsible for those assets. As a result, District officials and taxpayers have no assurance that all District property can be accounted for.

Although the Clerk's office had cash receipts totaling $ 3.48 million in 2014, County officials have not ensured that proper internal controls have been established. The Clerk has not established written policies and procedures for cash receipts and cash receipts duties are not adequately segregated. In addition, the Clerk is not providing oversight as a mitigating control and employees are recording some cash receipts in the computer system under a shared generic user name. As a result, it is impossible to hold any one employee accountable in the event that errors or abuse occur. While our testing found receipts were properly recorded and deposited timely and intact, the system of controls should be improved.

Although the Board established systems and procedures for managing, accounting for and reporting the District's financial operations, they should be strengthened to provide for better transparency and accountability of Board actions. Board minutes did not provide an accurate picture of the Board's actions, and certain contracts were not approved until weeks or months after being signed. As a result, transparency is compromised and the District is at risk of not receiving the services desired at the intended price.

District officials have generally taken appropriate action to manage the District's financial condition. Although the District generated operating deficits of approximately $160,000 in fiscal year 2011-12 and approximately $375,000 in 2012-13, they were largely planned. District officials also implemented multiple cost savings actions that aided in improving the District's financial condition and resulted in operating surpluses of approximately $70,000 for 2013-14 and $380,000 for 2014-15. The District's fund balance increased by 20 percent in 2014-15, which improved its financial condition and ability to plan for the future. However, the District's multiyear financial plan does not address its debt share or declining enrollment. These factors could adversely affect the District's financial condition and, therefore, should be planned for.

The Board consistently adopted budgets with overestimated expenditures that generated operating surpluses and resulted in excessive general fund balance. Further, although District officials reserved money to prepare for future contingencies, they did not always include the funding of reserves in the budgets voted on by taxpayers. Instead, the Board allocated amounts to reserves at the end of each fiscal year to reduce unrestricted fund balance to the statutory limit. These actions diminish the transparency of District finances to the taxpayers. As a result, two of the District's eight general fund reserves, which have balances totaling $8.08 million, are overfunded and potentially unnecessary. The District generally does not use the reserves and instead covers related costs with tax levies and liability insurance. The District has also made it a practice to over-subsidize the school lunch fund, resulting in 2013-14 year-end fund balance of $519,390, which exceeded the federally regulated limit by over $45,000. Fund balance grew to $580,017 at the end of 2014-15. Additionally, the District maintained an unsubstantiated balance of $5 million in the debt service fund that should be used to pay off debt or otherwise reduce the general fund tax levy.