External Audit Corrective Action Plan

  • Geneva City School District Interoffice Memorandum

    To: Trina S. Newton
    From: Mary E. Gere-Penna
    Subject: Corrective Action Plan
    Date: November 26, 2018
    CC: Steve Kruger
     

    We are in receipt of the Geneva City School District’s Basic Financial Statements and Management Letter for the school year ended June 30, 2018 as prepared by Raymond F. Wager, CPA, PC.  Please accept this as the Geneva City School District Audit Response and Corrective Action Plan.

     

    1. Recommendation
      The District should review credit card purchases and correct deficiencies in the credit card purchasing process.

      Response
      A purchase order was not always submitted prior to the use of the credit card.  In investigating when this occurred, all the incidents were in response to an urgent and/or emergent circumstance.  Accordingly, the credit card purchasing policy was amended and proposed to the Board of Education Policy Committee on October 24, 2018 and was subsequently approved by the Board of Education on November 13, 2018.  A copy of the revised policy is attached.

    2. Recommendation
      The District should review the credit limit on District credit cards as they are currently inconsistent

      Response
      Accordingly, the credit card purchasing policy was amended and proposed to the Board of Education Policy Committee on October 24, 2018 and was subsequently approved by the Board of Education on November 13, 2018.  A copy of the revised policy is attached.

      The credit limit noted on the card is not consistent with District Policy.  After review of purchasing trends, the credit card policy was amended and proposed to the Board of Education Policy Committee on October 24, 2018 and was subsequently approved by the Board of Education on November 13, 2018.  A copy of the revised policy is attached.

    3. Recommendation
      The District should obtain an updated appraisal in order to better track and maintain the District’s capital assets and depreciation.

      Response
      The District agrees with this recommendation and will follow through with hiring a firm to conduct a capital assets inventory after the completion of the current Capital Project. 

    4. Recommendation
      The District’s purchasing regulations outlining the requirements of General Municipal Law 104b regarding written and verbal quotations should be updated.

      Response
      The District purchasing policy was amended and proposed to the Board of Education Policy Committee on October 24, 2018 and was subsequently approved by the Board of Education on November 13, 2018.  A copy of the revised policy is attached.  Purchase Order forms will be updated to delineate when written and verbal quotations must be secured prior to purchasing.

    5. Recommendation
      The District should formalize in writing the Capital Project Change Order procedure and submit a monthly summary of Capital Project Change Orders to the Board of Education for review and approval.

      Response
      The District will continue to follow the past practice of allowing the Superintendent to review and approve change orders up to $20,000 and the Board President to approve change orders in excess of $20,000.  The District agrees that a summary of change orders should be submitted to the Board of Education monthly for review and approval.  A Summary of Change Orders was submitted to the Board of Education for review and approval on November 13, 2018.

    6. Recommendation
      The District should continue to document their cyber risk assessment process in writing which should include the risk assessment process, the frequency of the risk assessment, how findings are to be communicated to the appropriate level of management, and how the process will be monitored.

      Response
      The District agrees with this recommendation and will continue to follow our BOCES protocol, update our Cyber Risk Report semi-annually and annually update our Disaster Recovery Plan.