State Comptroller makes some recommendations to E.M. library in March audit

A March audit conducted by New York State Comptroller Thomas DiNapoli found that the board of the East Meadow Public Library could improve its documentation of outgoing funds.

During an audit period of July 1, 2016 through June 30, 2017, the library paid $652,880 to 130 vendors, with claims adding to at least $1,000. The comptroller’s officer isolated claims from 19 vendors, which added to $92,60, in order to determine whether they were for proper library expenses and contained supporting documentation. It found only “minor deficiencies” that were addressed with the board.

The library’s board has not been properly auditing its claims prior to payment, according to Comptroller DiNapoli. Claims must be audited by providing documentation to ensure that all expenditures are legitimate. This provides evidence of where taxpayer money is going. While the board has a treasurer assigned to this task, most of its auditing is verbal and, therefore, the comptroller recommended providing recording documentation in the board’s minutes.

The board told DiNapoli that they only review claims if they appear unreasonable. They don’t check each outgoing payment and, “as a result, there is an increased risk that improper claims could be paid,” the comptroller said in his audit.

Another request that the comptroller made is for the board to obtain quotations on all of its claims to ensure the best service for the least cost. During the audit period, the board neglected to do this for five claims adding to $27,129.

A library official told the comptroller that some of these claims were from a trusted source and, therefore, they did not feel the need to obtain a quote.

Audrey Fixell, the president of the library board, provided a letter to Ira McCracken agreeing to comply with his requests.

“The library board has always held us to a very high standards,” said Library Director Carol Probeyahn. “And these housekeeping issues will be taken care of going forward.”

Last March, East Meadow voters approved a joint-bond proposal between the school district and library. The vote — 2,031 to 835 — approved the $58.8 million initiative, $44.2 million of which will fund work on district schools, while $14.6 million will pay for upgrades at the library. The average East Meadow homeowner’s property taxes will increase by just over $57 per year for the next 15 years.

The library is constructing an outdoor reading garden, which will be open during library hours, and plans to renovate the entrance to the building by replacing the windows and adding a seating area. The library offers a myriad of activities and programming, which include literature-theme book readings and cultural events.