State to Hewlett Bay: Tighten those policies

An audit conducted between Jan. 1, 2013 and Feb. 28, 2014 by the state comptroller’s office found that the Hewlett Bay Fire District needs to improve its policies two main areas.
Upgrades are needed regarding the fire district’s information technology controls. No formal disaster recovery plan exists putting the electronic data at risk of loss or misuse, state officials said.
Improvements are also needed regarding obtaining professional services including using competitive bidding and keeping records of that selection process, entering into written agreements with all professional service providers, documenting contract approvals in the board’s minutes and create a process to seek competition for professional services at “reasonable intervals.”
The report noted that “without a competitive process and current written agreements, the District has no assurance that services are being procured in the most prudent and economical manner.”
During the audit period district officials didn’t seek competitive proposals for eight of the nine professional services provided and were paid a total of $150,800. The district did not enter into written contracts with four of these service providers. Three other service providers had signed contracts at the beginning of being hired, the contracts were not renewed or updated as their services were continued.

Anthony Vacchio, chairman of the Hewlett Bay Board of Commissioners, said in a Nov. 13 letter that, “the Board fully appreciates the State Comptroller’s efforts in compiling the report and providing its recommendations. The Board respectfully assures the State Comptroller that it will fully review and consider those recommendations and take action to ensure that they are appropriately addressed and the stated concerns properly resolved.”
A corrective action plan must be forwarded to the comptroller’s office within 90 days of being notified.
The Hewlett Bay Fire District is responsible for about 4.5-square miles and serves an estimated 15,000 residents. It has 118 active members and 18 employees. Total expenditures for 2013 were $1.85 million. The current budget is $1.78 million, which is funded mainly by property taxes.