HomeMy WebLinkAboutRoad Surfacing ProjectsACCOUNTING & FINANCE DEPT.
John A. Cushman, Town Comptroller
Telephone (631) 765-4333
Fax (631) 765-1366
E-mail: accounhng ~ town.southold.ny.us
TOWN HALL ANNEX
54375 Main Road
P.O. Box 1179
Southoid, NY 11971-.0959
ht~p'.//southoldtown.aor th~ork, net/
TOWN OF 8OUTHOr.r~
OFFICE OF THE SUPERVISOR
Ann Singer October 4, 2012
Chief of Statewide and Regional Projects
Office of the State Comptroller
State Office Building, Room 1702
44 HaWley Street
Binghamton, NY 13901-4417
Dear Ms. Singer:
With regard to Report Number S9-12-14 concerning the review of the Town's processes for monitoring
road-surfacing projects for the period January 1, 2011 through December 31, 2011, the Town agrees
with your recommendations and has implemented the following procedures:
1. The Superintendent of Highways will conduct periodic sampling of asphalt materials, including
those picked up at the asphalt plant, those delivered to specific job sites and .through core sampling
after paving has been completed. We concur that this sampling will help insure that the asphalt
products we purchase match contract specifications. Note that records of all sampling activities
will be revieWed by the Superintendent of Highways, and will then be submitted to the Town Clerk
for retention in accordance with our record retention policy.
2. The Superintendent of Highways will obtain and review job mix formulas and daily batch reports
from the asphalt vendors. These records will be included with the invoices when they are
submitted to the Accounting and Finance Department for payment, and will be retained with the
invoices in accordance with our record retention policy.
We appreciate the insight that the audit has provided the Town and believe that these and other
suggestions made by the auditors will improve our operations and ultimately reduce costs associated
with our road-surfacing projects.
Please feel free to contact me should have any questions or concerns.
Supervisor