Town of Cohocton officials failed to follow their own procurement rules and state laws when purchasing nearly $2 million worth of goods and services, according to a state audit that uncovered a pattern of avoided competition, missing documentation, and unapproved credit card use.
An audit released by the Office of the New York State Comptroller found that from January 2023 to August 2024, town leaders consistently sidestepped requirements to seek competitive pricing. Officials acknowledged finding the policy inconvenient and made many purchases without seeking bids, quotes, or issuing requests for proposals.
Of the $3.7 million spent by the town in that period, auditors found approximately $2 million was spent without following proper procedures. Purchases totaling about $1.3 million were made without competitive bids, including three pickup trucks where auditors said the town could have saved over $7,000 by using a state contract. Similarly, the town paid nearly $16,000 more for energy services than it would have with a local utility provider.
Officials also failed to seek competition for professional services totaling approximately $540,000. In several cases, no written contracts were available, and officials could not explain the terms or basis of payment. “Competition was not sought for professional service providers because the Town has long-standing relationships with many of the professional service providers,” the Town Supervisor said, according to the report. However, the audit found no documentation to justify those choices.
The audit also revealed that officials did not obtain the required number of written or verbal quotes for 60 of 74 reviewed purchases, totaling $131,000. Additionally, about $21,000 in credit card purchases lacked documentation or quotes, raising concerns over whether the spending served appropriate town purposes.
Auditors noted the widespread use of credit cards to avoid quote requirements and found that officials had varying interpretations of when board approval was needed. Some board members had never reviewed the procurement policy. The town has not adopted a credit card policy.
“The Supervisor and the Highway Superintendent…expressed that it is an inconvenience to them to adhere to the procurement policy,” the report stated. The auditors concluded that purchases were not made “in the most prudent and economical manner.”
The report offered six recommendations, including enforcing quote requirements, retaining proper documentation, requiring written contracts for professional services, clarifying approval processes, and adopting a credit card policy.
In response, town officials generally agreed with the findings and said they plan to take corrective action. The Board is required to submit a written corrective action plan within 90 days.
FingerLakes1.com is the region’s leading all-digital news publication. The company was founded in 1998 and has been keeping residents informed for more than two decades. Have a lead? Send it to news@fingerlakes1.com.