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Home My WebLink About2019FW: Fwd: Cutchogue Fire District 2019 Financial Report Neville, Elizabeth Sent:Tuesday, May 12, 2020 8:37 AM To:Norklun, Stacey Attachments:!2019 Annual Financial Rep~1.pdf (1 MB) Stacey, Please add this e-mail to the Cutchogue FD 2019 Annual Financial Report Thank you, BeƩy From: Peter Zwerlein [mailto:cutfdtreas@optonline.net] Sent: Monday, March 30, 2020 11:45 AM To: Neville, Elizabeth Subject: Re: Fwd: Cutchogue Fire District 2019 Financial Report Third try. ~ Peter Zwerlein, Treasurer Cutchogue Fire District On 03/30/2020 11:25 AM, Peter Zwerlein wrote: Second try. -------- Forwarded Message -------- Subject:Cutchogue Fire District 2019 Financial Report Date:Mon, 30 Mar 2020 11:12:53 -0400 From:Peter Zwerlein <cutfdtreas@optonline.net> Organization:Cutchogue Fire District To:e.neville@town.southold.ny.us Attached is the 2019 Annual Financial Report of the Cutchogue Fire District. -- ~ Peter Zwerlein, Treasurer Cutchogue Fire District FW: Fwd: Cutchogue Fire District 2019 Financial Report https://webmail.town.southold.ny.us/owa/?ae=Item&t=IPM.Note&id=... 1 of 1 5/12/2020, 8:52 AM Cutchogue Fire District ANNUAL FINANCIAL REPORT December 31, 2019 ~il@ijiijih &COMPANY TABLE OF CONTENTS PAGE INDEPENDENT AUDITOR'S REPORT........................................ A ANNUAL FINANCIAL REPORT UPDATE DOCUMENT FINANCIAL SECTION .............................................. . SUPPLEMENTAL SECTION.......................................... 21 NOTES TO ANNUAL FINANCIAL REPORT UPDATE DOCUMENT ... . . . . . 29 INDEPENDENT AUDITOR'S REPORT ON INTERNAL CONTROL OVER FINANCIAL REPORTING AND ON COMPLIANCE AND OTHER MATTERS BASED ON AN AUDIT OF ANNUAL FINANCIAL REPORT UPDATE DOCUMENT PERFORMED IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50 Sheehan &COMPANY A PROFESSIONAL CO RPORAT IO N OF CE RTIFIED PUB LI C ACCOUNTAN.IS 16 5 Orinoco Driv e. Brightwaters. NY 11718 631.665 .7040 • Fax: 631.665.70 14 15 So uth Bayles Avenu e. Port Wa shington , 1\'Y 11050 516.883 .55 10 • Fax: 516 .767.7438 www.s hee hancpa.co m INDEPENDENT AUDITOR'S REPORT To the Board of Fire Commissioners Cutchogue Fire District Cutchogue, New York Report on the Annual Financial Report Update Document (Financial Section) We have audited the accompanying Annual Financial Report Update Document (Financial Section) of Cutchogue Fire District, as of and for the year ended December 31, 2019 and the related notes to the Annual Financial Report Update Document, as listed in the table of contents. Management's Responsibility for the Annual Financial Report Update Document Management is responsible for the preparation and fair presentation of the Annual Financial Report Update Document in accordance with accounting practices prescribed or permitted by the New York State Office of the State Comptroller (regulatory basis), as described in Note 1. Management is also responsible for the design, implementation and maintenance of internal control relevant to the preparation and fair presentation of the Annual Financial Report Update Document that is free from material misstatement, whether due to fraud or error. Auditor's Responsibility Our responsibility is to express an opinion on the Annual Financial Report Update Document based on our audit. We conducted our audit in accordance with auditing standards generally accepted in the United States of America and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States. Those standards require that we plan and perform the audit to obtain reasonable assurance about whether the Annual Financial Report Update Document is free from material misstatement. An audit involves performing procedures to obtain audit evidence about the amounts and disclosures in the Annual Financial Report Update Document. The procedures selected depend on the auditor's judgment, including the assessment of the risks of material misstatement of the Annual Financial Report Update Document, whether due to fraud or error. In making those risk assessments, the auditor considers internal control relevant to the Cutchogue Fire District's preparation and fair presentation of the Annual Financial Report Update Document in order to design audit procedures that are appropriate in the circumstances, but not for the purpose of expressing an opinion on the effectiveness of the Cutchogue Fire District's internal control. Accordingly, we express no such opinion. An audit also includes evaluating the appropriateness of accounting policies used and the reasonableness of significant accounting estimates made by management, as well as evaluating the overall presentation of the Annual Financial Report Update Document. -A- An Independent Member of the BDO Alliance USA To the Board of Fire Commissioners Cutchogue Fire District We believe that the audit evidence we have obtained is sufficient and appropriate to provide a basis for our audit opinion. Basis for Adverse Opinion on U.S. Generally Accepted Accounting Principles As described more fully in Note 1, the Annual Financial Report Update Document is prepared by Cutchogue Fire District on the basis of the financial reporting provisions of the New York State Office of the State Comptroller, which is a basis of accounting other than accounting principles generally accepted in the United States of America, to meet the requirements of the New York State Office of the State Comptroller. The effects on the Annual Financial Report Update Document of the variances between the regulatory basis of accounting described in Note 1 and accounting principles generally accepted in the United States of America, although not reasonably determinable, are presumed to be material. Adverse Opinion on U.S. Generally Accepted Accounting Principles In our opinion, because of the significance of the matter discussed in the "Basis for Adverse Opinion on U.S. Generally Accepted Accounting Principles" paragraph, the Annual Financial Report Update Document referred to above does not present fairly, in accordance with accounting principles generally accepted in the United States of America, the financial position of the Cutchogue Fire District, as of December 31,2019, or changes in financial position for the year then ended. Unmodified Opinion on Regulatory Basis of Accounting In our opinion, the Annual Financial Report Update Document (Financial Section) referred to above presents fairly, in all material respects, the assets, liabilities and fund balances of Cutchogue Fire District, as of December 31 , 2019 and the revenues it received and expenditures it paid for the year then ended in accordance with the basis of accounting described in Note 1. Other Matters Our audit was conducted for the purpose of forming an opinion on the Annual Financial Report Update Document (Financial Section) taken as a whole. The Supplemental Section listed on page 2 of the Annual Financial Report Update Document is presented for purposes of additional analysis and is not a required part of the Annual Financial Report Update Document. The information, except for the Fire District Questionnaire, has not been subjected to the auditing procedures applied in the audit of the Annual Financial Report Update Document and , accordingly, we express no opinion on it. To the Board of Fire Commissioners Cutchogue Fire District Other Reporting Required by Government Auditing Standards In accordance with Government Auditing Standards, we have also issued our report dated February 19, 2020, on our consideration of Cutchogue Fire District's internal control over financial reporting and on our tests of its compliance with certain provisions of laws, regulations, contracts, grant agreements and other matters. The purpose of that report is solely to describe the scope of our testing of internal control over financial reporting and compliance and the results of that testing and not to provide an opinion on the effectiveness of internal control over financial reporting or on compliance. That report is an integral part of an audit performed in accordance with Government Auditing Standards in considering Cutchogue Fire District's internal control over financial reporting and compliance. Brightwaters, New York February 19, 2020 All Numbers in Th is Report Have Been Rounded To The Nearest Dollar ANNUAL FINANCIAL REPORT UPDATE DOCUMENT For The FIRE DISTRICT of Cutchogue County of Suffolk For the Fiscal Year Ended 12/31/2019 ************************************************************************************************************************************* AUTHORIZATION ARTICLE 3, SECTION 30 of the GENERAL MUNICPAL LAW : 1. ***Every Municipal Co rporation *** shall annually make a report of its financial condition to the Comptroller. Such report shall be made by the Chief Fiscal Officer of such Municipal Corporation *** 5. All reports shall be certified by the officer making the same and shall be filed with the Comptroller *** It shall be the duty of the incumbent officer at the time such reports are required to be filed with the Comptroller to file such report *** State of NEW YORK Office of The State Comptroller Division of Local Government and School Accountab ility Albany, New York 12236 Page 1 FIRE DISTRICT OF Cutchogue *** FINANCIAL SECTION *** Financial Information for the following funds and account groups are included in the Annual Financial Report filed by your government for the fiscal year ended 2018 and has been used by the OSC as the basis for preparing this update document for the f iscal year ended 2019 : (A) GENERAL (H) CAPITAL PROJECTS (K) GENERAL FIXED ASSETS (TA)AGENCY (W) GENERAL LONG -TERM DEBT All amounts included in this update document for 2018 represent data filed by your government with OSC as reviewed and adjusted where necessary. *** SUPPLEMENTAL SECTION *** The Supplemental Section includes the following sections : 1) Statement of Indebtedness 2) Schedule of Time Deposits and Investments 3) Bank Reconciliation 4) Local Government Questionnaire 5) Schedule of Employee and Retiree Benefits 6) Schedule of Energy Costs and Consumption All numbers in this report will be rounded to the nearest dollar. Page 2 (A) GENERAL Balance Sheet Assets Cash Cutchogue FIRE DISTRICT Annual Update Document For the Fiscal Year Ending 2019 805 ,918 A200 61 8 ,4 37 [~-h~,~·~~--~•w--~•~~-~~~~~;~~~~~~~~~~~~~~~~~~-~ Cash Special Reserves A230 2,206;597 Page 3 OSC Municipality Code 471179002500 (A) GENERAL Balance Sheet Deferred Inflows of Resources Deferred Inflow of Resources Fund Balance Capital Reserve Cutchogue FIRE DISTRICT Annual Update Document For the Fiscal Year Ending 2019 iTOTAL R'""e.s'"t""ri,...c~te""'d-.:F'""u'-nd"".' Balan_c_e_"":""~-~.,..,.-"'·:w'-~..,...!ll't""~-~~.,.....~~·-r--'"""" Assigned Appropriated Fund Balance Page 4 A691 0 0 1.400,679 A878 1,506 ,238 1,506,238 A914 A915 35 ,000 35,000 508 ,090 508,090 2,049,328 2,124,675 OSC Municipality Code 471179002500 (A) GENERAL Results of Operation Revenues Real Property Taxes Interest And Earnings Rental of Real Property Sales of Equipment Insurance Recoveries Refunds of Prior Year's Expend itures Unclassified (specify) Cutchogue FIRE DISTRICT Annual Update Document For the Fiscal Year Ending 2019 . 4!"~. Page 5 20jB " IL: EdpCod~·:;1 1 t " 1 ,599 ,100 A1001 1,597,363 1,599,100 !,597,363 2,780 A2401 12 ,375 A2410 1,225 13,600 A2665 25,938 A2680 500 A2701 1,514 A2770 A3960 A4960 0 OSC Municipality Code 471179002500 (A) GENERAL Results of Operation ~<Xte Q~$~Ptton Expenditures Fire , Pers Serv Fire , Equip & Cap Outlay Fire , Contr Expend State Retirement System Local Pension Fund , Empl Bnfts Social Security , Employer Coni Worker's Compensation , Empl Bnfts Life Insurance , Empl Bnfts Unemployment Insurance, Empl Bnfts Disability Insurance, Empl Bnfts Hospital & Medical (dental) Ins , Empl Bnft Install Pur Debt, Principal Install Pur Debt, Interest Cutchogue FIRE DISTRICT Annual Update Document For the Fiscal Year Ending 2019 I H, • Page 6 2018 · .. Jt EdpCooe ., ILif. 2019 184,888 A34101 193,535 72 ,038 A34102 484 ,520 A34104 506 ,852 1,184,907 8,775 A90108 6.465 360 ,000 A90258 415 ,000 14 ,145 A90308 14 ,8 10 52 ,297 A90408 64 ,355 4 ,886 A90458 5 ,527 750 A90508 545 537 A90558 563 15,221 A90608 18,700 525,965 A97856 60,3 35 60,335 11 ,975 A97857 10 ,391 10,391 OSC Municipality Code 471179002500 (A) GENERAL Analysis of Changes in Fund Balance Analysis of Changes in Fund Balance Fund Balance-Beginning of Year Restated Fund Balance-Beg of Year ADD-REVENUESANDOTHERSOURCES DEDUCT-EXPENDITURES AND OTHER USES Fund Balance-End of Year Cutchogue FIRE DISTRICT Annual Update Document For the Fiscal Year Ending 2019 Page 7 201ff · .H 'Ed@ode II 20119 ~ 1,807,424 A8021 2,161 ,822 1,807,424 A8022 2,161,822 1,608,135 1,669 ,104 1,253,737 1,781 ,598 2,161,822 A8029 2,049,328 OSC Municipality Code 471179002500 (A) GENERAL Budget Summary Estimated Revenues Est Rev -Real Property Taxes Cutchogue FIRE DISTRICT Annual Update Document For the Fiscal Year Ending 2019 1,597 ,350 A1049N A2499N 1 ,617 ,128 Page 8 OSC Municipality Code 471179002500 (A) GENERAL Budget Summary Appropriations App -Public Safety App -Employee Benefits Cutchogue FIRE DISTRICT Annual Update Document For the Fiscal Year Ending 2019 898 ,750 528 ,500 A3999N A9199N 71 ,100 A9899N 925,400 537 ,200 Page 9 OSC Municipality Code 471179002500 Balance Sheet Cutchogue FIRE DISTRICT Annual Update Document For the Fiscal Year Ending 2019 Page 10 Balance Sheet Cutchogue FIRE DISTRICT Annual Update Document For the Fiscal Year Ending 2019 Page 11 (H) CAPITAL PROJECTS Other Sources Installment Purchase Debt Cutchogue FIRE DISTRICT Annual Update Document For the Fiscal Year Ending 2019 Page 12 H5785 0 O' 0 OSC Municipality Code 471179002500 (H) CAPITAL PROJECTS Results of Operation Cutchogue FIRE DISTRICT Annual Update Document For the Fiscal Year Ending 2019 Page 13 ~o1 a :. If ·Edf?&6de, .I ~ . 2019 H34102 OSC Municipality Code 471179002500 (H) CAPITAL PROJECTS Analysis of Changes in Fund Balance Fund Balance -Beginning of Year Restated Fund Balance -Beg of Year ADD -REVENUES AND OTHER SOURCES DEDUCT-EXPENDITURES AND OTHER USES Fund Balance-End of Year Cutchogue FIRE DISTRICT Annual Update Document For the Fiscal Year Ending 2019 Page 14 H8021 H8022 H8029 OSC Municipality Code 471179002500 (K) GENERAL FIXED ASSETS Balance Sheet Assets Net Pension Asset -Proportionate Share ' < irOTAL Fixed Assets (net) Cutchogue FIRE DISTRICT Annual Update Document For the Fiscal Year Ending 2019 Page 15 K108 OSC Municipality Code 471179002500 (K) GENERAL FIXED ASSETS Balance Sheet Liabilities, Deferred Inflows And Fund Balance Total Non-Current Govt Assets Cutchogue FIRE DISTRICT Annual Update Document For the Fiscal Year Ending 2019 Page 16 K159 0 0 0 OSC Municipality Code 471179002500 (TA)AGENCY Balance Sheet Assets Service Award Program Assets Cutchogue FIRE DISTRICT Annual Update Document For the Fiscal Year Ending 2019 Page 17 2,390 ,586 TA461 OSC Municipality Code 471179002500 (TA)AGENCY Balance Sheet Cutchogue FIRE DISTRICT Annual Update Document For the Fiscal Year Ending 2019 Page 18 OSC Municipality Code 471179002500 (W) GENERAL LONG-TERM DEBT Balance Sheet Assets Total Non-Current Govt Liabilities Cutchogue FIRE DISTRICT Annual Update Document For the Fiscal Year Ending 2019 Page 19 422,741 W129 371 ,127 OSC Municipality Code 471179002500 0/V) GENERAL LONG-TERM DEBT Balance Sheet Installment Purchase Debt Cutchogue FIRE DISTRICT Annual Update Document For the Fiscal Year Ending 2019 :::: w201,8 :=: ...1 8 ,347 Page 20 OSC Municipality Code 471179002500 Office of the State Comptroller County of: Suffolk Municipal Code: 471179002500 First Debt Cops Comp Date of Year Code DescripHon Flag Flag Issue ---2014 IPC E EMS equipment 11/18/2014 2017 IPC E Spartan ERV Fire Truck 11/21/2017 Date of Maturity 12/18/2019 11/21/2026 Cutchogue FIRE DISTRICT Statement of Indebtedness For the Fiscal Year Ending 2019 Int. Amt.Orlg. 0/S Beg. Rate Var? Issued of Year 1.90% $71,341 $14,796 2.594% $500,000 $399,598 Total for Type/Exempt Status -Sums Issued Amts only made in AFR Year $0 $414,394 AFR Year Total for All Debt Types -Sums Issued Amts only made in AFR Year $0 $414,394 Page 21 02/13/2020 Paid Redeemed Prior Yr. Accreted 0/S End Our. Year Bond Proc. Adjust. Interest of Year $14,796 $0 $0 $0 $45,539 $0 $0 $354,059 $60,335 $0 $0 $0 $354,059 $60,335 $0 $0 $0 $354,059 Cutchogue FIRE DISTRICT Schedule of Time Deposits and Investments For the Fiscal Year Ending 2019 Page 22 Bank Account Number *****-6692 *****-3591 *****-9529 *****-3080 --~ --------- *****-6693 Cutchogue FIRE DISTRICT Bank Reconcil iation For the Fiscal Year Ending 2019 Include All Checking , Savings and C .D . Accounts Add : Bank Deposit Balance In Transit $293 ,385 $0 $317,958 $0 $566 ,215 $0 $0 --· -~--$940 ,023 ~---~------- $14 ,954 Total Adjusted Bank Balance Eetty Cash Adjustments Total Cash Total Cash Balance All Funds * Must be equal $0 Page 23 Less : Outstanding Adjusted Bank Balance Checks ~- 9ZCASH 9ZCASHB $3,947 $0 $0 $0 $3,913 $289,438 $317 ,958 $566 ,215 -_$~40,023 $11,041 _____ _j_~. 124 ,675 $.00 ----------- $.00 --------- * $2 ,124 ,675 $2 ,124 ,675 ------ OSC Municipality Code 471179002500 Cutchogue FIRE DISTRICT Fire District Questionnaire For the Fiscal Year Ending 2019 1) Has your district adopted a written procurement prolicy and is it complied with? 2) Has your district contracted to have an independent audit of its financial statements? If not , has the Board of Fire Commissioners performed an internal audit of the Treasurer's records and reports? 3) Does your district have a written travel policy and is it complied with? 4) Are monthly bank reconciliations performed? 5) What is your district's statutory spending limitation margin (amount) for the next fiscal 6) Does your district have a Length of Service Award Program (LOSAP) for volunteer firefighters? If so , how are the LOSAP funds invested? Marketable Securities Annuities Life Insurance Other (describe) 7) Has your Fire District adopted an investment policy as required by General Municipal Law, Section 39? Page 24 Response y y N y y $1,444,221 N y N y Total Full Time Employees : Total Part Time Employees: Account Description Code 9010E State Retirement System 9015E Police and Fire Retirement 9025E Local Pension Fund 9030E Social Security 9040E Worker's Compensation Insurance 9045~ Life Insurance 9050~ Unemployment Insurance 90558 Disability Insurance 90608 Hosp ital and Medical (Dental) Insurance 90708 Union Welfare Benefits 90858 Supplemental Benefit Payment to Disabled Fire Fighters 9189C Other Employee Benefits Total Computed Total From Financial Section (comparative purposes only) Cutchogue FIRE DISTRICT Employee and Retiree Benefits For the Fiscal Year Ending 2019 1 24 Total #of Full Expenditures Time (All Funds) Employees $6,465.0( $415,000 .0 ( $14 ,810.0( $64,355.0( $5,527.0( $545.0( $563.0( $18,700.0( $525,965.0~ $525,965.0~ #of Part Time Employees 1 1 1 1 1 1 Page 25 OSC Municipality 4 71179002500 #of Retirees 2 24 24 24 Energy Type \Gasoline [Diesel Fuel !Fuel Oil iNatural Gas \Electricity [coal [Propane ___ ~_ Total Cutchogue FIRE DISTRICT Energy Costs and Consumption For the Fiscal Year Ending 2019 Total Volume Units Of Expenditures Measure $9 ,68 ~1 4 ,12 ~ gallons $3 ,651 1 1 ,48 ~ gallons I I gallons $10,42 ~1 7 ,7971 cubic feet $22 ,391 11 122 ,78 ~ kilowatt-hours I I tons $3 ,11 ~------~~i_l[ gallons Alternative Units Of Measure ~herms -----__ I Page 26 OSC Municipality 471179002500 FIRE DISTRICT DEMOGRAPHICS Postal or Mailing Address: j260 New Suffolk Road Street Address or PO Box 1(631) 734-6907 Fire District Telephone Number !cutchogue City 1(631) 734-7079 Fire District Fa x Number jcutfdtreas@optonline.net Official Email Address jhttp://www.cutchoguefiredept.org/ Website Physical Address : (If Different From Postal Address) Street Address jPeter J. Zwerlein Name J260 New Suffolk Road Street Address or PO Box 1(631) 734-6907 Telephone Number jcutfdtreas@optonline .net Email Address jMatthew J . Martin Name j260 New Suffolk Road Street Address or PO Box 1(631 )734-6907 Telephone Number )cutfd@optonline.net Email Address City BOARD DEMOGRAPHICS CHIEF FISCAL OFFICER jTreasurer Title jcutchogue City 1(631) 734-7079 Fax Number 1 12/31 12020 Term End Date CHAIRMAN OF THE BOARD jcommissioner Title jcutchogue City 1(631)734-7079 Fax Number 1 1213112o2o Term End Date State Zip [NY"j11935 State Zip F l 11935 State Zip I, !Peter J. Zwerlein hereby certify that I am the Chief Fiscal Officer of the jcutchogue Fire District , and that the information provided in the annual financial report of the r:jc:-u-tc:-h-o-g-ue~F:-ir-e ~D:-is-t:-ric_t ___________ , for the fiscal year ended j12/31/2019 , is true and correct to the best of my knowledge and belief. By entering the personal identification number assigned by the Office of the State Comptroller to me as the Chief Fiscal Officer of the !cutchogue Fire District , and adopted by me as my signature for use in conjunction with the filing of the jcutchogue Fire District 's annual financial report , I am evidencing my express intent to authenticate my certification of the jcutchogue Fire District 's annual financial report report for the fiscal year ended l 12/31/2019 and filed by means of electronic data transmission . Jsheehan & Company, CPA , PC Name of Report Preparer if different than Chief Fisca l Officer I******** Personal Identification Number of Chief Fiscal Officer 0010010000 Date Cutchogue FIRE DISTRICT Financial Comments For the Fiscal Year Ending 2019 Page 28 Cutchogue Fire District NOTES TO ANNUAL FINANCIAL REPORT UPDATE DOCUMENT 1. Summary of significant accounting policies: The Annual Financial Report Update Document (AUD) of the Cutchogue Fire District (the District), as of and for the year ended December 31 , 2019 has been prepared in conformity with accounting practices prescribed or permitted by the New York State Office of the State Comptroller (regulatory basis), which is a special purpose framework of accounting other than U.S. generally accepted accounting principles. Financial reporting entity: The District is a governmental entity that provides fire protection to the local community. The District receives most of its funding from property taxes. The District is governed by laws of the State of New York. The Board of Fire Commissioners is the legislative body responsible for the overall operation of th e District. All activities and functions performed for the District are its direct responsibility. The Treasurer serves as Chief Fiscal Officer of the District. Basis of presentation: The AUD provides information about the District's funds, including Fiduciary Fund. The accounts of the District are organized on the basis of funds, each of which is considered a separate accounting entity. The operations of each fund are segregated for the purpose of carrying on specific activities or attaining certain objectives in accordance with special regulations, restrictions or limitations. The following fund types are used: Governmental: General Fund The General Fund is the principal operating fund of the District and is used to account for all financial resources except those required to be accounted for in another fund. Debt service is also accounted for in the General Fund. Equipment Reserve Fund The Equipment Reserve Fund is used to account for and report financial resources to be used for the acquisition of equipment needed by the District. Building Reserve Fund The Building Reserve Fund is used to account for and report financial resources to be used for the acquisition, construction or renovation of major capital facilities. -29- Cutchogue Fire District NOTES TO ANNUAL FINANCIAL REPORT UPDATE DOCUMENT 1. Summary of significant accounting policies (continued): Governmental (continued): For AUD purposes, these funds are all combined and shown as the General Fund. Fiduciary Fund Fiduciary funds are used to account for assets held by the District in a trustee or custodial capacity. The District utilizes the following fund: Agency Fund The Agency Fund is used to account for and report assets held by the District in th e capacity of trustee, custodian or agent for individuals. Agency funds are custodial in nature and do not involve measurement of results of operations. Basis of accounting: The accompanying AUD has been prepared on the regulatory basis of accounting using the current financial resources measurement focus. Revenues are recognized when measurable and available . "Available" means collectible within the current period or within 60 days after year-end . Expenditures are generally recognized under the modified accrual basis of accounting when the related liability is incurred . The exception to this general rule is that principal and interest on general obligation long-term debt , if any , is recognized when due. Cash and cash equivalents: Cash and cash equivalents include demand deposits and temporary investments with original maturities of three months or less from the date of acquisition . Investments: An investment is a security or other asset (a) that a government holds primarily for the purpose of income or profit and (b) with present service capacity that is based solely on its ability to generate cash or to be sold to generate cash. Investments are generally reported at fair value, except certificates of deposit, which are reported at cost. Interfund transfers: The operations of the District give rise to certain transactions between funds, including transfers of expenditures and revenues to provide services and construct assets. This is either by budget, Board resolution, permissive referendum or mandatory referendum. -30- Cutchogue Fire District NOTES TO ANNUAL FINANCIAL REPORT UPDATE DOCUMENT 1. Summary of significant accounting policies (continued): Encumbrances: Encumbrance accounting is used for budget control and monitoring purposes and is reported as part of the governmental funds. Under this method, purchase orders , contracts and other commitments for the expenditures of monies are recorded to reserve applicable appropriations. Outstanding encumbrances as of year-end are presented as assigned unappropriated fund balance and do not represent expenditures or liabilities. These commitments will be honored in the subsequent period. Related expenditures are recognized at that time , as the liability is incurred, or the commitment is paid . Fund balance: In accordance with Governmental Accounting Standards Board (GASB) Statement No. 54, Fund Balance Reporting and Governm ental Fund Typ e D efinition s, (GASB Statement 54), fund balance is broken down into five different classifications: non-spendable, restricted, committed, assigned and unassigned . Non-spendable consists of assets that are inherently non-spendable in the current period either because of their form or because they must be maintained intact, including prepaid items, inventories, long-term portions of loan receivable, financial assets held for resale and principal of endowments. Restricted consists of amounts that are subject to externally enforceable legal purpose restrictions imposed by creditors, grantors, contributors or laws and regulations of other governments or through constitutional provisions or enabling legislation. Committed consists of amounts that are subject to a purpose constraint imposed by a formal action of the government's highest level of decision-making authority before the end of the fiscal year and that require the same level of formal action to remove the constraint. The Board of Fire Commissioners is the decision-making authority that can, by Board resolution, prior to the end of the fiscal year, commit fund balance . Assigned consists of amounts that are subject to a purpose constraint that represents an intended use established by the government's highest level of decision-making authority or by their designated body or official. The purpose of the assignment must be narrower than the purpose of the General Fund and in funds other than the General Fund, assigned fund balance represents the residual amount of fund balance. The Board of Fire Commissioners, by Board resolution, can authorize the Treasurer to assign fund balance. -31- Cutchogue Fire District NOTES TO ANNUAL FINANCIAL REPORT UPDATE DOCUMENT 1. Summary of significant accounting policies (continued): Fund balance (continued): Unassigned represents the residual classification for the government's General Fund and could report a surplus or deficit. In funds other than the General Fund, the unassigned classification should be used only to report a deficit balance resulting from overspending for specific purposes for which amounts had been restricted, committed or assigned. When resources are available from multiple classifications, the District spends funds in the following order: Restricted amounts are deemed to have been spent when an expenditure is incurred for purposes for which both restricted and unrestricted (committed , assigned or unassigned) amounts are available. Within unrestricted fund balance, expenditures are deemed to be spent first from committed amounts, followed by assigned amounts and then unassigned amounts when expenditures are incurred for purposes for which amounts in any of those unrestricted fund balance classifications could be used. Real property taxes: All real property assessments are made by the Town of Southold. Real property tax payments are due in two equal installments ; the first half payable on December 1 (lien and levy date) preceding the year for which the same is levied and the second half payable May 10, with the first half payable without penalty to January 10 and the second half payable without penalty to May 31. After May 31, all taxes must be paid to Suffolk County Treasurer with a 5% penalty charge and interest at the rate of 1% per month from February 1. The Town of Southold Receiver of Taxes collects all real estate taxes for the District. The Town of Southold Receiver of Taxes distributes the tax collections to the District. All payments made to the District are made in the year for which the tax has been levied. The Town of Southold Receiver of Taxes turns over uncollected items to the Suffolk County Treasurer who continues the collection of these items. Responsibility for the collection of unpaid taxes rests with Suffolk County. Budgetary data: The District prepares an operating budget for the General Fund each year. The budget is adopted by the Board of Fire Commissioners as its final budget for the coming year as it relates to total spending. The District can adjust the budget as needed by transferring certain budgeted amounts between accounts . The budget is not subject to referendum. All budget appropriations lapse at the end of each year. -32- Cutchogue Fire District NOTES TO ANNUAL FINANCIAL REPORT UPDATE DOCUMENT 1. Summary of significant accounting policies (continued): Use of estimates: The preparation of the AUD in conformity with the regulatory basis of accounting requires management to make estimates and assumptions that affect certain reported amounts and disclosures. Accordingly, actual results could differ from those estimates. Subsequent Events: Management has evaluated subsequent events through the date of the report, which is the date the financial statements were available to be issued. 2. Deposits with financial institutions and investments: The District's investment policies are governed by state statutes and District policy. Resources must be deposited in Federal Deposit Insurance Corporation (FDIC) insured commercial banks or trust companies located within the state. Permissible investments include special time deposit accounts, certificates of deposit, obligations of the United States of America, obligations guaranteed by agencies of the United States of America and obligations of the State of New York. Collateral is required for demand and time deposits and certificates of deposit not covered by FDIC insurance. Custodial credit risk is the risk that in the event of a bank failure, the District's deposits may not be returned to it. The District's risk exposure can be categorized as follows: 1. Insured by FDIC insurance. 2. Collateralized by securities held by the pledging financial institution's trust department or agent, but not in the District's name. 3. Collateralized by securities held by the pledging financial institution, but not in the District's name . 4. Uncollateralized. The District's deposits held are categorized, based on the above criteria, as follows: Category 1 2 3 4 Total Amount $ 250,000 1,882,535 $2.132.535 The District did not have any investments at year-end or during the year. Consequently, the District was not exposed to any material interest rate risk. -33- ~iit@jijlh &COMPANY Cutchogue Fire District NOTES TO ANNUAL FINANCIAL REPORT UPDATE DOCUMENT 3. Long-term liabilities: Long-term liability activity for the year ended December 31, 2019 was as follows: U.S. Bank Equipment Finance M&T Bank Equipment Finance Total Beginning Balance $ 14,796 399,598 $414.394 Additions $ $ Reductions $(14,796) (45,539) $(60.335) Ending Balance $ 354,059 $354.059 In 2014, the District entered into a five-year lease purchase financing agreement with U.S. Bank Equipment Finance for the purchase of Emergency Medical Services (EMS) equipment. The value of the equipment at the inception of the lease was $71,341. Interest and principal payments are being provided for in the General Fund. Interest is at an annual rate of 1.90%. In 2017, the District entered into a lease purchase finance agreement with M&T Bank Equipment Finance for the purchase of a 2017 Spartan Fire Truck that ends on November 21, 2026. The value of the equipment at the inception of the lease was $716,631. The District made a down payment of $216,631 and financed the remaining $500,000 balance. Interest and principal are being provided for in the General Fund. Interest is at an annual rate of2.594%. Maturities oflong-term indebtedness, principal and interest, at December 31,2019, are as follows: Spartan Fire Truck (M&T) Installment lease: Due in Fiscal Year Ended Principal Interest Total 2020 $ 46,734 $9,294 $ 56,028 2021 47,961 8,067 56,028 2022 49,220 6,808 56,028 2023 50,512 5,516 56,028 2024 51,838 4 ,190 56,028 2025-2026 107 794 4,263 112,057 Total $354.059 $38.138 $392.197 -34- Cutchogue Fire District NOTES TO ANNUAL FINANCIAL REPORT UPDATE DOCUMENT 4. Pension Plan: Plan description: The District participates in the New York State and Local Employees' Retirement System (ERS) which is part of the New York State and Local Retirement System (the System). This is a cost-sharing, multiple-employer defined benefit retirement system. The net position of the System is held in the New York State Common Retirement Fund (the Fund), which was established to hold all net assets and record changes in fiduciary net position allocated to the System. The Comptroller of the State of New York serves as the trustee of the Fund and is the administrative head of the System. System benefits are established under the provisions of the New York State Retirement and Social Security Law (NYSRSSL). Once a public employer elects to participate in the System, the election is irrevocable. The New York State Constitution provides that pension membership is a contractual relationship and plan benefits cannot be diminished or impaired. Benefits can be changed for future members only by enactment of a State statute. The District also participates in the Public Employees' Group Life Insurance Plan (GLIP), which provides death benefits in the form of life insurance. The System is included in the State's financial report as a pension trust fund. That report may be found at www.osc.state.ny.us/retire /publications/index .php or obtained by writing to the New York State and Local Retirement System, 110 State Street, Albany , New York 12244. Benefits provided: The System provides retirement benefits as well as death and disability benefits. Tiers 1 and 2 Eligibility: Tier 1 members, with the exception of those retiring under special retirement plans , must be at least age 55 to be eligible to collect a retirement benefit. There is no minimum service requirement for Tier 1 members. Tier 2 members, with the exception of those retiring under special retirement plans, must have five years of service and be at least age 55 to be eligible to collect a retirement benefit. The age at which full benefits may be collected for Tier 1 is 55 and the full benefit age for Tier 2 is 62. Benefit calculation: Generally, the benefit is 1.67% of final average salary for each year of service if the member retires with less than 20 years . If the member retires with 20 or more years of service, the benefit is 2% of final average salary for each year of service . Tier 2 members with five or more years of service can retire as early as age 55 with reduced benefits. Tier 2 members age 55 or older with 30 or more years of service can retire with no reduction in benefits. As a result of Article 19 of the NYSRSSL, Tier 1 and Tier 2 members who worked continuously from April 1, 1999 through October 1, 2000 -35- Cutchogue Fire District NOTES TO ANNUAL FINANCIAL REPORT UPDATE DOCUMENT 4. Pension Plan (continued): Benefits provided (continued): Tiers 1 and 2 (continued) Benefit calculation (continued): received an additional month of service credit for each year of credited service they have at retirement, up to a maximum of 24 additional months. Final average salary is the average of the wages earned in the three highest consecutive years. For Tier 1 members who joined on or after June 17, 1971, each year of final average salary is limited to no more than 20% of the previous year. For Tier 2 members , each year of final average salary is limited to no more than 20% of the average of the previous two years. Tiers 3, 4 and 5 Eligibility: Tier 3 and 4 members , with the exception of those retiring under special retirement plans, must have five years of service and be at least age 55 to be eligibl e to collect a retirement benefit. Tier 5 members, with the exception of those retiring under special retirement plans, must have 10 years of service and be at least age 55 to be eligible to collect a retirement benefit. The full benefit age for Tiers 3, 4 and 5 is 62. Benefit calculation: Generally, the benefit is 1.67% of final average salary for each year of service if the member retires with less than 20 years. If a member retires with between 20 and 30 years of service, the benefit is 2% of final average salary for each year of service. If a member retires with more than 30 years of service, an additional benefit of 1.5% of final average salary is applied for each year of service over 30 years. Tier 3 and 4 members with five or more years of service and Tier 5 members with 10 or more years of service can retire as early as age 55 with reduced benefits. Tier 3 and 4 members age 55 or older with 30 or more years of service can retire with no reduction in benefits. Final average salary is the average of the wages earned in the three highest consecutive years. For Tier 3, 4 and 5 members, each year of final average salary is limited to no more than 10% of the average of the previous two years. -36- Cutchogue Fire District NOTES TO ANNUAL FINANCIAL REPORT UPDATE DOCUMENT 4. Pension Plan (continued): Benefits provided (continued): Eligibility: Tier 6 members, with the exception of those retiring under special retirement plans, must have ten years of service and be at least age 55 to be eligible to collect a retirement benefit. The full benefit age for Tier 6 is 63 for ERS members. Benefit calculation: Generally, the benefit is 1.67% of final average salary for each year of service if the member retires with less than 20 years. If a member retires with 20 years of service, the benefit is 1.75% of final average salary for each year of service. If a member retires with more than 20 years of service , an additional benefit of 2% of final average salary is applied for each year of service over 20 years. Tier 6 members with ten or more years of service can retire as early as age 55 with reduced benefits. Final average salary is the average of the wages earned in the five highest consecutive years. For Tier 6 members, each year of final average salary is limited to no more than 10% of the average of the previous four years. Ordinary Disability Benefits Generally, ordinary disability benefits, usually one-third of salary, are provided to eligible members after ten years of service; in some cases, they are provided after five years of service. Accidental Disability Benefits For all eligible Tier 1 and Tier 2 ERS members , the accidental disability benefit is a pension of 75 % of final average salary, with an offset for any Workers' Compensation benefits received . The benefit for eligible Tier 3, 4, 5 and 6 members is the ordinary disability benefit with the years-of-service eligibility requirement dropped. Ordinary Death B enefits Death benefits are payable upon the death , before retirement, of a member who meets eligibility requirements as set forth by law. The first $50 ,000 of an ordinary death benefit is paid in the form of group term life insurance . The benefit is generally three times the member's annual salary. For most members , there is also a reduced post-retirement ordinary death benefit available. -37- 'i'N"""' &COMPANY Cutchogue Fire District NOTES TO ANNUAL FINANCIAL REPORT UPDATE DOCUMENT 4. Pension Plan (continued): Benefits provided (continued): Post-Retirement Benefit Increases A cost-of-living adjustment is provided annually to: (i) all pensioners who have attained age 62 and have been retired for five years, (ii) all pensioners who have attained age 55 and have been retired for ten years, (iii) all disability pensioners, regardless of age, who have been retired for five years, (iv) ERS recipients of an accidental death benefit, regardless of age, who have been receiving such benefit for five years and (v) the spouse of a deceased retiree receiving a lifetime benefit under an option elected by the retiree at retirement. An eligible spouse is entitled to one-half the cost-of-living adjustment amount that would have been paid to the retiree when the retiree would have met the eligibility criteria. This cost-of-living adjustment is a percentage of the annual retirement benefit of the eligible member as computed on a base benefit amount not to exceed $18,000 of the annual retirement benefit. The cost-of-living percentage shall be 50% of the annual Consumer Price Index as published by the U.S. Bureau of Labor, but cannot be less than 1% or exceed 3%. Contributions: The System is non-contributory except for employees who joined the ERS after July 27 , 1976, who contribute 3% of their salary for the first ten years of membership, and employees who joined on or after January 1, 2010 who generally contribute 3% of their salary for their entire length of service. For Tier 6 members, the contribution rate varies from 3% to 6% depending on salary . Generally, Tier 5 and 6 members are required to contribute for all years of service. Under the authority of the NYSRSSL, the Comptroller annually certifies the actuarially determined rates expressly used in computing the employers' contributions based on salaries paid during the Systems' fiscal year ending March 31. Contributions for the current year and two preceding years were equal to 100% of the contributions required and were as follows: Year Ending December 31, 2019 2018 2017 -38- ~iitQiijiil &COMPANY Amount $6,465 8,775 7,106 Cutchogue Fire District NOTES TO ANNUAL FINANCIAL REPORT UPDATE DOCUMENT 4. Pension Plan (continued): Contributions (continued): Chapter 57 of the Laws of2013 of the State ofNew York was enacted that allows local employers to amortize a portion of their retirement bill for up to 12 years in accordance with the following stipulations: The maximum amount an employer can amortize is the difference between the nom1al annual contribution (total bill, excluding payments for deficiency, group life , previous amortizations, incentive costs and prior year adjustments) and the graded contribution. For subsequent State fiscal years (SFY s ), the graded rate will increase or decrease by up to one-half of 1% depending on the gap between the increase or decrease in the System's average rate and the previous graded rate. • The interest rate will be set annually and will be comparable to a 12-year U .S. Treasury Bond plus 1%. For subsequent SFYs in which the System's average rates are lower than the graded rates, the employer will be required to pay the graded rate . Any additional contributions made will first be used to pay off existing amortizations and then any excess will be deposited into a reserve account and will be used to offset future increases in contribution rates . This law requires participating employers to make payments on a current basis, while amortizing existing unpaid amounts relating to the System's fiscal years when the local employer opts to participate in the program . The District's total pension liability was paid as of December 31, 2019. Pension liabilities, pension expense and deferred outflows of resources and deferred inflows of resources related to pensions: At December 31 , 2019, the District reported a liability of $17,068 for its proportionate share of the net pension liability. The net pension liability was measured as of March 31 , 2019 and the total pension liability used to calculate the net pension liability was determined by an actuarial valuation as of that date. The District's proportion of the net pension liability was based on a projection of the District's long-term share of contributions to the pension plan relative to the projected contributions of all participating members, actuarially determined. -39- Cutchogue Fire District NOTES TO ANNUAL FINANCIAL REPORT UPDATE DOCUMENT 4. Pension Plan (continued): Pension liabilities, pension expense and deferred outflows of resources and deferred inflows of resources related to pensions (continued): At March 31, 2019, the District's proportion was 0 .0002409%. For the year ended December 31, 2019, the District recognized pension expenditures of $6 ,465. At December 31, 2019, the District reported deferred outflows of resources and deferred inflows of resources related to pensions from the following sources: Differences between expected and actual expenence Changes of assumptions Net difference between projected and actual earnings on pension plan investments Changes in proportion and differences between District contributions and proportionate share of contributions Deferred Outflows of Resources $ 3,361 4,290 3,762 District contributions subsequent to the measurement date 6,465 $17.878 Total Deferred Inflows of Resources $ 1,146 4,381 5,784 $11.311 The $6 ,465 reported as deferred outflows of resources related to pensions resulting from District contributions subsequent to the measurement date will be recognized as a reduction of the net pension liability in the year ended March 31, 2020. Other amounts reported as deferred outflows of resources and deferred inflows of resources related to pensions will be recognized in pension expense as follows: -40- Cutchogue Fire District NOTES TO ANNUAL FINANCIAL REPORT UPDATE DOCUMENT 4. Pension Plan (continued): Pension liabilities, pension expense and deferred outflows of resources and deferred inflows of resources related to pensions (continued): Year Ended March 31: 2020 2021 2022 2023 Amount $2,468 (4,222) (121) 1,978 Actuarial assumptions: The total pension liability at March 31 , 2019 was determined by using an actuarial valuation as of April 1, 2018 with update procedures used to roll forward the total pension liability to March 31, 2019. The actuarial valuation used the following actuarial assumptions : Inflation Salary increases Investment rate of return (net of investment expense, including inflation) Cost-of-living adjustments 2.5% 4.2% 7.0% 1.3% Annuitant mortality rates are based on April 1, 2010 through March 31, 2015 System experience with adjustments for mortality improvements based on the Society of Actuaries' Scale MP-2014. The actuarial assumptions used in the April 1, 2018 valuation are based on the results of an actuarial experience study for the period April 1, 20 10 through March 31 , 2015. The long-term expected rate of return on pension plan investments was determined using a building-block method in which best-estimate ranges of expected future real rates of return (expected return, net investment expenses and inflation) are developed for each major asset class. These ranges are combined to produce the long-term expected rate of return by weighting the expected future real rates of return by the ta rget asset allocation percentage and by adding expected inflation. The target allocation and best estimates of arithmetic real rates of return for each major asset class as of March 31, 2019 are summarized below : 4. Cutchogue Fire District NOTES TO ANNUAL FINANCIAL REPORT UPDATE DOCUMENT Pension Plan (continued): Actuarial assumptions (continued): Long-term Expected Real Asset Class Target Allocation Rate of Return Domestic equity 36.00% 4.55% International equity 14.00 6 .35% Private equity 10.00 7.50% Real estate 10 .00 5 .55% Absolute return strategies ( 1) 2.00 3 .75% Opportunistic portfolio 3.00 5.68% Real assets 3.00 5.29% Bonds and mortgages 17.00 1.31% Cash 1.00 (0.25)% Inflation-indexed bonds 4.00 1.25% 100.00% The real rate of return is net of the long-term inflation assumption of 2 .5%. (1) Excludes equity-oriented and long-only funds . For investment management purposes, these funds are included in domestic equity and international equity. Discount rate: The discount rate used to calculate the total pension liability was 7.0%. The projection of cash flows used to determine the discount rate assumes that contributions from plan members will be made at the current contribution rates and that contributions from employers will be made at statutorily required rates , actuarially. Based upon the assumptions, the System's fiduciary net position was projected to be available to make all projected future benefit payments of current plan members . Therefore, the long- term expected rate of return on pension plan investments was applied to all periods of projected benefit payments to determine the total pension liability. Sensitivity of the proportionate share of the net pension liability to the discount rate assumption: The following presents the District's proportionate share of the net pension liability calculated using the discount rate of 7 .0%, as well as what the District's proportionate share of the net pension liability would be if it were calculated using a discount rate that is 1 percentage point lower (6.0%) or 1 percentage point higher (8.0 %) than the current rate: -42- Cutchogue Fire District NOTES TO ANNUAL FINANCIAL REPORT UPDATE DOCUMENT 4. Pension Plan (continued): Sensitivity of the proportionate share of the net pension liability to the discount rate assumption (continued): 1% Current 1% Decrease Assumption Increase (6.0%) (7.0%) (8.0%) District's proportionate share of the net pension liability (asset) $74,624 $17,068 $(31,283) Pension plan fiduciary net position: The components of the collective net pension liability of the participating employers as of March 31, 2019 were as follows: Employers' total pension liability Plan net position Employers' net pension liability Ratio of plan net position to the employers' total pension liability (Dollars in Thousands) Employees' Retirement System $ 189 ,803,429 (182,718,124) $ 7 .085 .305 96.27% 5. Length of Service Award Program (LOSAP): The District's A UD is for the year ended December 31, 2019. However, the information contained in this note is based on information for the LOSAP for the plan year ending on February 29 , 2020 ; which is the most recent plan year for which complete information is available. The funding detail is for the period March 1, 2018 through February 28, 2019. The District established a defined benefit LOSAP for the active volunteer firefighters of the District. The Program took effect on March I , 1993. The Program was established pursuant to Article 11-A of the General Municipal Law. The Program provides municipally funded, pension-like benefits to facilitate the recruitment and retention of active volunteer firefighters. The District is the sponsor of the Program. -43- Cutchogue Fire District NOTES TO ANNUAL FINANCIAL REPORT UPDATE DOCUMENT 5. Length of Service Award Program (LOSAP) (continued): Program description: Participation, vesting and service credit: Active volunteer firefighters who have reached the age of 17 and who have completed their probationary period are eligible to participate in the Program. Participants acquire a non-forfeitable right to a service award after being credited with five years of firefighting service or upon attaining the Program's entitlement age. The Program's entitlement age is age 65. In general, an active volunteer firefighter is credited with a year of firefighting service for each calendar year after the establishment of the Program in which he or she accumulates 50 points . Points are granted for the performance of certain activities in accordance with a system established by the sponsor based on a statutory list of activities and point values. A participant may also receive credit for five years of firefighting service rendered prior to the establishment of the Program. Benefits: A participant's benefit under the Program is the actuarial equivalent of a monthly payment for life equal to $20 multiplied by the person's total number of years of firefighting service. The number of years of firefighting service used to compute the benefit cannot exceed 30 . Benefits are not payable until the first day of the month coincident with or following the attainment of age 65 and completion of on e year of plan participation. Except in the case of disability or death, benefits are payable when a participant reaches entitlement age. The Program provides statutorily mandated death and disability benefits . Fiduciary investment and control: Service credit is determined by the Governing Board of the sponsor, based on information certified to the Governing Board by each fire company having members who participate in the Program. Each fire company must maintain all required records on forms prescribed by the Governing Board. The Governing Board of the sponsor has retained and designated Volunteers Firemen's Insurance Services, Inc. (VFIS) to assist in the administration of the Program. The designated Program administrator's functions include providing basic annual administration services as follows: a) Providing participant enrollment forms; b) Providing an annual reminder letter with a review list for the current anniversary date; c) Preparation of Explanation of Plan Benefits; d) Calculation of Schedule of Benefits and costs annually; -44- Cutchogue Fire District NOTES TO ANNUAL FINANCIAL REPORT UPDATE DOCUMENT 5. Length of Service Award Program (LOSAP) (continued): Fiduciary investment and control (continued): e) Participants' benefit calculation at time of severance or retirement; f) Auxiliary Fund valuation and suggested deposit; g) Summary of required annual contribution; h) Annual actuarial review and recommended benefit enhanceme nts. Disbursements of Program assets for the payment of benefits or administrative expenses must be approved . The following is an explanation of the process for approving disbursements : Payment of benefits: 1. Entitlement benefits -VFIS prepares and submits to the plan sponsor a Verification of Benefits Statement and an Annuity Emollment form for participants active at entitlement age and for vested participants upon termination from the plan. Following review for accuracy, the plan sponsor signs and returns the paperwork to VFIS authorizing VFIS to disburse entitlement benefits . 2. Death benefits -Upon notification from the plan sponsor of a participant's death , VFIS prepares a Verification of Benefits statement and a Lump-Sum Death Benefit form. Following review for accuracy, the plan sponsor signs and returns the paperwork accompanied by a death certificate to VFIS authorizing VFIS to disburse a death benefit. 3. Disability benefits -Upon notification from the plan sponsor of a participant's total and permanent disability, VFIS prepares a Verification of Benefits statement, a Physician Statement form and a Lump-Sum Disability Benefit form. Following review for accuracy, the plan sponsor signs and returns the paperwork authorizing VFIS to disburse a disability benefit. Payment of administrative expenses: 1. Per the executed Service Fee Agreement, the plan sponsor agrees to payment as contracted . -45- Cutchogue Fire District NOTES TO ANNUAL FINANCIAL REPORT UPDATE DOCUMENT 5. Length of Service Award Program (LOSAP) (continued): Authority to invest Program assets is vested in Mass Mutual Financial Group. Subject to restrictions in the Program document , Program assets are invested in accordance with a statutory "prudent person" rule . The sponsor invested plan funds in a Group Annuity Contract with guarantees of both principal and interest. The sponsor is required to retain an actuary to determine the amount of sponsor's contributions to the plan. The actuary retained by the sponsor for this purpose is JF Actuarial Services, Inc. Portions of the following information were derived from a report prepared by the actuary dated June 4, 2019. Program financial condition: Assets and Liabilities % ofTotal Actuarial present value of accrued benefits at February 28,2019: Vested Non-vested Present value of accrued post-entitlement benefits Total present value of accrued benefits Less assets available for benefits: General investments 1 00% Total net assets available for benefits Total unfunded normal benefits $2,372,693 $2 ,863 ,702 51 190 2,914,892 487 341 3,402,233 2,372,693(A) $1.029.540 * * The unfunded liability was placed on a 10-year amortization effective March 1, 2013 . The unfunded liability was based upon data as of March l , 2013 and will be affected by plan experience over the 1 0-year period . Funded ratio: Plan assets Total present value of accrued benefits Percent funded -46- $2 ,372 ,693 $3,402,233 69.7% Cutchogue Fire District NOTES TO ANNUAL FINANCIAL REPORT UPDATE DOCUMENT 5. Length of Service Award Program (LOSAP) (continued): Program financial condition (continued): Receipts and Disbursements Plan net assets, beginning ofyear, 3/112018 Changes during the year (increases/( decreases)): Plan contributions Fixed investment gain Plan benefit withdrawals Administrative and other fees /charges Plan net assets, end of year, 2/28 /2019 $360 ,000 71,367 (164,340) (5,465) $2,111,131 261,562 $2.372.693(A) (A) This amount represents the net assets available for the payment of benefits as ofF ebruary 28, 2019 . The value being reported on page 17 of the AUD represents the asset value of the Plan as of December 31, 20 19. Contributions Amount of sponsor's contribution recommended by actuary Amount of sponsor's actual contribution Administration Fees Fees paid to designated program administrator Funding methodology and actuarial assumptions: $ 351.023 $ 354.535 $ 5.465 Normal costs: The actuarial valuation methodology used by the actuary to determine the sponsor's contribution is Entry Age Normal Frozen Initial Liability. The assumptions used by the actuary to determine the sponsor's contribution and the actuarial present valu e ofbenefits are: -47- Cutchogue Fire District NOTES TO ANNUAL FINANCIAL REPORT UPDATE DOCUMENT 5. Length of Service Award Program (LOSAP) (continued): Funding methodology and actuarial assumptions (continued): Normal costs (continued): Assumed rate of return on investment Mortality tables used for: Pre-retirement Male Female Post-retirement Male Female 4.75% N /A N /A RP2000M>2030 0 RP2000F>2030 0 Effective August 1, 2016, the District converted its Universal Life Insurance policy to Group Term Life. This conversion removed the life insurance component from the District's LOSAP plan, which is reflected in the District's LOSAP report. 6. Commitments and contingencies: Encumbrances: In the current year, the District has one reported encumbrance. This amount is included in the assigned unappropriated fund balance of $35 ,000 reported in the AUD. This amount is for half the cost of a new Chiefs vehicle. Assigned appropriated fund balance: The District, from time to time, will appropriate a portion of its unassigned unappropriated fund balance. During 2019, no such appropriation was made. General legal: The District is exposed to various risks of loss related to torts, theft of, damage to and destruction of assets, injuries to employees , errors and omissions, natural disasters, etc. These risks are covered by commercial insurance purchased from independent third-parties. Settled claims from these risks have not exceeded commercial msurance coverage . Grant: During 2019, the District did not enter into any significant grants. -48- ~il&iiijiii &COMPANY Cutchogue Fire District NOTES TO ANNUAL FINANCIAL REPORT UPDATE DOCUMENT 7. Economic dependency: For the year ended December 31, 2019, approximately 96% of the District's gross revenues were derived from real property taxes provided by the Town of Southold. 8. Rental of real property: On December 13, 2016, the District entered into a lease agreement to lease ground space on its property to a company for the positioning of a communication tower, which has not yet been positioned on the property. The communication tower will not be District owned. This is a 30-year lease commencing on the date of commercial operation of the leased space. Upon notice of lessee , the lease will be renewed for three additional terms of five years each and one additional term of four years. The terms of the lease allow for the lessee to sublease the property and requires the lessee to pay the District 30% of all rents received from the first sub lessee, 35% for the second sub lessee and 40 % from all subsequent sub lessees . There was no rental income related to this lease during the year ended December 31, 2019 and future rental income is not readily determinable . Sheehan &COMPANY A PR OFESS ION AL CO RP ORAT ION OF CE RTIFI ED PUB LIC ACCOUNTANTS I 65 Orin oco Drive. Bri ght wate rs. NY I I 718 631.665.7040 • Fa x: 63 1.665.70 1-1 15 So uth Bay les Ave nu e. Port Wa shi ngton , NY 11050 516.883.55 10 • Fax : 516.767.7438 w ww.sheehanc pa.co m INDEPENDENT AUDITOR'S REPORT ON INTERNAL CONTROL OVER FINANCIAL REPORTING AND ON COMPLIANCE AND OTHER MATTERS BASED ON AN AUDIT OF ANNUAL FINANCIAL REPORT UPDATE DOCUMENT PERFORMED IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS To the Board of Fire Commissioners Cutchogue Fire District Cutchogue, New York We have audited, in accordance with auditing standards generally accepted in the United States of America and the standards applicable to financial audits contained in Government Auditing Standards issued by the Comptroller General of the United States, the Annual Financial Report Update Document of Cutchogue Fire District (the District), as of and for the year ended December 31, 2019 and the related notes to the Annual Financial Report Update Document (Financial Section), which collectively comprise the District's basic financial statements and have issued our report thereon dated February 19, 2020 . Internal Control Over Financial Reporting In planning and performing our audit of the Annual Financial Report Update Document, we considered the District's internal control over financial reporting (internal control) to determine the audit procedures that are appropriate in the circumstances for the purpose of expressing our opinion on the Annual Financial Report Update Document but not for the purpose of expressing an opinion on the effectiveness of the District's internal control. Accordingly, we do not express an opinion on the effectiveness of the District's internal control. A deficiency in internal control exists when the design or operation of a control does not allow management or employees, in the normal course of performing their assigned functions , to prevent or detect and correct misstatements on a timely basis . A material weakness is a deficiency, or a combination of deficiencies , in internal control such that there is a reasonable possibility that a material misstatement of the District's Annual Financial Report Update Document will not be prevented or detected and corrected on a timely basis . A significant deficiency is a deficiency, or a combination of deficiencies, in internal control that is less severe than a material weakness, yet important enough to merit attention by those charged with governance. Our consideration of internal control was for the limited purpose described in the first paragraph of this section and was not designed to identify all deficiencies in internal control that might be material weaknesses or significant deficiencies. Given these limitations, during our audit we did not identify any deficiencies in internal control that we consider to be material weaknesses. However, material weaknesses may exist that have not been identified. -50- An Independent Memb er of the BDO Alliance USA To the Board of Fire Commissioners Cutchogue Fire District Compliance and Other Matters As part of obtaining reasonable assurance about whether the District's Annual Financial Report Update Document is free from material misstatement, we performed tests of its compliance with certain provisions of laws, regulations, contracts and grant agreements, non-compliance with which could have a direct and material effect on the determination of Annual Financial Report Update Document amounts. However, providing an opinion on compliance with those provisions was not an objective of our audit and, accordingly, we do not express such an opinion. The results of our tests disclosed no instance of non-compliance or other matters that are required to be reported under Government Auditing Standards. Purpose of this Report The purpose of this report is solely to describe the scope of our testing of internal control and compliance and the results of that testing and not to provide an opinion on the effectiveness of the District's internal control or on compliance. This report is an integral part of an audit performed in accordance with Government Auditing Standards in considering the District's internal control and compliance. Accordingly, this communication is not suitable for any other purpose. Brightwaters, New York February 19, 2020 -51- ~jitfiiijih &COMPANY