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HomeMy WebLinkAboutCPF Audit Southold Town Board -Letter Board Meeting of January 16, 2018 RESOLUTION 2018-97 Item# 5.9 ADOPTED DOC ID: 13715 THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2018-97 WAS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON JANUARY 16,2018: RESOLVED that the Town Board of the Town of Southold hereby accepts the bid of George R. Rehn, Certified Public Accountant,East Setauket,New York, in an amount not to exceed $4,000 for the preparation of an annual audit of the Community Preservation Funds for the year 2017 for purposes of determining whether the fund has been administered consistent with the provision of New York State Law § 64-e and Southold Town Code Chapter, 17. Contract period shall be from date of award until completion of the 2017 Community Preservation Fund audit with an option for renewal, under the same terms and conditions, with concurrence of the Town and the contractor for two additional one-year periods in an amount not to exceed $4000 for the CPF audit years 2018 and 2019, all in accordance with the bid proposal; and, be it further RESOLVED that the Town Board of the Town of Southold hereby authorizes and directs Supervisor Scott A. Russell to execute an engagement letter with George R.Rehn, Certified Public Accountant, regarding the preparation of an annual audit of the Peconic Bay Community Preservation Fund for the year ended December 31,2017, in accordance with the bid proposal submitted to the Town, and subject to the approval of the Town Attorney. Elizabeth A. Neville Southold Town Clerk RESULT: ADOPTED [UNANIMOUS] MOVER: Louisa P. Evans, Justice SECONDER:Robert Ghosio, Councilman AYES: Dinizio Jr, Ruland, Ghosio, Evans, Russell ABSENT: Jill Doherty Generated January 17, 2018 Page 16 #0002158310 STATE OF NEW YORK) )SS: COUNTY OF SUFFOLK) Karen Kine of Mattituck,in said county,being duly sworn,says that she is Principal Clerk of THE SUFFOLK TIMES , a weekly newspaper, published at Mattituck, in the Town of Southold,County of Suffolk and State of New York, and that the Notice of which the annexed is a printed copy, has been regularly published in said Newspaper once each week for 1 weeks(s),successfully commencing on 01/04/2018 Principal Clerk ( /�_,A �2N Sworn to before me this day of V _ v I,- - - i RIVSTONSKI NOTARY PUBLIC-STATE OF NEW YORK No. 01V06105050 Qualified in Suffolk County My Commiaoion Expires February 28,2020 TYPESET Tue Jan 02 13 18 10 EST 2018 Board's assessment of the professional's abil- LEGAL NOTICE ity based upon the submissions made with the NOTICE TO BIDDERS response to this proposal, previous submis- REQUEST FOR PROPOSALS sions to the various town boards or subse- Town of Southold quent inquiries or interviews Land Preservation Department Dated December 19,2018 Community Preservation Funds ELIZABETH A NEVILLE Annual Audit SOUTHOLD TOWN CLERK The Town of Southold is interested in re- 2158310 ceiving written bid proposals from qualified vendors for the preparation of an annual audit of the Community Preservation Funds for the year 2017 for purposes of determining whether the fund has been administered con- sistent with the provisions of New York State Law§64-e and Southold Town Code Chapter 17 Written bid proposals are due on Thursday,January 11,2018 and must be de- livered to the Southold Town Clerk's office, Southold Town Hall,53095 Main Road,P 0. Box 1179,Southold,New York 11971 by 2:00 PM on that date Bid proposals must be in sealed envelopes and clearly marked,"2017 CPF Audit" The following specifications and/or qualifications are required and may not be deviated from Must be qualified to prepare an annual audit of properties acquired through Commu- nity Preservation Funds of the Town of South- old. Must possess qualifications or certifica- tions as either an Independent Certified Pub- lic Accountant or an Independent Public Ac- countant,and may not be the accountant that performs the general audit of the Town's fi- nances The audit is to be conducted in conformity with U S.generally accepted accounting prin- ciples and auditing standards. Must have knowledge of the provisions of §64-e of the Town Law of the State of New York,"Peconic Bay Region Community Pres- ervation Funds",and all amendments thereto Said Audit for the 2017 fiscal year must be initiated upon awarding of the contract and completed with due diligence The Audit most be completed and submitted to the Town within sixty(60)days of the execution of an agreement between the Town and the auditor Five(5)copies of the Audit shall be sub- mitted to the Land Preservation Department of the Town of Southold for its distribution to the State Comptroller,Town Comptroller,and to the Southold Town Clerk The Audit shall then be made available to the public within thirty(30)days of its completion A Notice of the Audit's completion will be published in the official newspaper of the Town of Southold and posted on the official sign board of the Town within ten(10)days of its filing with the Town Clerk Said Audit and Notice shall also be posted on the intemet site for the Town The bid price shall not include any tax, federal,state,or local,from which the Town of Southold is exempt • Contract period shall be from the date of award until completion of the 2017 Commu- nity Preservation Fund audit,with an option for renewal,under the same terms and con- ditions,with concurrence of the Town and the Contractor for two additional one-year periods The Town will ieview all proposals and choose the professional whom the Town deems to be most capable of providing the services sought herein.The Town may con- sider other factors in addition to the costs for such services, including,but not limited to, the professional's credentials, experience within the Town of Southold,and the Town g�1FFOL�► ELIZABETH A.NEVILLE,MMC ®� c® Town Hall,53095 Main Road TOWN CLERK P.O.Box 1179 Southold,New York 11971 REGISTRAR OF VITAL STATISTICS Fax(631)765-6145 MARRIAGE OFFICER �,fi ®�� Telephone(631)765-1800 RECORDS MANAGEMENT OFFICER ®,( �`� www.southoldtownny.gov FREEDOM OF INFORMATION OFFICER OFFICE OF THE TOWN CLERK TOWN OF SOUTHOLD BID OPENING 2018 RFP CPF Audit Bid Opening January 11, 2018 2:00 PM Two (2) bids received George Rehn See Attached 286 Main Street East Setauket,NY 11733 631/751-3886 Douglass Zimmerman See Attached EFPR Group, CPA 6390 Main Street, Suite 200 Williamsville,NY 14221 716/634-0700 1 R Ge ®re RehnCertified Public Accou tent • n 286 Main Street • East Setauket • New York 11733 (631) 751-3886 • Fax (631) 751-2740 RECEIJrn January 8, 2018 JAN 1 1 2018 Ms. Elizabeth A. Neville Southold Town Clerk Southold Town Clerk Southold Town Hall PO Box 1179 Southold, NY 11971 Dear Ms. Neville: My firm is interested in performing the Land Preservation Department Community Preservation Funds -annual audit for 2017 and if the Town Board concurs 2018 and 2019. My fee would not exceed $4,000 for each year. Since my firm presently performs the audit and also does the CPF audit for Riverhead and Shelter Island Towns, I understand the provisions of section 64-e of the Town Law of the State of New York, "Peconic Bay Region Community Preservation Funds,"and all the amendments thereto.The audit will be completed and submitted to the Town within sixty days of the execution of the agreement between the Town and my firm. Five copies of the audit will be submitted to the Land Preservation Department of the Town of Southold for,its distribution to the State Comptroller,Town Comptroller,and to the Southold Town Clerk. Sincerely, George Rehn,CPA (lo')EFPRGROUP CPAsa RECEIVED 6390 Main Street,Suite 200 Williamsville,NY 14221 J A N 1 1 2018 P 716 634 0700 TF 800 546 7556 F 716 Clerk Southold TownClerk EFPRgroup com January 5, 2018 Ms. Elizabeth A. Neville Town Clerk Town of Southold 53095 Main Road P.O. Box 1179 Southold, New York 11971 Dear Ms. Neville: Enclosed is our proposal to provide audit and related services to the Town of Southold Peconic Bay Community Preservation Fund for the year ended December 31, 2017, and two option years ending December 31, 2018 and 2019. Please call me if you have any questions with regard to this proposal. Very truly yours, Z O- As immerman, CPA Chief Operating Officer DEZ:kms Enclosures RECEIVED aUPRGRouP CPAsa 6390 Main Street,Suite 200 JAN 1 1 2018 Williamsville,NY 14221 P 716 634 0700 Southold Town Clerk 7F 800 546 7556 F 716.634 0764 W EFPRgroup com January 5, 2018 Ms. Elizabeth A. Neville Town Clerk Town of Southold 53095 Main Road P.O. Box 1179 Southold, New York 11971 Dear Ms. Neville: We are pleased to submit our proposal to provide audit and related services to the Town of Southold Peconic Bay Community Preservation Fund for the year ended December 31, 2017, and two option years ending December 31, 2018 and 2019. We believe the EFPR Group, CPAs, PLLC is highly qualified to provide audit and related services to the Fund based on: • Our substantial experience with regard to providing audit and related services for over 175 governmental organizations annually. • Our substantial experience providing audit and related services to municipalities, including the following: • County of Allegany • Town of Lumberland • County of Chemung • Town of Malta • County of Delaware • Town of Milton • County of Lewis • Town of Parma • County of Orleans • Town of Patterson • County of Saratoga • Town of Plattsburgh • City of Amsterdam • Town of Southeast • City of Beacon • Town of Ulster • City of Destin • Town of Webb • City of Johnstown • Village of Arkport • City of Mechanicville • Village of Bergen • Town of Alexandria • Village of Bloomfield • Town of Bergen • Village of Clayton • Town of Canandaigua • Village of Cold Spring • Town of Campbell • Village of Delhi • Town of Cortlandt • Village of Greenwich • Town of Clarkson • Village of Montebello • Town of Elmira • Village of Warwick • Town of Erwin • Borough of Sayre • Town of Gates • Borough of South Waverly • Town of Hannibal • Borough of Wyalusing Ms. Elizabeth A. Neville January 5, 2018 • Our substantial experience with regard to providing audit and related services to organizations located on Long Island, including the following: • East Quogue Union Free School District • Remsenburg-Speonk Union Free School District • Amagansett Union Free School District • Auxiliary Services Corporation of the College at Old Westbury, Inc. • Brentwood Union Free School District • City of Glen Cove Community Development Agency • City of Glen Cove Community Development Agency Section 8 Housing Choice Voucher Program • City of Glen Cove Industrial Development Agency • Deferred Compensation Plan of the Employees of the Town of Hempstead • Dental Care Center State University of New York at Stony Brook. • East Hampton Union Free School District • Hempstead Union Free School District • Islip Resource Recovery Agency • Oysterponds Union Free School District • Rockville Centre Union Free School District • Roosevelt Union Free School District • Sachem Central School District • Student Government Association SUNY College at Old Westbury • Suffolk County 401(a)Terminal Pay Plan • Suffolk County Department of Public Works • Three Village Central School District • William Floyd Union Free School District • Our experience with various State agencies, including the following: • New York State Affordable Housing Corporation • New York State Assembly • New York State Bridge Authority • New York State Department of Agriculture and Markets/State Fair • New York State Department of Transportation • New York State Division of the Budget • New York State Energy Research Development Agency • New York State Executive Chamber • New York State Homeless Housing Assistance Corporation • New York State Insurance Fund • New York State Office for People With Developmental Disabilities • New York State Office of Alcoholism and Substance Abuse Services • New York State Office of Children and Family Services • New York State Office of General Services • New York State Office of the State Comptroller • New York State Office of Temporary Disability Assistance • New York State Senate • New York State Thoroughbred Breeding and Development Fund • New York State Unified Court System • New York State Urban Development Corporation • Our ability to provide quality services on a timely basis for reasonable fees. Ms. Elizabeth A. Neville January 5, 2018 Our depth of experience working with many governmental entities throughout New York State should provide peace of mind that the Fund would be served by a highly competent team of professionals committed to assist in whatever capacity you require. We understand that for our services to be valuable to the Fund, we need to provide more than just financial reporting. At the EFPR Group, CPAs, PLLC,we take a proactive approach to our client relationships in order to ensure we are anticipating our client's needs before they call on us for assistance. We are available throughout the year to answer questions and address concerns that may arise. We would consider it a distinct privilege to provide professional services as outlined in this proposal or any additional services you desire. Simply put,we want to be your auditors and business consultants. Please contact us if there are any questions regarding this proposal. A copy of this letter is enclosed; if the terms of this proposal are satisfactory to you, please sign the copy and return it to me at your convenience. Very truly yours, EFPR GROY CPAs-PC Dou E. Zimmerman, CPA Partner Chief Operating Officer FIRM PHILOSOPHY The EFPR Group, CPAs, PLLC was founded on the principle of providing our clients with the same high quality level of service expected from a national firm yet with the dedicated involvement that can only be developed by personal attention. The primary mission of our Firm has always been helping our clients succeed. We are committed to delivering services targeted to each client's critical needs and industry niche. KEY CONSIDERATIONS REGARDING THE EFPR GROUP Our Firm has achieved its present position in the accounting profession by providing quality services on a timely basis, for reasonable fees. Accounting firms should be evaluated in light of several important conditions: • The firm's qualifications, experience and its ability to provide auditing, accounting and consulting services for a reasonable fee. • The firm's ability to assemble and commit a team of professionals experienced in providing audit, accounting and consulting services for governmental organizations. • The firm's involvement of client personnel and active participation and coordination on a year-round basis. • The firm's commitment to provide services which will contribute to the success of our clients. In the following paragraphs, we shall demonstrate that the EFPR Group, CPAs, PLLC is the accounting firm best qualified to serve the Town of Southold Peconic Bay Community Preservation Fund. FRESH PERSPECTIVE Changing auditors does not have to be difficult. The professionals at the EFPR Group, CPAs, PLLC are excited about providing the Fund with a fresh perspective on internal controls, compliance risks, and other operational matters. As noted throughout our proposal, our objective is to provide value beyond our financial and compliance audits. FIRM QUALIFICATIONS AND EXPERIENCE The EFPR Group, CPAs, PLLC provides audit, accounting and consulting services to over 175 governmental organizations on an annual basis. We also serve more than 400 organizations which require an audit performed in accordance with Government Auditing Standards and over 150 clients that require audits performed in accordance with the provisions of Office of Management and Budget (OMB) Uniform Administration Requirements Cost Principles and Audit Requirements for Federal Awards (formerly OMB Circular A-133). Our Firm employs 200 professionals with 35 partners and directors. The Firm's Government Audit Practice Group consists of 40 highly trained professionals who provide audit and related services to governmental organizations on a year round basis. Our Firm has offices located in Williamsville, Rochester,Albany and Corning, New York. The fieldwork associated with the engagement will be performed at the Town's office located in Southold, New York by the professionals from the Firm's Government Audit Practice Group. Please see Appendix A for detailed resumes of the Firm's key Government Audit Practice Group members and Appendix B for a partial listing of governmental organizations which are our clients. Town of Southold Peconic Bay 1 I Community Preservation Fund Our Firm currently provides annual financial statement and single audit services to seven New York State counties and numerous other municipalities throughout New York State on an annual basis. Our audits of these counties are performed in accordance with auditing standards generally accepted in the United States of America, the provisions of Government Auditing Standards, issued by the Comptroller General of the United States, and Office of Management and Budget (OMB) Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards (formerly OMB Circular A-133). As part of these engagements,we issue a report on compliance and internal control over financial reporting. We currently provide financial statement audit, single audit and related services to the following New York State counties: • County of Allegany • County of Lewis • County of Chemung • County of Orleans • County of Delaware • County of Saratoga Our Firm also provides financial statement audit and related services to the following municipalities: • City of Amsterdam • Town of Patterson • City of Beacon • Town of Plattsburgh • City of Destin • Town of Southeast • City of Johnstown • Town of Ulster • City of Mechanicville • Town of Webb* • Town of Alexandria • Town of Woodhull • Town of Bergen • Village of Arkport • Town of Canandaigua • Village of Bergen • Town of Campbell • Village of Bloomfield • Town of Clarkson . Village of Clayton • Town of Cortlandt • Village of Cold Spring • Town of Elmira • Village of Delhi • Town of Erwin • Village of Greenwich • Town of Gates • Village of Montebello • Town of Hannibal • Village of Warwick • Town of Lumberland • Borough of Sayre • Town of Milton • Borough of South Waverly • Town of Parma • Borough of Wyalusing Our Firm provides audit services to the New York State Urban Development Corporation d/b/a Empire State Development. We perform the annual audit of the general purpose financial statements of the Corporation (a component unit of the State of New York) in accordance with auditing standards generally accepted in the United States of America, the provisions of Government Auditing Standards, issued by the Comptroller General of the United States, and Office of Management and Budget(OMB) Uniform Administrative Requirements Cost Principles and Audit Requirements for Federal Awards(formerly OMB Circular A-133). The Corporation's goal is to create and retain jobs and to reinvigorate economically distressed areas of the State. The Corporation administers various economic development programs which provides tax incentives designed to attract new businesses to New York State and to enable existing businesses to expand and create more jobs. The Corporation has over 150 subsidiaries which are consolidated for financial reporting purposes. Our firm provides audit and related services to various subsidiaries of Empire State Development. Empire State Development has annual revenues in excess of$1.8 billion and assets of more than $17 billion. Town of Southold Peconic Bay 21 Community Preservation Fund Our Firm provides audit services to the New York State Office of the State Comptroller. We recently performed the audit of the system of internal controls of the New York State Office of the State Comptroller. Our examination was conducted in accordance with Government Auditing Standards, issued by the Comptroller General of the United States and the standards established by the American Institute of Certified Public Accountants and, accordingly, included obtaining an understanding of internal controls,testing and evaluating the design and operating effectiveness of the internal controls, and performing such other procedures as we considered necessary under the circumstances. The Office of the State Comptroller is responsible for paying New York State's bills and payrolls, verifying all financial transactions of the State, reviewing the financial and management practices of State agencies, supervising the fiscal affairs of local governments, investing State funds and issuing bonds and notes and administering the retirement program for the State and most local government employees. In addition to our audit of the system of internal controls of the New York State Office of the State Comptroller, our Firm performs audits in accordance with the "New York State Governmental Accountability Audit and Internal Control Act" of the following New York State Agencies and Departments: • New York State Executive Chamber • New York State Assembly • New York State Division of the Budget • New York State Senate • New York State Unified Court System Our Firm provides audit services to the City of Glen Cove Industrial Development Agency. We perform the annual audit of the financial statements in accordance with auditing standards generally accepted in the United States of America, the provisions of Government Auditing Standards, issued by the Comptroller General of the United States, and Office of Management and Budget (OMB) Uniform Administration Requirements, Cost Principles and Audit Requirements for Federal Awards (formerly OMB Circular A-133). As part of this engagement, we also perform the annual audit of the financial statements of the Glen Cove Community Development Agency in accordance with auditing standards generally accepted in the United States of America, the provisions of Government Auditing Standards, issued by the Comptroller General of the United States, and Office of Management and Budget (OMB) Uniform Administration Requirements, Cost Principles and Audit Requirements for Federal Awards (formerly OMB Circular A-133). We also perform the annual audit of the financial statements of The City of Glen Cove Community Development Agency Section 8 Housing Choice Voucher Program in accordance with auditing standards generally accepted in the United States of America, the provisions of Government Auditing Standards, issued by the Comptroller General of the United States, and Office of Management and Budget (OMB) Uniform Administration Requirements, Cost Principles and Audit Requirements for Federal Awards (formerly OMB Circular A-133). Our Firm provides audit services to County of Orleans Industrial Development Agency. We perform the annual audit of the financial statements in accordance with auditing standards generally accepted in the United States of America, the provisions of Government Auditing Standards, issued by the Comptroller General of the United States, and Office of Management and Budget (OMB) Uniform Administration Requirements Cost Principles and Audit Requirements for Federal Awards (formerly OMB Circular A-133). As part of this engagement, we also perform the annual audit of the financial statements of the Orleans County Local Development Corporation in accordance with auditing standards generally accepted in the United States of America and the provisions of Government Auditing Standards issued by the Comptroller General of the United States. Town of Southold Peconic Bay 31 Community Preservation Fund Our Firm provides audit services to the Warren County Local Development Corporation. We perform the annual audit of the financial statements in accordance with auditing standards generally accepted in the United States of America, the provisions of Government Auditing Standards, issued by the Comptroller General of the United States, and Office of Management and Budget (OMB) Uniform Administration Requirements, Cost Principles and Audit Requirements for Federal Awards (formerly OMB Circular A-133). Our Firm provides audit services to The Cheektowaga Economic Development Corporation. We perform the annual audit of the financial statements in accordance with auditing standards generally accepted in the United States of America, the provisions of Government Auditing Standards, issued by the Comptroller General of the United States, and Office of Management and Budget (OMB) Uniform Administration Requirements, Cost Principles and Audit Requirements for Federal Awards (formerly OMB Circular A-133). Quality Assurance Peer Review The EFPR Group, CPAs, PLLC retains an independent accounting firm to conduct a review of its system of quality control every three years in accordance with the rigorous standards of the American Institute of Certified Public Accountants. In May 2017, our Firm successfully completed the most recent peer review of its accounting and auditing practice. The review determined that the Firm complies with the stringent quality control standards set by the American Institute of Certified Public Accountants. Our Firm has received the highest rating possible (pass)with no letter of comments being required in each of its last nine peer reviews. According to the peer review team, less than one percent of the firms in the nation achieve this level of excellence. We believe that this attests to our commitment to quality. Peer reviews, which are performed every three years, are required of all CPA firms and are conducted in accordance with rules issued by the American Institute of Certified Public Accountants. (See Appendix C for a copy of the report issued in connection with our most recent peer review.) BDO Alliance USA We are an independent member of the BDO Alliance USA, a nationwide association of independently owned local and regional accounting, consulting and service firms with similar client service goals. By supplementing our services,the BDO Alliance USA allows us to: • Enhance our client services and broaden our capabilities overall • Expand our domestic and international coverage • Gain greater technical knowledge in specialty areas • Utilize professionals with experience in a wide range of industries • Access the most up-to-date technical information • Participate in the latest training programs • Utilize state of-the-art, customized computer systems • Provide our clients with key contacts and sophisticated professionals throughout the U.S. The BDO Alliance USA brings us the necessary tools to help us better serve our clients with greater flexibility, efficiency and cost effectiveness. Government Audit Quality Center We are also a member of the American Institute of Certified Public Accountants Government Audit Quality Control Center (GAQC). The GAQC promotes the importance of quality governmental audits and the value of such audits to purchasers of governmental audit services. As members, we have access to the latest developments in accounting,auditing,and the various rules and regulations that affect governmental audits. We also receive periodic updates on current issues through news alerts and Webcasts. We are proud of the quality of our work and in order to ensure that this high Town of Southold Peconic Bay 41 Community Preservation Fund level of quality is maintained,we have established a comprehensive quality assurance program. The program starts with hiring the best people available and continues with extensive continuing education, an annual minimum of 40 hours per staff member. Our involvement in the GAQC is optional, but indicates a level of commitment above non-member Certified Public Accounting firms. Our participation requires that our firm and personnel attain additional continuing professional education on an annual basis. PARTNER, MANAGER AND SUPERVISORY STAFF QUALIFICATIONS AND EXPERIENCE Achieving our present position in the profession has come as a result of being responsive to the needs of our clients. A combination of a coordinated team approach and up-to-date knowledge allows for the most efficient approach to providing comprehensive professional services. Accordingly, we will assemble an engagement team that will include audit personnel with extensive government audit experience. The key individuals available to be assigned to these engagements and their roles are as follows: Douglas E. Zimmerman, CPA will serve as the engagement quality control review partner. Doug will provide a secondary review of all deliverables and critical engagement decisions and will be available throughout the engagement to consult and review on any auditing and accounting questions that may arise. He has over 30 years of public accounting experience and currently functions as a partner and Chief Operating Officer in the Firm. He has extensive experience in providing audit, accounting and consulting services for numerous governmental organizations. Doug is licensed in New York State as a Certified Public Accountant. Joseph J. Kehm, CPA, CGMA will serve as the engagement partner in charge of our relationship with the Town of Southold Peconic Bay Community Preservation Fund. Joe will oversee all services provided and ensure that they are delivered in a timely and efficient manner. He will be responsible for all matters concerning accounting policy, participate in the planning phases of our engagement, review all working papers and reports prepared, and attend meetings with management and the Board. He has over 36 years of public accounting experience. He currently functions as a partner in the Firm and has extensive experience in providing audit, accounting and consulting services for numerous governmental organizations. Joe is licensed in New York State as a Certified Public Accountant. Trevor J. Barrett will serve as a senior accountant on this engagement. He has extensive experience in providing audit, accounting and consulting services for numerous governmental organizations. Continuing Professional Education With regard to continuing professional education (CPE), each of our staff members is required to complete an annual minimum of 40 hours of CPE programs approved by the American Institute of Certified Public Accountants. Additionally, since we perform audits in accordance with generally accepted Government Auditing Standards (GAGAS) (over 400 each year), our staff members must complete at least 24 of the 80 hours (over a two-year period) of CPE in subjects directly related to the government environment and government auditing. Due to the substantial volume of governmental audits performed, our Firm continually monitors staff CPE compliance with the GAGAS requirements. All of the individuals listed above are in compliance with the CPE requirements. Town of Southold Peconic Bay 51 Community Preservation Fund AUDIT APPROACH Our audits are made in accordance with auditing standards generally accepted in the United States of America and, accordingly, include such tests of the accounting records and other auditing procedures as we consider necessary and appropriate in order to express an opinion on the financial statements. Although audits conducted by different firms should all comply with certain professional requirements and thus might appear identical in nature, you should distinguish individual firms by at least two key factors: 1. The extent to which the firm understands or expands its understanding of your organization in advance of the audit and tailors its auditing procedures to the conditions and needs of the Fund. 2. The pertinent skills and processes the auditor can bring to bear upon the engagement to ensure an effective and efficient audit. Transition from Current Auditor Changing auditors for the Fund should not be a difficult task. Fortunately, your proposed engagement team has had many opportunities over the years to step in as the new auditor. This experience helps ensure that the transition goes as smoothly as possible. From communicating with the predecessor auditor, reviewing their work papers, documenting and understanding your business processes,we will focus on minimizing the challenges that sometimes come with an auditor change. We will obtain as much information as possible from your predecessor auditor and then assemble a list of any items needed from the Fund's management, along with mutually agreed-upon response dates. Our objective as your professional service provider will be to front load as much work as possible, including our transition as your external auditor. Because of your engagement team's experience with governmental organizations, our engagement team will hit the ground running, resulting in minimal disruption to your day-to-day operations. Financial Statement Audit Audit examinations performed by our Firm are conducted from a risk-based approach. This approach yields two major benefits: • Maximization of understanding of the Fund's operating environment, and • Minimization of audit time by starting with broad considerations and narrowing to specific audit-objectives in critical areas. The audit of the financial statements of the Town of Southold Peconic Bay Community Preservation Fund will consist of the following four phases: • Planning • Systems evaluation • Testing • Reporting • Planning is the first step in the audit engagement and provides the foundation for the direction of the audit. This phase of the audit involves meeting with the Audit Committee and management of the Fund to clearly identify the lines of communication, perform the risk analysis, discuss the audit scope and concerns and set expectations. While facilitating an understanding between our firm and the Fund, we highlight areas, which will receive emphasis during our audit. This type of analytical review process permits identification of critical areas. As a result, appropriate audit procedures are focused therein. Town of Southold Peconic Bay 61 Community Preservation Fund • Systems Evaluation consists of the following steps: - A review of internal control systems of the Fund; - A review of the information technology systems utilized by the Fund to prepare its accounting records and monitor compliance with regulatory requirements; - An identification of control strengths and weaknesses in management and accounting controls; and - The development of a tailored audit program to be responsive to the Fund's concerns and reflective of the internal control system. • Testing is the largest part of the audit process and includes both compliance test of internal controls and regulatory requirements and substantive test of the Fund's financial data. The EFPR Group, CPAs, PLLC uses sampling in selecting items for examination by compliance and/or substantive tests where it is determined to be cost beneficial to sample the population. Our Firm has an Audit and Accounting Manual which contains procedures for the control and evaluation of sampling risk, selection of samples, and evaluation of sample results. Audit sampling will normally be used to perform the following tests: • Substantive tests as part of the audit of the Fund's basic financial statements; • Compliance tests to provide reasonable assurance that internal control (accounting and administrative) procedures used are being applied as prescribed; and • Substantive tests of compliance with laws and regulations as part of the audit of the basic financial statements. • Reporting is completed at the conclusion of the audit process. This phase will include the preparation of the draft financial statements and management letter. Management of the Fund will be provided drafts of all reports. These drafts will be reviewed in detail and any questions or concerns of management will be appropriately addressed. Reports will only be finalized after approval of management and the Audit Committee of the Fund. As part of our risk assessment procedures of the Fund, we review and document the five components of internal control. A description of the components of internal control is as follows: • Control environment sets the tone of an organization influencing the control consciousness of its people. It is the foundation for all other components of internal control, providing discipline and structure. • Risk assessment is the entity's identification and analysis of relevant risks to the achievement of its objectives. This forms a basis for determining how the risks should be managed. • Control activities are the policies and procedures that help to ensure that management's directives are carried out. • Information and communication are the means to identify, capture, and exchange information in a form and time frame that enable people to carry out their responsibilities. • Monitoring is the process that assesses the quality of internal control performance over time. Town of Southold Peconic Bay 71 Community Preservation Fund • Monitoring is the process that assesses the quality of internal control performance over time. Reporting to the Board As required by professional standards, we will ensure that the Town Board will be informed of the following: • The Auditors' responsibility under auditing standards generally accepted in the United States of America • Significant accounting policies • Management judgments and accounting estimates • Significant audit adjustments • Other information in documents containing audited financial statements • Disagreements with management • Management consultation with other accountants • Major issues discussed with management prior to retention • Difficulties encountered in performing the audit • Any other matter which may be important to the fair presentation of the Fund's financial statements SCOPE OF SERVICES The following is an outline of the services to be provided to the Town of Southold Peconic Bay Community Preservation Fund for the year ended December 31, 2017, and two option years ending December 31, 2018 and 2019: • Audit the financial statements in accordance with auditing standards generally accepted in the United States of America.The primary purpose of this audit is the expression of an opinion as to the fair presentation of the financial statements in conformity with accounting principles generally accepted in the United States of America. • Prepare a letter to management detailing comments and suggestions for improvements in internal controls or general management techniques that come to our attention during the audit. We will review and explain all observations and recommendations so that appropriate changes may be implemented. TIMING AND COST Upon receiving notice of appointment as auditors, we will meet with you and establish a definite time program for the performance of services. The time program will be established in such a way to insure that work is efficient and structured in such a way as to avoid disrupting the day-to- day routine duties of your staff. Fees are based upon the actual time spent on the engagement and the qualifications of personnel assigned. On the basis of our extensive experience with other governmental organizations similar to yours,we have determined the fees for the aforementioned services for the year ended December 31, 2017, and two option years ending December 31, 2018 and 2019 to be as follows: December 31, 2017 $ 6,900 December 31, 2018 7,100 December 31, 2019 7.300 Town of Southold Peconic Bay 81 Community Preservation Fund OTHER SIGNIFICANT INFORMATION • Experience-Since the EFPR Group,CPAs, PLLC"specializes"in providing audit and related services to governmental organizations, our field staff is experienced in providing such services. • Technology - All of our field staff are equipped with laptop computers and have access to various software packages and databases (e.g. data extraction software, flowchart software, Microsoft Office, etc.) and other electronic means to ensure that the audit is performed in the most efficient manner. • Continuing Education - With regard to continuing professional education, each of our staff members is required to complete an annual minimum of 40 hours of continuing education programs approved by the American Institute of Certified Public Accountants. Additionally, since we perform audits in accordance with Government Auditing Standards (over 400 each year), our staff members must complete at least 24 of the 80 hours (over a two-year period) of continuing education in subjects directly related to the government environment and government auditing. • Affirmative Action -The EFPR Group, CPAs, PLLC is an equal opportunity employer and as such possesses a firm commitment to affirmative action and to hiring only the best- qualified candidates regardless of gender or ethnic origin. Our Firm does not discriminate against any employee or applicant for employment because of race, creed, color, national origin, sex, age, disability or marital status. We would consider it a distinct privilege to provide professional services as outlined in this letter or any additional services you may desire. Please contact us if there are any questions regarding this letter. A copy of this letter is enclosed; if the terms of this proposal are satisfactory to you please sign the copy and return it to me at your convenience. ACCEPTED: EFPR GROUP, CPAs, PLLC TOWN OF SOUTHOLD PECONIC BAY COMMUNITY PRESERVATION FUND 4 e° By: J� .1` By: ouglas E immerman, CPA PartooK Chief Operating Officer Date:January 5, 2018 Date: Town of Southold Peconic Bay 91 Community Preservation Fund FI RECEIVED JAN 1 1 2018 I Southold Town Clerk TOWN OF SOUTHOLD PECONIC BAY COMMUNITY PRESERVATION FUND Proposal to Provide i Audit and Related Services I � -' Year ended December 31, 2017, and Option years ending December 31, 2018 and 2019 II � I y T 0 1 II l 1 I II i l EFPR Group, CPAs, PLLC Douglas E. Zimmerman, CPA Partner, Chief Operating Officer dzimmerman@efprgroup.com January 5, 2018 I - i �EFPRGRoup, CPAs. = 6390 Main Street,Suite 200 I Williamsville,NY 14221 C P 716 634 0700 I TF 800 546 7556 I F 716 634 0764 w EFPRgroup com I January 5, 2018 Ms. Elizabeth A. Neville I Town Clerk l! Town of Southold ' 53095 Main Road P.O. Box 1179 Southold, New York 11971 Li Dear Ms. Neville: We are pleased to submit our proposal to provide audit and related services to the Town of Southold Peconic Bay Community Preservation Fund for the year ended December 31, 2017, and two option years ending December 31, 2018 and 2019. We believe the EFPR Group, CPAs, PLLC is highly qualified to provide audit and related services to the Fund based on: ~; • Our substantial experience with regard to providing audit,and related services for over 175 governmental organizations annually. _ • Our substantial experience providing audit and related services to municipalities, including the following: • County of Allegany • Town of Lumberland -, • County of Chemung • Town of Malta • County of Delaware • Town of Milton • County of Lewis • Town of Parma • County of Orleans • Town of Patterson • County of Saratoga • Town of Plattsburgh • City of Amsterdam • Town of Southeast • City of Beacon • Town of Ulster • City of Destin • Town of Webb • City of Johnstown • Village of Arkport • City of Mechanicville • Village of Bergen • Town of Alexandria • Village of Bloomfield - • Town of Bergen • Village of Clayton • Town of Canandaigua • Village of Cold Spring • Town of Campbell • Village of Delhi • Town of Cortlandt • Village of Greenwich • Town of Clarkson • Village of Montebello `! • Town of Elmira • Village of Warwick {_ • Town of Erwin • Borough of Sayre • Town of Gates • Borough of South Waverly • Town of Hannibal • Borough of Wyalusing Fi Ms. Elizabeth A. Neville January 5, 2018 I-- • Our substantial experience with regard to p g providing audit and related services to organizations located on Long Island, including the following: I • East Quogue Union Free School District • Remsenburg-Speonk Union Free School District ( • Amagansett Union Free School District • Auxiliary Services Corporation of the College at Old Westbury, Inc. • Brentwood Union Free School District t-I • City of Glen Cove Community Development Agency J • City of Glen Cove Community Development Agency Section 8 Housing Choice Voucher Program • City of Glen Cove Industrial Development Agency ��; • Deferred Compensation Plan of the Employees of the Town of Hempstead • Dental Care Center State University of New York at Stony Brook. • East Hampton Union Free School District �r • Hempstead Union Free School District _; • Islip Resource Recovery Agency • Oysterponds Union Free School District CI • Rockville Centre Union Free School District • Roosevelt Union Free School District • Sachem Central School District +- • Student Government Association SUNY College at Old Westbury i • Suffolk County 401(a)Terminal Pay Plan • Suffolk County Department of Public Works - - • Three Village Central School District l � • William Floyd Union Free School District • Our experience with various State agencies, including the following: • New York State Affordable Housing Corporation • New York State Assembly • New York State Bridge Authority { • New York State Department of Agriculture and Markets/State Fair • New York State Department of Transportation • New York State Division of the Budget • New York State Energy Research Development Agency • New York State Executive Chamber • New York State Homeless Housing Assistance Corporation • New York State Insurance Fund • New York State Office for People With Developmental Disabilities • New York State Office of Alcoholism and Substance Abuse Services • New York State Office of Children and Family Services I f • New York State Office of General Services • New York State Office of the State Comptroller • New York State Office of Temporary Disability Assistance • New York State Senate • New York State Thoroughbred o ghbred Breeding and Development Fund • New York State Unified Court System j • New York State Urban Development Corporation i • Our ability to provide quality services on a timely basis for reasonable fees. F1 F�l l—: l Ms. Elizabeth A. Neville January S, 2018 r-, Our depth of experience working with many governmental entities throughout New York -- State should provide peace of mind that the Fund would be served by a highly competent team of professionals committed to assist in whatever capacity you require. We understand that for our services to be valuable to the Fund, we need to provide more than just financial reporting. At the EFPR Group, CPAs, PLLC, we take a proactive approach to our client relationships in order to ensure we are anticipating our client's needs before they call on us for assistance. We are available throughout the year to answer questions and address concerns that may arise. IWe would consider it a distinct privilege to provide professional services as outlined in this �- proposal or any additional services you desire. Simply put,we want to be your auditors and business consultants. Please contact us if there are any questions regarding this proposal. 1 ' I A copy of this letter is enclosed; if the terms of this proposal are satisfactory to you, please sign the copy and return it to me at your convenience. Very truly yours, EFPR GROUP CP4srP PLC -Dou E. Zimmerman CPA Partner Chief Operating Officer �j I , i '. 1 , 1 ' ( I C! FIRM PHILOSOPHY The EFPR Group, CPAs, PLLC was founded on the principle of providing our clients with the same high quality level of service expected from a national firm yet with the dedicated involvement C-` that can only be developed by personal attention. The primary mission of our Firm has always been helping our clients succeed. We are committed to delivering services targeted to each client's E critical needs and industry niche. KEY CONSIDERATIONS REGARDING THE EFPR GROUP Our Firm has achieved its present position in the accounting profession by providing quality services on a timely basis, for reasonable fees. Accounting firms should be evaluated in light of several important conditions: • The firm's qualifications, experience and its ability to provide auditing, accounting and consulting services for a reasonable fee. • The firm's ability to assemble and commit a team of professionals experienced in providing audit, accounting and consulting services for governmental organizations. • The firm's involvement of client personnel and active participation and coordination on a year-round basis. • The firm's commitment to provide services which will contribute to the success of our F clients. In the following paragraphs, we shall demonstrate that the EFPR Group, CPAs, PLLC is the accounting firm best qualified to serve the Town of Southold Peconic Bay Community Preservation j Fund. FRESH PERSPECTIVE Changing auditors does not have to be difficult. The professionals at the EFPR Group, CPAs, PLLC are excited about providing the Fund with a fresh perspective on internal controls, compliance j risks, and other operational matters. As noted throughout our proposal, our objective is to provide value beyond our financial and compliance audits. FIRM QUALIFICATIONS AND EXPERIENCE The EFPR Group, CPAs, PLLC provides audit, accounting and consulting services to over 175 governmental organizations on an annual basis. We also serve more than 400 organizations which require an audit performed in accordance with Government Auditing Standards and over 150 clients that require audits performed in accordance with the provisions of Office of Management and Budget (OMB) Uniform Administration Requirements Cost Principles and Audit Requirements for Federal Awards (formerly OMB Circular A-133). Our Firm employs 200 professionals with 35 partners and directors. The Firm's Government Audit Practice Group consists of 40 highly trained professionals who provide audit and related services to governmental organizations on a year round basis. Our Firm has offices located in Williamsville, Rochester,Albany and Corning, New York. The fieldwork associated with the engagement will be performed at the Town's office located in Southold, New York by the professionals from the Firm's Government Audit Practice Group. Please i—, see Appendix A for detailed resumes of the Firm's key Government Audit Practice Group members and Appendix B for a partial listing of governmental organizations which are our clients. Town of Southold Peconic Bay 1 I Community Preservation Fund Our Firm currently provides annual financial statement and single audit services to seven l New York State counties and numerous other municipalities throughout New York State on an annual basis. Our audits of these counties are performed in accordance with auditing standards { generally accepted in the United States of America, the provisions of Government Auditing Standards, issued by the Comptroller General of the United States, and Office of Management and Budget (OMB) Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards (formerly OMB Circular A-133). As part of these engagements, we issue a report on compliance and internal control over financial reporting. We currently provide financial statement audit, single audit and related services to the following New York State counties: • County of Allegany • County of Lewis • County of Chemung • County of Orleans • County of Delaware • County of Saratoga Our Firm also provides financial statement audit and related services to the following municipalities: d • City of Amsterdam • Town of Patterson • City of Beacon • Town of Plattsburgh • City of Destin • Town of Southeast • City of Johnstown • Town of Ulster i • City of Mechanicville • Town of Webb* j • Town of Alexandria • Town of Woodhull • Town of Bergen • Village of Arkport - . • Town of Canandaigua • Village of Bergen • Town of Campbell • Village of Bloomfield • Town of Clarkson • Village of Clayton • Town of Cortlandt • Village of Cold Spring j • Town of Elmira • Village of Delhi • Town of Erwin • Village of Greenwich _ • Town of Gates • Village of Montebello • Town of Hannibal • Village of Warwick • Town of Lumberland • Borough of Sayre • Town of Milton • Borough of South Waverly • Town of Parma • Borough of Wyalusing Our Firm provides audit services to the New York State Urban Development Corporation d/b/a Empire State Development. We perform the annual audit of the general purpose financial statements of the Corporation (a component unit of the State of New York) in accordance with auditing standards generally accepted in the United States of America, the provisions of Government Auditing Standards, issued by the Comptroller General of the United States, and Office ._ of Management and Budget (OMB) Uniform Administrative Requirements Cost Principles and Audit Requirements for Federal Awards(formerly OMB Circular A-133). The Corporation's goal is to create and retain jobs and to reinvigorate economically distressed areas of the State. The Corporation administers various economic development programs which provides tax incentives designed to attract new businesses to New York State and to enable existing businesses to expand and create more jobs. The Corporation has over 150 subsidiaries which are consolidated for financial reporting purposes. Our firm provides audit and related services to various subsidiaries of Empire State Development. Empire State Development has annual revenues in excess of$1.8 billion and assets r of more than $17 billion. Town of Southold Peconic Bay 21 Community Preservation Fund Our Firm provides audit services to the New York State Office of the State Comptroller. We recently performed the audit of the system of internal controls of the New York State Office of the State Comptroller. Our examination was conducted in accordance with Government Auditing �j Standards, issued by the Comptroller General of the United States and the standards established by - the American Institute of Certified Public Accountants and, accordingly, included obtaining an understanding of internal controls,testing and evaluating the design and operating effectiveness of the internal controls, and performing such other procedures as we considered necessary under the circumstances. The Office of the State Comptroller is responsible for paying New York State's bills and payrolls, verifying all financial transactions of the State, reviewing the financial and management practices of State agencies, supervising the fiscal affairs of local governments, investing State funds and issuing bonds and notes and administering the retirement program for the State and most local government employees. In addition to our audit of the system of internal controls of the New York State Office of the State Comptroller, our Firm performs audits in accordance with the "New York State Governmental Accountability Audit and Internal Control Act" of the following New York State Agencies and Departments: • New York State Executive Chamber • New York State Assembly l _ • New York State Division of the Budget • New York State Senate • New York State Unified Court System �J Our Firm provides audit services to the City of Glen Cove Industrial Development Agency. We perform the annual audit of the financial statements in accordance with auditing standards generally accepted in the United States of America, the provisions of Government Auditing Standards, issued by the Comptroller General of the United States, and Office of Management and Budget (OMB) Uniform Administration Requirements, Cost Principles and Audit Requirements for Federal Awards (formerly OMB Circular A-133). As part of this engagement, we also perform the r annual audit of the financial statements of the Glen Cove Community Development Agency in accordance with auditing standards generally accepted in the United States of America, the provisions of Government Auditing Standards, issued by the Comptroller General of the United States, and Office of Management and Budget (OMB) Uniform Administration Requirements Cost Principles and Audit Requirements for Federal Awards (formerly OMB Circular A-133). We also perform the annual audit of the financial statements of The City of Glen Cove Community Development Agency Section 8 Housing Choice Voucher Program in accordance with auditing standards generally accepted in the United States of America, the provisions of Government Auditing Standards, issued by the Comptroller General of the United States, and Office of Management and Budget (OMB) Uniform Administration Requirements Cost Principles and Audit _ Requirements for Federal Awards (formerly OMB Circular A-133). Our Firm provides audit services to County of Orleans Industrial Development Agency. We 1 perform the annual audit of the financial statements in accordance with auditing standards generally accepted in the United States of America, the provisions of Government Auditing Standards, issued by the Comptroller General of the United States, and Office of Management and Budget (OM'B) Uniform Administration Requirements Cost Principles and Audit Requirements for Federal Awards (formerly OMB Circular A-133). As part of this engagement, we also perform the annual audit of the financial statements of the Orleans County Local Development Corporation in accordance with auditing standards generally accepted in the United States of America and the provisions of Government Auditing Standards, issued by the Comptroller General of the United I� States. L � Town of Southold Peconic Bay ( 31 Community Preservation Fund F, 4 r , iOur Firm provides audit services to the Warren County Local Development Corporation. We perform the annual audit of the financial statements in accordance with auditing standards generally accepted in the United States of America, the provisions of Government Auditing jStandards, issued by the Comptroller General of the United States, and Office of Management and Budget (OMB) Uniform Administration Requirements, Cost Principles and Audit Requirements for Federal Awards (formerly OMB Circular A-133). Our Firm provides audit services to The Cheektowaga Economic Development Corporation. We perform the annual audit of the financial statements in accordance with auditing standards generally accepted in the United States of America, the provisions of Government Auditing ' Standards, issued by the Comptroller General of the United States, and Office of Management and Budget (OMB) Uniform Administration Requirements, Cost Principles and Audit Requirements for Federal Awards (formerly OMB Circular A-133). Quality Assurance Peer Review { i The EFPR Group, CPAs, PLLC retains an independent accounting firm to conduct a review of its system of quality control every three years in accordance with the rigorous standards of the r- American Institute of Certified Public Accountants. In May 2017, our Firm successfully completed the most recent peer review of its accounting and auditing practice. The review determined that the Firm complies with the stringent quality control standards set by the American Institute of Certified Public Accountants. Our Firm has received the highest rating possible (pass)with no letter of comments being required in each of its last nine peer reviews. According to the peer review team, less than one percent of the firms in the nation achieve this level of excellence. We believe i that this attests to our commitment to quality. Peer reviews, which are performed every three years, are required of all CPA firms and are conducted in accordance with rules issued by the American Institute of Certified Public Accountants. (See Appendix C for a copy of the report issued i^ in connection with our most recent peer review.) BDO Alliance USA We are an independent member of the BDO Alliance USA, a nationwide association of independently owned local and regional accounting, consulting and service firms with similar client service goals. By supplementing our services,the BDO Alliance USA allows us to: • Enhance our client services and broaden our capabilities overall • Expand our domestic and international coverage • Gain greater technical knowledge in specialty areas • Utilize professionals with experience in a wide range of industries • Access the most up-to-date technical information ? • Participate in the latest training programs • Utilize state of-the-art, customized computer systems • Provide our clients with key contacts and sophisticated professionals throughout the U.S. ' The BDO Alliance USA brings us the necessary tools to help us better serve our clients with greater flexibility, efficiency and cost effectiveness. J Government Audit Quality Center We are also a member of the American Institute of Certified Public Accountants Government Audit Quality Control Center(GAQC). The GAQC promotes the importance of quality governmental audits and the value of such audits to purchasers of governmental audit services. As members, we have access to the latest developments in accounting,auditing,and the various rules and regulations that affect governmental audits. We also receive periodic updates on current issues through news alerts and Webcasts. We are proud of the quality of our work and in order to ensure that this high Town of Southold Peconic Bay 41 Community Preservation Fund L � level of quality is maintained,we have established a comprehensive quality assurance program. The program starts with hiring the best people available and continues with extensive continuing education, an annual minimum of 40 hours per staff member. Our involvement in the GAQC is optional, but indicates a level of commitment above non-member Certified Public Accounting firms. Our participation requires that our firm and personnel attain additional continuing professional education on an annual basis. f PARTNER, MANAGER AND SUPERVISORY STAFF QUALIFICATIONS AND EXPERIENCE IAchieving our present position in the profession has come as a result of being responsive to the needs of our clients. A combination of a coordinated team approach and up-to-date knowledge allows for the most efficient approach to providing comprehensive professional services. Accordingly,we will assemble an engagement team that will include audit personnel with extensive government audit experience. The key individuals available to be assigned to these engagements j and their roles are as follows: f Douglas E. Zimmerman, CPA will serve as the engagement quality control review partner. Doug will provide a secondary review of all deliverables and critical engagement decisions i and will be available throughout the engagement to consult and review on any auditing and accounting questions that may arise. He has over 30 years of public accounting experience and currently functions as a partner and Chief Operating Officer in the Firm. He has extensive experience in providing audit, accounting and consulting services for numerous governmental organizations. Doug is licensed in New York State as a Certified Public Accountant. Joseph J. Kehm, CPA, CGMA will serve as the engagement partner in charge of our relationship with the Town of Southold Peconic Bay Community Preservation Fund. Joe will oversee all services provided and ensure that they are delivered in a timely and efficient manner. He will be responsible for all matters concerning accounting policy, participate in the planning phases of our engagement, review all working papers and reports prepared, and attend meetings with management and the Board. He has over 36 years of public accounting experience. He currently functions as a partner in the Firm and has extensive experience in providing audit, accounting and consulting services for numerous r� governmental organizations. Joe is licensed in New York State as a Certified Public IAccountant. Trevor J. Barrett will serve as a senior accountant on this engagement. He has extensive experience in providing audit, accounting and consulting services for numerous governmental organizations. Continuing Professional Education With regard to continuing professional education (CPE), each of our staff members is required to complete an annual minimum of 40 hours of CPE programs approved by the American Institute of Certified Public Accountants. Additionally, since we perform audits in accordance with generally accepted Government Auditing Standards (GAGAS) (over 400 each year), our staff members must complete at least 24 of the 80 hours (over a two-year period) of CPE in subjects �i directly related to the government environment and government auditing. Due to the substantial volume of governmental audits performed,our Firm continually monitors staff CPE compliance with the GAGAS requirements. All of the individuals listed above are in compliance with the CPE ( ! requirements. Town of Southold Peconic Bay 51 Community Preservation Fund I � r-, AUDIT APPROACH Our audits are made in accordance with auditing standards generally accepted in the United 1, States of America and, accordingly, include such tests of the accounting records and other auditing ' procedures as we consider necessary and appropriate in order to express an opinion on the financial statements. Although audits conducted by different firms should all comply with certain professional requirements and thus might appear identical in nature, you should distinguish individual firms by at least two key factors: I_ 1. The extent to which the firm understands or expands its understanding of your organization in advance of the audit and tailors its auditing procedures to the conditions and needs of the Fund. _ 2. The pertinent skills and processes the auditor can bring to bear upon the engagement to ensure an effective and efficient audit. Transition from Current Auditor Changing auditors for the Fund should not be a difficult task. Fortunately, your proposed engagement team has had many opportunities over the years to step in as the new auditor. This experience helps ensure that the transition goes as smoothly as possible. From communicating with the predecessor auditor, reviewing their work papers, documenting and understanding your �- business processes,we will focus on minimizing the challenges that sometimes come with an auditor change. We will obtain as much information as possible from your predecessor auditor and then assemble a list of any items needed from the Fund's management,along with mutually agreed-upon response dates. Our objective as your professional service provider will be to front load as much work as possible, including our transition as your external auditor. Because of your engagement team's experience with governmental organizations, our engagement team will hit the ground -_ running, resulting in minimal disruption to your day-to-day operations. i � Financial Statement Audit Audit examinations performed by our Firm are conducted from a risk-based approach. This ` approach yields two major benefits: • Maximization of understanding of the Fund's operating environment, and • Minimization of audit time by starting with broad considerations and narrowing to + specific audit-objectives in critical areas. The audit of the financial statements of the Town of Southold Peconic Bay Community { Preservation Fund will consist of the following four phases: ' • Planning • Systems evaluation • Testing • Reporting • Planning is the first step in the audit engagement and provides the foundation for the direction of the audit. This phase of the audit involves meeting with the Audit Committee and management of the Fund to clearly identify the lines of communication, perform the risk analysis, discuss the audit scope and concerns and set expectations. While facilitating an understanding between our firm and the Fund, ' we highlight areas, which will receive emphasis during our audit. This type of _ analytical review process permits identification of critical areas. As a result appropriate audit procedures are focused therein. Town of Southold Peconic Bay 61 Community Preservation Fund I � r • Systems Evaluation consists of the following steps: - A review of internal control systems of the Fund; - A review of the information technology systems utilized by the Fund to prepare i_ its accounting records and monitor compliance with regulatory requirements; - An identification of control strengths and weaknesses in management and r- accounting controls; and - The development of a tailored audit program to be responsive to the Fund's concerns and reflective of the internal control system. • Testing is the largest part of the audit process and includes both compliance test of y internal controls and regulatory requirements and substantive test of the Fund's financial data. The EFPR Group, CPAs PLLC uses sampling in selecting items for examination b p � g � g � Y compliance and/or substantive tests where it is determined to be cost beneficial to sample the population. Our Firm has an Audit and Accounting Manual which contains procedures for the control and evaluation of sampling risk, selection of samples, and '- evaluation of sample results. Audit sampling will normally be used to perform the following tests: I • Substantive tests as part of the audit of the Fund's basic financial statements; • Compliance tests to provide reasonable assurance that internal control ' (accounting and administrative) procedures used are being applied as prescribed; I and • Substantive tests of compliance with laws and regulations as part of the audit of the basic financial statements. ' • Reporting is completed at the conclusion of the audit process. This phase will include the preparation of the draft financial statements and management letter. Management of the Fund will be provided drafts of all reports. These drafts will be reviewed in detail and any questions or concerns of management will be appropriately addressed. Reports will only be finalized after approval of management and the Audit Committee of the Fund. As part of our risk assessment procedures of the Fund, we review and document the five ' components of internal control. A description of the components of internal control is as follows: • Control environment sets the tone of an organization influencing the control consciousness of its people. It is the foundation for all other components of internal control, providing discipline and structure. • Risk assessment is the entity's identification and analysis of relevant risks to the ' achievement of its objectives. This forms a basis for determining how the risks should - be managed. • Control activities are the policies and procedures that help to ensure that management's directives are carried out. • Information and communication are the means to identify, capture, and exchange information in a form and time frame that enable people to carry out their responsibilities. • Monitoring is the process that assesses the quality of internal control performance over time. Town of Southold Peconic Bay I 71 Community Preservation Fund J • Monitoring is the process that assesses the quality of internal control performance over time. Reporting to the Board � i As required by professional standards, we will ensure that the Town Board will be informed of the following: �- • The Auditors' responsibility under auditing standards generally accepted in the United States of America • Significant accounting policies • Management judgments and accounting estimates • Significant audit adjustments • Other information in documents containing audited financial statements • Disagreements with management • Management consultation with other accountants • Major issues discussed with management prior to retention • Difficulties encountered in performing the audit • Any other matter which may be important to the fair presentation of the Fund's financial statements SCOPE OF SERVICES The following is an outline of the services to be provided to the Town of Southold Peconic Bay Community Preservation Fund for the year ended December 31, 2017, and two option years ending December 31, 2018 and 2019: • Audit the financial statements in accordance with auditing standards generally accepted in the United States of America.The primary purpose of this audit is the expression of an opinion as to the fair presentation of the financial statements in conformity with accounting principles generally accepted in the United States of America. • Prepare a letter to management detailing comments and suggestions for improvements in internal controls or general management techniques that come to our attention during ' the audit. We will review and explain all observations and recommendations so that r , appropriate changes may be implemented. TIMING AND COST Upon receiving notice of appointment as auditors, we will meet with you and establish a definite time program for the performance of services. The time program will be established in such a way to insure that work is efficient and structured in such a way as to avoid disrupting the day-to- (7 day routine duties of your staff. Fees are based upon the actual time spent on the engagement and the qualifications of personnel assigned. On the basis of our extensive experience with other governmental organizations similar to yours,we have determined the fees for the aforementioned services for the year ended December 31, 2017, and two option years ending December 31, 2018 and 2019 to be as ,- follows: i_ December 31, 2017 $ 6,900 December 31, 2018 7,100 December 31, 2019 7 300 Town of Southold Peconic Bay s 81 Community Preservation Fund ! , OTHER SIGNIFICANT INFORMATION • Experience-Since the EFPR Group,CPAs, PLLC"specializes"in providing audit and related services to governmental organizations, our field staff is experienced in providing such services. • Technology - All of our field staff are equipped with laptop computers and have access to various software packages and databases (e.g. data extraction software, flowchart software, Microsoft Office, etc.) and other electronic means to ensure that the audit is {{ performed in the most efficient manner. i • Continuing Education - With regard to continuing professional education, each of our staff members is required to complete an annual minimum of 40 hours of continuing education programs approved by the American Institute of Certified Public Accountants. Additionally, since we perform audits in accordance with Government Auditing Standards (over 400 each year), our staff members must complete at least 24 of the 80 hours (over a two-year period)of continuing education in subjects directly related to the government environment and government auditing. • Affirmative Action -The EFPR Group, CPAs, PLLC is an equal opportunity employer and as such possesses a firm commitment to affirmative action and to hiring only the best- qualified candidates regardless of gender or ethnic origin. Our Firm does not discriminate against any employee or applicant for employment because of race, creed, color, national origin, sex, age, disability or marital status. �'- We would consider it a distinct privilege to provide professional services as outlined in this letter or any additional services you may desire. Please contact us if there are any questions regarding this letter. A copy of this letter is enclosed; if the terms of this proposal are satisfactory to you please sign the copy and return it to me at your convenience. ACCEPTED: EFPR GROUP, CPAs, PLLC TOWN OF SOUTHOLD PECONIC BAY ,•"" COMMUNITY PRESERVATION FUND B y: By: ou mmerman, CPA Part Chief Operating Officer Ir LJ Date:January 5, 2018 Date: r Town of Southold Peconic Bay 91 Community Preservation Fund i 4 4 t r`- l I Appendix A r � F Detailed Resumes of Key Members of the Firm's Government Audit Practice Group l 1�-I Ir I I I r { t YEFPRGROUR Certified Public Accountants Douglas E. Zimmerman, CPA Partner, Chief Operating Officer Doug has over 30 years of public accounting experience. He currently ' functions as a Partner and Chief Operating Officer of the EFPR Group, CPAs, PLLC and has responsibility for providing audit, accounting and consulting services for numerous governmental organizations. - B 1� Doug received a Bachelor of Science degree in Accounting from State I University of New York College at Geneseo in 1986. He was licensed in New York State as a Certified Public Accountant in 1989 and in the 1'r State of Florida in 2015. PRACTICE AREAS Governmental Accounting ( � Professional Affiliations and Community Affiliations Higher Education American Institute of Certified Public Accountants (AICPA) Nonprofit New York State Society of Certified Public Accountants (NYSSCPA) -. BDO Alliance USA EDUCATION SUNY Geneseo—B.S., Accounting, 1986 CONTACT PHONE (716) 634-0700 FAx (716) 634-0764 E-MAIL - dzimmerman@efprgroup.com i '. I' EFPR GROUP,CPAs,PLLC Certified Public Accountants I Business Consultants �1 YEFPRGRoUR Certified Public Accountants Joseph M. Klimek, CPA Partner Joe has over 36 years of public accounting experience. He currently functions as a Partner of the Firm and has responsibility for providing }: audit, accounting and consulting services for numerous governmental organizations. Joe received a Bachelor of Science degree in Accounting from State ' ae University of New York College at Buffalo in 1979. He was licensed in . New York State as a Certified Public Accountant in 1983. PRACTICE AREAS Professional Affiliations and Community Affiliations Governmental Accounting American Institute of Certified Public Accountants (AICPA) Higher Education New York State Society of Certified Public Accountants (NYSSCPA) Nonprofit *serves on the Government Accounting and Audit Committee Government Finance Officers Association EDUCATION j I BDO Alliance USA SUNY Buffalo—B.S., Accounting, 1979 CONTACT - PHONE (716) 634-0700 FAx(716) 634-0764 E-MAIL -' jklimek@efprl;roup.com EFPR GROUP,CPAs,PLLC Certified Public Accountants I Business Consultants v EFPRGRoUR Certified Public Accountants I ' P Joseph J. Kehm, CPA, CGMA _ Partner Joe has over 36 years of public accounting experience. He currently functions as a Partner of the Firm and has responsibility for providing audit, accounting and consulting services for numerous governmental organizations. Joe received a Bachelor of Science degree in Accounting from St. John r Fisher College in 1980. He was licensed in New York State as a Certified Public Accountant in 1982 and the State of Virginia in 2004. He is also a Chartered Global Management Accountant. PRACTICE AREAS Governmental Accounting Professional Affiliations and Community Affiliations Higher Education American Institute of Certified Public Accountants (AICPA) Nonprofit Virginia Society of Certified Public Accountants New York State Association of School Business Officials EDUCATION Government Finance Officers Association St.John Fisher College—B.S., BDO Alliance USA Accounting, 1980, Magna Cum 1 Laude CONTACT PHONE (585) 340-5178 �, FAx (585) 340-5278 E-MAIL �_ ikehm@efpr�roup.com �l a EFPR GROUP,CPAs,PLLC Certified Public Accountants I Business Consultants VEFPRGROUR , Certified Public Accountants li David S. Gabel, CPA Director Dave has over 28 years of public accounting experience. He currently functions as a Director of the Firm and has responsibility for providingj' j audit, accounting and consulting services for numerous governmental organizations. r Dave received a Bachelor of Science degree in Accounting from State University of New York College at Fredonia in 1988. He was licensed in New York State as a Certified Public Accountant in 1990. PRACTICE AREAS Professional Affiliations and Community Affiliations Government American Institute of Certified Public Accountants (AICPA) Nonprofit �I New York State Society of Certified Public Accountants (NYSSCPA) Construction and Real Estate BDO Alliance USA ( EDUCATION I SUNY Fredonia—B.S., Accounting, 1988 CONTACT PHONE (716) 634-0700 FAx (716) 634-0764 i E-MAIL dgabel@efprgroup.com I ' I ( EFPR GROUP,CPAs,PLLC Certified Public Accountants I Business Consultants VEFPRGROUR Certified Public Accountants i (_ I I ' Kristie M. Beach, CPA Director r 'J Kristie has over 13 years of public accounting experience. She currently functions as a Director of the Firm and has responsibility for providing audit, accounting and consulting services for numerous >' governmental organizations. Kristie received a Bachelor of Science degree in Accounting from State University of New York College at Geneseo. She was licensed in New t. York State as a Certified Public Accountant in 2006. PRACTICE AREAS Professional Affiliations and Community Affiliations Governmental Accounting American Institute of Certified Public Accountants (AICPA) Nonprofit New York State Society of Certified Public Accountants (NYSSCPA) Rochester Hearing and Speech Center, Chair of the Board of Directors, EDUCATION Executive Committee Member and Finance Committee Member SUNY Geneseo—B.S., Accounting Al Sigl Community of Agencies, Board Member and Audit Committee Chair CONTACT Geneseo Alumni Connections Council PHONE (585) 340-5144 FAx (585) 340-5244 E-MAIL kbeach@efprgroup.com l ! 1 . ; 1 r � 1 , I ' I EFPR GROUP,CPAs,PLLC Certified Public Accountants I Business Consultants v EFPRGROUR Certified Public Accountants r- Brent M. Jensen, CPA j Director Brent has over 10 years of public accounting experience. He currently 1~' functions as a Director of the Firm and has responsibility for providing audit, accounting and consulting services for numerous governmental 'V,4 organizations. - Brent received a Bachelor of Science degree in Accounting from State University of New York College at Buffalo in 2006. He was licensed in New York State as a Certified Public Accountant in 2013. I PRACTICE AREAS Professional Affiliations and Community Affiliations Governmental Accounting American Institute of Certified Public Accountants (AICPA) Higher Education New York State Society of Certified Public Accountants (NYSSCPA) EDUCATION BDO Alliance USA SUNY Buffalo—B.S., Accounting, 2006 CONTACT PHONE (716) 634-0700 FAx (716) 634-0764 E-MAIL ( biensen@efprgroup.com L � l II 4 ' 1-I 1f- EFPR GROUP,CPAs,PLLC Certified Public Accountants I Business Consultants I ! EFPRGRoUR r-- Certified Public Accountants 1 f John S. Costilow, CPA �- Manager John has over 10 years of public accounting experience. He currently functions as a Manager of the Firm and has responsibility for providing 'i audit, accounting and consulting services for numerous governmental organizations. ( John received a Bachelor of Science degree in Accounting from State ' 4 ` University of New York College at Buffalo in 2006. He was licensed in i New York State as a Certified Public Accountant in 2008. PRACTICE AREAS Professional Affiliations and Community Affiliations Governmental Accounting r American Institute of Certified Public Accountants (AICPA) Higher Education New York State Society of Certified Public Accountants (NYSSCPA) BDO Alliance USA EDUCATION SUNY Buffalo—B.S., Accounting, I ' 2006 CONTACT + PHONE (716) 634-0700 FAx (716) 634-0764 E-MAIL icostilow@efprgroup.com I ' r , I EFPR GROUP,CPAs,PLLC Certified Public Accountants I Business Consultants r i YEFPRGROUR Certified Public Accountants 1 , ` Thomas E. Smith, CPA Manager Tom has over five years of public accounting experience. He currently ' _. functions as a Manager of the Firm and has responsibility for providing audit, accounting and consulting services for numerous governmental organizations. A Tom received a Bachelor of Science degree in Accounting from State University of New York College at Buffalo in 2011 and a Master of Business Administration degree in Accounting from State University of New York College at Buffalo in 2012. He was licensed in New York PRACTICE AREAS State as a Certified Public Accountant in 2014. Governmental Accounting Higher Education Professional Affiliations and Community Affiliations American Institute of Certified Public Accountants (AICPA) EDUCATION New York State Society of Certified Public Accountants (NYSSCPA) SUNY Buffalo—B.S., Accounting, BDO Alliance USA 2011 SUNY Buffalo- M.B.A., Accounting, 2012 l ; CONTACT PHONE (716) 634-0700 FAx (716) 634-0764 E-MAIL r_ tsmithtsmith@efprgroup.com � i I ' L ' —, EFPR GROUP,CPAs,PLLC Certified Public Accountants I Business Consultants F-1 r YEFPRGROUR Certified Public Accountants I r- Trevor J. Barrett Senior Accountant Trevor has over two years of public accounting experience. He currently functions as a senior accountant of the Firm and has ,- . l responsibility for providing audit, accounting and consulting services �,i for numerous governmental organizations. ` Trevor received a Bachelor of Science degree in Accounting from r _ Medaille College in 2014. I '! PRACTICE AREAS Governmental Accounting EDUCATION Medaille College— B.S., Accounting, 2014 CONTACT PHONE (716) 634-0700 FAx (716) 634-0764 E-MAIL tbarrett@efprgroup.com i I I ' F EFPR GROUP,CPAs,PLLC I Certified Public Accountants I Business Consultants Ir F F Appendix B Partial Government Client List LI F r- PARTIAL LISTING OF GOVERNMENTAL rr ORGANIZATIONS WHICH ARE OUR CLIENTS I Amagansett Union Free School District * Amsterdam Housing Authority * Athens Area School District Barnard Fire District F * Berkshire Union Free School District * BLaST Intermediate Unit 17 - - Blind Brook-Rye Union Free School District Borough of Sayre Borough of South Waverly Borough of Wyalusing * Brentwood Union Free School District - , Brighton Fire District Broome County Tobacco Asset Securitization Corporation Carmel Central School District rl' * Canton Area School District -I Cayuga County Health Insurance Consortium r Cayuga Tobacco Asset Securitization Corporation Central Falls School District Chemung County Capital Resource Corporation Chemung Tobacco Asset Securitization Corporation 4 ' * City of Amsterdam * City of Beacon City of Buffalo Police Department City of Buffalo Urban Renewal Agency * City of Destin City of Dunkirk Housing Authority City of Johnstown { i * City of Mechanicville ' * City of Oneonta Housing Authority City University of New York (CUNY) * County of Allegany * County of Chemung {" * County of Delaware County of Lewis * County of Madison r * County of Orleans * County of Saratoga * Audit conducted in compliance with the provisions of Office of Management and Budget OMB Uniform Administrative Requirements,Cost Principles and Audit Requirements for Federal Awards (formerly OMB Circular A-133). PARTIAL LISTING OF GOVERNMENTAL ORGANIZATIONS WHICH ARE OUR CLIENTS l Deferred Compensation Plan for the Employees of Delaware County Deferred Compensation Plan for the Employees of Erie County Deferred Compensation Plan for the Employees of Lewis County Deferred Compensation Plan for the Employees of Ontario County Deferred Compensation Plan for the Employees of the Town of Bethlehem Deferred Compensation Plan for the Employees of the Town of Huntington - Dental Care Center State University of New York at Stony Brook East Hampton Union Free School District * East Quogue Union Free School District * Empire State Development Corporation Fire District No. 1 -Town of Elmira Fire District No. 3 of the Town of Plattsburgh Genesee Tobacco Asset Securitization Corporation * Geneva Housing Authority r- * Glen Cove Industrial Development Agency * Glen Cove Community Development Agency GLOW Region Solid Waste Management 4 Greenwood Lake Joint Fire District HealthSource RI Trust Harlem Community Development Corporation * Hempstead Union Free School District Henrietta Fire District * Herkimer Housing Authority * Hudson River Park Trust r * Ilion Housing Authority Islip Resource Recovery Agency * Ithaca Housing Authority { LeRoy Fire District Livingston County Capital Resource Corporation Livingston County Development Corporation Livingston County Industrial Development Agency * Lower Manhattan Development Corporation Monroe County Soil and Water Conservation District New York City Department for the Aging New York City Department of Citywide Administrative Services New York City Human Resources Administration ` New York City Tax Lien Trusts (five trusts) 1 ' ' * Audit conducted in compliance with the provisions of Office of Management and Budget(OMB)Uniform Administrative Requirements.Cost Principles and Audit Requirements for Federal Awards 1 (formerly OMB Circular A-133). E �I I PARTIAL LISTING OF GOVERNMENTAL ORGANIZATIONS WHICH ARE OUR CLIENTS * New York Convention Center Development Corporation New York State Dairy Promotion Order l * New York Empowerment Zone Corporation * New York Job Development Authority New York State Assembly New York State Affordable Housing Corporation New York State Bridge Authority New York State Department of Transportation New York State Division of the Budget r' New York State Executive Chamber ' New York State Fair New York State Homeless Housing Assistance Corporation 1 + New York State Legislative Bill Drafting Commission New York State Office for People With Developmental Disabilities New York State Office of Alcoholism and Substance Abuse Services { New York State Office of the State Comptroller New York State Office of General Services New York State Senate _ New York State Thoroughbred Breeding and Development Fund New York State Unified Court System _ * New York State Urban Development Corporation * Newark Housing Authority * Newark Valley Central School District * Niagara Falls Housing Authority * Niagara Falls Water Board Niagara Wheatfield Central School District Northeast Bradford School District Northern Tier Career Center ' * Ogdensburg Bridge and Port Authority Ontario County Industrial Development Agency l * Orleans County Industrial Development Agency * Oysterponds Union Free School District I Pine Hill Fire District No. 5 _ Quassaick Bridge Fire District Remsenburg-Speonk Union Free School District * Rhinebeck Central School District * Rhode Island Housing * Audit conducted in compliance with the provisions of Office of Management and Budget(OMB) Uniform Administrative Requirements Cost Principles and Audit Requirements for Federal Awards (formerly OMB Circular A-133). PARTIAL LISTING OF GOVERNMENTAL ORGANIZATIONS WHICH ARE OUR CLIENTS F 1 _ Ridge Culver Fire District * Rome Housing Authority * Rockville Centre Union Free School District _ * Roosevelt Island Operating Corporation * Roosevelt Union Free School District - * St. Johnsville Housing Authority * Sachem Central School District Sales Tax Asset Receivable Corporation * Sayre Area School District Sayre Public Library ` * Scarsdale Union Free School District * Seneca Nation Housing Authority South Waverly Municipal Authority * Southern Tioga School District j Starpoint Central School District Steuben County Economic Development Corporation Steuben County Industrial Development Agency Suffolk County 401(a)Terminal Pay Plan Suffolk County Department of Public Works r * Syracuse Housing Authority * Three Village Central School District Tobacco Settlement Financing Corporation * Towanda Area School District Town of Alexandria — Town of Bergen Town of Canandaigua * Town of Campbell Fr Town of Clarkson ' * Town of Cortlandt Town of Elmira 1 _? Town of Erwin Town of Gates * Town of Hannibal F Town of Lumberland * Town of Malta FTown of Milton Town of Parma Audit conducted in compliance with the provisions of Office of Management and OMB Budget Uniform g (OMB) Administrative Requirements Cost Principles and Audit Requirements for Federal Awards (formerly OMB Circular A-133). I r f PARTIAL LISTING OF GOVERNMENTAL ORGANIZATIONS WHICH ARE OUR CLIENTS F Town of Patterson Town of Plattsburgh * Town of Sterling f- * Town of Southeast Town of Ulster * Town of Webb Town of Woodhull * Ulster County Community College University at Albany Athletics Department Valley Joint Sewer Authority * Vernon-Verona-Sherrill Central School District Village of Arkport Village of Bergen Village of Bloomfield Village of Canajoharie Village of Clayton Village of Cold Spring * Village of Delhi * Village of Greenwich i Village of Montebello Village of Warwick Walworth Fire District No. 1 Washingtonville Central School District Water Authority of Great Neck North * Watershed Agricultural Council of the New York City Watersheds, Inc. * Watertown Housing Authority Wayne County Civic Facility Development Corporation Wayne County Industrial Development Agency i--' West Genesee Central School District * William Floyd Union Free School District Williamsville Central School District Wilton Fire District 17 Wyalusing Municipal Authority i „ * Audit conducted in compliance with the provisions of Office of Management and Budget(OMB) Uniform Administrative Requirements Cost Principles and Audit Requirements for Federal Awards I� (formerly OMB Circular A-133). J�a I s i r , 1 i ly Appendix C Peer Review Letter I ' {r a : C ' i Rawl s� Audit & Attestation Coh�ulting- -11. Planning (i 0_0 n .1)2,;rg c) f ice ll. Q f f i cc Charles A, D v I it v,i n C P A Kay I S t it e in v i z CPA, J li ULE TUT Z I Jefficy P Anzovino, CPA, N'i S A Daniel W. Wjlkins, CPA Joseph 13 Pettillo, CPA & CnMPANY, LLP Stacey A Sanders, CPA, CS1.,11 Lira M Altschatlt, CPA Report on the Firm's System of Quality(,oliti-ol To the Partners of EFPR Group, LLP and the National Peer Review Committee We have reviewed the system of quality control for the accounting and auditing,practice of F..I'.PP, Group, LLP(the r1l,m) in effect for the year ended November 30, 2016. Our,peer review Nvas conducted in accordance with the Standards for Performing and Reporting on Peer Revie�%,s established by the Peer Review Board of the American Institute of Certified Public Accountants(Standards). A summary of the nature, objectives, scope, limitations of, and the procedures performed in a System Review as described in the Standards may be found at www.aicl)a.org/Ti-suiiiiiiai-y. The SUIllinary also includes all explanation of flow engagements identified as not performed or reported in conformity with applicable professional standards, if any. are evaluated by a peer reviewer to dOCI-Illine a Peet-review rating. Firm's Responsibility F The firm is responsible for designing system of quality control and complying with it to provide the firm with reasonable assurance of performing and reporting in conformity with applicable professional standards in all material respects. The __J firril is also responsible for evaluating actions to promptly remediate engagements deemed as riot performed or reported in l conformity with professional standards,when appropriate, and for remediating weaknesses in its system of duality control, if any. Peer Reviewer's Responsibility, Our responsibility is to express an opinion on the design of the system of quality control and the firm's compliance therewith based on our review. Require(]Selections and Considerations Eng .agements selected for review included engagements performed under Government Aucifflng Stun(larcls. including compliance audits Linder Single Audit Act, audits of employee benel'it plans and an examination of service organizations (Service Organization Control SOC I)engagement. As a part of our peer review, we considered reviews by regulatory entities as c()m rn Lill icated by the firm, if applicable, in determining the nature and extent of our procedures. Opinion In our Opinion, the system Of quality control for the accounting and auditing practice ofEFPR Group. LLP in effect for the year ended November 30, 2016, has been suitably designed and complied with to provide the firm with reasonable assurance of performing and reporting in conformity with applicable professional standards in all material respects. Firins can receive a rating of pass, pass with deficiency(ics)or fail. FTPR Gr6up, LLP has received a peer review rating- of pass. Delp* 4 04t b-A LL L1.11 May 30,2017 -i,.iveyAveiitie,Scute A,(,ieeiiil)tirj.-,,PA15601 // p 72,18388M2 // 1 724-85,3-6500 CPAA1 2403 Sidney Street,Suite)75, Pittsimigh,PA 15203 // p-412-481-1900 II 'PA ASSOCIATES INTERNATIONAL wwwA)eluzictCPA torn i 412-481-1923 RECEIVED JAN 1 1 2018 i ' Southold Town Clerk I � TOWN OF SOUTHOLD PECONIC BAY i COMMUNITY PRESERVATION FUND Proposal to Provide Audit and Related Services Year ended December 31, 2017, and Option years ending December 31, 2018 and 2019 II ' O��g�fPO[�COG y T i I � r i r EFPR Group, CPAs, PLLC —I� Douglas E. Zimmerman, CPA Partner, Chief Operating Officer -I dzimmerman@efprgroup.com January 5, 2018 f l k �AEFPRGRouPCPAsa 6390 Main Street,Suite 200 Williamsville,NY 14221 P 716 634 0700 TF 800 546 7556 F 716 634 0764 W EFPRgroup com ^M January 5, 2018 Ms. Elizabeth A. Neville Town Clerk C_ f Town of Southold 53095 Main Road P.O. Box 1179 Southold, New York 11971 Dear Ms. Neville: We are pleased to submit our proposal to provide audit and related services to the Town of Southold Peconic Bay Community Preservation Fund for the year ended December 31, 2017, and two option years ending December 31, 2018 and 2019. We believe the EFPR Group, CPAs, PLLC is highly qualified to provide audit and related services to the Fund based on: • Our substantial experience with regard to providing audit and related services for over 175 governmental organizations annually. • Our substantial experience providing audit and related services to municipalities, j including the following: is County of Allegany • Town of Lumberland • County of Chemung • Town of Malta • County of Delaware • Town of Milton • County of Lewis • Town of Parma • County of Orleans • Town of Patterson • County of Saratoga • Town of Plattsburgh • City of Amsterdam • Town of Southeast • City of Beacon • Town of Ulster • City of Destin • Town of Webb -' • City of Johnstown • Village of Arkport • City of Mechanicville • Village of Bergen j • Town of Alexandria • Village of Bloomfield • Town of Bergen • Village of Clayton Town of Canandaigua • Village of Cold Spring ( ' • Town of Campbell • Village of Delhi • Town of Cortlandt • Village of Greenwich • Town of Clarkson • Village of Montebello • Town of Elmira • Village of Warwick • Town of Erwin • Borough of Sayre • Town of Gates • Borough of South Waverly • Town of Hannibal • Borough of Wyalusing � I j Ms. Elizabeth A. Neville January 5, 2018 C� • Our substantial experience with regard to providing audit and related services to organizations located on Long Island, including the following: j • East Quogue Union Free School District • Remsenburg-Speonk Union Free School District • Amagansett Union Free School District [ ; • Auxiliary Services Corporation of the College at Old Westbury, Inc. • Brentwood Union Free School District • City of Glen Cove Community Development Agency • City of Glen Cove Community Development Agency Section 8 Housing Choice Voucher Program • City of Glen Cove Industrial Development Agency f • Deferred Compensation Plan of the Employees of the Town of Hempstead • Dental Care Center State University of New York at Stony Brook. • East Hampton Union Free School District 1 • Hempstead Union Free School District __ • Islip Resource Recovery Agency • Oysterponds Union Free School District • Rockville Centre Union Free School District [ ; • Roosevelt Union Free School District • Sachem Central School District • Student Government Association SUNY College at Old Westbury • Suffolk County 401(a)Terminal Pay Plan • Suffolk County Department of Public Works • Three Village Central School District • William Floyd Union Free School District • Our experience with various State agencies, including the following: • New York State Affordable Housing Corporation • New York State Assembly • New York State Bridge Authority • New York State Department of Agriculture and Markets/State Fair - • New York State Department of Transportation • New York State Division of the Budget • New York State Energy Research Development Agency • New York State Executive Chamber • New York State Homeless Housing Assistance Corporation Lr • New York State Insurance Fund New York State Office for People With Developmental Disabilities • New York State Office of Alcoholism and Substance Abuse Services • New York State Office of Children and Family Services l ' New York State Office of General Services • New York State Office of the State Comptroller • New York State Office of Temporary Disability Assistance • New York State Senate • New York State Thoroughbred Breeding and Development Fund • New York State Unified Court System �� • New York State Urban Development Corporation • Our ability to provide quality services on a timely basis for reasonable fees. i �I Ms. Elizabeth A. Neville January 5,2018 i Our depth of experience working with many governmental entities throughout New York State should provide peace of mind that the Fund would be served by a highly competent team of professionals committed to assist in whatever capacity you require. We understand that for our services to be valuable to the Fund, we need to provide more than just financial reporting. At the r EFPR Group, CPAs, PLLC, we take a proactive approach to our client relationships in order to ensure we are anticipating our client's needs before they call on us for assistance. We are available L-' throughout the year to answer questions and address concerns that may arise. We would consider it a distinct privilege to provide professional services as outlined in this proposal or any additional services you desire. Simply put,we want to be your auditors and business consultants. Please contact us if there are any questions regarding this proposal. Ir ; A copy of this letter is enclosed; if the terms of this proposal are satisfactory to you, please sign the copy and return it to me at your convenience. Very truly yours, l EFPR GROUP CPAs,P C eou E. Zimmerman, CPA Partner Chief Operating Officer L rr r� l _ l l_.I FIRM PHILOSOPHY The EFPR Group, CPAs, PLLC was founded on the principle of providing our clients with the same high quality level of service expected from a national firm yet with the dedicated involvement that can only be developed by personal attention. The primary mission of our Firm has always been helping our clients succeed. We are committed to delivering services targeted to each client's critical needs and industry niche. _ KEY CONSIDERATIONS REGARDING THE EFPR GROUP Our Firm has achieved its present position in the accounting profession by providing quality services on a timely basis, for reasonable fees. Accounting firms should be evaluated in light of several important conditions: • The firm's qualifications, experience and its ability to provide auditing, accounting and { consulting services for a reasonable fee. • The firm's ability to assemble and commit a team of professionals experienced in providing audit, accounting and consulting services for governmental organizations. • The firm's involvement of client personnel and active participation and coordination on C a year-round basis. • The firm's commitment to provide services which will contribute to the success of our clients. E In the following paragraphs, we shall demonstrate that the EFPR Group, CPAs, PLLC is the accounting firm best qualified to serve the Town of Southold Peconic Bay Community Preservation DFund. FRESH PERSPECTIVE Changing auditors does not have to be difficult. The professionals at the EFPR Group, CPAs, PLLC are excited about providing the Fund with a fresh perspective on internal controls, compliance risks and other operational matters. As noted throughout our proposal,our objective is to provide value beyond our financial and compliance audits. r-- FIRM QUALIFICATIONS AND EXPERIENCE The EFPR Group, CPAs, PLLC provides audit, accounting and consulting services to over 175 governmental organizations on an annual basis. We also serve more than 400 organizations which require an audit performed in accordance with Government Auditing Standards and over 150 clients that require audits performed in accordance with the provisions of Office of Management and Budget (OMB) Uniform Administration Requirements Cost Principles and Audit Requirements for Federal Awards (formerly OMB Circular A-133). Our Firm employs 200 professionals with 35 partners and directors. The Firm's Government Audit Practice Group consists of 40 highly trained professionals who provide audit and related services to governmental organizations on a year round basis. Our Firm has offices located in Williamsville, Rochester,Albany and Corning, New York. The fieldwork associated with the engagement will be performed at the Town's office located in Southold, New York by the professionals from the Firm's Government Audit Practice Group. Please see Appendix A for detailed resumes of the Firm's key Government Audit Practice Group members and Appendix B for a partial listing of governmental organizations which are our clients. Ell Town of Southold Peconic Bay 1I Community Preservation Fund I , L._ j Our Firm currently provides annual financial statement and single audit services to seven New York State counties and numerous other municipalities throughout New York State on an annual basis. Our audits of these counties are performed in accordance with auditing standards generally accepted in the United States of America, the provisions of Government Auditing Standards, issued by the Comptroller General of the United States, and Office of Management and r_ Budget (OMB) Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards (formerly OMB Circular A-133). As part of these engagements,we issue a report on compliance and internal control over financial reporting. We currently provide financial statement audit, single audit and related services to the following New York State counties: • County of Allegany • County of Lewis • County of Chemung • County of Orleans • County of Delaware • County of Saratoga Our Firm also provides financial statement audit and related services to the following municipalities: • City of Amsterdam • Town of Patterson • City of Beacon • Town of Plattsburgh • City of Destin • Town of Southeast • City of Johnstown • Town of Ulster • City of Mechanicville • Town of Webb* j • Town of Alexandria • Town of Woodhull • Town of Bergen • Village of Arkport • Town of Canandaigua • Village of Bergen • Town of Campbell • Village of Bloomfield • Town of Clarkson • Village of Clayton • Town of Cortlandt • Village of Cold Spring l • Town of Elmira • Village of Delhi • Town of Erwin • Village of Greenwich • Town of Gates • Village of Montebello • Town of Hannibal . Village of Warwick • Town of Lumberland • Borough of Sayre • Town of Milton • Borough of South Waverly C; • Town of Parma • Borough of Wyalusing Our Firm provides audit services to the New York State Urban Development Corporation d/b/a Empire State Development. We perform the annual audit of the general purpose financial statements of the Corporation (a component unit of the State of New York) in accordance with auditing standards generally accepted in the United States of America, the provisions of Government Auditing Standards, issued by the Comptroller General of the United States, and Office of Management and Budget(OMB) Uniform Administrative Requirements Cost Principles and Audit Requirements for Federal Awards(formerly OMB Circular A-133). The Corporation's goal is to create and retain jobs and to reinvigorate economically distressed areas of the State. The Corporation [; administers various economic development programs which provides tax incentives designed to attract new businesses to New York State and to enable existing businesses to expand and create more jobs. The Corporation has over 150 subsidiaries which are Consolidated for financial reporting purposes. Our firm provides audit and related services to various subsidiaries of Empire State Development. Empire State Development has annual revenues in excess of$1.8 billion and assets of more than $17 billion. Town of Southold Peconic Bay C 21 Community Preservation Fund r -' Our Firm provides audit services to the New York State Office of the State Comptroller. We recently performed the audit of the system of internal controls of the New York State Office of the State Comptroller. Our examination was conducted in accordance with Government Auditing Standards, issued by the Comptroller General of the United States and the standards established by the American Institute of Certified Public Accountants and, accordingly, included obtaining an understanding of internal controls,testing and evaluating the design and operating effectiveness of the internal controls, and performing such other procedures as we considered necessary under the circumstances. The Office of the State Comptroller is responsible for paying New York State's bills and payrolls, verifying all financial transactions of the State, reviewing the financial and management practices of State agencies, supervising the fiscal affairs of local governments, investing State funds and issuing bonds and notes and administering the retirement program for the State and most local government employees. In addition to our audit of the system of internal controls of the New York State Office of the State Comptroller, our Firm performs audits in accordance with the "New York State Governmental Accountability Audit and Internal Control Act" of the following New York State Agencies and Departments: • New York State Executive Chamber • New York State Assembly • New York State Division of the Budget • New York State Senate • New York State Unified Court System C' Our Firm provides audit services to the City of Glen Cove Industrial Development Agency. We perform the annual audit of the financial statements in accordance with auditing standards generally accepted in the United States of America, the provisions of Government Auditing Standards, issued by the Comptroller General of the United States, and Office of Management and Budget (OMB) Uniform Administration Requirements, Cost Principles and Audit Requirements for Federal Awards (formerly OMB Circular A-133). As part of this engagement, we also perform the C annual audit of the financial statements of the Glen Cove Community Development Agency in accordance with auditing standards generally accepted in the United States of America, the provisions of Government Auditing Standards, issued by the Comptroller General of the United States and Office of Management and Budget (OMB) Uniform Administration Requirements, Cost Principles and Audit Requirements for Federal Awards (formerly OMB Circular A-133). We also perform the annual audit of the financial statements of The City of Glen Cove Community Development Agency Section 8 Housing Choice Voucher Program in accordance with auditing standards generally accepted in the United States of America, the provisions of Government Auditing Standards, issued by the Comptroller General of the United States, and Office of Management and Budget (OMB) Uniform Administration Requirements Cost Principles and Audit Requirements for Federal Awards (formerly OMB Circular A-133). F1 Our Firm provides audit services to County of Orleans Industrial Development Agency. We perform the annual audit of the financial statements in accordance with auditing standards generally accepted in the United States of America, the provisions of Government Auditing Standards, issued by the Comptroller General of the United States, and Office of Management and Budget (OMB) Uniform Administration Requirements Cost Principles and Audit Requirements for Federal Awards (formerly OMB Circular A-133). As part of this engagement, we also perform the annual audit of the financial statements of the Orleans County Local Development Corporation in accordance with auditing standards generally accepted in the United States of America and the provisions of Government Auditing Standards, issued by the Comptroller General of the United States. Town of Southold Peconic Bay 31 Community Preservation Fund I Our Firm provides audit services to the Warren County Local Development Corporation. We perform the annual audit of the financial statements in accordance with auditing standards generally accepted in the United States of America, the provisions of Government Auditing Standards, issued by the Comptroller General of the United States, and Office of Management and Budget (OMB) Uniform Administration Requirements, Cost Principles and Audit Requirements for Federal Awards (formerly OMB Circular A-133). Our Firm provides audit services to The Cheektowaga Economic Development Corporation. We perform the annual audit of the financial statements in accordance with auditing standards generally accepted in the United States of America, the provisions of Government Auditing Standards, issued by the Comptroller General of the United States, and Office of Management and Budget (OMB) Uniform Administration Requirements, Cost Principles and Audit Requirements for Federal Awards (formerly OMB Circular A-133). Quality Assurance Peer Review The EFPR Group, CPAs, PLLC retains an independent accounting firm to conduct a review of its system of quality control every three years in accordance with the rigorous standards of the American Institute of Certified Public Accountants. In May 2017, our Firm successfully completed [; the most recent peer review of its accounting and auditing practice. The review determined that the Firm complies with the stringent quality control standards set by the American Institute of Certified Public Accountants. Our Firm has received the highest rating possible (pass)with no letter of comments being required in each of its last nine peer reviews. According to the peer review team, less than one percent of the firms in the nation achieve this level of excellence. We believe that this attests to our commitment to quality. Peer reviews, which are performed every three �{ years, are required of all CPA firms and are conducted in accordance with rules issued by the American Institute of Certified Public Accountants. (See Appendix C for a copy of the report issued in connection with our most recent peer review.) BDO Alliance USA We are an independent member of the BDO Alliance USA, a nationwide association of independently owned local and regional accounting, consulting and service firms with similar client service goals. By supplementing our services,the BDO Alliance USA allows us to: • Enhance our client services and broaden our capabilities overall • Expand our domestic and international coverage • Gain greater technical knowledge in specialty areas • Utilize professionals with experience in a wide range of industries �' • Access the most up-to-date technical information • Participate in the latest training programs • Utilize state of-the-art, customized computer systems • Provide our clients with key contacts and sophisticated professionals throughout the U.S. The BDO Alliance USA brings us the necessary tools to help us better serve our clients with greater flexibility, efficiency and cost effectiveness. Government Audit Quality Center We are also a member of the American Institute of Certified Public Accountants Government Audit Quality Control Center(GAQC). The GAQC promotes the importance of quality governmental audits and the value of such audits to purchasers of governmental audit services. As members, we have access to the latest developments in accounting,auditing,and the various rules and regulations that affect governmental audits. We also receive periodic updates on current issues through news alerts and Webcasts. We are proud of the quality of our work and in order to ensure that this high Town of Southold Peconic Bay 41 Community Preservation Fund r level of quality is maintained,we have established a comprehensive quality assurance program. The program starts with hiring the best people available and continues with extensive continuing education, an annual minimum of 40 hours per staff member. Our involvement in the GAQC is �; optional, but indicates a level of commitment above non-member Certified Public Accounting firms. Our participation requires that our firm and personnel attain additional continuing professional education on an annual basis. PARTNER, MANAGER AND SUPERVISORY STAFF QUALIFICATIONS AND EXPERIENCE Achieving our present position in the profession has come as a result of being responsive to the needs of our clients. A combination of a coordinated team approach and up-to-date knowledge allows for the most efficient approach to providing comprehensive professional services. Accordingly,we will assemble an engagement team that will include audit personnel with extensive ._' government audit experience. The key individuals available to be assigned to these engagements and their roles are as follows: Douglas E. Zimmerman, CPA will serve as the engagement quality control review partner. Doug will provide a secondary review of all deliverables and critical engagement decisions and will be available throughout the engagement to consult and review on any auditing and accounting questions that may arise. He has over 30 years of public accounting experience and currently functions as a partner and Chief Operating Officer in the Firm. He has extensive (^ experience in providing audit, accounting and consulting services for numerous governmental organizations. Doug is licensed in New York State as a Certified Public Accountant. Ir Joseph J. Kehm, CPA, CGMA will serve as the engagement partner in charge of our relationship with the Town of Southold Peconic Bay Community Preservation Fund. Joe will oversee all services provided and ensure that they are delivered in a timely and efficient �I manner. He will be responsible for all matters concerning accounting policy, participate in the planning phases of our engagement, review all working papers and reports prepared, and attend meetings with management and the Board. He has over 36 years of public accounting experience. He currently functions as a partner in the Firm and has extensive experience in providing audit, accounting and consulting services for numerous governmental organizations. Joe is licensed in New York State as a Certified Public Accountant. Trevor J. Barrett will serve as a senior accountant on this engagement. He has extensive experience in providing audit, accounting and consulting services for numerous L governmental organizations. Continuing Professional Education With regard to continuing professional education (CPE), each of our staff members is required to complete an annual minimum of 40 hours of CPE programs approved by the American Institute of Certified Public Accountants. Additionally, since we perform audits in accordance with generally accepted Government Auditing Standards (GAGAS) (over 400 each year), our staff members must complete at least 24 of the 80 hours (over a two-year period) of CPE in subjects F", directly related to the government environment and government auditing. Due to the substantial volume of governmental audits performed,our Firm continually monitors staff CPE compliance with the GAGAS requirements. All of the individuals listed above are in compliance with the CPE [1 requirements. Town of Southold Peconic Bay 51 Community Preservation Fund I AUDIT APPROACH Our audits are made in accordance with auditing standards generally accepted in the United States of America and, accordingly, include such tests of the accounting records and other auditing procedures as we consider necessary and appropriate in order to express an opinion on the financial _f statements. Although audits conducted by different firms should all comply with certain professional requirements and thus might appear identical in nature, you should distinguish individual firms by at least two key factors: 1. The extent to which the firm understands or expands its understanding of your organization in advance of the audit and tailors its auditing procedures to the conditions and needs of the Fund. 2. The pertinent skills and processes the auditor can bring to bear upon the engagement to ensure an effective and efficient audit. Transition from Current Auditor Changing auditors for the Fund should not be a difficult task. Fortunately, your proposed engagement team has had many opportunities over the years to step in as the new auditor. This C' experience helps ensure that the transition goes as smoothly as possible. From communicating with the predecessor auditor, reviewing their work papers, documenting and understanding your business processes,we will focus on minimizing the challenges that sometimes come with an auditor F,' change. We will obtain as much information as possible from your predecessor auditor and then assemble a list of any items needed from the Fund's management,along with mutually agreed-upon response dates. Our objective as your professional service provider will be to front load as much F11 work as possible, including our transition as your external auditor. Because of your engagement team's experience with governmental organizations, our engagement team will hit the ground (� running, resulting in minimal disruption to your day-to-day operations. Financial Statement Audit Audit examinations performed by our Firm are conducted from a risk-based approach. This approach yields two major benefits: • Maximization of understanding of the Fund's operating environment, and • Minimization of audit time by starting with broad considerations and narrowing to FJ, specific audit-objectives in critical areas. The audit of the financial statements of the Town of Southold Peconic Bay Community Preservation Fund will consist of the following four phases: ` • Planning • Systems evaluation F • Testing • Reporting • Planning is the first step in the audit engagement and provides the foundation for the direction of the audit. This phase of the audit involves meeting with the Audit f Committee and management of the Fund to clearly identify the lines of communication, perform the risk analysis, discuss the audit scope and concerns and set expectations. While facilitating an understanding between our firm and the Fund, we highlight areas, which will receive emphasis during our audit. This type of analytical review process permits identification of critical areas. As a result, r appropriate audit procedures are focused therein. L! r-- Town of Southold Peconic Bay t . 61 Community Preservation Fund I� • Systems Evaluation consists of the following steps: - A review of internal control systems of the Fund; - A review of the information technology systems utilized by the Fund to prepare its accounting records and monitor compliance with regulatory requirements; - An identification of control strengths and weaknesses in management and accounting controls; and - The development of a tailored audit program to be responsive to the Fund's concerns and reflective of the internal control system. • Testing is the largest part of the audit process and includes both compliance test of internal controls and regulatory requirements and substantive test of the Fund's financial data. The EFPR Group, CPAs, PLLC uses sampling in selecting items for examination by compliance and/or substantive tests where it is determined to be cost beneficial to sample the population. Our Firm has an Audit and Accounting Manual which contains procedures for the control and evaluation of sampling risk, selection of samples, and evaluation of sample results. Audit sampling will normally be used to perform the following tests: • Substantive tests as part of the audit of the Fund's basic financial statements; • Compliance tests to provide reasonable assurance that internal control (accounting and administrative)procedures used are being applied as prescribed; and • Substantive tests of compliance with laws and regulations as part of the audit of the basic financial statements. • Reporting is completed at the conclusion of the audit process. This phase will include the preparation of the draft financial statements and management letter. Management of the Fund will be provided drafts of all reports. These drafts will be - reviewed in detail and any questions or concerns of management will be appropriately addressed. Reports will only be finalized after approval of management and the Audit Committee of the Fund. As part of our risk assessment procedures of the Fund, we review and document the five components of internal control. A description of the components of internal control is as follows: • Control environment sets the tone of an organization influencing the control consciousness of its people. It is the foundation for all other components of internal control, providing discipline and structure. • Risk assessment is the entity's identification and analysis of relevant risks to the achievement of its objectives. This forms a basis for determining how the risks should be managed. • Control activities are the policies and procedures that help to ensure that management's [; directives are carried out. • Information and communication are the means to identify, capture, and exchange information in a form and time frame that enable people to carry out their responsibilities. • Monitoring is the process that assesses the quality of internal control performance over time. Town of Southold Peconic Bay 71 Community Preservation Fund i r'- • Monitoring is the process that assesses the quality of internal control performance over time. Reporting to the Board As required by professional standards, we will ensure that the Town Board will be informed of the following: • The Auditors' responsibility under auditing standards generally accepted in the United States of America • Significant accounting policies • Management judgments and accounting estimates • Significant audit adjustments {�; • Other information in documents containing audited financial statements • Disagreements with management • Management consultation with other accountants • Major issues discussed with management prior to retention • Difficulties encountered in performing the audit • Any other matter which may be important to the fair presentation of the Fund's financial statements SCOPE OF SERVICES The following is an outline of the services to be provided to the Town of Southold Peconic - Bay Community Preservation Fund for the year ended December 31, 2017, and two option years ending December 31, 2018 and 2019: _i • Audit the financial statements in accordance with auditing standards generally accepted in the United States of America.The primary purpose of this audit is the expression of an opinion as to the fair presentation of the financial statements in conformity with I accounting principles generally accepted in the United States of America. • Prepare a letter to management detailing comments and suggestions for improvements in internal controls or general management techniques that come to our attention during �- the audit. We will review and explain all observations and recommendations so that appropriate changes may be implemented. �._ TIMING AND COST Upon receiving notice of appointment as auditors, we will meet with you and establish a definite time program for the performance of services. The time program will be established in such a way to insure that work is efficient and structured in such a way as to avoid disrupting the day-to- day routine duties of your staff. Fees are based upon the actual time spent on the engagement and the qualifications of personnel assigned. On the basis of our extensive experience with other governmental organizations similar to yours,we have determined the fees for the aforementioned services for the year ended December 31, 2017, and two option years ending December 31, 2018 and 2019 to be as follows: December 31, 2017 $ 6,900 December 31, 2018 7,100 December 31, 2019 7,300 Town of Southold Peconic Bay 81 Community Preservation Fund OTHER SIGNIFICANT INFORMATION • Experience-Since the EFPR Group,CPAs,PLLC"specializes"in providing audit and related services to governmental organizations, our field staff is experienced in providing such services. • Technology- All of our field staff are equipped with laptop computers and have access to various software packages and databases (e.g. data extraction software, flowchart software, Microsoft Office, etc.) and other electronic means to ensure that the audit is performed in the most efficient manner. • Continuing Education - With regard to continuing professional education, each of our 1 I staff members is required to complete an annual minimum of 40 hours of continuing �._ education programs approved by the American Institute of Certified Public Accountants. Additionally, since we perform audits in accordance with Government Auditing Standards (over 400 each year), our staff members must complete at least 24 of the 80 hours(over a two-year period) of continuing education in subjects directly related to the government environment and government auditing. r • Affirmative Action - The EFPR Group, CPAs, PLLC is an equal opportunity employer and as such possesses a firm commitment to affirmative action and to hiring only the best- qualified candidates regardless of gender or ethnic origin. Our Firm does not discriminate against any employee or applicant for employment because of race, creed, color, national origin, sex, age, disability or marital status. Ci We would consider it a distinct privilege to provide professional services as outlined in this letter or any additional services you may desire. Please contact us if there are any questions regarding this letter. A copy of this letter is enclosed; if the terms of this proposal are satisfactory to you please sign the copy and return it to me at your convenience. Ls ACCEPTED: r i EFPR GROUP, CPAs, PLLC TOWN OF SOUTHOLD PECONIC BAY COMMUNITY PRESERVATION FUND By: �P- By: F ouglas,F ?immerman, CPA PartT&" Chief Operating Officer Date:January 5, 2018 Date: Town of Southold Peconic Bay 91 Community Preservation Fund Appendix A Detailed Resumes of Key Members of the T Firm's Government Audit Practice Group r � J" I f � t _ �t �i I w VEFPRGRoUR 1- Certified Public Accountants Douglas E. Zimmerman, CPA Partner, Chief Operating Officer ` Doug has over 30 years of public accounting experience. He currently " Eii ;s functions as a Partner and Chief Operating Officer of the EFPR Group, `.: CPAs, PLLC and has responsibility for providing audit, accounting and ,.3. consulting services for numerous governmental organizations. Doug received a Bachelor of Science degree in Accounting from State University of New York College at Geneseo in 1986. He was licensed in New York State as a Certified Public Accountant in 1989 and in the t �. State of Florida in 2015. PRACTICE AREAS Governmental Accounting Professional Affiliations and Community Affiliations Higher Education American Institute of Certified Public Accountants (AICPA) Nonprofit New York State Society of Certified Public Accountants (NYSSCPA) BDO Alliance USA EDUCATION j, SUNY Geneseo—B.S., Accounting, 1986 CONTACT PHONE (716) 634-0700 FAx (716) 634-0764 E-MAIL Z--' dzimmerman@efprgroup.com r`- � u � r I EFPR GROUP,CPAs,PLLC �'; Certified Public Accountants I Business Consultants F D EFPRGRoU-R Certified Public Accountants F-r Joseph M. Klimek, CPA _ Partner Joe has over 36 years of public accounting experience. He currently functions as a Partner of the Firm and has responsibility for providing v audit, accounting and consulting services for numerous governmental organizations. Joe received a Bachelor of Science degree in Accounting from State r . University of New York College at Buffalo in 1979. He was licensed in New York State as a Certified Public Accountant in 1983. PRACTICE AREAS Professional Affiliations and Community Affiliations Governmental Accounting American Institute of Certified Public Accountants (AICPA) Higher Education �4 New York State Society of Certified Public Accountants (NYSSCPA) Nonprofit *serves on the Government Accounting and Audit Committee — Government Finance Officers Association EDUCATION a BDO Alliance USA SUNY Buffalo—B.S., Accounting, 1979 F CONTACT PHONE (716) 634-0700 FAx (716) 634-0764 E-MAIL ' iklimek@efprgroup.com t r- 1 '1 �4 L EFPR GROUP,CPAs,PLLC Certified Public Accountants I Business Consultants 4 � i EFPR t GROUR Certified Public Accountants ti - Joseph J. Kehm, CPA, CGMA Partner i7 d 999 Joe has over 36 years of public accounting experience. He currently functions as a Partner of the Firm and has responsibility for providing = �. audit, accounting and consulting services for numerous governmental organizations. Joe received a Bachelor of Science degree in Accounting from St. John Fisher College in 1980. He was licensed in New York State as a Certified Public Accountant in 1982 and the State of Virginia in 2004. He is also a Chartered Global Management Accountant. PRACTICE AREAS Governmental Accounting # Professional Affiliations and Community Affiliations Higher Education 1� American Institute of Certified Public Accountants (AICPA) Nonprofit Virginia Society of Certified Public Accountants —, New York State Association of School Business Officials EDUCATION N Government Finance Officers Association St.John Fisher College—B.S., BDO Alliance USA Accounting, 1980, Magna Cum — Laude CONTACT PHONE (585) 340-5178 Ir FAx (585) 340-5278 — E-MAIL ikehm@efpr�roup.com I ' � y EFPR GROUP,CPAs,PLLC ' Certified Public Accountants I Business Consultants D ,EFPRGRoUR Certified Public Accountants i I ' David S. Gabel, CPA f Director Dave has over 28 years of public accounting experience. He currently ; I functions as a Director of the Firm and has responsibility for providing 1 audit, accounting and consulting services for numerous governmental organizations. Dave received a Bachelor of Science degree in Accounting from State - University of New York College at Fredonia in 1988. He was licensed in New York State as a Certified Public Accountant in 1990. ! ' PRACTICE AREAS ' Professional Affiliations and Community Affiliations Government - American Institute of Certified Public Accountants (AICPA) Nonprofit I New York State Society of Certified Public Accountants (NYSSCPA) Construction and Real Estate BDO Alliance USA EDUCATION SUNY Fredonia—B.S., Accounting, '_r 1988 CONTACT PHONE (716) 634-0700 FAx (716) 634-0764 E-MAIL - dgabel@efprgroup.com F' � f t r s EFPR GROUP,CPAs,PLLC Certified Public Accountants I Business Consultants r � VEFPRGRoUR Certified Public Accountants l_- Kristie M. Beach, CPA Director 1 Kristie has over 13 years of public accounting experience. She currently functions as a Director of the Firm and has responsibility for providing audit, accounting and consulting services for numerous ' governmental organizations. a .. Kristie received a Bachelor of Science degree in Accounting from State h'a„ University of New York College at Geneseo. She was licensed in NewR, York State as a Certified Public Accountant in 2006. PRACTICE AREAS { t Professional Affiliations and Community Affiliations Governmental Accounting American Institute of Certified Public Accountants (AICPA) Nonprofit New York State Society of Certified Public Accountants (NYSSCPA) -- Rochester Hearing and Speech Center, Chair of the Board of Directors, EDUCATION Geneseo—B.S., Accounting - . Executive Committee Member and Finance Committee Member R Al Sigl Community of Agencies, Board Member and Audit Committee CONTACT Chair Geneseo Alumni Connections Council PHONE (585) 340-5144 FAx (585) 340-5244 __ E-MAIL kbeach@efprgroupcom I ° i' ly EFPR GROUP,CPAs,PLLC Certified Public Accountants I Business Consultants YEFPRGROUR Certified Public Accountants --Ir- l - Brent M. Jensen, CPA Director Yr, Brent has over 10 years of public accounting experience. He currently ji functions as a Director of the Firm and has responsibility for providing audit, accounting and consulting services for numerous governmental organizations. �' Brent received a Bachelor of Science degree in Accounting from State University of New York College at Buffalo in 2006. He was licensed in New York State as a Certified Public Accountant in 2013. PRACTICE AREAS Professional Affiliations and Community Affiliations Governmental Accounting i American Institute of Certified Public Accountants (AICPA) Higher Education New York State Society of Certified Public Accountants (NYSSCPA) EDUCATION Y BDO Alliance USA SUNY Buffalo—B.S., Accounting, 2006 CONTACT PHONE (716) 634-0700 FAx (716) 634-0764 E-MAIL biensen@efprgroup.com I � i i wl EFPR GROUP,CPAs,PLLC Certified Public Accountants I Business Consultants YEFPRGRoUR Certified Public Accountants ii i John S. Costilow, CPA ( � Manager John has over 10 years of public accounting experience. He currently '` r functions as a Manager of the Firm and has responsibility for providing j1 audit, accounting and consulting services for numerous governmental organizations. 11 ! i John received a Bachelor of Science degree in Accounting from State University of New York College at Buffalo in 2006. He was licensed in New York State as a Certified Public Accountant in 2008. PRACTICE AREAS Professional Affiliations and Community Affiliations Governmental Accounting American Institute of Certified Public Accountants (AICPA) Higher Education New York State Society of Certified Public Accountants (NYSSCPA) BDO Alliance USA EDUCATION SUNY Buffalo—B.S., Accounting, 2006 CONTACT PHONE (716) 634-0700 FAx (716) 634-0764 E-MAIL icostilow@efprgroup.com i ' I4 I ' EFPR GROUP,CPAs,PLLC Certified Public Accountants I Business Consultants k COO EFPRGROUR Certified Public Accountants Thomas E. Smith, CPA ( ; Manager Tom has over five years of public accounting experience. He currently = functions as a Manager of the Firm and has responsibility for providing =k _` audit, accounting and consulting services for numerous governmental ' - organizations. Tom received a Bachelor of Science degree in Accounting from State I- University of New York College at Buffalo in 2011 and a Master of Business Administration degree in Accounting from State University of New York College at Buffalo in 2012. He was licensed in New York PRACTICE AREAS - State as a Certified Public Accountant in 2014. Governmental Accounting - Higher Education Professional Affiliations and Community Affiliations American Institute of Certified Public Accountants (AICPA) EDUCATION New York State Society of Certified Public Accountants (NYSSCPA) SUNY Buffalo—B.S., Accounting, j BDO Alliance USA 2011 SUNY Buffalo- M.B.A., Accounting, 2012 CONTACT PHONE (716) 634-0700 FAx (716) 634-0764 E-MAIL is m ithts m ith @ efprgro up.co m SII � I I � II i EFPR GROUP,CPAs,PLLC Certified Public Accountants I Business Consultants C10 ,EEPR R G OUP Certified Public Accountants Trevor J. Barrett Senior� Accountant .. w Trevor has over two years of public accounting experience. He % , o �� currently functions as a senior accountant of the Firm and has responsibility for providing audit, accounting and consulting services Y' for numerous governmental organizations. I Trevor received a Bachelor of Science degree in Accounting from Medaille College in 2014. PRACTICE AREAS Governmental Accounting r- EDUCATION Medaille College—B.S., Accounting, 2014 CONTACT PHONE (716) 634-0700 FAx (716) 634-0764 E-MAIL i ' tbarrett@efpreroup.com i ' _ EFPR GROUP,CPAs,PLLC Certified Public Accountants I Business Consultants 1 I I �r- I I ' Appendix 6 Partial Government Client List 1 T- t I ' 1 PARTIAL LISTING OF GOVERNMENTAL ORGANIZATIONS WHICH ARE OUR CLIENTS Amagansett Union Free School District * Amsterdam Housing Authority * Athens Area School District Barnard Fire District * Berkshire Union Free School District * BLaST Intermediate Unit 17 Blind Brook-Rye Union Free School District l . Borough of Sayre Borough of South Waverly Borough of Wyalusing * Brentwood Union Free School District Brighton Fire District Broome County Tobacco Asset Securitization Corporation Carmel Central School District { * Canton Area School District Cayuga County Health Insurance Consortium Cayuga Tobacco Asset Securitization Corporation 1 � Central Falls School District Chemung County Capital Resource Corporation Chemung Tobacco Asset Securitization Corporation t. * City of Amsterdam * City of Beacon City of Buffalo Police Department City of Buffalo Urban Renewal Agency r} * City of Destin City of Dunkirk Housing Authority City of Johnstown * City of Mechanicville City of Oneonta Housing Authority City University of New York (CONY) i * County of Allegany * County of Chemung ( * County of Delaware County of Lewis * County of Madison f * County of Orleans * County of Saratoga * Audit conducted in compliance with the provisions of Office of Management and Budget(OMB)Uniform Administrative Requirements,Cost Principles and Audit Requirements for Federal Awards I , (formerly OMB Circular A-133). PARTIAL LISTING OF GOVERNMENTAL ORGANIZATIONS WHICH ARE OUR CLIENTS Deferred Compensation Plan for the Employees of Delaware County Deferred Compensation Plan for the Employees of Erie County Deferred Compensation Plan for the Employees of Lewis County Deferred Compensation Plan for the Employees of Ontario County jDeferred Compensation Plan for the Employees of the Town of Bethlehem Deferred Compensation Plan for the Employees of the Town of Huntington Dental Care Center State University of New York at Stony Brook East Hampton Union Free School District * East Quogue Union Free School District * Empire State Development Corporation Fire District No. 1-Town of Elmira Fire District No. 3 of the Town of Plattsburgh Genesee Tobacco Asset Securitization Corporation * Geneva Housing Authority * Glen Cove Industrial Development Agency * Glen Cove Community Development Agency GLOW Region Solid Waste Management Greenwood Lake Joint Fire District HealthSource RI Trust Harlem Community Development Corporation * Hempstead Union Free School District _ Henrietta Fire District f * Herkimer Housing Authority * Hudson River Park Trust * Ilion Housing Authority Islip Resource Recovery Agency * Ithaca Housing Authority LeRoy Fire District - Livingston County Capital Resource Corporation Livingston County Development Corporation Livingston County Industrial Development Agency * Lower Manhattan Development Corporation r Monroe County Soil and Water Conservation District New York City Department for the Aging New York City Department of Citywide Administrative Services New York City Human Resources Administration i New York City Tax Lien Trusts (five trusts) * Audit conducted in compliance with the provisions of Office of Management and Budget(OMB)Uniform Administrative Requirements,Cost Principles and Audit Requirements for Federal Awards i (formerly OMB Circular A-133). I PARTIAL LISTING OF GOVERNMENTAL ORGANIZATIONS WHICH ARE OUR CLIENTS * New York Convention Center Development Corporation New York State Dairy Promotion Order * New York Empowerment Zone Corporation r * New York Job Development Authority New York State Assembly New York State Affordable Housing Corporation New York State Bridge Authority New York State Department of Transportation New York State Division of the Budget New York State Executive Chamber New York State Fair New York State Homeless Housing Assistance Corporation New York State Legislative Bill Drafting Commission New York State Office for People With Developmental Disabilities New York State Office of Alcoholism and Substance Abuse Services { New York State Office of the State Comptroller New York State Office of General Services New York State Senate New York State Thoroughbred Breeding and Development Fund New York State Unified Court System New York State Urban Development Corporation * Newark Housing Authority * Newark Valley Central School District ` * Niagara Falls Housing Authority * Niagara Falls Water Board Niagara Wheatfield Central School District Northeast Bradford School District r Northern Tier Career Center * Ogdensburg Bridge and Port Authority Ontario County Industrial Development Agency * Orleans County Industrial Development Agency * Oysterponds Union Free School District f Pine Hill Fire District No. S _ Quassaick Bridge Fire District Remsenburg-Speonk Union Free School District * Rhinebeck Central School District Rhode Island Housing Audit conducted in compliance with the provisions of Office of Management and Budget(OMB)Uniform Administrative Requirements,Cost Principles and Audit Requirements for Federal Awards (formerly OMB Circular A-133). i PARTIAL LISTING OF GOVERNMENTAL ORGANIZATIONS WHICH ARE OUR CLIENTS Ridge Culver Fire District fr * Rome Housing Authority Rockville Centre Union Free School District * Roosevelt Island Operating Corporation { * Roosevelt Union Free School District * St.Johnsville Housing Authority Sachem Central School District I Sales Tax Asset Receivable Corporation * Sayre Area School District Sayre Public Library * Scarsdale Union Free School District r7 Seneca Nation Housing Authority South Waverly Municipal Authority * Southern Tioga School District Starpoint Central School District Steuben County Economic Development Corporation Steuben County Industrial Development Agency [ Suffolk County 401(a)Terminal Pay Plan Suffolk County Department of Public Works * Syracuse Housing Authority * Three Village Central School District Tobacco Settlement Financing Corporation * Towanda Area School District Town of Alexandria Town of Bergen Town of Canandaigua * Town of Campbell Town of Clarkson * Town of Cortlandt Town of Elmira Town of Erwin Town of Gates Town of Hannibal Town of Lumberland * Town of Malta Town of Milton Town of Parma I . * Audit conducted in compliance with the provisions of Office of Management and Budget(OMB)Uniform Administrative Requirements Cost Principles and Audit Requirements for Federal Awards (formerly OMB Circular A-133). PARTIAL LISTING OF GOVERNMENTAL ORGANIZATIONS WHICH ARE OUR CLIENTS f` !I Town of Patterson Town of Plattsburgh * Town of Sterling * Town of Southeast Town of Ulster Town of Webb * Town of Woodhull * Ulster County Community College University at Albany Athletics Department Valley Joint Sewer Authority * Vernon-Verona-Sherrill Central School District Village of Arkport Village of Bergen Village of Bloomfield Village of Canajoharie Village of Clayton r Village of Cold Spring * Village of Delhi * Village of Greenwich �- Village of Montebello i. Village of Warwick Walworth Fire District No. 1 Washingtonville Central School District '- Water Authority of Great Neck North Watershed Agricultural Council of the New York City Watersheds, Inc. Watertown Housing Authority Wayne County Civic Facility Development Corporation I Wayne County Industrial Development Agency + West Genesee Central School District * William Floyd Union Free School District Williamsville Central School District Wilton Fire District - Wyalusing Municipal Authority 4 * Audit conducted in compliance with the provisions of Office of Management and Budget(OMB) Uniform t� Administrative Requirements Cost Principles and Audit Requirements for Federal Awards II (formerly OMB Circular A-133). Appendix C Peer Review Letter F x A Vdit & A tte.statFo,n 6-6tisultin q PJan.ning �j U _LIA_r'g-__0 J f,i_r NhaCtttl. 0,fj I r,f ChI r I e s A. 1)e I it v i o CPA 1� t o 11 e III V I z CPA, 11) LUEy P. A ri CPA, 1A S A Da 11 1 v I W Wilkus, CPA LUZ100P r, Petr II Ie) (SPA t1zz COMPANY, LLP Starry A S a n d t?r r, CPA, C S E I 1,1 sa M. A I t 11 j i I I, CPA Report on the Firm's System of Qu.ali!y Control To the Partners of EFPR Group, UP and the National Peer Review C'011111littee We have reviewed the system of quality control for the accounting and auditing practice of FFPR Group, LLP(tile Firm) in effect for the year ended November 30. 2016. Our peer review was conducted in accordance with the Standards for Performing and Reporting on Peer Reviews established by the Peer Review Board of the American Institute ol'Certified Public Accountants(Standards). A summary of the nature, objectives, scope, limitations Of. and the procedures performed in a System Review as described in the Standards may be 176LInd at \Aww.aici)a.oi-g/pi-stiiiiiiiai-V. The Summary also includes all explanation of how engagements identified as not performed or reported in conformity with applicable profiessional standards, if any, are evaluated by peer reviewer to determine a pool-review rating. Finn's Responsibility The firm is responsible for designing a system of quality control and complying with it to provide the firm with reasonable assurance of performing and reporting in conformity with applicable professional standards in all material respects. The fit-in is also responsible for evaluating actions to promptly remediate engagements deemed as not performed or reported in conformity with professional standards, when appropriate, and for remediating weaknesses in its system of quality control, if any. Peer Reviewer's Responsibility Our responsibilily is to express all opinion oil the design or the systern of quality control and the firm's compliance therewith based on out-review. Required Selections and Considerations Engagements selected for review included engagements performed under GOVO-1711letIf A10ilhig Slundards, including compliance audits Linder Single Audit Act, audits of employee benefit plans and all examination of service organizations (Service Organization Control SOC 1)engagement. As a part of our peer review, we considered reviews by regulatory entities as C0111111LInicatcd by the firin, if applicable, in determining the nature and extent ofour I)MCCCILINS. Opinion In our opinion, the system of quality control for the accounting and auditing practice of EFPR (31-01.1p. LLP in effect for the year ended November 30. 2016. has been suitably designed and complied with to provide the firm Nvith reasonable assurance of performing and reporting in conformity with applicable proficssional standards in all material respects. Firms can receive a rating of pass, pass with clot icieticy(ics)or fail. EFPR Croup, LIT has received a peer review rating of pass. AA, f,*A LLP Del May 30,2017 35I Harvev Avenue,Suite A,OLeensbuig,PA 15601 it p 724 8.38 13327 11 f 724-853-6500 ' CPA A 1 2403 SidacY Street,Suite 275, Pittsburgh, 11A 15203 -412-431-1900 412-481-1923 QPA ASSOCIATES INTI-fINATIONAI www DelltZloCPA.roru Southold Town Board - Letter Board Meeting of December 19, 2017 RESOLUTION 2017-1033 Item # 5.4 ADOPTED DOC ID: 13589 THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2017-1033 WAS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON DECEMBER 19, 2017: RESOLVED that the Town Board of the Town of Southold hereby authorizes and directs the Town Clerk to advertise a Request for Proposals for an annual audit of the Community Preservation Funds for the year 2017, in accordance with specifications and/or qualifications, subject to the approval of the Town Attorney. n �?'4L` Elizabeth A. Neville Southold Town Clerk RESULT: ADOPTED [UNANIMOUS] MOVER: James Dinizio Jr, Councilman SECONDER:Louisa P. Evans, Justice AYES: Dinizio Jr, Ruland, Doherty, Ghosio, Evans, Russell Generated December 20, 2017 Page 12 Rudder, Lynda From: Rudder, Lynda Sent: Wednesday, December 27, 2017 9:54 AM To: legals@timesreview.com; Lisa Finn (lisaahfinn@gmail.com); Michaelis,Jessica; Reisenberg, Lloyd; Southold Local (denise@southoldlocal.com); Dinizio,James; Doherty, Jill; Doroski, Bonnie; Ghosio, Bob; Louisa Evans; Neville, Elizabeth; Noncarrow, Denis; Norklun, Stacey; Rudder, Lynda; Russell, Scott; Standish, Lauren;Tomaszewski,,Michelle; William Ruland; Duffy, Bill; Hagan, Damon; Silleck, Mary Subject: RFP cpf 2017 for publication Attachments: RFP cpf 2017.docx Importance: High Please publish in the Jan 4 edition of the Suffolk Times and the Town website 5 STATE OF NEW YORK) SS: COUNTY OF SUFFOLK) Lynda M. Rudder, Deputy Town Clerk of the Town of Southold,New York being duly sworn, says that on the 27th day of December , 2017, a notice of which the annexed printed notice is a true copy was affixed, in a proper and substantial manner, in a most public place in the Town of Southold, Suffolk County,New York,to wit: Town Clerk's Bulletin Board, 53095 Main Road, Southold,New York. RFP for Audit of CPF L nda M. Rudder Southold Deputy Town Clerk Sworn before me this^ 27th day of December , 2017. Notary Public SABRINA M BORN Notary Public,State of New York No.01 BO6317038 Qualified in Suffolk County Commission Expires Dec.22,2018 NOTICE TO BIDDERS REQUEST FOR PROPOSALS Town of Southold Land Preservation Department Community Preservation Funds Annual Audit The Town of Southold is interested in receiving written bid proposals from qualified vendors for the preparation of an annual audit of the Community Preservation Funds for the year 2017 for purposes of determining whether the fund has been administered consistent with the provisions of New York State Law § 64-e and Southold Town Code Chapter 17. Written bid proposals are due on Thursday, January 11, 2018 and must be delivered to the Southold Town Clerk's office, Southold Town Hall, 53095 Main Road, P.O. Box 1179, Southold,New York 11971 by 2:00 PM on that date. Bid proposals must be in sealed envelopes and clearly marked, "2017 CPF Audit". The following specifications and/or qualifications are required and may not be deviated from: • Must be qualified to prepare an annual audit of properties acquired through Community Preservation Funds of the Town of Southold. • Must possess qualifications or certifications as either an Independent Certified Public Accountant or an Independent Public Accountant, and may not be the accountant that performs the general audit of the Town's finances. • The audit is to be conducted in conformity with U.S. generally accepted accounting principles and auditing standards. • Must have knowledge of the provisions of § 64-e of the Town Law of the State of New York, "Peconic Bay Region Community Preservation Funds", and all amendments thereto. • Said Audit for the 2017 fiscal year must be initiated upon' awarding of the contract and completed with due diligence. The Audit must be completed and submitted to the Town within sixty (60) days of the execution of an agreement between the Town and the auditor. • Five (5) copies of the Audit shall be submitted to the Land Preservation Department of the Town of Southold for its distribution to the State Comptroller, Town Comptroller, and to the Southold Town Clerk. The Audit shall then be made available to the public within thirty (30) days of its completion. • A Notice of the Audit's completion will be published in the official newspaper of the Town of Southold and posted on the official sign board of the Town within ten (10) days of its filing with the Town Clerk. Said Audit and Notice shall also be posted on the internet site for the Town. • The bid price shall not include any tax, federal, state, or local, from which the Town of Southold is exempt. • Contract period shall be from the date of award until completion of the 2017 Community Preservation Fund audit, with an option for renewal, under the same terms and conditions, with concurrence of the Town and the Contractor for two additional one-year periods. The Town will review all proposals and choose the professional whom the Town deems to be most capable of providing the services sought herein. The Town may consider other factors in addition to the costs for such services, including, but not limited to, the professional's Rudder, Lynda From: legals <legals@timesreview.com> Sent: Friday, December 29, 2017 10:54 AM To: Rudder, Lynda Subject: Re: RFP cpf 2017 for publication Attachments: Ad_Order_Form[104].pdf,Ad_Image_Preview[72].pdf Importance: High Hi Lynda, This notice has been scheduled,the attached documents serve as your confirmation, invoice and proof. Please review for accuracy. Payment is'due upon receipt. Affidavits are processed and mailed out a week after the final publication date of the notice. Thankyou legals@timesreview.com Happy New Year! TIMES REVIEW Cerria Orientale Torres Production Manager 631.354.8011 (D) ctorres timesreview.com www.timesreview.com From:'<Rudder>, Lynda Rudder<Iynda.rudder town.southold.ny.us> Date: Wednesday, December 27, 2017 R:53 AM To:Times Review<legals timesreview.com>, "Lisa Finn (lisaahfinn@gmail.com)" <lisaahfinn@gmail.com>, "Michaelis, Jessica" <iessicam southoldtownnv.gov>, "Reisenberg, Lloyd" <Lloyd.Reisenberg@town.southold.ny.us>, "Southold Local (denise@southoldlocal.com)" <denise southoldlocal.com>, "Dinizio,James" <iames.dinizio@town.southold.nv.us>, "Doherty,Jill" <iill.doherty town.southold.nv.us>, "Doroski, Borinie" <Bonnie.Doroski@town.southold.nv.us>, "Ghosio, Bob" <bob.ghosio town.southold.nv.us>, Louisa Evans <lpevans06390@gmail.com>, "Neville, Elizabeth" <E.Neville town.southold.nv.us>, "Noncarrow, Denis" <denisn southoldtownnv.gov>, "Norklun, Stacey" <Stacey.Norklun@town.southold.nv .us>, Lynda Rudder <lynda.rudder town.southold.ny.us>,"'Russell, Scott" <scottr southoldtownny.gov_>, "Standish, Lauren" <Lauren.Standish@town.southold.nv.us>, "Tomaszewski, Michelle" <michellet town.southold.nv.us>,William Ruland <rulandfarm@vahoo.com>, "Duffy, Bill" <billd@southoldtownny.gov_>, "Hagan, Damon" <damonh southoldtownnv.gov>, "Silleck, Mary" <marvs@southoldtownnv.gov_> Subject: RFP cpf 2017 for publication s and the Town website Please publish in the Jan 4 edition of the Suffolk Time 1 credentials, experience within the Town of Southold, and the Town Board's assessment of the professional's ability based upon the submissions made with the response to this proposal, previous submissions to the various town boards or subsequent inquiries or interviews. Dated: December 19, 2018 ELIZABETH A. NEVILLE SOUTHOLD TOWN CLERK PLEASE PUBLISH ONCE ON January 4,2018, AND FORWARD ONE (1) AFFIDAVIT OF PUBLICATION TO ELIZABETH NEVILLE, SOUTHOLD TOWN CLERK, TOWN HALL, PO BOX 1179, SOUTHOLD,NY 11971. Copies to the following: The Suffolk Times Town Board Members Town Attorney Land Preservation Department Town Comptroller Town Clerk's Bulletin Board Website/Laserfiche