I will call the meeting to order at I don't know what time it is 60 something 6033 could I have a roll call please 's present Veronica ke present and we are still without um an at large
member all right um the meeting is being recorded and uploaded to YouTube um are there any other recording do we have I can't even tell are there any
participants [Music] no just us andam tcam that up so hearing that no one else is recording it is just T so this will be
uploaded to YouTube after the yeah I have no additions or deletions to the agenda do you no no um and to revie the minutes um yeah let me let me give you
these you can just uh it's it's brief but I can make the change on that okay okay yeah it was coach so it's kind of like and then alternate right y so it's kind of like did I was I um specific about it no it's
kind of late but I thought it's sort of no it makes sense okay yeah it's kind of late sorry you're good yeah yes those are good make a motion to except minutes of what
what was the date 2 19 yeah of February 19th and I will second that um are those in favor roll call I Veronica Cal I all right so the minutes
of 219 2025 I accept it and I will take them to Kathy to um stand in okay all right uh review actions from the February 19th meeting um uh we discussed the RFP process which
the RFP mentioned the two onee rals and um we wanted um to get feedback on whether or not to continue with roselli as our auditor
um and uh and perhaps write a letter to um Mr rosali asking him this is we'll talk about this in um to see if they're interested in discussing the current
Arrangement so that's the review anything else that we did on the 19 um I think the only thing I saw in the in the minutes was um reaching out to the assistant Town accountant to see y
um and they seemed interested in she said they seemed interested in continuing they did okay excellent excellent so we need a letter then so that's um that's 2.2 we need a letter to send to them and I could not find I
looked all through the DLS website I could have sworn that we got the RFP from there last year or did I go directly to other towns for or I mean this was what three or four years ago yeah probably four years ago now uh
three um let me see what I have from um um yes I don't the RFP we had RFP examples
harage um Halifax I there were a few a few towns that we got example rfps from um and so I could not find the same thing for
an extension letter is what we need um y yeah because the contract did not have the you know I didn't think of looking any of the backs of these to see of these old um rfps to see if any of them had in
the back an extension l no um nothing so so I wrote a very rudimentary letter just a few minutes ago it's been busy that's for sure um I should be required some B what I
don't know is in an extension letter how um how exact do you need to be right how specific um invitation for bids yeah we did that last time so all I wrote was
Dear Mr roselli the town of Townson is interested in retaining roselli we should from there RFP we can get the exact as Municipal auditor for audits of fiscal year 2025 and fiscal year 2026 with the same scope of services as in
your current contract with the town I don't know if that's true or not yeah please provide us with the cost for these services to be included in the FY 2026 and FY 2027 Bud right and I look I this is a DLS frequently asked questions
yeah um uh where did I see the fiveyear they recommend retaining this um the same um aitor for at least five years in here some how long should I the
question is how long should a municipality retain the same audit firm it says the government Finance Officers Association Association recommends multi-year agreements of at least five years in duration um we did three years right and
but they didn't say we recommended with the possibility of 21 extensions um which they did not address in their response but yeah um after which a full competitive selection
process or rotation of senior engagement staff should occur so so we're right on T right yeah um so do you have suggested wordings I can bring this up a naked type um do you have their current
contract in copy with you um I don't have it with me I I did um I I find some when I was when I was shredding getting ready for shred documents I found the annual financial statement I think did you send it to me or did Katie
someone sent it to me it was either you or Katie yeah because I know what I I have it with the request for proposal um um if I sent it it was in oh you know what it was I got it from Nelson Nelson
okay okay Nelson Ved it to me um so this would be under audit [Music] um audit contract yeah and then I thought I voted I may voted it to you somebody did okay contract with
service um what I'm looking for or is their official address um I'm going to do I'm going to type right now this is the Contra oh this must be a PDF I don't have the ability okay so it's to roselli Clark
and somebody B Clark and Associates certified public accountant um West in coming West coming Park okay give me a minute I'm getting there okay and assocates
yeah all right address is um uh so the looks like the main office location is 5 West Cummings Park Cummings with 2 m 2 yeah right sweet
4900 W Massachusetts one Z one I'm sorry 0184 01 I'm constantly doing zip codes that aren't this 01801 sorry to many Zer and ones now
okay um uh maybe I should say dear s because I think it's Chad um Clark who signed the agreement okay I all right that was going um should I just say Dear Mr
roselli um Mr roselli and Clark yeah Mr yeah we Clark yeah you think Mr R okay the Town of Townson is interested
in retaining relli Clark and Associates as Municipal auditor yeah um for fiscal year 2025 and 2026 with the same scope of services as in your current contract with the town dated know the date it's
in here Prett dated 513 [Music] 2022 dated May 13 2022 that's when they signed soorry I did have a third part
let's see if there's a four yeah there's total four so that's in Associates is Goods because you don't want to I don't leave anybody out right yeah yeah
um I ple um please provide us with a cost for these services to be um should I say somewhere in here um we are interested in two oneyear extensions um yeah we are interested in
two one year one year exension of the contract and do we want and since we got the contract we can look at it um we had the audit Ser annual audit Services then
one of the one of the services is coted separately as a what what they call and have indicated as a single AIT at 3,000 per um and then the last I think is additional hourly work right yes I think
put three so should I say please include it's in the RFP that you're going to find this I it was in the presentation but and I suppose it could have been in the contract too I don't see it here
um but I'm going pretty fast following services for Town including ative Services as more particularly outlined in the letter to the town dated April 20 attached here to is exhibit a in the event any terms contain the letter conflict with the
terms of this contract I don't think I have exhibit do you have exhibit ah yes I do okay um okay I let's leave this I'm sorry yeah no no that looks like the um management letter
yeah that's what this is um we're pleased to confirm that we will audit the financial statements the business type activities each major fund and the agregate remaining funding information including
notes see how much of this do we have to include [Music] um or do you a copy of the letter just and see attachment so that they don't go searching for them okay so I could say
see attached um um yeah financial statement audit including a management letter financial statement preparation single audit and the cost for extra audit service right y yeah the
same then okay let me pull this up all right um the same scope we are interested we are interested in two one-year extensions of the
contract cost for services let take out these to be included for audits What annual audit for annual audit well what I was going to do is say
for um audits annual and SLE including of the for audits of the FY including and then I was going to spell those things out including um
[Music] probably let me go back here um financial statement audit including a management letter [Music] financial statement preparation you to remember single
audit financial [Music] statement reparation when are you supposed to be single single AUD single audit y oh what was the as you think single audit charges maybe be charged to the
ARA gr oh we that was their their ASP yeah single audit wait back up extra audit Services hourly charge extra onit services
hourly charge yeah yeah it did say na on it so I and maybe I should just say any extra any additional audit services or any additional charges
for um uh any additional charges as may be required or as as as appropriate yeah as maybe needed
um maybe needed to yeah um and I'll say please speci yeah um thank you [Music]
sincerely committee sure all two of um are you Donal yeah yeah technically I usually go by Don and I should I just put Don ha is
that how you sign I you know what for most everything I've been doing Don Hayes for you know when I what is but the official the it's it's one of those if it's official okay what's the town's official
address um 72 Main Street [Music] to main stream [Music] yeah [Music] okay and what I'll do is I'll email this
to Sabrina and ask her to put it on letterhead yeah um and then maybe do you think we need to sign it or um do we need get it reviewed by anybody um I don't know should we should we have
Nelson review it yeah I mean it's extending a it's just extending a contract so I don't just somebody else bre yeah breath through it I don't think we're not asking for anything else we're asking for um and did you want to attach um oh
oh oh yeah maybe I should say here say c um attach a yeah include yeah uh included is yeah included as attach name m it's the um what did they call this
was it the contract it's the um they called it something I don't know what um is the um another from contractor that um upath
here um uh it's a um letter to the town dated April 2022 that outlines the current Services okay yeah um okay want to get back to
that so included as attachment a is the letter to the town dated [Music] April um April 20th
2022 dated April 20 2022 outlining the services all right [Music] I I will call this the letter of
extension okay yeah another requesting extension and I'm going to export it to word and I'm going to email it to you Nelson and Sabrina oh I'm in my now [Music]
[Music] um that's there um letter for cl and
Associates requesting and extension of auditing services or the tunnel proof bre and make any [Music]
suggestion on the spine pleas on glute attachment a of the current contract to for their [Music] consideration once this finalized
every placed on mother [Music] head current contract and sent to for thanks you Comm many um and just do we need to have
anything in for them to um formally request I'm just thinking you know is there a DAT one would like to hear from that we should put in there um that's a good idea I'm good back to the ladder
yeah sorry that's all right um we thank you and we look forward to your response by what's a reasonable date we're still we're let's call let's call it mid-
March we're close it kind of so give them April 15 yeah give them a month well that's T's day is it is yeah yeah it could be busy and I think it is
this year um I think it's patri St but that would give them the month and and again it it's an extension we have we have the rate so I suspect and and they have experience with us so I think it would be real you it would be good to
have us to include in our budget for annual time right and that's yeah so yeah um I'm going to saying April 11th it's the 13th right if we get it out by
Friday Monday that would be one two three four weeks let me see let me see April 11 yeah okay that's 11 in order to include it yeah yeah for that yeah so we can yes for
inclusion in then think I know this year we we did a single audit so that um so it was the audit rate plus the 3,000 that we put in the budget right for 25 something we
need that as well perhaps you guys start your meeting yet oh y yeah you're recording us AR you it said it said recording one of our guys just you look like you
alone thank you thanks Dave we appreciate it meeting of two all right read this before I save it and I mean it was following along you did it that change look good I think that's that's that yeah all right and
they maybe I should put a date for them too we would love to hear back right we like to have this s by okay so let me um and they do have a fax number listed if we want fax it over oh
do they yeah now let me go here T ler please proof read and make any suggestions we would like to either mail Monday um March what's Monday 14 14 oh
wait a minute no 7 17 because it's yeah on Monday March 17 once it's F the letter will placed on the letter will need placed on her yeah letter this the letter will be placed on letterhead including
attachment they have the current contract and centr sell CL consideration all right so now did I attach I didn't attach the yeah Okay calendar
computer think I'm 2025 yeah uh and I think this one is the Microsoft Word yes okay I'm send it and did you want to put if they want to fax it put in bra uh sure
[Music] um uh number is 781 781 933 okay
um that's 4643 4643 yeah 781 933 4643 yep all right and the linked all right I'm sending this okay I was going to say an action
created today and and and completed okay okay uh tenative meeting dates and agenda for those dates all right so we just said April 11th return correct so we should meet after that I
yeah um all right the 11th is a Friday so let's look at next week um want to meet what is today Wednesday Today is Wednesday you want to meet Wednesday the 16th we can do that
yeah and 6 p.m. good um 6 p.m is good if you want to stick with it if you if you wanted um I think fine with me okay yeah I was going to say I mean it if I'm open it it's kind of like at this point I
don't think I have anything if you wanted to do it during the day no we could do that um it's up to you well let me just leave it at 6:00 p.m. so far out that we can change I'm
going to put Friday the 11th post cuz I'm the poster now for the next meeting post audit committee that way I hopefully won't forget um you want that well it was a word that I sent Word document I think I
CED you want it when I sent it to town cor I think you did okay that's out if if not I can V if to okay so um and what what should our agenda be review any
response for review response and then we have to do we have to vote to accept yeah so it's kind of like be and Clark um yeah and hope it just follows
their what they've been doing which is a $1,000 $500 incremental increase year-over-year we'll see what that uh consider accepting yeah um
the contract extension all right so this is April 16 all right um uh and uh and forwarding and forward
um or consideration I'm going to say consider recommending contract extension and forward to ta so board for consideration all right is that it is that I think I I think that's it because we're you know
so so far we don't know when their audit report will be back um because they they were doing doing the audit that's true so it's kind of like so there will be more and if we you know if we have it by then we can we can review review and
then and then set up the time for review right with with the the board riew it would be nice at least from the select board standpoint if we did that after the town election then you know a new select board member could be on board
and and looking at the timing if we're getting it back on that if we're reviewing it on that 16 it's kind of like it would be there for um the consideration the timing would be good yeah it would be there for but that might be overwhelming on the first
meeting yeah well or it could be a couple yeah we can do okay but I think the timing the timing works with the election that's the Wednesday before the election I think I think you're ready I post the
next meeting yeah yep I get these minutes out Dawn chairs yeah we keep that minutes all right I think we're good okay
is there a motion to mature do we have anything else before we do that I don't think there's anything else we we' worked on this we talked briefly about the audit we know there's could there's upcoming with with resilient Clark and and seeing that audit and review and
until we get that from them it it sort of open so timing wise it's probably the right timing to review it um or do we want to add that review with the if if it's in do we want it as a review as the audit committee review it if they put it
on the agenda as an item that says review if audit FY 24 audit received okay and and again that's just something we can we can delete but you don't have to change anything and it's I'd say put it there and and we can
delete it from the agenda if it's not in and I'll put that at at the below considering the um extension okay y all right is there a motion to adjourn I have a motion to adjourn the audit committee at 6:40
p.m. I will second that all those in favor roll call John Hayes yes barica cow yes I we're done okay