HomeMy WebLinkAboutAG-08/27/2024 WS August 27, 2024 Town Board Work Session
IV-1 9:00 Heather Lanza, Planning Director re: Sanitary Flow Credit Request to Set Public
Hearing: KEKJS
IV-2 9:15 Heather Lanza, Planning Director re: Update on Town Wireless
IV-3 9:30 Heather Lanza, Planning Director re: Planning Fees
IV-4 9:45 John Sepenoski with Tara Lynn Reynolds of Group for the East End and Tony
Valderrama re: Potential Donation of Materials and Proposal for a Memorial
Museum/Learning Center/Classroom in Honor of Ted Strickroth (aka Tipi Ted)
IV-5 10:15 Town Board Break(15 minutes)
IV-6 10:30 Marcy Kreshmer, Southold American Legion and Town Clerk Denis Noncarrow re:
"Southold Town Salutes" Banners Along Main Road
IV-7 10:45 Nick Krupski, Solid Waste Management Coordinator re:Yellow Bag Fees
IV-8 11:00 Town Engineer Michael Collins and Town Comptroller Michelle Nickonovitz re:
Revision of Procurement Policy
IV-9 11:15 Town Attorney Paul DeChance,ATA Ben Johnson,Town Comptroller Michelle
Nickonovitz and Chief Building Inspector Michael Verity re: Fire Code/Fees
IV-10 11:30 ATA Ben Johnson re: Proposed Local Laws for: 1. Open Containers 2. Panhandling
3. Violations on Easements
IV-11 11:45 Councilwoman Anne Smith re: Transportation Commission Requests: 1.
Superintendent of Highways Dan Goodwin re: Signs for Crosswalks on Main Road
in Southold 2. Letter of Support Regarding Increase of LIRR Service to the North
Fork
IV-12 12:00 Mark Terry,Assistant Planning Director re: Comments on the Riverhead Comp
Plan Update and Agri-tourism Resort Legislation
IV-13 12:15 Town Board Lunch Break
IV-14 Potential Contract
12:45 Michelle Nickonovitz,Town Comptroller and Anna Dean, Deputy Comptroller
IV-15 Labor- Matters Involving the Employment/Appointment of a Particular
Person(s)
1:00 -Michelle Nickonovitz,Town Comptroller and Roman Wilinski, PBA President
1:30 -Michael Verity, Chief Building Inspector
-Councilwoman Anne Smith re: Water Quality Advisory Committee
-Councilman Brian Mealy re: Anti-Bias Task Force
-Supervisor Krupski and TA Paul DeChance re: Public Appearance Policy
IV-16 Potential Acquisition(s), Sale or Lease of Real Property Where Publicity
Would Substantially Affect the Value Thereof
2:15 Lillian McCullough, Land Preservation Executive Assistant
:TV _ 1
SANITARY FLOW CREDIT TRANSFER
APPLICATION FORM
APPLICATION NAME: KEKJS Headquarters, LLC
(Name under which application shall be known)
SUFFOLK COUNTY TAX MAP NO.: 1000-102-05-19
28495 Main Road, Cutchogue, NY
A. SUBMISSION INFORMATION:
Application is hereby made to the Southold Town Board for the transfer of a sanitary flow credit
pursuant to Chapter 117 of the Town Code.
B. GENERAL INFORMATION:
1. Name of Applicant(s) Mark Schwartz & Lauren Praus
Address: PO Box 933, Cutchogue, NY 11935
Phone:631-734-4185 E-mail : mksarchitect@optonline.net
2. Is the applicant a corporation or partnership?Yes x No
If yes,provide the information below for the responsible officer:
Mark K. Schwartz Manager
Name: Lnen J. PraU.6 Title : Manager
Address (if different than applicant above):
Phone:631-734-4185 E-mail : mksarchitect@optonline.net
Mark K. Schwartz
3. Name of Property Owner: Lauren J. Praus
Address: P.O. Box 933, Cutchogue, NY 11935
Phone:631-734-4185 E-mail : mksarchitect@optonline.net
4. Name of Agent authorized to represent the applicant: Mark Schwartz & Lauren Praus
Address: P.O. Box 933, Cutchogue, NY 11935
Phone: 631-734-4185 E-mail : rnksarchitect@optonline.net
Sanitary Flow Credit TransferApplication Form
C. SITE/PROJECT DATA:
Address of Property: 28495 Main Road, Cutchogue - Accessory 2 Story Garage
Zoning District(s): HB Lot area: 15422.2 sgq.ft. or acres
School District: Mattituck-Cutchogue
Existing Building Area:585.6 sq.ft. Existing Lot Coverage: 3.8 %
Proposed Building Area (amount of additional sq. ft. of floor area): id ." 0 f �sq.ft.
2nd. 1. Deck: 192.0 sf
Proposed Lot Coverage: 1.2 %
Proposed Development Summary-Attach a;separate narrative to include the following:
• Objective of the developer or project sponsor
• Design concept;and reason for the proposed design.
• If the proposal is for community/affordable housing then explain if the units will be rental,
ownership,or a mixture of both.
• If the proposal is for the expansion of an existing business,then explain the business type.
D. Number of credits requested: 0.142
(Minimum:one tenth(0.1)of a credit. One credit=300 gallons/day sanitary flow.)
E. Req7Proposed
d Attachments:
1. Development Summary as described in item C. above.
2. N/A NY State Environmental Quality Review(SEQR) Short Environmental Assessment
Form(SEAF) [Note:Not necessary where Planning Board approval is also required.)
3. VApplicant Transactional Disclosure Form
4. N/ Owner's Authorization (if applicable)
5. Proof of Mailing (see attached NOTICE TO ADJACENT PROPERTY OWNERS below)
F. I hereby depose and certify that all of the above statements of information,and all
statements and information contained in the supp documents and drawings
attached hereto are true and correct.
1/1
APPLICANT'S SIGNATURE
Print Name
Date:
Page 2of5
OFFICE LOCATION: ��� � MAILING ADDRESS:
Town Hall Annex P.O.Bog 1179
54375 State Route 25 f�� Southold,NY 11971
(cor.Main Rd. &Youngs Ave.)
Southold,NY �4r� Telephone:631 765-1935
www.southoldtownny.gov
RECEIVED
PLANNING BOARD OFFICE
TOWN OF SOUTHOLD APR 4 8 2024
MEMORANDUM
Southold Town Clerk
To: Denis Noncarrow,Town Clerk
Members of the Town Board
From: James H. Rica III, Chairman ,
Members of the Planning 1oard.
Date: April 5,2024
Re. Transfer of Sanitary Flow Credits to KEKJS Headquarters LLC
SCTM#1000-102.-5-19
Location:28495 Main Road, Cutchogue,New York
The Planning Board supports the transfer of 0.7 sanitary flow credits. In accordance with§117-
9(F),the applicant shall be required to file covenants and restrictions stating that the affordable
housing created shall remain affordable in perpetuity. The most recent Sanitary Flow Credit Log
appears to have sufficient availability for this area(Mattituck/Cutchogue),with a total of 41
credits available.
The proposed action involves requesting the transfer of 0.7 sanitary flow credits to convert an
existing accessory garage to an apartment in the Hamlet Business Zoning District. Pursuant to
§117-3, a transfer of sanitary flow credits is permitted for an eligible project.
An"eligible project"is defined as: `"Projects located in a receiving district that are permitted
uses in the zoning district where the subject property is located."
A"receiving district"is defined as: "An area of the Town that is desirable to be developed more
intensively than areas outside the district."
The proposed action meets these definitions. The parcel is located within the Hamlet Business
(HB)Zoning District, and the use is permitted in accordance with the Special Exception granted
by the Zoning Board of Appeals on January 19,2023 (ZBA File#7719SE). The Special
Exception included conditions, listed at the end of this report.
1 I Page
The proposed action is located within the Cutchogue Hamlet Center, an area with supporting
amenities,public transportation,and infrastructure that supports more intense builds of
commercial and residential uses.
1. Built Environment and Existing Conditions
The site is improved with a main structure that was built between 1860-1890(SPLIA).
The SPLIA file notes that"this house and its barn which faces on North Street are part of
the historic ambience and contribute a sense of place"to Cutchogue hamlet.
The main structure was used as a single-family home with beauty salon for over 40 years,
and then converted to an architect's office with apartment above in the past 15 years. The
accessory barn/garage space has been used as a garage with storage space on the second
floor. There is also a shed used for storage, and some stone/brick walkways on the
property.
Land uses surrounding the parcel include a mixture of residential and commercial,which
is appropriate for its location in the Cutchogue Hamlet Center.
The location of the parcel provides adequate access to amenities within walking distance
including a pharmacy,post office, convenience store, and restaurants. The parcel is
located within the Mattituck-Cutchogue Union Free School District.Available public
schools to residents would include Cutchogue East Elementary School and Mattituck Jr.
Sr.High School.
The parcel is not located within a FEMA-mapped flood zone.
2. Transportation and Infrastructure
Parcel Access
The parcel is north of State Route 25 (an arterial road). Parking is available in two small
driveways which can each host two spaces (in front of shed and in front of garage), for a
total of 4 parking spaces on-site. In addition,there is on-street parking available on North
Street, Main Road, as well as a large municipal parking area to the west within 300'.As
noted in §280-78, all or a portion of parking requirements within the Hamlet Business
District may be waived if there are municipal parking facilities within 300 feet that may
adequately serve the proposed use.
There is an apartment in the main building with office space on the first floor.According
to Southold Town Code,the apartment over a store/professional office requires 1 parking
space, and the proposed accessory apartment would require 1 space. The office use is
noted at 694 sq. ft. and requires 1 space per 100 sq. ft. of office space, which would mean
7 parking spaces. This would mean a total of 9 spaces would be required by code for the
existing/proposed uses on the property. However, given the proximity of an additional
parking facility coupled with the expected low parking needs for the architect's office,
the four parking spaces on site seem suitable to meet the property's needs.
21Pag.e
Pedestrian Infrastructure
Public sidewalks are located in front of the structure and are adequate for the apartment
tenants and the businesses' customers. Sidewalk connectivity extends to the King Kullen
Shopping Center to the east and to the heart of the Cutchogue Hamlet Center to the west.
Distance to Public Transportation
Bus transportation is available to tenants and customers within one block(0.05 miles) of
the site. Including the Suffolk County Bus and Hampton Jitney services. The nearest train
station(Mattituck LIRR) is 3.1 miles away.
3. Access to Public Water and Sewers
Public water is available to the parcel via SCWA. There is existing public water service
to the main building, and a proposed extension to the proposed accessory apartment.
The parcel is located within SCDHS Groundwater Management Zone IV, a public sewer
connection is unavailable.A new IIA sanitary system is proposed.
4. Potential Environmental Impacts
No moderate to large adverse impacts on transportation,water supply, quality,
community character,and community services are expected as a result of the action.
The parcel is not located over a Special Groundwater Protection Area(SPGA).
5. Consistency with Community Plans and Community Character
The proposed accessory apartment is consistent with the Southold Town Comprehensive
Plan(2020) goals and objectives,including:
Chapter 51 Community Character
• Goal 1-Protect cultural resources—Objective 2.2: Manage and preserve the
historic and architectural resources of the Town; Objective 2.3: Provide for
compatible use,reuse, and integration of historic resources in future planning
while limiting and minimizing inappropriate alterations to the resource.
• Goal 3—Preserve quality of life in residential neighborhoods—Objective 3.4:
Preserve community character of residential neighborhoods
• Goal 5—Protect the unique character of individual hamlets
The proposed apartment is a great example of preserving and reusing a historic resource
in the Town,while limiting the alterations. The proposed deck will not be visible from
the road, and the renovations will be mostly interior work.The property itself will look
relatively unchanged thus preserving the community character for this area of the hamlet
center.
Chapter 8 1 Housing
Goal 1—Create affordable housing—Objective 1.1 —Provide diversified
housing using existing buildings to help meet the needs of current year-round
residents, including senior citizens and local workers.
31Paue;
The proposal includes the designation of one apartment as affordable inside an existing
building. As stated above and in accordance with §117-9(F),the applicant shall be
required to file covenants and restrictions stating that the affordable housing created shall
remain affordable in perpetuity.
6. Fire Protection &Emergency Services
Police and fire department coverage of the site is available.
7. Special Exception Approval was granted by ZBA and subject to the following
conditions:
1. The applicant will apply for a Suffolk County Department of Health Services Permit
for an Innovative Advanced(I/A) septic system for the entire parcel.
2. The applicant shall obtain variance relief approval from the Board of Appeals for
application File No.: 7718
3. The apartment in the accessory garage must be rented to an individual who is on or
qualifies to be on the Town of Southold Housing Registry.
4. The apartment must be the primary residence of the signatory to the lease at the time of
possession and throughout the tenancy.
5. The maximum rent charged may not exceed the maximum rent set forth in §280-30F in
perpetuity.
6. The apartment use may not be changed to another permitted use for a minimum period
of eight years from the time the use receives a certificate of occupancy.
7. The subject parcel,the subject building, and the apartments must remain in common
ownership.
8. This Special Exception Permit requires an operating permit and inspection by a
Building Inspector from the Building Department that must be renewed annually. It is the
applicant' s responsibility to contact the Building Department on an annual basis to
schedule the required inspection. Failure to do so may require a public hearing before the
Zoning Board of Appeals to review potential action to revoke the Special Exception
Permit granted herein.
9. The property owner must apply for a building permit for the approved construction
within one year of the special exception approval.
10.This Special Exception permit requires that the applicant complete construction on
the Apartment with deck and begin the approved special exception use in compliance
with the conditions imposed by the Zoning Board of Appeals within three years.
Please contact the Planning Department with any questions.
cc: Paul DeChance, Town Attorney
4- lPage
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CONSULTANCHyScape
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Submitted by:
CityScape Consultants, Inc.
2423 S Orange Ave#317
Orlando, FL 32806
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Tel: (877) 438-2851 �
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Fax: (877) 220-4593
August 19, 2024
PROPOSAL CONTACT PERSON:
Susan Rabold —Susan @CityScapeGov.corn
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C O N S U L '1' A N T S, I N C
MASTER PLAN PROJECTISOUTHOLD•August 19,2024
STAVE E T OF PROPOSED I FEES
Project Fees
The following cost proposal is a total fixed fee for each community,as part of a comprehensive Master Plan project
including: the Town of Southold, Village of Sag Harbor, North Haven Village and the Town of Shelter Island. The
Scope of Work as proposed includes the following Task/Deliverables and associated fees:
Description of Task
/ o rr rrrrr A. preiiminary Research Compile data/research and assembly of tower/antenna GIS 2-4 weeks
database of all known existing tower and wireless antenna
locations,including any map layers from Town for base mapping;
build field data for assessments;high-resolution geo data.
$4,763.75
B. Infrastructure Visit area and identify all wireless infrastructure in and around 2-4 weeks
Assessments and Data the Town(*includes all travel expense).Review of data gathered
Review from the assessment process.Compile,confirm and reconcile all
data,pictures,and notable information.
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A. Inventory Mapping and O Draft inventory mapping and analysis of current wireless 2-3 weeks $1,556.25
Analysis condition within each Town.Two(2)inventory maps(structure
O First Draft Inventory type and antenna type),one census maps and a summary
9 Final-inventory analysis is provided for each Town.
A Final inventory maps with compilation of all infrastructure data
into ESRI GIS map file with imagery.
B. Engineering Propagation Mid-band frequency propagation mapping showing estimated 4 weeks $2,250.00
Mapping coverages from all existing and approved and under review
wireless facilities.
C. Conceptual Mapping and Three conceptual solution maps identifying potential wireless 2-3 weeks $5,631.25
Mapping Analysis deployment options for improving wireless coverages over the
next ten years(macro only,small wireless only,hybrid).The
Analysis will include map summaries,existing conditions and
other variables as discovered in the assessment process for each
community.
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A. Public Outreach Preparation of analysis and materials for public presentation for 2-4 weeks
each community
B. Online Survey Create Town survey for each Town including wireless usage, 2-4 weeks
infrastructure preferences and preferred conceptual solutions;
and summary upon completion $4,725.00
C. Presentations Town Council meeting per community to go over inventory and
O First Meeting Virtual propagation mapping. 1 Meeting
D. Poll Results and After online survey closes the Town Council will be presented 2 weeks
Recommendations with the results and will make the decision on the solution the
Town will choose.
Pc.2 OF 3
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ei// /J%r�i0�//�iOr,/ �/rill/�l,%ii%ii�ii/it/,�/It� i�i�� ,,,,ri�/JiJ�1i/�ii r,,.,�,�r�/,,,/ri' I! ,✓al,,,,,� /, ,,,,,,�,i�j,,,,/ ,,,,,,,,,, c,,,
A. Regulatory Review First Review Town's existing regulations including federal and state 2-4 weeks
Draft mandates and codes,permitted use charts,definitions,and other
applicable development standards.
A Second Meeting Virtual Review of proposed text amendments based on maps and chosen 1 Meeting
conceptual plan;included with 3.d above $6,300.00
S. Second Draft Code Edits to proposed text revisions based on comments received
Re islons from first draft.
C. Final Draft Code Revisions Final edits to proposed text amendments.
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Final Wireless Final analysis of engineer mapping and code amendment 2 weeks
Communications Plan and recommendations. $1,300.00
Code Changes
Third Meeting Virtual Project completion 1 Meeting
Total Town of Southold $26,526.25
Total Master Plan for all Four Communities(Southold,Shelter Island,Sag Harbor,North Haven) $206,105.00
*Includes all travel-related expenses.
AEstimated timeline is 16-24 weeks;note various tasks will run concurrently with other tasks.
Per Diem Rates
If required by the Town,Additional Services outside of the scope of work may be added in accordance with
the rate schedule below; or as mutually agreed upon by Town and Cityscape.
Effective January 2024,through December 31 2025
Regulatory $ 350.00 per hour
Senior Engineering Consultant $ 285.00 per hour
Project Manager/Planner/Manager $ 200.00 per hour
Field Engineering/Planning Travel Time $ 75.00 per hour
PER DIEM TERMS AND CONDITIONS
1. Labor rates do not include state or local taxes,if applicable.
2. Travel and meals on a per diem basis will be invoiced at actual cost,plus 20 percent to account for general
and administrative costs.
3. Hours expended for travel in support of any time and materials task orders are billable hours.
4. Hourly project work is invoiced monthly. All invoices are due and payable 30 days from issuance.
Basis of Proposal
1. Project includes biweekly teleconference calls(via Zoom)for staff/CityScape status meeting updates throughout
the completion of project.
2. Project includes: one (1)trip,two staff to the Town for the inventory assessment process; and three(3)virtual
meetings (one to provide the inventory analysis, propagation maps,the introduction to the survey/poll and to
answer questions from Town Council regarding solution scenarios;one to present the survey results, review of
draft ordinance recommendations; and one for project completion). Additional in-person
CftyScape,____ IVAS1 FR PLAN PROJFCTISOUTHOLD-August 19,2024
Pc.3 of 3
meetings/presentations may be added at a fixed fee of$3,000.00 to include all travel expense.Additional virtual
meetings may be added at a fixed fee of$2,000.00.
3. Town will be invoiced upon completion,submission,and acceptance of deliverables for each Task.
4. Estimated timeline does not take into consideration required advertisement for public meetings, the
Town/Cityscape existing workload or existing public meeting schedules. Some tasks run concurrently so the
timeline may be more or less than the estimated timing.
5. Town staff will schedule any public meetings required with necessary planning and community groups, public
notification and arrangements for meeting dates, and times and locations in conjunction with the Cityscape
calendar.
6. Total pricing is an estimated fixed cost, including labor, travel, and other direct costs. Proposed costs for this
project are indicative of the efficiency of our operations, proven automated tools,vast experience completing
similar projects, and view of the strategic nature of this project. A significant change in scope of one or more
tasks, may affect the overall price.
7. Scope is arranged in CityScape's proposed order of development based on prior project experience.Tasks may
be reviewed and reorganized as necessary, upon mutual agreement, to meet the objectives of the Town's
project goals.
8. Any additional tasking will be authorized by mutual agreement. Such tasking will be performed on a time and
materials basis in accordance with the per diem rates or on a fixed price basis as mutually agreed upon in a task
order by CityScape and Town.
_. .......MASTER PLAN PROJECT(SOUTNOLD®August 19.2024
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,o RESOLUTION 2010-391 "�
ADOPTED DOC ID: 5932
THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2010-391 WAS
ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON
MAY 18,201 q.
RESOLVED that the Town Board of the Town of Southold
hereby replaces the Procurement Policy adopted by
Resolution No. 35 of April 30, 1996 with the following:
TOWN OF SOUTHOLD PROCUREMENT POLICY
1. Every prospective purchase of goods or services shall be evaluated to determine the
applicability of General Municipal Law, Section 103. Every Town officer, board, department
head or other personnel with the requisite purchasing authority(hereinafter"Purchaser") shall
estimate the cumulative amount of the items of supply or equipment needed in a given fiscal
year. That estimate shall include the canvass of other Town departments and past history to
determine the likely yearly value of the commodity to be acquired. Upon request, the
Comptroller can calculate the cumulative amount of a particular commodity needed by all Town
departments based on past history. If the cumulative amounts exceed competitive bidding
thresholds, then the purchase must be contracted through the bidding process. The information
gathered and conclusions reached shall be documented and kept with the file or other
documentation supporting the purchase activity. No anticipated contract shall be subdivided or
structured with the intention of avoiding this Procurement Policy.
2. All purchases of(a) supplies or equipment which will exceed$10,000.00 in the fiscal
year or (b)public works contracts over$35,000.00 shall be formally bid pursuant to General
Municipal Law, Section 103.
3. All estimated purchases of:
• Less than $10,000.00 but greater or equal to $3,000.00 require a written request for a
proposal ("RFP") and written/fax quotes from 3 vendors.
• Less than$3,000.00 but greater or equal to $1,000.00 require an oral request for the
goods and written/fax quotes from 2 vendors.
Resolution 2010-391 Board Meeting of May 18, 2010
• Less than$1,000.00 are left to the discretion of the Purchaser, but written/fax quotes are
preferred.
All estimated public works or service contracts of:
• Less than$35,000.00 but greater or equal to $10,000.00 require a written RFP and
fax/proposals from 3 contractors.
• Less than$10,000.00 but greater or equal to $3,000.00 require a written RFP and
fax/proposals from 2 contractors.
• Less than$3,000.00 but greater or equal to $1,000.00 are left to the discretion of the
Purchaser but written/fax quotes are preferred.
Any written RFP shall describe the desired goods, quantity and the particulars of
delivery. The Purchaser shall memorialize the name and address of all vendors from whom
written/fax quotes have been requested and the written/fax quotes offered on a Proposal
Quotation Form.
4. All Proposal Quotation Forms shall be date stamped and shall be kept confidential
until the purchase order is signed and returned to the department. Until that time no
employee shall discuss any price quote with the prospective vendor or contractor. A copy
of the Proposal Quotation Form and any written proposals shall be attached to the
purchase order before it is submitted to the Accounting Department. All information
gathered in complying with the procedures of this item shall be preserved and filed with
the documentation supporting the subsequent purchase or public works contract.
5. The purchase, public works or service contract shall be awarded for the proposal or quote
submitted by the lowest responsible bidder. The responsibility of the bidder is to be determined
at the discretion of the Town Board or department head and is based not solely on qualifications
or experience but accountability and reliability. However, the Purchaser may award such
contract to a bidder, other than the lowest responsible bidder, where such bidder maintains a
principal place of business located within the Town of Southold, or sells the contracted for
supplies,material, or equipment manufactured and located within the Town of Southold, and
submits a bid not exceeding ten percent(10%)more than the otherwise lowest responsible
bidder.
The Purchaser may award the purchase or contract to a bidder, other than the lowest
responsible bidder, where such bidder maintains a principal place of business located within the
County of Suffolk or sells the contracted for supplies, material, or equipment manufactured and
Updated: 5/18/2010 3:00 PM by Linda Cooper Page 2
Resolution 2010-391 Board Meeting of May 18, 2010
located within the County of Suffolk, and submits a bid not exceeding five percent (5%)more
than the lowest responsible bidder.
For the purpose of this Policy, the terms "located within the Town of Southold" and
"located within the County of Suffolk" shall mean having a principal place of business
physically located within the geographical boundaries of the Town or the County as applicable.
In the case of an individual,partnership, association, or proprietorship, it shall mean having an
office from which at least a majority of the employees are assigned and at which at least a
majority of the employees work. In the case of a corporation, it shall mean having its principal
place of business from which the president or chief executive officer operates on a regular and
consistent basis, and the address so designated on its certificate of incorporation, located within
the Town or the County, as applicable.
6. Prior to disbursement of any payment under an approved contract,the Town
Attorney's Office must possess a copy of the fully executed contract as well as
documentation of required insurance and contract security/performance bond.
7. Change Orders to Awarded Contracts: If, during the term of a contract, it is
determined that additional work needs to be performed or goods are needed to be
purchased,which would increase the original contract amount, a formal change order must
be in place. This applies to all contracts subject to General Municipal Law Section 103
(competitive bidding). When a change order to a contract results in an aggregate increase
of$1,000 over the original contract award, then the following procedures apply: (a) a
Public Contract Change Order Approval Form must be completed and signed by the
Department Head and must be accompanied by a detailed explanation of why the change is
needed and also accompanied by a change order proposal from the contractor (these
documents must be forwarded to the Comptroller's Office); and (b) the change order must
be approved by the Comptroller's Office and the Town Attorney's Office, and once
approval has been granted, the Department must prepare a Town Board resolution
requesting authorization for the change from the Board. Only after all of these procedures
have been completed and approvals granted, can the contractor go forward with the
additional work.
8. A good faith effort shall be made to obtain the required number of proposals or
quotations. If the Purchaser is unable to obtain the required number of proposals or
quotations,the Purchaser shall document the attempt made at obtaining the proposal on
Updated: 5/18/2010 3:00 PM by Linda Cooper Page 3
Resolution 2010-391 Board Meeting of May 18, 2010
the Proposal Quotation Form. In no event shall the inability to obtain the proposals or
quotes be a bar to the procurement.
9. Except when directed by the Town Board, no solicitation of written proposals or
quotations shall be required under the following circumstances:
(a) Public works contracts in cases of public emergencies arising out of an accident
or unforeseen condition or occurrence that threatens curtailment or termination of an essential
service to the public, or a dangerous condition develops affecting the life, health, safety or
property of the Town or its inhabitants. The situation must require immediate attention which
cannot await competitive bidding.
(b) Sole source situations.
(c) Goods purchased from another governmental agency.
(d) Goods purchased under a State or County contract.
(e) Goods purchased at auction.
(f) Goods purchased for less than $1,000.00.
(g) Public Works contracts for less than $1,000.00.
10. All prospective purchasers of professional services should obtain a written/fax estimate
and statement of qualifications from at least two sources except when otherwise directed by the
Town Board.
11. A properly executed purchase order is required for all purchases. Neither goods nor
services are to be ordered without first obtaining a purchase order signed by the Department
Head and the Supervisor.
12. This Policy shall be reviewed annually by the Town Board at its organizational meeting
or as soon thereafter as is reasonably practicable.
Denis Noncarrow
Southold Town Clerk
RESULT: ADOPTED [UNANIMOUS]
MOVER: William P. Ruland, Councilman
SECONDER:Albert J. Krupski Jr., Councilman
AYES: Ruland, Orlando, Talbot, Krupski Jr., Evans, Russell
Updated: 5/18/2010 3:00 PM by Linda Cooper Page 4
1,
"g ° U RESOLUTION 2018-224
ADOPTED DOC ID: �l"892
THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2018-224 WAS
ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON
FEBRUARY 27 201
RESOLVED that the Town Board of the Town of Southold hereby replaces the Procurement
Policy adopted by Resolution No. 39 of May 18, 2010, and amended by Resolution No. 808 of
October 5, 2010, with the following, to be effective March 1, 2018:
TOWN OF SOUTHOLD PROCUREMENT POLICY
Every prospective purchase of goods or services shall be evaluated to determine the
applicability of General Municipal Law, Section 103. Every Town officer, board, department
head or other personnel with the requisite purchasing authority (hereinafter"Purchaser") shall
estimate the cumulative amount of the items of supply or equipment needed in a given fiscal
year. That estimate shall include the canvass of other Town departments and past history to
determine the likely yearly value of the commodity to be acquired. Upon request, the
Comptroller can calculate the cumulative amount of a particular commodity needed by all Town
departments based on past history. If the cumulative amounts exceed competitive bidding
thresholds, then the purchase must be contracted through the bidding process. The information
gathered and conclusions reached shall be documented and kept with the file or other
documentation supporting the purchase activity. Purchasing activities are to be conducted in a
manner that is in accordance with law, in the best interests of the Town, avoids favoritism,
wastefulness, extravagance, fraud and corruption, and fosters honest competition to obtain the
greatest economic benefit for every tax dollar expended. No anticipated contract or purchase
shall be subdivided or structured with the intention of avoiding this Procurement Policy.
2. All purchases of(a) supplies or equipment which will exceed$20,000.00 in the fiscal
year or(b)public works contracts over$35,000.00 shall be formally bid pursuant to
General Municipal Law, Section 103.
3. All estimated purchases of:
Less than $20,000.00 but greater or equal to $12,000.00 require a written request
for quote ("RFQ") and written/fax quotes from 3 vendors.
Less than$12,000.00 but greater or equal to $5,000.00 require a written RFQ for
the goods and written/fax quotes from 2 vendors.
Less than$5,000.00 but greater or equal to $2,500.00 requires verbal quotes for
the goods from 2 vendors. These verbal quotes must be documented by the
department purchasing said goods.
Less than $2,500.00 are left to the discretion of the Purchaser, but written/fax
quotes are preferred.
All estimated public works or service contracts of:
Less than$35,000.00 but greater or equal to $20,000.00 requires written
Resolution 2018-224 Board Meeting of February 27, 2018
fax/proposals from 3 contractors.
Less than$20,000.00 but greater or equal to $10,000.00 requires written
fax/proposals from 2 contractors.
Less than$10,000.00 but greater or equal to $5,000.00 requires verbal quotes
from 2 contractors. These verbal quotes must be documented by the department
soliciting the quotes.
Less than$5,000.00 are left to the discretion of the Purchaser but written/fax
quotes are preferred.
All prosplclive purchasers of pr2fellional services of-
Greater than $ ,000,requires a lrorrnal,competitive Request for Proposal
CRFP"), which shall be evaluated based upon qualitative factors and quantitative
factors, as set forth in said RFP.
Less than $35,000 00 but greater:or equal to S25,000.00 requires a written RFQ
and statement of qualifications from 3 vendors.
Less than 25,000. 0 but greater or equal to $10,000.00 requires a written Rl°Q
and statement of qualifications from 2 vendors.
Less than S10,000.00 are le.11 to the discretion ofthe Purchaser„ but written/fax
quotes and statement of qualifications is preferred.
Any written request for quotes/prices shall describe the desired goods, quantity and the
particulars of delivery. The Purchaser shall memorialize the name and address of all
vendors from whom written/fax quotes have been requested and the written/fax quotes
offered on a Proposal Quotation Form.
4. All Proposal Quotation Forms shall be date stamped and shall be kept confidential
until the purchase order is signed and returned to the department. Until that time
no employee shall discuss any price quote with the prospective vendor or contractor.
A copy of the Proposal Quotation Form and any written proposals shall be attached
to the purchase order before it is submitted to the Accounting Department. All
information gathered in complying with the procedures of this item shall be
preserved and filed with the documentation supporting the subsequent purchase or
public works contract.
5. The purchase, public works or service contract shall be awarded for the proposal or quote
submitted by the lowest responsible bidder. The responsibility of the bidder is to be
determined at the discretion of the Town Board or department head and is based not
solely on qualifications or experience but accountability and reliability. However, the
Purchaser may award such contract to a bidder, other than the lowest responsible bidder,
where such bidder maintains a principal place of business located within the Town of
Southold, or sells the contracted for supplies, material, or equipment manufactured and
located within the Town of Southold, and submits a bid not exceeding ten percent (10%)
more than the otherwise lowest responsible bidder.
The Purchaser may award the purchase or contract to a bidder, other than the lowest
responsible bidder, where such bidder maintains a principal place of business located
within the County of Suffolk or sells the contracted for supplies, material, or equipment
manufactured and located within the County of Suffolk, and submits a bid not exceeding
Updated: 2/27/2018 3:33 PM by Lynda Rudder Page 2
Resolution 2018-224 Board Meeting of February 27, 2018
five percent(5%)more than the lowest responsible bidder.
For the purpose of this Policy,the terms "located within the Town of Southold" and
"located within the County of Suffolk" shall mean having a principal place of business
physically located within the geographical boundaries of the Town or the County as
applicable. In the case of an individual, partnership, association, or proprietorship, it
shall mean having an office from which at least a majority of the employees are assigned
and at which at least a majority of the employees work. In the case of a corporation, it
shall mean having its principal place of business from which the president or chief
executive officer operates on a regular and consistent basis, and the address so designated
on its certificate of incorporation, located within the Town or the County, as applicable.
6. Prior to disbursement of any payment under an approved contract,the Town
Attorney's Office must possess a copy of the fully executed contract as well as
documentation of required insurance and contract security/performance bond.
T Change Orders to Awarded Contracts: If, during the term of a contract, it is
determined that additional work needs to be performed or goods are needed to be
purchased,which would increase the original contract amount, a formal change
order must be in place. This applies to all contracts subject to General Municipal
Law Section 103 (competitive bidding).
When a change order to a contract results in an aggregate increase of$2,500 over
the original contract award, then the following procedures apply:
(a) a Public Contract Change Order Approval Form must be completed and
signed by the Department Head and must be accompanied by a detailed
explanation of why the change is needed and also accompanied by a
change order proposal from the contractor(these documents must be
forwarded to the Comptroller's Office); and
(b) the change order must be approved by the Comptroller's Office and the
Town Attorney's Office, and once approval has been granted, the
Department must prepare a Town Board resolution requesting authorization
for the change from the Board. Only after all of these procedures have been
completed and approvals granted, can the contractor go forward with the
additional work.
8. A good faith effort shall be made to obtain the required number of proposals or
quotations. If the Purchaser is unable to obtain the required number of proposals
or quotations,the Purchaser shall document the attempt made at obtaining the
proposal on the Proposal Quotation Form. In no event shall the inability to obtain
the proposals or quotes be a bar to the procurement.
9. Except when directed by the Town Board, no solicitation of written proposals or
quotations shall be required under the following circumstances:
(a) Public works contracts in cases of public emergencies arising out of an accident
or unforeseen condition or occurrence that threatens curtailment or termination of
Updated: 2/27/2018 3:33 PM by Lynda Rudder Page 3
Resolution 2018-224 Board Meeting of February 27, 2018
an essential service to the public, or a dangerous condition develops affecting the
life, health, safety or property of the Town or its inhabitants. The situation must
require immediate attention which cannot await competitive bidding.
(b) Sole source situations.
(c) Goods purchased from another governmental agency.
(d) Goods purchased under a State, County, Federal or other municipal contract.
The underlying contract must be let in a manner that constitutes competitive
bidding consistent with state law, and made available for use by other
governmental entities.
(e) Goods purchased at auction.
(f) Purchases from NYS Preferred Sources.
(g) Goods purchased for less than$2,500.00.
(h) Public Works contracts for less than $5,000.00.
10. A properly executed purchase order is required prior to payment for all purchases.
With the a cel2tion of the folloNving items,neither goods nor services are to be ordered
without first obtaining a purchase order signed by the Department Head and the
Supervisor:
(1). ....Rental.pa nrents for Leases a roved b formal Town. Board resolution
attach a copy of the adopted Toown Board resolution to the voucher).
2 Specific purchases approved by formal Town board resolution attach a copy
of the adopted Town Berard resolution to the voucher which might include
bid awards. However, a Purchase Order is required forspecific purchases
made under"blanket" bid awards such as annual food needs uniforms and
laundry services.
Construction contracts approved.,b formal Town Board resolution attach a
copy of the adopted Town Board resolution to the voucher).
4 Petty cash purchases.
5 Travel expenses, (mileage, tolls meals ferry or train a enses etc. ..
6 Meeting and seminar registration fees attach a copy of the adopted Town
Board resolution to the voucher
(7) Legal notices.
8' Utility payments.
11. This Policy shall be reviewed annually by the Town Board at its organizational meeting
or as soon thereafter as is reasonably practicable.
Denis Noncarrow
Southold Town Clerk
RESULT: ADOPTED [UNANIMOUS]
MOVER: William P. Ruland, Councilman
SECONDER:Louisa P. Evans, Justice
AYES: Dinizio Jr, Ruland, Doherty, Ghosio, Evans, Russell
Updated: 2/27/2018 3:33 PM by Lynda Rudder Page 4
A A
P
THE LEGISLATURE
STATE OF NEW YORK
August 8, 2024
Mr_ Robert Free
President of the Long Island Railroad
93-02 Sutphin Blvd
Queens,NY 11435
Dear President Free:
This letter is a follow-up to our meeting on August 6, 2024,regarding the significant gap in weekday afternoon
and evening train service between Penn Station and Greenport. The current LIRR timetable provides only three
eastbound trains between these stations, with a notable seven-hour gap between midday and evening services.
This gap poses a substantial inconvenience to our constituents who rely on this service.
Travel patterns to and from the North Fork have changed in recent years. Those changes have been due in large
part to increased second homeownership and the expansion of residents working remotely from the North Fork
part of the week. As a result,travel to the North Fork eastbound has increased dramatically on Thursdays. This
results in unacceptable traffic congestion on the North Fork due in part to the lack of LIRR service to Greenport.
Currently,the LIRR operates Train#954. This train departs Penn Station at 2:26 pm and arrives in Greenport at
5:22 pm.This service is only provided on Fridays and only in the summer and fall. On all other weekdays,this
service terminates in Riverhead. This service has proven to be extremely popular on summer and fall Fridays,
averaging 200 passengers during peak summer months and around 100 in September and early October.
We are requesting that the LIRR operate Train 9954 on both Thursdays and Fridays year-round.This would
optimize the use of LIRR resources and provide a more consistent service for our constituents.
Thank you for your attention to this matter. We look forward to your positive response and are available to
discuss this fiuther at your earliest convenience.
Respectfully yours,
� d
Anthony H. Palumbo Jodi Giglio Fred W.Thiele,Jr.
Senator I"District NYS Assemblywoman, 2°d District NYS Assemblyman, I District
cc: Nick Fasano, Assistance Director of Govermnent and Community Relations