HomeMy WebLinkAboutNYS DOS LWRP Grant C005871 - GIS DatabaseELIZABETH A. NEVILLE
TOWN CLERK
REGISTRAR OF VITAL STATISTICS
MARRIAGE OFFICER
RECORDS MANAGEMENT OFFICER
FREEDOM OF INFORMATION OFFICER
Town Hall, 53095 Main Road
P.O. Box 1179
Southold, New York 11971
Fax (516) 765-1823
Telephone (516) 765-1800
TO:
FROM:
RE:
DATE:
OFFICE OF THE TOWN CLERK
TOWN OF SOUTHOLD
VALERIE SCOPAZ. TOWN PI_~NNER
JOHN CUSHMAN. TOWN COMPTROLLER
ELIZABETH A. NEVILLE. TOWN CLERK
LWRP PROJECT AGREEMENT #COO5871
OCTOBER 29, 1998
IN REPLY TO YOUR MEMO YESTERDAY REGARDING THE ABOVE
REFERENCED AGREEMENT. PLEASE BE ADVISED THAT I HAVE SEARCHED
MY OFFICE AND THE VAULT AND DO NOT FIND ANY RECORD OF THIS
AGREEMENT OR ANY CORRESPONDENCE PERTAINING TO IT. UPON
CONFERRING WITH JOHN CUSHMAN. HE DID HAVE THE AGREEMENT.
WHICH HE GAVE ME A COPY OF. ATTACHED FOR YOUR RECORDS IS A
COPY OF WHAT HE GAVE ME. SHOULD YOU FIND ANY FURTHER
DOCUMENTATION OF THIS AGREEMENT. I WOULD APPRECIATE COPIES
FOR MY RECORDS. THANK YOU.
To: Elizabeth Neville, Town Clerk
CC: Gregory Yakaboski, Town Attorney
From: Valerie Scopaz
Date: 10/28/98
Re: LWRP Project Agreement: # C005871
Attached is an executed copy of an agreement between the Town of
Southold and the New York State Department of State for the above cited
project. Please review your records and forward to John Cushman, any and
~llii~terial relatod to this agreement.
I ooo
NEW YORK STATE DEPARTMENT OF STATE
LOCAL WATERFRONT REVITALIZATION PROJECT AGREEMENT
NUMBER C005871
This is
A.
an Agreement between the following parties:
New York State Department of State
41 State Street
Albany, New York 12231
hereinafter referred to as the "Department"
Town of Southold
P.O. Box 1179
Southold, NY 11971
hereinafter referred to as the "Recipient"
WITNESSETH:
WHEREAS, the. EmSronmental Protection Act provides for State assistance to municipalities tbr local
waterfront revitalization programs; and
WHEREAS, the Recipient has been chosen to receive State Assistance as the result of a competitive
application process;
WHEREAS, based upon the information, representations and certifications made by the Recipient,
in such application, the Department fmds that State assistance payment may be so made; and
WHEREAS, the Department is required by statute to enter into a written contract (Agreement) with
the Recipient; and
WHEREAS, the Recipient has submitted, and the Department has evaluated and approved, an
application setting forth the purposes and details of said Project, which is annexed hereto as Exhibits A, B, and
C;
NOW, THEREFORE, in consideration of the promises, responsibilities and covenants herein, the
Department and the Recipient agree as follows:
TERMS OF THE AGREEMENT
A. This Agreement consists of the body of this Agreement (i.e., that portion preceding the signature
of the parties in execution), and Appendix A and Exhibits A, B, C, and Attachments FPSR and MR
which are annexed hereto and incorporated herein.
B. The term of this Agreement shall begin on March 1, 1998, and terminate on March 31, 1999, and
in the event of reappropriation of these funds by the State Legislature, and in such event and upon
written notice by this Department, the termination date of this Agreement shall be March 31, 2000,
unless modified or terminated in accordance with the provisions oft/tis Agreement or applicable law;
C. Except as provided in Section VIII hereof, this agreement is executory and will not be effective
until approved by the State Comptroller. The Department shall not be responsible for nor the
Recipient entitled to payment for any liabilities incurred prior to approval of the Agreement by the
Comptroller if the Agreement does not receive such approval.
D. In the event of any inconsistency or conflict in the interpretation among the documents of this
Agreement, said conflict shall be resolved by giving precedence to the documents in the following
order:
2.
3.
4.
Appendix A
The body of this Agreement
Exhibits A, B, and C
Attachments FPSR and MR
E. No liabilities are to be incurred beyond the termination date and no costs will be reimbursed for
such liabilities tmless: 1) funds have been reappropriated for the Project in the subsequent State fiscal
5'ear, 2) the Department determines that it is in the best interest of the Department and the State to
provide additional time to complete the Project and 3) an extension agreement is approved in
accordance with Section VIII of this Agreement.
F. State assistance payments for the term of this Agreement shall not be more than the mount set
forth in the application approved by the Secretary of State.
G. The Department shall not be liable for expenses of any kind incurred in excess of the State Funds
requested as set forth in Exhibit A, and shall not be responsible for seeloag additional appropriations
or other sources of funds for the Project.
H. Expenditures per cost category may exceed the amounts indicated in the Project Budget by up to
ten percent (10%) or $1,000, whichever is greater, without approval of the Department, provided that
Total State Funds and Total Local Share as set forth in Exhibit A is not changed. Any expenditure
in excess of such 10% or $1,000 or any change to the Total State Funds or Total Local Share, shall
require an amendment to the Project Budget submitted in writing by the Recipient and approved by
the Department. No expenditures shall be allowed for items not set forth in the Project Budget without
prior written approval of the Department.
I. The Recipient shall perform all services to the satisfaction of the Department. The Recipient shall
provide all services and meet the program objectives summarized in Exhibit B in accordance with:
provisions of this Agreement; relevant laws, rules and regn!atlons, administrative and fiscal guidelines;
and where applicable, operating certificates for facilities or licenses for an activity or program.
J. The Recipient may subcontract for all or any portion of the activities covered by this Agreement
as provided for in the approved Exhibit C, subject to prior written approval by the Department of any
2
subcontractor and the terms of any subcontract. If the Recipient enters into subcontracts for the
performance of work pursuant to this Agreement, the Recipient shall take full responsibility for the
acts and omissions of its subcontractors. Nothing in the subcontract shall impair the rights of the
Department under this Agreement. No contractual relationship shall be deemed to exist between the
subcontractor and the Department.
K. Additional requirement for construction projects: Project design, including preparation of final
plans and specifications, and supervision of construction shall be undertaken by a qualified architect
and/or engineer licensed to practice in the State of New York. The Recipient shall submit final plans
and specifications to the Department for its acceptance before initiating construction work or, if the
Recipient intends to subcontract for construction work, before the work is advertised for bidding. No
change to project plans may be made without the prior ~witten approval of the Department. The
Recipient shall also be responsible for erecting a project sign satisfactory to the Department identifying
the project and shall maintain it during construction. Upon completion of the project, the Recipient
shall submit to the Department a proper certification from a licensed architect or engineer.
All contractors participating in the construction project shall provide insurance as described below.
If the Recipient is a self-insured municipality, the Recipient shall purchase and maintain an Owner's
Protective Liability Policy with limits no less than $4,000,000 in the name of the State of New York.
In all other cases, the following forms of insurance shall be procured and maintained by the Recipient
or the subcontractor for construction undertaken or contracted tbr by the Recipient:
1. Worker's Compensation and Employer's Liability Insurance with a limit of $1,000,000
under Coverage B and, where applicable, coverage under the Jones Act and the Longshore
Act.
2. Comprehensive Liability Insurance (for contractual and independent contractors) with
limits no less than $1,000,000 combined (bodily injuD' and property damage) single limit per
occurrence and $2,000,000 aggregate.
3. Comprehensive Automobile Liability Insurance covering owned, hired, and non-owned
vehicles with a combined bodily injury and property damage liability limit of at least
$1,000,000 per occurrence.
4. The Recipient shall require a Builder's Risk Pohcy until the project is completed and
accepted in the amount of the total project cost.
5. An Owner's Protective Liability Policy with limits no less than $1,000,000 in the name of
the Recipient and the State of New York.
6. Pmfessienal consultants retained by the Recipient in connection with the project shall show
evidence of professional liability insurance with limits no less than $1,000,000.
The Recipient shaH, where appropriate, identify documents~ reports, and maps produced in
whole or in part under this Agreement by endorsing on sai~l documents, reports, and maps the
following:
3
"This (document, report, map, etc.) was prepared for the New York State Department of State
with funds provided under Title 11 of the Environmental Protection Fund."
Title to Completed Project; Copyright - For planning, designs and other non-construction
projects, it is understood and agreed that the Department will acquire upon completion, all
rights, title, and interest in and to the said Project and to all reports, maps, analysis, and other
documents and materials, in whole or in part, prepared for or connected with the Project,
including the right of republication.
No reports, maps, analysis, or other documents produced in whole or in part under this
Agreement shall be the subject of an application for copyright by, or on behalf of, the
Recipient.
The Contractor shall indemnify and hold harmless the Department from any damages to
property or injury to persons (including death), and any and all claims, suites, actions,
damages and costs of every nature arising out of the provisions of this Contract resulting from
the acts or omissions of the Contractor or its agents, employees, subcontractors or suppliers.
However, the Contractor shall not be obligated to indemnify the Department for property.'
damage or pemonal injury (including death) directly and solely caused by the Deparanent or
its employees.
Article 15-A of the New York State Executive Laxv - The Depa~'tment of State administers a
Minority and Women-oxmed Business Enterprises (IVlWBE) Program as mandated by Article
15-A of the New York State Executive Law. This law supersedes any other provision in state
law authorizing or requiting an equal employment opportunity program or a program for
securing participation by minority and women-owned business enterprises. Under this law,
all state agencies must, subject to certain exceptions, establish goals for minority and women-
owned business participation in certain state contracts and grants. Where MWBE goals are
required, even in circumstances where this goal is zero, a Quarterly Grantee Report is
required to be submitted to the Affirmative Action Office of the Department on forms
provided by the Deparnnent.
Article 15-A requires that rules and regulations be established for contracts entered into by
the Department. In accordance with Article 15-A, goals must be set for contracts entered into
by the Department in excess of $25,000 for labor, services, supplies, equipment, and
materials, or any combination of the foregoing, and for contracts cote, r~ into by the
Department in excess of $100,000 for acquisition, construction, demolition, replacement,
major repair, renovation or improvement of real property. In applying these rules and
regulations, the Department must consider the availability of certified minority and women-
owned businesses in the region in which the state contract will be performed, the total dollar
value of the contract, the scope of work to be performed, and the project size and term.
The contractor will, when re~_ ired as a part of the bid or proposal, submit a Staffing Plan on
the form provided by the Department. This Plan will detail the work force anticipated in the
performance of the state contract broken down by ethnic background, gender, and Federal
Occupational Categories.
4
At%r a bid opening and prior to the award ora state contract, the contractor will submit an
Equal Employment Opportunity (EEO) Policy Statement to the Department within the time
frame established by the Department. The law requires that, as a precondition to entering into
a valid and binding state contract, the contractor shall agree to the following stipulations and
will include them in the EEO Policy Statement:
· The contractor will not discriminate against any employee or applicant for
employment because of race, creed, color, national origin, sex, age, disability or
marital status.
· The contractor will undertake or continue existing programs of affirmative action
to ensure that minority group members and women are afforded equal employment
opportunities without discrimination because of race, creed, color, national origin,
sex, age, disability or marital status. For these purposes, affirmative action applies
in areas of recruitment, employment, job assignment, promotion, upgrading,
demotion, transfer, layoff, or termination and rates of pay or other forms of
compensation.
· The contractor will make active and conscientious efforts to employ and to utilize
minority, group members and women at all levels and in all segments of its work force
on state contracts, and the contractor will document these efforts.
· The contractor will state in all solicitations and advertisements for employees that,
in the performance of the state contract, all qualified applicants will be afforded equal
employment opporUmities without discrimination because of race, creed, color,
national origin, sex, age, disability or marital status.
· The contractor will, at the request of the Department, request each employment
agency, labor union, or authorized representative of workers with which it has a
collective bargaining or other agreement or understanding, to fi~mish a xvritten
statement that such employment agency, labor union, or representative will not
discriminate because of race, creed, color, national origin, sex, age, disability or
marital status, and that such union or ~presentative will affirmatively cooperate in
the implementation of the contractor's obligations herein.
· The contractor will include the provisions regarding the EEO Policy Statement and
the Staffing Plan enumerated above in each and every subcontract of a state contract
in such a manner that the subcontractor is bound by these requirements.
· Failure to provide an EEO Policy Statement and a Staffing Plan without
reasonable written justification or commitment to provide these requirements by a
specified date will result in rejection of the contractor's bid or proposal.
· After the award of a state contract, the contractor wil! iubmit to the Department
a Workforce Employment Utilization Report, on the form supplied by the
Departmeet, detailing the work force actually utilized on the state contract, by ethnic
baclqground, gender and Federal Occupational Categories, as specified on the form.
5
Tlf~s Report will be submitted to the Department on a quarterly basis throughout the
life of the contract.
· The contractor, and any of its subcontractors, may be required to submit
compliance mlx>as relating to their operations and implementation of their affirmative
action or equal employment oppommity program in effect as oftbe date the state
contract is executed.
Questions regarding this program should be directed to the Affirmative Action Office by calling (518)
474-2752. To assist potential contractors, a copy of the iVYS Directory of CerttfiedMinority and
Women-owned Business Enterprises is made available for inspection at the Department of State
Affirmative Action Office, 41 State Street, Albany, New York 12231. The Department makes no
representation with respect to the availability or capability of any business listed in the Directory.
II.
PAYMENT AND RECORDS RETI~NTION
A. The Department shall make interim payments for eligible costs incurred up to an amount not to
exceed 90% of the State Funds Requested. The final payment will be made upon satisfactory
completion of the project. Payments shall be made in accordance with D. below.
B. Notwithstanding the above requirements relating to payments, upon written notification by the
Department, the Recipient may be required to submit source documentation and additional verification
of allowable expenditures.
C. Interest income earned on funds received pursuant to this Agreement shall be used to further the
purpose of this Project or shall be deducted from total eligible costs to determine the net eligible costs
to be reimbursed by the Depamnent.
D. Payments shall be made as follows:
1. Not more frequently than once every 30 days, a properly executed payment request, on
forms as prescribed by the Depamnent, and required work products documenting completion
of one or more of the tasks set foah in Exhibit B, and total project costs incurred to date, ma3'
be submitted. Such payment request shall be submitted to:
New York State Department of State
Contract Administration Unit - LWRP
Albany, New York 12231-0001
2. Payment requests will be reviewed in accordance with the terms and conditions of this
Agreement to determine total allowable project costs incurred and the number and percentage
of allowable project tasks completed to date. For the purpose of determining the level of
reimbursement, otherwise allowable project costs may be reduced if the percentage of task
completion is deemed insufficient.
6
III.
3. Total allowable project costs, adjusted pursuant to 2. above, will be prorated between State
Funds and Local Share costs in the same proportions as Total State Funds is to Total Local
Share as set forth in Exhibit C.
4. Interim payments will be issued in amounts equal to the State Funds calculated In 3. above,
less all previous payments to date.
5. The final payment, calculated pursuant to 2. and 3. above, will be issued upon receipt and
approval of a payment request marked "FINAL" documenting all project costs incurred and
tasks completed and submission of the Final Project Summary Report (Attachment FPSR &
Attachment MR). Such final payment request shall be submitted within 60 days following the
ending date of this Agreement.
E. Notwithstanding the submission of freely and properly executed payment requests, the Department
shall be under no obligation to make pasment for expenditures incurred Without the prior Department
approvals and/or amendments required under this Agreement and, further, shall have the right to
Withhold any such payment pending the execution of such approval and/or amendment.
F. The Recipient shall maintain, at its principal place of business, detailed books and accounting
records supported by otiginal documentation relating to the incurring of all expenditures, as well as
payments made pursuant to this Agreement. The Recipient shall make such records available for
review by the Department upon request at any time. The Department shall have the tight to conduct
progress assessments and review books and records as necessary. The Department shall have the right
to conduct an on-site review of the Project and/or books and records of the Recipient prior to, and for
a reasonable time following, issuance of the FINAL payment. The Department shall be entitled to
disallow any cost or expense, and/or terminate or suspend this Agreement, if the Recipient has
misrepresented any expenditures or Project activities In its application to the Department, or in this
Agreement, or in any progress reports or payment requests made pursuant hereto. The Recipient shall
maintain such books and accounting records in a manner so that reports can be produced therefrom
in accordance with generally accepted accounting principles. The Recipient shall maintain separate
fiscal books and records for all funds received through the Department pursuant to this Agreement.
G. Dunng the term of this Agreement and for a period of six years after its termination, the Recipient
shall make all such books and records available to the Department and the Office of the State
Comptroller, or their designated representatives, for inspection and audit.
TERMINATIONS
A. This Agreement may be terminated at any time upon mutual written agreement of the Department
and the Recipient.
B. For fault:
1. If the Department determines that the Recipient has failed to comply with the terms and
conditions of this Agreement and/or with any laws, rules, regulations, policies or procedures
affecting this Agreement, the Department shall notify the Recipient in writing.
IV.
2. Such notice shall specify such failures and shall specify a reasonable period but not less
than ~ (15) days fi.om receipt of the notice that the Recipient has to correct such failures.
3. The Department reserves the right to suspend all work during the period provided in the
notice.
4. If the Recipient does not correct such failures during the period provided for in the notice,
this Agreement shall be deemed to be terminated after expiration of such time.
C. Any xvritten notice shall be sent by certified mail, return receipt requested.
D. Upon suspension, the Recipient shall retain all funds which have been advanced but not identified
as expenditures supported by incurred eligible costs of the Recipient and shall not expend or obligate
them during such period of suspension.
E. Upon receipt of notice of termination, the Recipient agrees to cancel, prior to the effective date of
any prospective termination, as many new obligations as possible, and agrees not to incur any new
obligations after receipt of the notice without approval by the Department.
1. The Recipient shall not be relieved of it's responsibility to pay eligible costs incurred
pursuant to this Agreement prior to the effective date of termination.
F The Department shall be responsible for pa.x~nent to the Recipient on claims pursuant to eligible
services provided and costs incurred pursuant to this Agreement, including those referred to in E.I.
above. In no event shall the Department be liable for expenses and obligations arising from the
program(s) in this Agreement after the termination date.
G. Upon termination, all funds advanced but not identified as expenditures supported by incurred
eligible costs of the Recipient under this Agreement shall accrue to the Depamnent and shall become
immediately due and oxdng.
INDEMNIFICATION
A. The Recipient shall be solely responsible and answerable in damages for any and all accidents
and/or injuries to persons (including death) or property arising out of or related to the services to be
rendered by'the Recipient or its subcontractors pursuant to this Agreement or in relation to this
Agreement. The Recipient shall Indemnify and hold harmless the Department and its officers and
employees fi.om claims, mits, actions, damages and costs of every nature arising out of the provision
of services pursuant to this Agreement or in relation to tiffs Agreement.
B. The Recipient is an independent contractor of the Department and may neither hold itself out nor
claim to be an officer, employee or subdivision of the Department nor make any claim, demand or
application to or for any right based upon any different status.
VI.
VII.
PROPERTY
Any equipment, furniture, supplies or other property purchased pursuant to this Agreement is deemed
to be the property of the Department, except as may otherwise be governed by Federal or State laws,
rules, regulations, or ~xitten waiver by the Department.
SAFEG1JARDS FOR SERVICES AND CONFIDENTIALITY
A. Services performed pursuant to this Agreement are secular in nature and shall be performed in a
manner that does not discriminate on the basis of religious belief, or promote or discourage adherence
to religion in general or particular religious beliefs.
B. Funds provided pursuant to this Agreement shall not be used for any partisan political activity, or
for activities that max' influence legislation or the election or defeat of any candidate for public office.
C. Information relating to individuals who may receive services pursuant to this Agreement shall be
maintained in conformity ~vith applicable provisions of laws and regulations.
FULLY-ExECUTED AGREEMENT OR AMENDMENT THERETO
A. If this Agreement or amendments thereto allocates funds totaling $10,000 or less, it shall be
deemed to be fully executed ~vhen approved and signed by the Recipient and the Department.
B. If this Agreement, or amendments thereto, allocates funds totaling more than $10,000, it shall be
deemed to be fully executed when approved by the Office of the State Comptroller.
9
IN WITNESS WHEREOF, the parties hereto have executed or approved this Agreement on the dates below their
signatures.
CONTRACT NUMBER C005871
DEPARTMENT CERTIFICATION
"In addition to the acceptance of this contract, the
Department also certifies that original copies of this
signature page will be attached to all other exact copies
of this contract."
RECIPIENT - Town of Southold
TiTL~ 0 Supervisor
DATE February 13, 1998
Approved as to Form:
NEW YORK S~EPAR~NT OF
Approved:
STATE COMPTROLLER
DATE ~
Onthis 13thdayof February ,1998,beforemepersonallycame
J ea n W. Coch ran to me known, who, being by me duly sworn, did depose and say that _~e is
the Supervisor of Southold Town the mmficipality described in and which
executed the above instrument; and that _~e signed his/her name thereto by order of the local legislative body of
the ab°ve menti°ned municipality' ~ 4. ~_~
v NOTARY PUBLI~C
10
PATRIGIA D. (3u~RSIK
NoCa~/~ ~ M N~w York
~ 01~Ai~1a
II.
APPLICATION FOR FUNDING
Local Waterfront Revitalization Project
Fundine
A. State Funds Requested
B. Local Share To Be Applied
Aoolicant
A. Name of Municipality:
Address:
Exhibit A
$60,000
$60,000
To~-n of Southold
PO Box 1179
53095 Main Road
Southold, NY 11971
Iii.
Contact Person: Valerie Scopaz
Phone: Area Code
Federal Tax Identification Number: 11-6001939
Title: Town Planner
516-765-1938
Certifications
1.
Payments accrued under this funding will not duplicate reimbursement received from other
sources.
As required by Title 11, Section 54-1101 (6) of the Environmental Protection Act, a necessary
and measurable public benefit shall accrue from the expenditure of State and local funds for the
project set forth in Exhibit B.
The information presented in this application is true and accurate, the Local Shaxe set forth
above is available to the Applicant for expenditures pm'suant to this Application, and the person
signing below is authorized to make all such representations contained herein on behalf of the
applicant municipality.
Jean W. Cochran
Supervisor 2 /13/98
Typed Name Title Date
A-1
Exhibit B
I. Project Name and Descrlp00n:
Establish GIS Database for Growth Management
The Town of Southotd is currently undertaking a growth management initiative, Southold Township 2000, which
will position the Town to constructively manage anticipated growth, while simultaneously preserving its unique
character and environment. The Town of Southold Local Waterfront Revitalization Program (LWRP) will form
the background to this initiative.
The main focus of the growth management initiative in 1998 is the preparation of a Ground Watershed Protection
and Water Supply Management Program and an Agricultural Protection Strate~-. In developing these aspects of
the growth ~nanagement initiative the Town Ires established a partnership with the Suffolk Count3, Department of
Planning, Suffolk County Water Authority and the Pecoulc Land Trust. The Town of Southold will continue to
develop the Southold Township 2000 in 1999, building on the LWRP and these two aspects of the Initiative.
The Suffolk County Depmtment of Planning is providing general planning support and land use and resource data.
the Suffolk County Water Authority is working with the Town on the Ground Watershed Protection and Water
Supply Mmtagement Program and the Peconic Land Trust is partnering the Town on the Agricultural Protection
Strategy. As part of the partnership with the Peconic Land Trust, the Town of Southuld is working with
Conservation Advisors, its GIS consultants, to develop the Toxvn's Geographic Information System (GIS)
capabilities. These studies will fizrther the implementation of the LWRP.
The first component of this grant will enable the Town of Southold to acquire GIS data, train staffin the use of this
GIS data and to begin analysis and presentation of the data. This GIS database will support both aspects of the
current growth management initiative and be used in day-to-day decision-making and planmng in the Town. The
database will also be used to assist the Town in the implementation of the LWRP. The second component of the
grant will be used to prepare the Agricultural Protection Strategy.
Completion of the Town of Southold Draft LWRP is required before money from th/s grant will be released.
Establishment of the GIS database for growth management and the completion of the Agricultural Protection
Strategy involve several discrete tasks that are broken out below. Public meetings and Department of Stato (DOS)
review are included within these tasks. Approval by the DOS of any and all consultant subcontracts is necessary
before work can commence.
Component Tasks:
Task 1: Project Scoping Session
The Town of Southold, DOS, Suffolk County Department of Planning, Suffolk County Water
Authority, the Peconic Land Trust and the consultant(s) shall hold an initial meeting to review
project requirements. A brief meeting summary shall be prepared by the Town of Southold to
clearly indicate the agreements and understandings reached at the meeting.
Product: Scoping meeting with appropriate parties. Meeting summary with note of agreements
and understandings reached.
Task 2: Contract Preparation and Execution
The Town of Southold shall prepare dra:~ contracts to conduct the work with the selected
consultant(s). The contracts shall contain a detailed ~vork plan with adequate opportunity to
review stages in completion of the work, a payment schedule (payments should be fled to receipt
of products in the work plan), and a project cost.
DOS review and approval of the contract is required. A copy of the final contract, incorporating
DOS's comments on the draft, shall be provided to DOS.
Product: Executed consultant contract(s).
Task 3: Establish GIS system
The Town of Southold shall work with Suffolk Count' Department of planmng, the department
of State, Conservation Advisors and other knowledgeable organizations to establish the Planning
Department's GIS. In developing the GIS system, the ToxxTt of Southold shall prepare a report
that identifies the hard~,,are, sot~vare and personnel aspects of its GIS development. Data needs
and data sources shall also be identified in the report.
DOS review of the GIS Development Report is required.
Product: GIS Development Report. GIS system.
Task 4: Provide staff training on use of GIS
The Town of Southold shall work xvith Conservation Advisors and other knowledgeable
orgainzatjons to provide training to staff of the To~vn of Southold on the Planning Department's
GIS.
Products: Completed staff training program.
Task 5: Assemble GIS database to support Townwide growth management initiative
The Town of Southold shall work with Suffolk County Department of Planning, Suffolk County
Water Authority, the Peconic Land Trust and Conservation Advisors to assemble existing GIS
data and to develop data needs not met by existing GIS data, as identified in Task 3, to support
the Townwide growth management initiative. All data layers shall be accompanied by a data
dictionary describing the data.
DOS review of the GIS database is required. All data products produced with funding from this
grant shall be provided to DOS.
Products: GIS database.
Task 6: Prepare Town of Southold Draft Agricultural Protection Strateg3' Report
The Town of Southold shall work with the Peconic Land Trust, the Suffolk County Department
of Planning and Conservation Advisors to prepare the Town of Southold Draft Agricultural
Protection Strategy.
DOS review of the Draft Agricultural Protection Strategy is required.
B-2
This task will include two public information meetings. The first meeting shall inform tile
residents of Southold of the scope and intent of this project and seek input on agricultural
protection issues and to identify particular concerns. The second meeting shall inform residents
of Southold about the Draft. Agricultural Protection Strategy and seek input and comments on the
Strategy.
Product: Town of Southold Draft Agricultural Protection Strategy.
Task 7: Prepare Town of Southold Agricultural Protection Strategy Report
The Toxxa~ of Southold shall work with the Peconic Land Trust, the Suffolk Count' Department
of Planning and Conservation Advisors to finalize the Town of Southold Draft Agricultural
Protection Strategy. Comments received fi.om DOS and at the public meetings shall be addressed
in the Final Agricultural Protection Strategy.
DOS review of the Agricultural Protection Strategy is required.
Product: Tova~ of Southold Agricultural Protection Strategy.
Task 8: Prepare maps to support Townwide growth management initiative
The Tox~ of Southold shall work with Suffolk Count3,' Departxnent of Planning, Suffolk Coun .ty
Water Authority, and Conservation Advisors to prepare maps, as identdied in Task 3. to support
the Townsvide growth management initiative.
DOS review of the mapping products is required.
Products: Maps.
Task 9: Prepare Findings and Issues Report on the Progress of the Southold Township 2000 Initiative.
The Town of Southold shall prepare a findings and issues report that summarizes the progress of
the Southold 2000 Initiative. This report shall identify the next steps that the Town of Southold
will take in implementing the initiative.
DOS ~view of the findings and issues report is required.
Product: Findings and Issues Report on the progress of the Southold Tovmship 2000 Initiative.
Task 10:
Measurable Results
The municipality shall complete the Final Project Sumraa_,-y Report attached to this work
program and provide a copy to the Department of State.
Product: Completed Final Project Smmuaqt Report. "~ ''
Project Management Responsibilities:
Tbe project will be managed by the Town of Southold Town Plan~. er. The Town of Southold Planning Board will
oversee the project.
B-3
2. Schedule
Task ~ Expected
Description~i rv~ i i i ~ i i Products
o o Mo i Mo i Mo Mo i Mo ! Mo Mo i Mo i Mo
41516 718i9 lO! llil2
Project scoping session, i i i i
, , , , [ Meeting summary,
Gig ~ning. } i GIS training.
~mble GIS datable. } ~ GIS database.
p * u tura V ot ,ioa
S~t~. ~ ~~ ~ ~ Dr~ Agricultural Protection State~'.
/I I ~ . ~ ~ ~ [ ~ ~ ~ , I
~¢.,.ral Protect~o~ St~at.~
B-4
Exhibit C
BUDGET SUMMARY
A. Personal Services $15,000.00
B. Fringe Benefits $0.00
C. Travel $0.00
D. Supplies/Materials $0.00
E. Equipment $15,000.00
F. Contractual Services $85,000.00
G. Other $5,000.00
TOTAL PROJECT COST
$120,000.00
Total State Funds (50% of Total)
$60,000.00
Total Local Slmre (50% of Total)
$60,000.00
:Vote - Describe the anticipated project costs for each of the above cost categories in detail on the following pages
(i.e. the title and pay rate of municipal employees to work on the project, type of consultant to be retained, type of
equipment and materials to be purchased).
EXHIBIT C (Budgcl I)el;,I Shecl)
A. PERSONAL SERVICE REOUEST
TITLE ANNUAL SALARY 'V,, OF TIME CI IARGED AMOUNT CHARGI~D TO Tt
PROJECT
Planning Director $50,000.00 10.00% $5,000.00
Planner $35,ooo. IiO 14 00% $4,900.00
Computer Specialist $37,000.(10 approx t 4.(10% $5,100.00
$0.00
$0.00
$0.00
$0.00
SUBTOTAL $15.000.00
B. FRINGE BENEFIT BREAKDOWN
Not applicable SUBTOTAL $0.00
Exhibit C (Budget Detail Sheet)
C. TRAVEL.
SUBTOTAL $-0-
D SUPPLIES/MATERIALS
SUBTOTAL $-0-
E. EQUIPMENT
Computer hardxvam and software for development of Town GIS
SUBTOTAL $15,000
F. CONTRACTUAL sERvICES
Consultant services to provide the following:
Conservation Advisors:
Assistance in establishing Town GIS system - $25,000
Database assembly to support Townwide gmxvth management initiative - $15,000
Map preparation to support Townwide growth management initiative - $25,000
Provision of staff training on use of GIS - $5,000
Peconic Land Trust:
Preparation of Town of Southold Agricultural Protection Strategy Report - $15,000
SUBTOTAL $85,000
G. OTHER
Cash contribntion through the Pecohic Land Trust
SUBTOTAL $5,000
APPENDIX A
Standard Clauses for All New York State Contracts
Revised December 1996
The parties to the attached contract, license, lease, amendment or other agreement of any kind (hereinafter, "the
contract" or "this contract") agree to be bound by the following clauses which are hereby made a part of the
contract (the word "contractor" herein refers to any party other than the State, whether a contractor, licensor,
licensec, lessor, lessee or any other party):
l. EXECUTORY CLA USE. In accordance with Section 41 of the State Finance Law, the State shall have
no liabiliv,.' under this contract to the Contractor or to anyone else beyond funds appropriated and available for
this contract.
2. NON-ASSIGNMENT CLA USE. In accordance with Section 138 of the State Finance Law, this contract
may not be assigned by the Contractor or its right, title or interest therein assigned, transferred, conveyed,
sublet or othem'ise disposed of without the previous consent, in ~ting, of the State and any attempts to assign
the contract without the State's written consent are null and void. The Contractor may, however, assign its
right to receive pa,anent xvithout the State's prior written consent unless this contract concerns Certificates of
Participation.pursuant to Article 5-A of the State Finance Law.
3. CO:'vI'PTROLLER'SAPPROVAL. In accordance ,Mth Section 112 of the State Finance Lmv (or, if this
contract is with the State University or City University of New York, Section 355 or Section 6218 of the
Education Law), if tiffs contract exceeds $10,000.00 (or the minimum thresholds agreed to by the Office of the
State Comptroller for certain S.U.N.Y. and C.U.N.Y. contracts), or if this is an amendment for any amount
to a contract xvh/ch, as so amended, exceeds said statutory amount, or if, by this contract, the State agrees to
give something other than money when the value or reasonably estimated value of such consideration exceeds
$10,000.00, it shall not be valid, effective or binding upon the State until it has been approved by the State
Comptroller and filed in his office.
4. WORKERS' COMPENSATION BENEFITS. In accordance with Section 142 of the State Finance Law,
this contract shall be void and of no force and effect unless the Contractor shall provide and maintain coverage
during the life of this contract for the benefit of such employees as are required to be covered by the provisions
of the Workers' Compensation Law.
5. NON-DISCRIMINA TIONREQUIREMENTS. In accordance with Article 15 of the Executive Law (also
known as the Human Rights Law) and all other State and Federal statutory and constitutional non-
discrimination provisions, the Contractor will not discriminate against any employee or applicant for
emplosment because of mec, creed, color, sex, national origin, age, disability or marital stares. Furthermore,
m accordance with Section 220-e of the Labor Law, if this is a contract for the construction, alteration or repair
of any public building or public work or for the manufacture, sale or distribution of materials, equipment or
supplies, and to the extent that this contract shall be performed within the State of New York, Contractor
agrees that neither it nor its subcontractors shall, by reason of race, creed, color, disability, sex or national
origin: (a) discriminate in hiring against any New York State citizen who is qualified and available to perform
the work; or (b) discriminate against or intimidate any employee hired for thc performance of work under this
contract. If this is a building service contract'as defined in Section 230 of the Labor Law, then, in accordance
with Section 239 thereof; Contractor agrees that neither it nor its subcontractors shall be reason of race, creed,
color, national origin, age, sex, or disability: (a) discriminate in hiring against any New York State citizen who
is qualified and available to perform the work; or (b) discriminate against & intimidate any employee hired for
the performance of work under this contract. Contractor is subject to fines of $50.00 per person per day for
2
any violation of Section 220-e or Section 239 as well as possible termination of this contract and forfeiture of
all monies due hereunder for a second or subsequent violation.
6. WAGE AND HOURS PROV1SIONS. If this is a public work contract covered by Article 8 of the Law
or a building service contract covered by Article 9 thereof, neither Contractor's employees nor the employees
of its subcontractors may be required or permitted to work more than the number of hours or days stated in said
statutes, except as otherwise provided in the Labor Law and as set forth in prevailing wage and supplement
schedules issued by the State Labor Department. Furthermore, Contractor and its subcontractors must pay
at least the prevailing ~vage rate and pay or provide the prevailing supplements, including the premium rates
for overtime pay, as determined by the State Labor Department in accordance with the Labor Law.
7. NON.-COLLUSIVE BIDDING REQUIREMEN'E In accordance with Section 139-d of the State Finance
Law, if this contract was awarded based upon the submission of bids, Contractor warrants, under penalty of
perjury, that its bid was arrived at independently and without collusion aimed at restricting competition.
Contractor further ~varmnts that, at the time Contractor submitted its bid, an authorized and responsible person
executed and delivered to the State a non-collusive bidding certification on Contractor's behalf.
8. INTERNATIONAL BOYCOTI' PROHIBITION. In accordance with Section 220-f of the Labor Laxv and
Section t 39-h of the State Finance La,v, ffthis contract exceeds $5,000.00, the Contractor agrees, as a material
condition of the contract, that neither the Contractor nor any substantially owned or affiliated person, firm,
partnership or corporation has participated, is participating, or shall participate in an international boycott in
violation of the federal Export Administration Act of 1979 (50 USC App. Section 2401 et seq.) or regulations
thereunder. If such Contractor, or any of the aforesaid affiliates of Contractor, is convicted or is otherwise
found to have violated said laws or regulations upon the final determination of the United States Commerce
Deparanent or any other appropriate agency of the United States subsequent to the contract's execution, such
contract, amendment or modification thereto shall be rendered forfeit and void. The Contractor shall so notify
the State Comptroller within five (5) business days of such conviction, determination or disposition of appeal
(2 NYCRR 105.4).
9. SET-OFFR1GHTS. The State shall have all of its enmmon law, equitable and statutory rights of set-off.
These fights shall include, but not be limited to, the State's option to withhold for the purposes of sct-offany
moneys due to the Contractor under this contract up to any amounts due and owing to the State with regard
to this contract, any other contract with any State department or agency, including any contract for a term
commencing prior to the term of this contract, pins any amounts due and owing to the State for any other
reason including, without limitation, tax delinquencies, fee delinquencies or monetmy penalties relative thereto.
The State shall exercise its set-off rights in accord-ance with normal State practices including, in cases of sct-
off pursuant to an audit, the finalization of such audit by the State agency, its representatives, or the State
Comptroller.
10. RECORDS. The Contractor shall establish and maintain complete and accurate books, records,
documents, accounts and other evidence directly pertinent to performance under this contract {hereinm°ter,
collectively, "the Records"). The Records must be kept for the balance of the calendar year in which they were
made and for six (6) additional years thereaf~r. The State Comptroller, the Attorney General and any other
person or entity authorized to conduct an examination, as well as the agency or agencies involved in this
contract, shall have access to the Records during normal business hours at an office of the Contractor xvithin
the State of New York or, if no such office is available, at a mutually agreeable and reasonable venue within
the State, for the term specified above for the purposes of inspection, auditing and copying. The State shall
take reasonable steps to protect from public disclosure any of the Records which are exempt from disclosure
under Section 87 of the Pubhc Officers Law (the "Statute") provided that (i) the Contractor shall timely inform
an appropriate State official, in writing, that said records should not be disclosed; and (ii) said records shall
be sufficiently identified; and (iii) designation of said records as exempt under the Statute is reasonable.
Nothing contained herein shall diminish, or in any way adversely affect, the State's right to discoveD' in any
pending or future litigation.
11. IDENTIFYING INFORMA TION AND PRIVACY NOTIFICATION.
A. FEDERAL EMPLOYER DENI'IFiCATION NUMBER and/or FEDERAL SOCIAL SECURITY
NUMBER. All invoices or New York State standard vouchers submitted for payment for the sale of
goods or sen, ices or the lease of real or personal property to a New York State agency must ineluds the
payee's identification number i.e., the seller's or lessor's identification number. The number is either the
payee's Federal employer identification number or Federal social security number, or both such numbers
when the payee has both such numbers. Failure to include this number or numbers may delay payment.
Where the payee does not have such number or numbers, the payee, on its invoice or New York State
standard voucher, must give the reason or reasons why the payee does not have such number or numbers.
B. PRIVACY NOTIFICATION. (i) The authority to request the above personal infor-mation from
a seller of goods or services or a lessor of real or personal property, and the authority to maintain such
information, is found in Section 5 of the State Tax Law. Disclosure of this information by the seller or
lessor to the State is mandatory. The principal purpose for which the information is collected is to enable
the State to identi~' individuals, businesses and others who have been delinquent in filing tax retums or
max' have understated their tax liabilities and to generally identify, persons affected by the taxes
administered by the Commissioner of Taxation and Finance. The information will be used for tax
administration purpose and for any other purpose authorized by law; (ii) The personal information is
requested by the purchasing unit of the agency contracting to purchase the goods or services or lease the
real or personal property covered by this contract or lease. The information is maintained in New York
State's Central Accounting System by the Director of State Accounts, Office of the State Comptroller,
AESOB, Albany, New York 12236.
12. EQUAL EM~LO Y34ENT OPPORTUNITIES FOR MTNORITIES AND WOMEN. In accordance with
Section 312 of the Executive Law, if this contract is: (i) a written agreement or purchase order instrument,
providing for a total expenditure in excess of $25,000.00, whereby a contracting agency is committed to expend
or does expend funds in return for labor, services, supplies, equipment, materials or any combination of the
foregoing, to be performed for, or rendered or furnished to the contracting agency; or (ii) a written agreement
in excess ors 100,000.00 whereby a contracting agency is committed to expend or does expend funds for the
acquisition, construction, demolition, replacement, major repair or renovation of real property and
improvements therein; or (iii) a written agreement in excess of $100,000.00 whereby the owner ora State-
assisted housing project is committed to expend or does expend funds for the acquisition, construction,
demolition, replacement, major repair or renovation of real property and improvements thereon for such project,
then:
A. The Contractor will not discriminate against employees or applicants for employment because of
race, creed, color, national origin, sex, age, disability or marital stares, and will undertake or continue
existing progr-,uns of affirmative action to ensure that minority group members and women are afforded
equal employment oppommities without discrimination. Affirmative action shall mean recruitment,
employment, job assignment, promotion, upgrading, demotion, transfer, layoff, or termination and rates
of pay or other forms of compensation;
4
B. At the request of the contracting agency, the Contractor shall request each employment agency, labor
union or authorized representative of workers with which it has a collective bargaining or other agreement
or understanding, or furnish a written statement that such employment agency, labor union or
representative will not discriminate on the basis of race, creed, color, national origin, sex, age, disability
or marital shams and that such umon or representative will affirmatively cooperate in the implementation
of the contractor's obligations herein; and
C. The Contractor shall state, in all solicitation or advertisements for employees, that, in the
performance of the State contract, all qualified applicants will be afforded equal employment
oppommities without discrimmntion because of race, creed, color, national origin, sex, age, disabiliw or
marital status.
Contractor will include the proxSsions of"A", "B" and "C", above, in every subcontract over $25,000.00 for
the construction, demolition, replacement, major repair, renovation, planning or design or real property, and
improvements thereon (the Work) except where the Work is for the beneficial use of the Contractor. Section
312 does not apply to: (i) work, goods or services unrelated to this contract; or (ii) employment outside New
York State; or (iii) banking ser~Sces, insurance policies or the sale of securities. The State shall consider
compliance by a contractor or subcontractor with the requirements of any federal law concerning equal
emplo.vment opportuni~' which effectuates the purpose of this section. The contractipg agency shall determine
whether the imposition of the requirements of the provisions hereof duplicate or conflict with any such federal
law and if such duplication or conflict exists, the contracting agency shall waive the applicability of Section
312 to the extent of such duplication or conflict. Contractor will comply with all duly promulgated and lawful
rules and regulations of the DMsion of Minority and Women's Business Development pertaining hereto.
13. CONFLICTING TERMS. In the event of a conflict between the terms of the contract (including any and
all attachments thereto and amendments thereof) and the terms of this Appendix A, the terms of this Appendix
A shall control.
14. GOVERN/NG LA ~ This contract shall be governed by the laws of the State of New York except where
the Federal supremacy clause requires otherwise.
15. LATEPAYMENZ. Timeliness of payment and any interest to he paid to Contractor for late payment shall
be governed by Article XI-A of the State Finance Law to the extent required by law.
16. NOARB1TRATION. Disputes involving this contract, including the breach or alleged breach thereof, may
not be submitted to binding arbitration (except where statutorily authorized), but must, instead, be heard in a
court of competent jurisdiction of the State of New York.
17. SERVICE OF PROCES~ In addition to the methods of service allowed by the State Civil Practice Law
and Rules CCPLR"), Contractor hereby consents to the service of process upon it by registered or certified
mail, return receipt requested. Service hereunder shall be complete upon Contractor's actual receipt of process
or upon the State's receipt of the return therecfby the United State Postal Service as refused or undeliverable.
Contractor must promptly notify, the State, in writing, of each and every change of address to which service
of process can be made. Service by the State to the last known address shall be sufficient. Contractor will
have thirty (30) calendar days alter service hereunder is complete in which to respond.
18. PROHIBITION ON PURCHASE OF TROPICAL HARDWOODS. The Contractor certifies and warrants
that all wood products to be used under this contract award will be in accordance with, but not limited to, the
specifications and provisions of State Finance Law §165 Ctlse of Tropical Hardwoods) which prohibits
purchase and use of tropical hardwoods, unless specifically exempted, by the State or any governmental agency
or political subdivision or public benefit corporation. Qualification for an exemption under this law will be
the responsibility of the contractor to establish to meet with the approval of the State.
In addition, when any portion of this contract involving the use of woods, whether supply or installation is to
be performed by any subcontractor, the prime Contractor will indicate and certify in the submitted bid proposal
that the subcontractor has been informed and is in compliance with specifications and provisions regarding use
of tropical hardwoods as detailed in 0165 State Finance Law. Any such use must meet with the approval of
the State, otherwise, the bid may not be considered responsive. Under bidder certifications, proof of
qualification for exemption will be the responsibility of the Contractor to meet with the approval of the State.
19. MACBRIDE FAIR Fa~i?LOYMENT PR1NCIPLE$[ In accordance with the MacBride Fair Employment
Principles (Chapter 807 of the Laws of 1992), the Contractor hereby stipulates that the Contractor either (a)
has no business operations in Northern Ireland, or (b) shall take lawful steps in good faith to conduct any
business operations in Northern Ireland in accordance w~th the MacBride Fair Employment Principles (as
described in Section 165 of the New York State Finance Law), and shall permit independent monitoring of
complianc6 with such principles.
20. OMNIBUS PROCUREMENT ACT OF 1992. It is the policy of New York State to mmximize
opportunities for the participation of New York State business enterprises, including minority and women-
owned business enterprises as bidders, subcontractors and suppliers on its procurement contracts.
hfformation on the availability of New York State subcontractors and suppliers is available from:
NYS Department of Economic Development
Division for Small Business
One Commerce Plaza
Albany, New York 12245
A directory of certified minority and women-owned business enterprises is available from:
NYS Department of Economic Development
Minority and Women's Business Development Division
One Commerce Plaza
Albany, New York 12245
Tlie Omnibus Procurement Act of 1992 requires that by signmg this bid proposal or contract, as applicable,
Contractors certify that whenever the total bid amount is greater than $1 million:
A. The Contractor has made reasonable efforts to encourage the participation of New York State
Business Enterprises as suppliers and subcontractors, including certified minority and women-owned
business enterprises, on this project, and has retained the documentation of these efforts to be provided
upon request to the State;
B. The Contractor has complied with the Federal Equal Oppommity Act of 1972 (P.L. 92-261), as
amended.
C. The Contractor agrees to make reasonable efforts to provide notification to New York State residents
of employment opportunities on this project through listing any such positions with the Job Service
6
Division of the New York State Department of Labor, or providing such notification in such manner as
is consistent with existing collective bargaining contracts or agreements. The Contractor agrees to
document these efforts and to provide said documentation to the State upon request; and
D. The Contractor acknowledges notice that the State may seek to obtain offset credits from foreign
countries as a result of this contract and agrees to cooperate with the State in these efforts.
21. RECIPROCITY AND SANCTIONS PROVISIONS: Bidders are hereby notified that if their principal place
of business is located in a state that penalizes New York State vendors, and if the goods or services they offer
will be substantially produced or performed outside New York State, the Ommbus Procurement Act 1994
amendments (Chapter 684, Laws of 1994) require that they be denied contracts which they would otherwise
obtain. Contact the NYS Department of Economic Development, Division for Small Business, One Commerce
Plaza; Albany New York 12245, for a current hst of states subject to this provision.
DEPARTMENT OF STATE
George E. Pataki
Alexander F. Treadwell
Division of
Coastal Resources
41 State Street
Albany, NY 12231-0001
Ms. Valerie Scopaz
Town Planner
Town of Southold
P.O. Box 1179
Southold, NY 11971
December 6, 2000
DEC 1 i 2000
Southold Town
Planning Boerd
Re:
Agreement #C005871
Establish GIS Database for Growth Management
Dear Ms. Scopaz:
Enclosed you will find an approved copy of your budget amendment for the above Agreement.
If you have any questions please contact me at (518) 473-2462.
Sincerely,
Enclosure
cc: V. DeBraccio
John Cushman, Town Comptroller
Voice: (518) 474-6000 Fax: (518) 473-2464 E mail coastal@dos.state.ny.us
www.dos.state.ny.us/cstl/cstlwww, ht mi
~TOWI'~COMPTROLLER
John A. Cushman
CENTRAL DATA PROCESSING
John Sepenoski
53095 Route 25
P.O. Box 1179
Southold, New York 11971-0959
ACCOUNTING & FINANCE DEPT.
Telephone (631) 765-4333
E-mail: accounting@southold.org
CENTRAL DATA PROCESSING
Telephone (631) 765-1891
E-mail: dar aprocessing@southold.org
Fax (631) 765-1366
TOWN OF SOUTI-IOLr~
OFFICE OF THE SUPERVISOR
September 8, 2000
Ms. Jean M. Fuller, Administrative Assistant
New York State Dept. of State
Division of Coastal Resources
41 State Street
Albany, NY 12231-0001
Re:
Contract No. C005871
GIS Database for Growth Management
Dear Ms. Fuller.
Enclosed please find our final request for payment under the above referenced agreement.
You will see from the final voucher that the Peconic Land Trust provided $8,105 in in-kind
services and that Suffolk County Water Authority reimbursed the Town $20,000 for work done
by Nelson, Pope & Voorhis. These amounts are used as part of the local match.
In addition, please consider modifying the budget contained in the agreement as shown below.
These modifications are needed to reflect the changing scope of the project as the project was
developed. The changes reflect an increased use of Town staff, as well as additional work
done by two consultants, Peconic Land Trust and Nelson, Pope & Voorhis.
Original Proposed
Budflet Budget
Personal Services $ 15,000.00 35,929.95
Equipment 15,000.00 16,397.14
Contractual Services 85,000.00 39,567.91
Other 5,000.00 28,105.00
Total $120,000.00 $120,000.00
Your consideration regarding this matter is appreciated.
very truly yours,
Jean W. Cochran
Supervisor
DEPARTMENT OF STATE
George E. Pataki
Alexander F. Treadwell
Division of
Coastal Resources
41 State Street
Albany, NY12231-0001
December 1, 2000
Ms. Valerie Scopaz
Town Planner
Town of Southold
P.O. Box 1179
Southold, NY 11971
DEC 11 2OOO
Re:
Agreement Number C005871
Project Description: Establish GIS Database for Growth Management
Dear Ms. Scopaz:
Southold Town
Planning &)md
Enclosed is a fully-executed copy of an amendment to an Agreement between the Town of Southold and the
Department of State for the above cited project which extended the termination date of the Agreement to
March 31, 2001.
If you have any questions regarding the enclosures please contact me at (518) 473-2462.
Sincerely,
~'Jean M. Fuller
Sr. Administrative Assistant
jmf
CC:
V. DeBraccio
John Cushman, Town Comptroller
Voice: (518) 474-6000 Fax: (518) 473-2464 E-mail coastal@dos.state.ny, us
www.dos.state.ny.us/cst[/cstlwww, html
NEW YORK STATE DEPARTMENT OF STATE
PROJECT AMENDMENT
Parties to the Agreement
A. New York State Department of State
41 State Street
Albany, NY 12231
hereinafter referred to as the "Department"
B. Town of Southold
P.O. Box 1179
Southold, NY 11971
WHEREAS, the Department and the Recipient entered into an Agreement, Contract Number C005871,
(Original Agreement); and
WHEREAS, funds have been reappropriated under Title 11 of the Environmental Protection Fund.
NOW, THEREFORE, in consideration of the foregoing, the Original Agreement is amended as follows:
1. The termination date of this Agreement is extended to March 31,200L
All other terms and conditions as set forth in the Original Agreement shall remain unchanged.
IN WITNESS WHEREOF, the parties have executed this Amendment on the day and year set forth
below.
Approved:
OFFICE OF STATE
COMPTROLLER
By
DATE
NEW YORK STATE
DEPARTMENT OF STATE
Denartment Certification
"In addition to the acceptance of this
amendment, the Department certifies that
original copies of this signature page will be
attached to all other exact copies of this
contract.
CONTRACT NUMBER C005871
S'FATE 0F NEW YORK )
COUNTY OF_~iO~4~..g. ) ss:
On this ..~-dday of J~5,{- ,~$11~O0, before me the personally came
~,fean R). Co ckra.~- to me known, who, being by me duly sworn, did depose
andsaythat~heisthe '~eer~/;.~o: o[ Io't.o~ of,.~4[tof~ the
governmental body described in and which executed the above instrument; and that ~_he
signed hi, name thereto by order of the Board of Supervisors and/or County Legislature
of the above mentioned County.
NOTARY~BLIC
NEW YORK STATE DEPARTMENT OF STATE
PROJECT AMENDMENT
Parties to the Agreement
A. New York State Department of State
41 State Street
Albany, NY 12231
hereinafter referred to as the "Department"
B. Town of Southold
P.O. Box 1179
Southold, NY 11971
WHEREAS, the Department and the Recipient entered into an Agreement, Contract Number C005871,
(Original Agreemem); and
WHEREAS, funds have been reappropriated under Title 11 of the Environmental Protection Fund.
NOW, THEREFORE, in consideration of the foregoing, the Original Agreement is amended as follows:
I. The termination date of this Agreement is extended to March 31, 2001.
All other terms and conditions as set forth in the Original Agreement shall remain unchanged.
IN WITNESS WHEREOF, the parties have executed this Amendment on the day and year set forth
below.
RECIPIENT
TITLE
DATE
Approved:
OFFICE OF STATE
COMPTROLLER
By
DATE
NEW YORK STATE
DEPARTMENT OF STATE
Department Certification
"In addition to the acceptance of this
amendment, the Department certifies that
original copies of this signature page will be
attached to all other exact copies of this
contract.
CONTRACT NUMBER C005871
S'FATE 0F NEW YORK )
COUNTY OF..COf-faX.g. ) ss:
On this _~-dday of ]~tl~t~ ~ {- ,~11~00, before me the personally came
k an bO. Co ckra. - to me known, who, being by me duly sworn, did depose
and say that,_he is the .~pe. rv't~oe' of Io""--~rl ofY,~-//~o fd the
governmental body described in and which executed the above instrument; and that ~_he
signed hi.name thereto by order of the Board of Supervisors and/or County Legislature
of the above mentioned County.
NOTARY..P2~BLIC
ELIZABETH A. NEVILLE
TOWN CLERK
REGISTRAR OF VITAL STATISTICS
MARRIAGE OFFICER
RECORDS MANAGEMENT OFFICER
FREEDOM OF INFORMATION OFFICER
Town Hall, 53095 Main Road
P.O. Box 1179
Southold, New York 11971
Fax (516) 765-1823
Telephone (516) 765-1800
OFFICE OF THE TOWN CLERK
TOWN OF SOUTHOLD
November 8, 2000
CERTIFIED MAIL
RETURN RECEIPT REQUIRED
Department of State
State of New York
Division of Coastal Resoumes
41 State Street
Albany, New York 12231-0001
Attention:
Jean M. Fuller
Administrative Assistant
Dear Ms. Fuller:
Jean &l. Fuller
NYS Dept. of State
Div. of Coastal Resources
Albany. NY 12231 01001
Enclosed please find two (2) original copies of Amendment to Agreement #COO5871 which
.... '~-: ...... approved at the August 15, 2000
'~. Signature: (Addressee or Agent)
I also wish to receive fl~e ed.
following eendces {for an
extra fee):
~ Irs,
1. [] Addressan'$ Address ~
2. i'-I Restricted Delivery
7000-0600-0029-3057 2216
~. zenana Type E vn Clerk
[] Registered [~ CerUfled ~
[] Express Mail [] ~naured i
[] Rstum Receipt for Merdmndise [] COD
7. Date of Delive~j
and fee ~s p~d)
- - uomestlc Hetum Receipt
GREGORY F. YAKABOSKI
TOWN ATTORNEY
MARY C. WILSON
ASSISTANT TOWN ATTORNEY
JEAN W. COCHRAN
Supervisor
Town Hall, 53095 Route 25
P.O. Box 1179
Southold, New York 11971-0959
Telephone (631) 765-1889
Fax (631) 765-1823
E-mail: townattorney~southold.org
RECEIVED
AUG 24
OFFICE OF THE TOWN ATTORNEY
TOWN OF SOUTHOLD
Sonthold Town Clerk
Memorandum
To:
Elizabeth A. Neville, Town Clerk
From:
Mary A. Wilson, Esq.
Assistant Town Attorney
Date:
Re:
August 24, 2000
Local Waterfront Revitalization Project
Agreement #C005871
Establish GIS Database for Growth Management
Enclosed you will find a copy of Agreement #C005871 in regard to the above matter
which has been signed by Supervisor Cochran. Please keep same on file in your
or, ce.
Thank you.
/md
eric.
NEW YORK STATE DEPARTMENT OF STATE
PROJECT AMENDMENT
Parties to the Agreement
New York State Department of State
41 State Street
Albany, NY 12231
hereinafter referred to as the "Department"
B. Town of Southold
P.O. Box 1179
Southold, NY 11971
WHEREAS, the Department and the Recipient entered into an Agreement, Contract Number C005871,
(Original Agreement); and
WHEREAS, funds have been reappropriated under Title 11 of the Environmental Protection Fund.
NOW, THEREFORE, in consideration of the foregoing, the Original Agreement is amended as follows:
1. The termination date of this Agreement is extended to March 31, 2001.
All other terms and conditions as set forth in the Original Agreement shall remain unchanged.
IN WITNESS WHEREOF, the parties have executed this Amendment on the day and year set forth
below.
RECIPIENT
TITLI~}
DATE ~,- ~3~ ~
NEW YORK STATE
DEPARTMENT OF STATE
BY
DATE
Approved: OFFICE OF STATE
COMPTROLLER
By¸
DATE
Department Certification
"In addition to the acceptance of this
amendment, the Department certifies that
original copies of this signature page will be
attached to all other exact copies of this
contract.
CONTRACT NUMBER C005871
STATE OF NEW YORK )
COUNTY OF SI,Y4OtL ) ss:
On this 2-~r-d day of t/[t¢~gt' ,J;150~ before me the personally came
J
[..J"~Ofl 60. COC['~rttt~t to me known, who, being by me duly sworn, did depose
and say that4he is the t. ¢$0V of ]StDtl O/~Ott/~0/d~the
-- j
governmental body described in and which executed the above instrument; and thaLg_he
signed his/her name thereto by order of the Board of Supervisors and/or County Legislature
of the above mentioned County.
N OTA R. PUBLIC
NOTARY PUBUC. ~ d Ny
DEPARTMENT OF STATE
George E. Pataki
Governor
Alexander F. Treadwel!
Secretary of State
Division of
Coastal Resources
41 State Street
Albany, NY 12231-0001
January4,2000
Ms. Va!erie Scopaz
Town Planner
Town of Southold
P.O. Box 1179
Southold, NY 11971
Re:
Local Waterfront Revitalization Project
Agreement #C005871
Establish GIS Database for Growth Management
Dear Ms. Scopaz:
Enclosed are an original and two copies of the project amendment which will extend the above cited project to
March 31, 2001. Please have these amendments signed, notarized, and returned to me, and continue to submit
payment request packages in accordance with the original Agreement. The third copy of the amendment is for
your files. When approved by the Office of the State Comptroller, this amendment will extend the termination
date of the Agreement, making the funds available to your organization until March 31,2001.
If you have any questions, please contact me at (518) 473-2462.
Enclosure
cc: V. DeBraccio
vrely'
Jean M. Fuller
Administrative Assistant
JAN ! ! 20110
Southold Town
Planning Board
Voice: (518) 474-6000 Fax: (518) 473-2464 E-mail coastal@dos.state.ny,us
www. dos.state.ny, us/cstl/cstlwww.html
ALEXANDER F* TREADWELL
SECRETARY OF STATE
STATE Of NEW YORK
DEPARTMENT OF STATE
ALBANY. NY 12231-OOO1
January 25, 1999
Ms. Valerie Scopaz
Town Planner
Town of Southold
P.O. Box 1179
Southold, NY 11971
Re;
Agreement #C005871
Establish GIS Database for Growth Management
Dear Ms. Scopaz:
In accorda_nce with Section I, Paragraph B of the above cited Agreement funded through the
Environmental Protection Fund, subject to the continued availability of these funds, the
Temfination Date is extended to March 31, 2000.
If you have any questions regarding this extension, please contact Jean M. Fuller of the Division
o f Coastal Resoumes at (518) 473-2462.
Sincerely,
Director of DOS Administration and
Management
lUWn 61i~lt~ buu£[IOl(l
cc: V. DeBraccio
Southold Town
PJan,aing Board
~¢ prlnted on recycled paper