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HomeMy WebLinkAboutNYS DOS LWRP c005584 - Goldsmith InletGeorge E. Pataki Alexander E Treadwell Secretary of State January15,1997 Honorable Jean Cochran Supervisor Town of Southold PO Box 1179 Southold, NY 11971 Re: Agreement Number C005584 Dear Supervisor Cochran: Enclosed is a fully-executed copy of an amendment to an agreement between the Town of Southold and the Department of State. If you have any questions regarding the enclosures please contact me at (518) 474-6000. Sincerely, Fuller Administrative Assistant jmf cc: V. DeBraccio Division of Coastal Resources and Waterfront Revitalization Albany, NY 12231-0001 Voice: (518) 474-6000 Fax: (518) 473-2464 JUDITH T. TERRY 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 August 9, 1996 Jean M. Fuller Administrative Assistant Division of Coastal Resources and Waterfront Revitalization State of New York Department of State Albany, New York 12231-0001 Dear Ms. Fuller: Enclosed are three (3) executed copies of an Appendix X with regard to the Local Waterfront Revitalization Project Agreement #C005584. Very truly yours, Southold Town Clerk Enclosures JUDITH T. TERRY 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 THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION WAS ADOPTED BY THE SOUTHOLD TOWN BOARD AT A REGULAR MEETING HELD ON AUGUST 6, 1996: RESOLVED that the Town Board of the Town of Southold hereby authorizes and directs Supervisor Jean W. Cochran to execute an extension agreement between the New York State Department of State and the Town of Southold to extend the Local Waterfront Revitalization Project grant to evaluate options and implement a solution to erosion downdrift of Goldsmith Inlet, to December 31, 1996. Judith T. Terry Southold Town Clerk August 7, 1996 STATE Of New YORk DEPARTMENT OF STATE AlbaNY, NY 12231-O001 ALEXANDER F. TReADWELL SECRETARY OF STATE Honorable Jean Cochran Supervisor Town of Southold PO Box 1179 Southold, NY 11971 Re: Local Waterfront Revitalization Project Agreement #C005584 July 24, 1996 Dear Supervisor Cochran: Enclosed are three copies of an Appendix X which must be signed and notarized so we can extend the above cited contract through December 31, 1996. Approval of this extension is contingent upon our receiving federal approval to extend the grant funding this project to December 31, 1996. Our request to extend the grant has been forwarded to the grants office and we are waiting their response. When these documents have been returned to me, I will hold them until federal approval has been received, at which time, I will submit them for processing. If you have any questions concerning the extension, please contact me at (518) 474-6000. Sincerely, ~id~.lm~,nS t rc~ti~oe 2;~ stR~stou r c e s and Waterfront Revitalization Enclosure cc: Contracts Administration Unit {~1~ printed on recycled paper NEW YORK STATE DEPARTMENT OF STATE' CONTRACT ADMINISTRATION UNIT VOUCHERING PROCEDURES GUIDELINES These guidelines explain what supporting documentation is required to be submitted for each payment request to be considered a proper invoice. 2. For the purpose of this Program the designated payment office is: New York State Department of State Contract Administration Unit 41 State Street Albany, New York 1223141001 Claims for payment consist of a Summary Sheet, Forms 1 through 4 and a signed New York State Voucher. A desk audit must be completed before payment can be made. Generally, payments will be made approximately twenty (20) working days form receipt of a complete claim provided all requirements are met and your agency is meeting all other conU-actual obligations. Care should be taken to ensure that all forms are legible and completely filled out. The certification section of the Summary Sheet must be signed by a responsible and authorized representative and must be an original signature. This statement is an integral part of our payment review, allowing you to maintain source documentation at your local office versus our requiring copies of all documentation to be submitted to the Department of State for review. The certification also places the responsibility of assuring the appropriate expenditures are being made in relation to the project with your organization. If you have any questions regarding the enclosed guidelines, please contact the Contract Administration Unit at 518473-0086. SU3~IARY SH2EET Column # 1 - Please insert the current budget amounts reflected in the most recently approved budget. Column #2 - These figures must reflect the expenditures being documented on Forms 2 through 4 in this payment request only. Column # 3 - Column # 4 - These figures represent the cumulative expenditures documented to date including this payment request and previous payment requests in which expenditures were documented. If this is the first payment request, Columns # 2 and 3 will be the same. The Available Balance to Document can be calculated by subtracting the Cumulative Expenditures to Date (Column g3) from the Current Budget Amounts (Column gl). If this results in a negative balance which exceeds the budget amount by 10% or $1,000, whichever is greater, or there is no budget amount for the category of expense, a budget amendment is required in accordance with Section I.G. of your contract. This Section must be signed by the responaible authorized representative to be considered a proper submission. The DepaCanent will only accept the Summm-y Sheet with an original signature; please do not submit a copy. Please take care in completing the Summary Sheet as any errors can and will result in the rejection of your payment request. If assistance is needed in completing the documentation forms, please call the number given on Page 1 of these guidelines. The purpose of these forms is to document the expenditures claimed in Column #2 of the Summary Sheet. Although these forms are the same design and format as the forms used in the Agreement which detail - the budget categories,please do not photOCOpy the budget pages to be used as documentation forms in the payment requests. Since supporting documentation (receipts, invoices, etc.) is not required, unless requested, it is very -important that these forms be completed as accurate and detailed as possible. Failure to do so will result in the rejection of your payment request for more information. The use of Other, Etcetera or Miscellaneous is not allowable in documenting expenditures. FORM 1: PROJECT NARRATIVE This report should describe in detail all project accomplishments and any problems encountered during the period being reported. Whereas the project narrative in the Agreement details the project intent, the project narrative in payment requests must detail what project accomplishments have been met with the funds being claimed for reimbursement in the payment request. FORMS 2 - 4: I*.XPEND1TURE DETAIL For each category claiming reimbursement, detail the types of expenses and actual costs. The items detailed must be in the same as those included in the original budget, and must be shown in the same budget categories. The amount reflected in the Subtotal line of each category must be the same amount claimed in Column # 2 of the Summary Sheet. DETA~.: It is not necessary to list each individual item purchased; like items can be combined. However, the expenditures being documented should be descriptive and itemized to some extent. Listed below are some examples for documenting expenditures. Personal Service: List in "Amount Charged to this Project' column the amount paid to each employee for the work done relating to this contract during the period covered by this report. B. Etillge,_B.e, ae, fll~ List the Fringe Benefits paid during the period covered by this report. Co Travel: Break-out the traveling expenses incurred and relate them to the project. How much of the total travel amount was for taxi fare? of mileage reimbursement? How may miles were traveled? D. ~ List the different types of supplies and materials purchased and the cost of each. Office Supplies (Paper, pens, stationary) $845.00 Medical Supplies (splints, bandages, blankets) $420.00 Gas and 0il $35.00 15 Gallons of Gas @ $1.50/gallon = $22.50 10 Quarts ofOil @ $1.25/quar~ = $12.50 Eq.uipxll.e,~ List each piece of equipment purchased and the cost of each piece. Please give some description of the equipment such as make, year, model number, etc. If the contract is for equipment only, it is not necessary to complete form 1, the Project Narrative. However, the date the equipment was paid for an the check number must be provided in the Description of Material/Service Block of the State Voucher. ~ The contractual services category includes items such as telephone, postage, rent, utilities, rental or repairs to equipment, least of equipment, consultant services and construction costs. List the different types of contractua~ services and the costs for each. Insurance (fire, theft auto) $1500.00 Telephone $136.00 Lease (Photocopying machine) $200.00 Consultant work must be approved by the Department before claims can be processed. If there are many questions on how to correctly document expenditures, please call the number listed on Page 1 of the instructions. STATE VOUCI-EER In Payee ID Block, indicate your Federal ID number as submitted on the Contract Face Page. In Payee Name and Address Block, indicated the organizations, name and address as it appears on the Contract Face Page. In Description of Material/Service Block, briefly re-cap the expenditures per budget category and indicate the dollar amount expended from Column 2 of the Summary Sheet in the Amount Column. The Payee Certification must be an original signature by the responsible official authorized to certify claims. If this Voucher is not signed, the payment request will automatically be rejected.