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.