HomeMy WebLinkAboutLaurel Lake Preservation & Trail Plan RESOLUTION 2012-79
ADOPTED DOC ID: 7478
THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2012-79 WAS
ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON
JANUARY 17, 2012:
RESOLVED the Town Board of the Town of Southold hereby authorizes and directs
Supervisor Scott Russell to execute an amendment to the contract between the Town of
Southold and the New York State Office of Parks.Recreation and Historic Preservation for
the Laurel Lake Preservation & Trail Plan (EPF 540328) that extends the contract throueh
June 30, 2012, all subject to approval of the Town Attorney.
Elizabeth A. Neville
Southold Town Clerk
RESULT: ADOPTED [UNANIMOUS]
MOVER: Jill Doherty, Councilwoman
SECONDER:William Ruland, Councilman
AYES: Ruland, Talbot, Doherty, Krupski Jr., Evans, Russell
APPENDIX X-MODIFICATION AGREEMENT FORM
Period From: April 22,2004 to December 31,2010 Agency Code: 49070
To: April 22, 2004 to June 30, 2012 Project#: EPF-W328-1-2
Contract#: C540328
Funding Amount for Period: $97,500.00
This is an AGREEMENT between THE STATE OF NEW YORK, acting by and through the Office of Parks,
Recreation and Historic Preservation, having its principal office at Agency Building One, Empire State Plaza,
Albany, New York 12238 (hereinafter referred to as the STATE), and the Town of Southold, having its principal
office at 53095 Main Road, P.O. Box 1179, Southold New York 11971 (hereinafter referred to as the
CONTRACTOR), for modification of Contract Number C540328, as amended in this Appendix and the attached
Appendix B.
All other provisions of said AGREEMENT shall remain in full force and effect.
IN WITNESS WHEREOF, the parties hereto have executed this AGREEMENT as of the dates appearing under
their signatures.
CONTRACTOR: STATE AGENCY:
Town of hold New York State Office of Parks, Recreation and
Historic Preservation
Scott A. Russell By:
Town Supervisor
Date:
Date
State Agency Certification:
"in addition to the acceptance of this contract, I also
certify that original copies of this signature page will be
attached to all other exact copies of this contract."
STATE OF NEW YORK )
SS.:
COUNTY of Sur-rd/-K )
On the I IM day of J�t-vl Lc-a-�"IV in the year a®La , before me, the undersigned, personally appeared
Scott A. Russell, personally known to me or proved to me on the basis of satisfactory evidence to be the
individual(k) whose name(li) is (are) subscribed to the within instrument and acknowledged to me that
he%Hekhey executed the same in hisAhe9g;ee0-capacity (iee), and that by hisA;@644eir signatureN on the
instrument, the individual('4, or the person upon behalf of which the individuaIN acted, executed the
instrument.
IJ't\f
(N tary P )d,+®ttERMA J� ZM1tJWYo*
46
QaVad M Suffolk County ��
ATTORNEY GENERAL: Approved: ConxnlesionE)VresJanuary 14,20k
Thomas P. DiNapoli
State Comptroller
By
Date
Town of Southold
Laurel Lake Preservation and Trail Plan
EPF-540328-1-2
APPENDIX B- BUDGET
The detailed estimated budget for the project as outlined in this AGREEMENT is as follows:
EXPENSES:
Acquisition $744,000.00
To include: 30.7 acres
Development 56,000.00
To include: Demolition and removal of old buildings and debris,
removal and disposal of dock, parking lot
improvements, picnic tables, waste receptacles
Administration
To include: Audit $7.000.00
TOTAL COST $807,000.00
FUNDING BREAKDOWN:
STATE Share $97,500.00
CONTRACTOR Share $709,500.00
APPENDIX X-MODIFICATION AGREEMENT FORM
Period From: April 22,2004 to December 31, 2010 Agency Code: 49070
To: April 22,2004 to June 30, 2012 Project#: EPF-540328-1-2
Contract#: C540328
Funding Amount for Period: $97,500.00
This is an AGREEMENT between THE STATE OF NEW YORK, acting by and through the Office of Parks,
Recreation and Historic Preservation, having its principal office at Agency Building One, Empire State Plaza,
Albany, New York 12238 (hereinafter referred to as the STATE), and the Town of Southold, having its principal
office at 53095 Main Road, P.O. Box 1179, Southold New York 11971 (hereinafter referred to as the
CONTRACTOR), for modification of Contract Number C540328, as amended in this Appendix and the attached
Appendix B.
All other provisions of said AGREEMENT shall remain in full force and effect.
IN WITNESS WHEREOF, the parties hereto have executed this AGREEMENT as of the dates appearing under
their signatures.
CONTRACTOR: STATE AGENCY:
Town of So old New York State Office of Parks, Recreation and
Historic Preservation
Scott . Russell By: ✓`%� civ
Town Supervisor
Date: „ h� Z�—
Date v`
State Agency Certification:
"In addition to the acceptance of this contract, I also
certify that original copies of this signature page will be
attached to all other exact copies of this contract."
STATE OF NEW YORK )
SS.:
COUNTY of S C kfr 0 K )
On the (1t-Aday of Sctj-1�cccr-y✓ in the year o7 O (.z?, before me, the undersigned, personally appeared
Scott A. Russell, personally known to me or proved to me on the basis of satisfactory evidence to be the
individual(V whose name(X) is (are} subscribed to the within instrument and acknowledged to me that
hek44sAh" executed the same in his4mWAhoic capacity (i9e), and that by hisAkeeft*r signature(E,), on the
instrument, the individualft or the person upon behalf of which the individual(' acted, executed the
instrument.
( ota Public, State offl00W'E8rh#DAL0R.
Notary Public,Stale of New York
AS 10 FO
No.02ANWM46
ATTORN �F EY GEN Approved: �Exores arasain SuWk ry�i'4 20EO
N
14 1p12 Thomas P. DiNapoli APPROVED
FEB State Comptroller OFPT ^J AilrnT o rONTROL
�
BY �B �$ 2nq21
J Date
FO THE STATE COM ROLLER
Town of Southold
Laurel Lake Preservation and Trail Plan
EPF-540328-1-2
APPENDIX B - BUDGET
The detailed estimated budget for the project as outlined in this AGREEMENT is as follows:
EXPENSES:
Acquisition $744,000.00
To include: 30.7 acres
Development 56,000.00
To include: Demolition and removal of old buildings and debris,
removal and disposal of dock, parking lot
improvements, picnic tables, waste receptacles
Administration
To include: Audit $7.000.00
TOTAL COST $807,000.00
FUNDING BREAKDOWN:
STATE Share $97,500.00
CONTRACTOR Share $709,500.00
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TOWN OF SOUTHOLD
AGREED-UPON PROCEDURES
REPORT
• CONTRACT CLOSEOUT
Laurel Lake Preservation
and Trail Plan
Contract No. EPF 540328
•
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TABLE OF CONTENTS
• Paae
Independent Accountants' Report on Applying Agreed-Upon Procedures................................. 1-2
• Schedule of Contract Revenues and Expenditures..................................................................... 3
Notes to Schedule of Contract Revenues and Expenditures ...................................................... 4
Supplemental Schedules
• Schedule of Project Expenditures by Vendors...................................................................... 5
Schedule of Matching Funds by Funding Source.................................................................. 6
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FAXXV
CERTIFIED PUBLIC ACCOUNTANTS
INDEPENDENT ACCOUNTANTS' REPORT ON APPLYING AGREED-UPON PROCEDURES
•
Town Board
Town of Southold
PO Box 1179
• Southold, NY 11971
Re: Agreed-Upon Procedures Report on Contract#EPF 540328
We have performed the procedures enumerated below, which were agreed to by the NYS Office of
Parks, Recreation, and Historic Preservation solely to assist in evaluating the Town of Southold's
• assertion that the revenues and expenditures submitted under Contract EPF #540328 are allowable
based on the contract provisions, guidelines, rules and regulations, and the policies prescribed by
the New York State Office of Parks, Recreation, and Historic Preservation. This agreed-upon
procedures engagement was performed in accordance with attestation standards established by
the American Institute of Certified Public Accountants and in accordance with Government Auditing
Standards issued by the Comptroller General of the United States of America. The sufficiency of
• these procedures is solely the responsibility of the specified users of the report. Consequently, we
make no representation regarding the sufficiency of procedures described below either for the
purpose for which this report has been requested or for any other purpose. The procedures
performed and related findings are summarized as follows:
• Procedure #1
Verify that all payments claimed by grantee in the final report were made by examining cancelled
checks, payee endorsement, and/or other evidentiary material.
Findings
•
We verified that all payments claimed by the grantee in the final report were made by examining
cancelled checks, payee endorsement, and/or other evidentiary material.
Procedure #2
• In cases where "force account expenditures" (salaries of the grantee's staff), verify time and
attendance/payroll documentation exists supporting the charge for personnel used on grant project.
•
PERSONAL SERVICE.TRUSTED ADVICE.
ALBRECHT,VIGGIANO,ZURECK&COMPANY, P.C.
245 PARK AVENUE, 24TH FLOOR 25 SUFFOLK COURT
NEW YORK, NY 10167 HAUPPAUGE, NY 11788-3715
• T:212.792.4075 T.631.434.9500 F: 631.434.9518
www.avz.com
INDEPENDENT MEMBER OF BKR INTERNATIONAL
• -2-
Findinqs
We verified that no "force account expenditures" were made relative to the grant project.
•
Procedure #3
In cases where "donations" of labor, materials, equipment, supplies, and real property were claimed
verify that the donations were applicable to grant activities, that values assigned to donations are
legitimate and all donations are matched by documented eligible expenditures for grant activities.
•
Findinqs
We verified that no "donations" were made relative to the grant project.
• Procedure #4
Verify that the "Schedule of Project Expenditures by Vendors" supports the documented eligible
project expenses.
Findinqs
•
We verified that the "Schedule of Project Expenditures by Vendors" supports the documented
eligible project expenses.
Procedure #5
• Verify that the "Schedule of Revenues by Source" clearly identifies the source of all eligible matching
funds.
Findinqs
• We verified that the "Schedule of Revenues by Source" clearly identifies the source of all eligible
matching funds.
We were not engaged to, and did not perform an examination, the objective of which would be the
expression of an opinion on management's assertion. Accordingly, we do not express such an
opinion. Had we performed additional procedures, other matters might have come to our attention
• that would have been reported to you.
This report is intended solely for the use of the State of New York Office of Parks, Recreation, and
Historic Preservation and should not be used by those who have not agreed to the procedures and
taken responsibility for the sufficiency of the procedures for their purposes. However, this report is a
matter of public record and its distribution is not limited.
•
Hauppauge, New York
• April 2, 2012
•
0 -3-
TOWN OF SOUTHOLD
AGREED-UPON PROCEDURES REPORT— CONTRACT CLOSEOUT
LAUREL LAKE PRESERVATION AND TRAIL PLAN
0 CONTRACT NO. EPF 540328
Schedule of Contract Revenues and Expenditures
For the Period April 22, 2004 through March 31, 2012
• REVENUES: As Submitted Adjustments As Adjusted
Contract Revenue $ 97,500
Match Funds,
organization sources 705,855
0 Total Revenues $ 803,355 $ -0- $ 803,355
EXPENDITURES:
Acquisition $ 744,000
Restoration 40,000
0 RCA Blend 6,975
Grass Seed and Fertilizer 231
Dock Removal 8,149
Contract Administration 4,000
Total Expenditures $ 803,355 $ -0- 803,355
•
Excess (Deficiency) $ -0- $ -0- $ -0-
0 Explanation of Adjustments: None
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0 See notes to schedule of contract revenues and contract expenditures.
• -4-
TOWN OF SOUTHOLD
AGREED-UPON PROCEDURES REPORT — CONTRACT CLOSEOUT
LAUREL LAKE PRESERVATION AND TRAIL PLAN
• CONTRACT NO. EPF 540328
NOTES TO SCHEDULE OF CONTRACT REVENUES AND CONTRACT EXPENDITURES
NOTE 1 - CONTRACT DESCRIPTION
Contract # EPF 540328 dated April 22, 2004 is an agreement between the Town of Southold and
• the New York State Office of Parks, Recreation and Historic Preservation (NYS OPRHP). The
contract provides for NYS OPRHP to reimburse the Town for up to 50% (maximum of $97,500) of
the budgeted $807,500 of eligible project expenditures, as listed in Appendix B, to implement the
Laurel Lake Preservation and Trail Plan.
NOTE 2 - BASIS OF ACCOUNTING AND ACCOUNTING POLICIES
•
The schedule of contract revenues and expenditures has been prepared on the accrual basis.
Revenue Recognition
• Contract and matching revenue is recognized when project expenditures are incurred in compliance
with the terms of the contract, irrespective of the filing of claims for reimbursement of actual cash
receipts.
Acquisition and Development Costs
• Acquisition costs recognized when incurred and are capitalized as part of the cost of the asset.
Development costs are recognized when incurred and have been recorded as contract expenditures
in the financial statements in accordance with the contract terms, rather than being capitalized.
Use of Estimates
• The eligible expenses are subject to review by NYS OPRHP upon submission of required detail
information and proof of payment. Management is required to determine the allowable expenses
under the contract, and generally consults with NYS OPRHP in matters of judgment; however, the
final determination of allowable expenses will be made by NYS OPRHP upon final submission of
project costs.
• NOTE 3 - NYS OPRHP CONTRACT REVENUE AND UNREIMBURSED CONTRACT COSTS
The following schedule presents the contract revenue recognized at March 31, 2012 as cash
received from NYS OPRHP based on payment requisitions and the unreimbursed project costs at
March 31, 2012:
• Contract revenue $ 97,500.00
Cash receipts:
4/22/10 $ 47,205.50
Total Cash receipts $ 47,205.50
• Unreimbursed costs at March 31, 2012 $ 50,294.50
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• -5-
TOWN OF SOUTHOLD
AGREED-UPON PROCEDURES REPORT — CONTRACT CLOSEOUT
LAUREL LAKE PRESERVATION AND TRAIL PLAN
• CONTRACT NO. EPF 540328
Schedule of Project Expenditures by Vendors
Contractor/Vendor Name Description Total Paid Amount
•
A. Acquisition Costs:
John McFeely Land — 30.785 acres $ 744,000
Totals Acquisition Costs 744,000
B. Development Costs:
Dirtworks Restoration 40,000
Dirtworks RCA Blend 6,975
Long Island Cauliflower Assoc. Grass seed & fertilizer 231
Terra Tech Site Development Dock & Building Removal 8,149
• Albrecht, Viggiano, Zureck & Co. Professional services 4,000
Total Development Costs 59,355
Grand Total (A plus B) $ 803 355
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• See accountants' report.
•
-6-
TOWN OF SOUTHOLD
AGREED-UPON PROCEDURES REPORT — CONTRACT CLOSEOUT
• LAUREL LAKE PRESERVATION AND TRAIL PLAN
CONTRACT NO. EPF 540328
Schedule of Matching Funds by Funding Source
A. Source of Matching Funds
Town of Southold — Community Preservation Fund $ 705,855
Subtotal A $ 705,855
B. Source of Other Revenues
OPRHP Grant Contract#EPF 540328 $ 97,500
Sub-Total B $ 97,500
•
Grand Total (A plus B) $ 803,355
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See accountants' report.