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4.09 4.9 2017 ORGANIZATIONAL\Queensbury Senior Citizens—Administration and Programs RESOLUTION AUTHORIZING AGREEMENTS WITH QUEENSBURY SENIOR CITIZENS, INC. RESOLUTION NO. 12017 INTRODUCED BY WHO MOVED FOR ITS ADOPTION SECONDED BY WHEREAS, the Queensbury Town Board wishes to authorize its annual Agreements with the Queensbury Senior Citizens, Inc., one for the continued operation of recreational and social programs for senior residents of the Town for the annual amount of$20,000 in accordance with the Programs Services Agreement presented at this meeting and the other for administrative services (which were previously provided by the Queensbury Center Coordinator) for the annual amount of$35,000 in accordance with the Administrative Services Agreement also presented at this meeting, NOW, THEREFORE, BE IT RESOLVED, that the Queensbury Town Board authorizes the Programs Services Agreement for an amount not to exceed $20,000 and Administrative Services Agreement for an amount not to exceed $35,000 with the Queensbury Senior Citizens, Inc. and authorizes and directs the Town Supervisor to execute such Agreements substantially in the forms presented to this meeting, with funding for the Agreement(s) to be paid for from the appropriate Town account(s), and BE IT FURTHER, RESOLVED, that the Town Board further authorizes and directs the Town Supervisor, and/or Town Budget Officer to take such other and further actions as may be necessary to effectuate 1 the terms of this Resolution. Duly adopted this 9th day of January, 2017, by the following vote: AYES NOES ABSENT: 2 ANNUAL AGREEMENTS120 1 71Queensbury Senior Citizens—Program Services AGREEMENT BETWEEN TOWN OF QUEENSBURY AND QUEENSBURY SENIOR CITIZENS, INC. FOR PROGRAM SERVICES THIS AGREEMENT, made as of January 1, 2017, by and between the TOWN OF QUEENSBURY, Warren County, New York, (hereinafter referred to as the "TOWN") and QUEENSBURY SENIOR CITIZENS, INC., a non-profit agency organized and existing under the laws of the State of New York, with its principal place of business at 742 Bay Road, Queensbury, New York, (hereinafter referred to as the "CONTRACTOR") in the manner following: WHEREAS, the parties previously entered into an Agreement dated as of August 9, 2016 for the Contractor to provide the services described herein ("program services") previously provided by the Queensbury Center Coordinator("administrative services"); and WHEREAS, the parties wish to hereby enter into a new Agreement for program services for 2017; NOW, THEREFORE, IT IS AGREED BY AND BETWEEN THE PARTIES AS FOLLOWS: 1. Contractor agrees to furnish community services to the Town and its residents for the 2017 calendar year, which is also the Town's fiscal year, in consideration of the sum set forth below. The services to be provided by the Contractor are: Operation of recreational and social programs for senior residents of the Town of Queensbury. 2. The Town agrees to pay Contractor the sum of $20,000 as full financial consideration for the services previously set forth herein. Such amount shall be paid as follows: A. 100% upon submission of a Town Voucher (see Exhibit A to this Agreement) and approval of the Voucher by the Town Supervisor. None of these funds may be used for capital improvements on privately owned structures. B. Prior to payment, the Town shall require submission of the following supporting information or documents: 2016 Annual Report including Financial Statements. C. In addition to the payment specified above, the Town also agrees to provide exclusive use of the "Senior Room" and "Downstairs Recreation Room." 3. The Contractor additionally agrees to furnish to the Town throughout the term of this Agreement all financial and program information reasonably requested which is related to the services provided. 4. It is understood and agreed that the relationship of the Contractor to the Town shall be that of independent contractor. The Contractor agrees that it will hold itself in accordance with such status and that it will neither present itself nor claim to be an officer or employee of the Town. 5. The Contractor agrees and warrants to indemnify the Town and hold it harmless for any and all claims arising out of the performance of this Agreement which are made against the Contractor. 6. The Contractor agrees that it shall neither assign nor in any manner convey the rights or obligations of this Agreement to any other person, company, or organization without the previous written consent of the Town. 7. This Agreement may be terminated by either party upon thirty (30) days' notice in writing to the other party. The Contractor further agrees that in the event of cancellation of this Agreement by either party, it will make a full and final accounting of all Town funds received under this Agreement within thirty (30) days after notification of cancellation has been issued. 8. Unless cancelled earlier under the terms of the preceding paragraph, this Agreement expires on December 31, 2017. IN WITNESS WHEREOF, the parties have signed this Agreement to be effective on the day and year first above written. TOWN OF QUEENSBURY QUEENSBURY SENIOR CITIZENS,INC. BY: BY: JOHN F. STROUGH TOWN SUPERVISOR PRESIDENT DATE: DATE: MAILING ADDRESS: MAILING ADDRESS: 742 BAY ROAD 742 BAY ROAD QUEENSBURY,NY 12804 QUEENSBURY, NY 12804 atttsrA BILLING VOUCHER Submitted to: TOWN OF QUEENSBURY 742 BAY ROAD QUEENSBURY,NY 12804 Phone:518-761-8201 Fax:518-745-4445 NYS Sales Tax Exemption 14-6002393 (Do not write in this area-for Accounting Use Only) Department Town Board PO NO. IF/IP ACCOUNT CODE $DISTRIBUTION 20,000 00 VENDOR NO. C r Queensbury Senior Citizens, Inc. A 742 Bay Road M _ — A Queensbury, NY 12804 T OUR CUSTOMER ACCOUNT NO. TOTAL $ 20,000 00 This form is to be used by: $Vendors not furnishing their own pre-printed invoice form. $Department Managers to approve vendor invoices for payment. DATE INVOICE NUMBER DESCRIPTION S AMOUNT DUE Programs Services Agreement 20,000 00 TOTAL AMOUNT DUE $20,000.00 CLAIMANT CERTIFICATION: I hereby certify that the products and/or services listed above have been furnished to the Town,including all information and documents required by a Contract where applicable;that no portion has been previously paid or satisfied;that taxes from which the Town is exempt are not included;and that the amount claimed is actually due. Date: Signature: Title: DEPARTMENT APPROVAL Comptroller's Office Use This Voucher represents an authorized purchase that complies with the Received Town's purchasing policies and procedures. Prices are in accordance Checked with pre-authorized Purchase Orders or Contracts,where applicable. The Returned services and/or materials,including all required information and documents, Reason have been furnished to the Town of Queensbury,and the amount approved is due for payment. Entered Authorized Due Date Date: Jan 19, 2005 Official Comptroller TOWN OF QUEENSBURY complrollerlgprolbilling voucher.wb3 Mar 2002 ANNUAL AGREEMENTS\2017\Queensbury Senior Citizens—Administrative Services AGREEMENT BETWEEN TOWN OF QUEENSBURY AND QUEENSBURY SENIOR CITIZENS, INC. FOR ADMINISTRATIVE SERVICES THIS AGREEMENT, made as of January 1, 2016, by and between the TOWN OF QUEENSBURY,a municipality organized and existing pursuant to the laws of the State of New York with offices located at 742 Bay Road, Queensbury, New York 12804 (hereinafter referred to as the "TOWN") and QUEENSBURY SENIOR CITIZENS, INC., a not-for-profit corporation organized and existing under the laws of the State of New York with its principal place of business at 742 Bay Road, Queensbury, New York (hereinafter referred to as the "CONTRACTOR"), in the manner following: IT IS AGREED BY AND BETWEEN THE PARTIES AS FOLLOWS: 1. The Contractor agrees to furnish services to the Town for the 2017 calendar year, which is also the Town's fiscal year, in consideration of the sum set forth below. The services to be provided by the Contractor are: Administration of the Town of Queensbury Activity Center. 2. In particular,the Contractor agrees to provide the following services: A. Scheduling the use of the Queensbury Center among the various groups and organizations who request its use: i. The Town of Queensbury, including all Departments, Boards and Town Officials, shall have priority for use of the Center and shall have access to the Center at all times. ii. Coordination of Center monthly scheduling calendars, including QSC SENIOR calendar and SET UPS calendar. iii. Receipt and management of applications for building use. 1 iv. Resolve building scheduling use issues. B. Answering incoming calls at Reception Desk and providing appropriate information and referrals to community resources as needed. C. Greeting, welcoming and providing information to walk-ins. D. Providing facility tours as needed. 3. The Town agrees to pay the Contractor the annual sum of $35,000 as full financial consideration for the services previously set forth. Such amount shall be paid as follows: A. 100% upon submission of a Town Voucher (see Exhibit A to this Agreement) and approval of the Voucher by the Town Supervisor. None of these funds may be used for capital improvements on privately owned structures. 4. Consideration shall also include the computer which is currently located at the Center and identified as Town of Queensbury Asset #9048, and which shall become the property of the Contractor. 5. On matters mentioned as contractual obligations herein, the Contractor shall be under the direction of and report to the Town Supervisor. 6. All fees received for use of the Center shall be made payable to the Town of Queensbury and delivered to the Town Budget Officer. 7. The Contractor may use the telephone(s) currently located at the Center but shall reimburse the Town for any long distance telephone calls made by the Contractor or any of its members, employees, volunteers or agents. 8. The Contractor agrees to furnish to the Town throughout the term of this Agreement all financial information reasonably requested which is related to the services provided. 9. It is understood and agreed that the relationship of the Contractor to the Town shall be that of independent contractor. The Contractor agrees that it will hold itself in accordance with such status and that it will neither present itself nor claim to be an officer or employee of the Town. 2 10. The Contractor agrees and warrants to indemnify the Town and hold it harmless for any and all claims arising out of the performance of this Agreement which are made against the Contractor. 11. The Contractor agrees that it will neither assign nor in any manner convey the rights or obligations of this Agreement to any other person, company, or organization without the prior written consent of the Town. 12. This Agreement may be terminated by either party upon thirty (30) days' notice in writing to the other party. The Contractor further agrees that in the event of cancellation of this Agreement by either party it will make a full and final accounting of all Town funds received under this Agreement within thirty (30) days after notification of cancellation has been issued. 13. Unless cancelled earlier under the terms of the preceding paragraph, this Agreement shall expire on December 31, 2017. 14. It is agreed by the parties that this Agreement constitutes the full and complete agreement by the parties as to administrative services and that it may not be changed verbally. IN WITNESS WHEREOF, the parties have signed this Agreement to be effective on the day and year first above written. TOWN OF QUEENSBURY QUEENSBURY SENIOR CITIZENS,INC. BY: BY: JOHN F. STROUGH NICHOLAS GEORGE TOWN SUPERVISOR EXECUTIVE DIRECTOR DATE: DATE: MAILING ADDRESS: MAILING ADDRESS: 742 BAY ROAD 742 BAY ROAD QUEENSBURY,NY 12804 QUEENSBURY, NY 12804 3 r.. E xii i g IT A BILLING VOUCHER Submitted to: TOWN OF QUEENSBURY 742 BAY ROAD QUEENSBURY,NY 12804 Phone:518-761-8201 Fax:518-745-4445 NYS Sales Tax Exemption 14-6002393 (Do not write in this area-for Accounting Use Only) Department Town Board PO NO. IF/IP ACCOUNT CODE S DISTRIBUTION 35,000 00 VENDOR NO. Cr Queensbury Senior Citizens, Inc. A 742 Bay Road A Queensbury, NY 12804 T OUR CUSTOMER ACCOUNT NO. TOTAL $ 35,000 00 This form is to be used by: $Vendors not furnishing their own pre-printed invoice form. $Department Managers to approve vendor invoices for payment. DATE INVOICE NUMBER DESCRIPTION S AMOUNT DUE Administrative Services Agreement 35,000 00 TOTAL AMOUNT DUE $35,000.00 CLAIMANT CERTIFICATION: I hereby certify that the products and/or services listed above have been furnished to the Town,including all information and documents required by a Contract where applicable;that no portion has been previously paid or satisfied;that taxes from which the Town is exempt are not included;and that the amount claimed is actually due. Date: Signature: Title: DEPARTMENT APPROVAL Comptroller's Office Use This Voucher represents an authorized purchase that complies with the Received Town's purchasing policies and procedures. Prices are in accordance Checked with pre-authorized Purchase Orders or Contracts,where applicable. The Returned services and/or materials,including all required information and documents, Reason have been furnished to the Town of Queensbury,and the amount approved is due for payment. Entered Authorized Due Date Date: Jan 1 9, 2005 Official Comptroller TOWN OF QUEENSBURY comptrollerigprolbillingvouchcr.wb3 Mar2002