3.02
3.2
AGREEMENTS\\Warren County Historical Society – 2021 - OCC TAX – 10-18-2021
RESOLUTION AUTHORIZING AGREEMENT WITH
WARREN COUNTY HISTORICAL SOCIETY
RESOLUTION NO.: ____________________________________________________, 2021
INTRODUCED BY: ____________________________________________________
WHO MOVED ITS ADOPTION
SECONDED BY: ______________________________________________________
WHEREAS, by prior Resolution, the Queensbury Town Board provided for the Town’s
receipt of occupancy tax revenues from Warren County in accordance with the Local Tourism
Promotion and Convention Development Agreement (Agreement) entered into between the Town and
Warren County, and
WHEREAS, the Agreement provides that specific expenditure of the funds provided under the
Agreement are subject to further Resolution of the Town Board, and
WHEREAS, the Warren County Historical Society (Historical Society), is a not-for-profit
educational organization chartered in 1997 by the New York Education Department for the
collection, preservation, and promotion of the heritage of Warren County, including the Town of
Queensbury, and has and will benefit the Town’s residents by continuing to contribute to the
promotion and preservation of the Town’s history and heritage, and
WHEREAS, the Town Board wishes to provide funding to the Historical Society in the
amount of $2,000 with occupancy tax revenues received from Warren County and accordingly enter
into an agreement with the Historical Society for the year 2021 for general promotion purposes, and
WHEREAS, a proposed Agreement has been presented at this meeting,
NOW, THEREFORE, BE IT
RESOLVED, that the Queensbury Town Board hereby approves the Agreement between the
Town and the Warren County Historical Society substantially in the form presented at this meeting and
authorizes and directs the Town Supervisor to execute the Agreement, with funding for the Agreement
not exceeding the sum of $2,000 and to be provided by occupancy tax revenues the Town receives
from Warren County, to be paid for from Account No.: 050-6410-4412, and
BE IT FURTHER,
RESOLVED, that the Town Board authorizes and directs an increase of appropriations in
Occupancy Tax Account No.: 050-6410-4412 by $2,000 and increase the revenue coded 050-0000-
51113 Occupancy Tax by $2,000, and
BE IT FURTHER,
RESOLVED, that the Town Board further authorizes and directs the Town Budget
Officer to amend the 2021 Town Budget, make any adjustments, budget amendments, transfers or
prepare any documentation necessary, and the Town Supervisor and/or Town Budget Officer to
take such other and further action as may be necessary to effectuate all terms of this Resolution,
and
BE IT FURTHER,
RESOLVED, that such Agreement is expressly contingent upon the Town Budget Officer
confirming that the Town has unallocated occupancy tax funds available from Warren County.
th
Duly adopted this 18 day of October, 2021, by the following vote:
AYES :
NOES :
ABSENT:
2021 AGREEMENTS\Warren County Historical Society
LOCAL TOURISM PROMOTION AND CONVENTION
DEVELOPMENT AGREEMENT
This Agreement is made as of the 1S` day of January, 2021 by and between the Town of
Queensbury, a municipal corporation with its principal place of business located at 742 Bay
Road, Queensbury, New York 12804 (hereinafter referred to as "Municipality") and the
WARREN COUNTY HISTORICAL SOCIETY with its current office at 50 Gurney Lane,
Queensbury, New York 12804-7762 (hereinafter referred to as "Contractor").
WITNESSETH
WHEREAS, the Municipality has received from Warren County certain funding derived
from revenues received by the County as a result of the imposition of the Occupancy Tax
authorized by act of the New York State Legislature (Chapter 422 of the Laws of 2003),
hereinafter "Occupancy Tax Funds," and
WHEREAS, Municipality has agreed to expend the Occupancy Tax Funds for tourism
promotion and tourist and convention development and, more specifically, to enhance the
general economy of the Municipality through the promotion of tourist activities, conventions,
trade shows, special events and other directly related and supported activities for such purposes,
and
WHEREAS, the Contractor is (1) ready, willing and able to provide services and/or
materials consistent with the terms upon which the Municipality must expend the funds and as
more specifically described in the attachment annexed hereto as Schedule A and (2) possesses or
can make available all necessary qualified personnel, licenses, facilities and expertise to carry
out the terms of this Agreement;
NOW, THEREFORE, in consideration of the promises, responsibilities, and covenants
herein, the Municipality and the Contractor agree as follows:
1. Services/Materials
The Contractor shall provide services and /or materials as more specifically
described in the attachment annexed hereto as Schedule "A". JContractor — Please attach a detailed
description of services/materials to be provided, the costs and the period for performance of services or supply of
materials.)
2. Contract.Sum
A. For the Services performed and/or materials furnished under this
agreement the Contractor shall be paid the sum of$2,000. The Contractor shall not be entitled to
out-of-pocket expenses. Contractor shall not be entitled to partial payment for services rendered
or materials furnished at the end of end of each thirty(30) day period as work proceeds.
B. Payment of amounts owed by the Municipality by virtue of this contract
shall be as set forth above for all services to be performed and all out-of-pocket expenses
incurred by reason of this Agreement. There shall be no other amounts due and payable by the
Municipality regardless of costs or expenses of the Contractor except for additional services
requested by the Municipality which are beyond the Scope of Services and those services
customarily performed as a part thereof.
•
3. Payment
A. In order to receive payment under this Contract, the Contractor shall
furnish:
i) a completed and fully executed Agreement;
ii) an invoice or other statement identifying and itemizing the services
rendered or materials furnished and charges for the same and if the
- contract includes or requires payment for services at an hourly rate,
that rate shall be specified for each person charged for and
employed in the performance of the contract,
iii) such other documents as are required by the standard billing
procedures of Municipality,
iv) a detailed description of how the funds will be used, as well as
• statistical information describing how the Town's financial
investment impacted the program's success, including attendance
figures, demographics, etc., -
v) in the event that Contractor uses subcontractors or material
supplier in connection with the services and or materials furnished
under this agreement, the Contractor shall obtain from any
subcontractors or material suppliers the same documentation _
required of herein above of Contractor and submit the same to the
Municipality to support Contractor's claim for payment,
vi) the Contractor shall promote the Municipality in whatever media
in which they spend the Town's contribution including, but not
limited to, the Town's logo being incorporated into written
advertising materials, brochures, radio and/or television ads, etc.
B. Payment shall be made thirty (30) days from:
i) the furnishing of all materials and completion of required work, or
•
ii) receipt of all documentation required by this section, whichever
• date is later.
4. Term
The initial term of this Agreement shall commence upon execution of this ,
agreement and terminate when the services have been completed or the material furnished as
provided for in Schedule "A" or December 31, 2021, whichever date is sooner. On December. .
31, 2021, in the event that there are any services or materials to be provided under this
Agreement that the contractor has not provided, all work and services shall immediately cease
unless continuation after December 31, 2021 is specifically authorized by Resolution of the
Governing Board of Municipality.
This Agreement may be terminated at any time upon mutual written consent of
the Municipality and Contractor.
The Municipality may terminate this Agreement immediately upon written notice
of termination to the Contractor, if the Contractor fails to comply with the terms and conditions
of this Agreement and/or any laws, rules, regulations, policies or procedures affecting this
Agreement.
Written notice of termination, where required, shall be sent by personal
messenger service or by certified mail, return, receipt requested. The termination shall be
effective in accordance with the terms of the notice. Upon receipt of the notice of termination,
the Contractor agrees to cancel, prior to the effective date of any prospective termination, as
many outstanding obligations as possible, and agrees not to incur any new obligations at the
receipt of the notice without approval by the Municipality. In no event shall the Municipality be
liable for expenses or obligations arising from programs or other expenditures made pursuant to
the terms of this Agreement after the termination date.
5. Reports\to be Filed Concerning Funds and Expenditures
At the end of the contract term or at the end of each calendar year, whichever
occurs first, the Contractor shall file with the Municipality a report which shall include:
i) the number of persons served by the services or materials provided
by Contractor pursuant to this agreement,
ii) an outline of plans for continuing the activity or project, and
iii) any and all other reasonable information that the Municipality may
• deem necessary by further resolution adopted by the Board.
6. Records/Audits
The Contractor shall establish and maintain complete and accurate books, records,
documents, accounts and other evidence directly pertinent to performance under this Agreement
(herein collectively "the Records") in accordance with the following requirements:
i) • the Records must be kept for the balance of the calendar year in
which they were made and for six (6) additional years thereafter,
and
ii) the Municipality Chief Executive Officer, the Chairman of the
Warren County Board of Supervisors, the Tourism Committee of
the Warren County Board of Supervisors, the Warren County
Administrator of Fiscal Services, the County and Municipality
Attorney, or any other person or entity authorized to conduct an
examination, as well as the Municipality governing board and the
Warren County Board of Supervisors, shall have access to the
Records during normal business hours at an office of the
Contractor, or, if no such office is available, at a mutually
agreeable and reasonable venue within the Municipality, for the
• term,specified above for the purposes of inspection, auditing and
copying. The Municipality shall take reasonable steps to protect
from public disclosure any of the records which are exempt from
disclosure under §87 of the Public Officers Law (the "Statute")
• provided that;
a) the Contractor shall timely inform an appropriate
Municipality official, in writing, that said records
should not be disclosed; and
b) said records shall be sufficiently identified and
designation of said records as exempt under the
statute is reasonable. Nothing contained herein
shall diminish, or in any way adversely affect, the
Municipality's or County of Warren's right to
discovery in any pending or future litigation.
7. Indemnification
The Contractor shall defend, indemnify and hold harmless the Municipality and
its officers and employees from claims, notices of claims, suits, actions, damages and costs of
every kind and nature, including but not limited to reasonable-attorney's fees, arising out of
activities funded or otherwise carried out pursuant to the terms of this Agreement.
8. Nature of Agreement/Independent Contractor
This Agreement is a funding agreement. This Agreement is not intended to
create, nor shall it be construed as creating, a joint venture or partnership. The Contractor is an
independent contractor and may neither hold itself out nor claim to be an officer, employee or
subdivision of the Municipality, nor make any claim, demand or application to or for any right,
based on any different status.
9. Discrimination Prohibited
The services to be furnished and rendered under this Agreement by the Contractor
shall be available to any and all residents of Warren County without regard to race, color, creed,
sex, religion, national or ethical origin, handicap or source of payment; and under no
circumstances shall a resident's financial ability to pay for the services be provided be
considered, unless such consideration is allowed by State and/or Federal law, rule or regulation.
10. Non-Discrimination and Employment
The Contractor .shall not discriminate against any employee or applicant for
employment because of race, creed, color, sex, national origin, age, disability or marital status.
Further, the Contractor agrees that neither it nor its subcontractors shall, by reason of race, creed,
color, disability, sex or national origin (i) discriminate in the hiring against any citizen who is
qualified and available to perform work; or (ii) discriminate against or intimidate any employee
hired for the performance of work funded by this Agreement.
11. No Partisan Political Activity
Funds provided pursuant to this Agreement shall not be 'used for any partisan
apolitical activity, or for activities that may influence legislation or the election or defeat of any
candidate for public office.
•
12. Non-Assignment/No Sub-Recipients
This Agreement may not be assigned by the Cont;actor or its right, title or interest
therein assigned, transferred, conveyed, sublet or otherwise disposed of without the previous
consent, in writing, of the Municipality, and any attempts to assign the contract without the
Municipality's written consent are null and void, except that contracts entered in to by the
Contractor with third parties for commodities and/or services that are part of the services to be
performed as identified in Schedule "A" attached hereto shall not be deemed prohibited by this
clause.
13. Workers' Compensation/Disability
This Agreement shall be void and of no effect unless throughout the life of the
Agreement, the Contractor shall secure compensation insurance and disability insurance for the
benefit of such employees engaged under this Agreement as are by law required to be insured by
provisions of the Workers' Compensation Law and New York State Disability Law. Proof of
compensation and disability insurance shall be in the form(s) approved by the Workers'
Compensation Board.
14. Set-Off Rights
The Municipality shall have all of its common law, equitable and statutory rights
of set-off. These rights shall include, but not be limited to, the Municipality's option to withhold
for the purposes of set-off any monies due the Contractor under this Agreement up to the
amounts due and owing to the Contractor with regard to this Agreement, any other Agreement
with any Municipality department or agency, including any contract for a term commencing
prior to the term of this Agreement, plus any amounts due and owing to the Municipality for any
other reason, including, without limitation, tax delinquencies, fee delinquencies or monetary
penalties relative thereto.
15. Executory Clause
•
The Municipality shall have no liability under this Agreement to the Contractor or
to anyone else beyond the funds appropriated and available for this Agreement.
16. International Boycott
In accordance with §220-f of the Labor Law, if this contract exceeds $5,000, 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, 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 Department or any other
appropriate agency of the United States subsequent to the Agreement's execution, such contract,
amendment or modification thereto shall be rendered forfeit and void. The Contractor shall so
notify the Municipality Manager within five (5) business days of such conviction, determination
or disposition of appeal.
17. Compliance with Law
The Contractor warrants, covenants and represents that:
i) ,it is aware of and familiar with the provisions of General
Municipal Law §801, 803 and 805-A, and of the Code of Ethics of
Warren Municipality,
ii) at no time during the term of this Agreement shall it.knowingly
permit or allow performance of its services for the Contractor
under this Agreement to involve any violation of said statutory
• provisions or of the Code of Ethics, and .
iii) it shall fully comply with all other general and special laws and
regulations of the State of New York, as well as with all local laws
and resolutions of the Municipality, applicable to the services to be
performed by the Contractor under this Agreement.
18. Disputes
Disputes involving this Agreement, including the breach or alleged breach
thereof, may not be submitted to binding arbitration, but must, instead, be heard in a court of
competent jurisdiction within the State of New York.
19. Amendment
This agreement may not be amended, modified or renewed except by written
agreement signed by the Municipality and the Contractor.
20. Severability
If any term or provision of this agreement or the application thereof to any person
. or circumstance shall to any extent be held invalid ,or unenforceable, the remainder of this
agreement or the application of such term or provision to persons or circumstances other than
those as to which it is held invalid or unenforceable, shall not be affected thereby and every other
term and provision of this agreement shall be valid and be enforced to the fullest extent permitted
by law.
21. Entire Agreement
This agreement is the entire agreement between the parties and it shall be
construed in accordance with the laws of the State of New York.
Approved as to form: TOWN OF QUEENSBURY
By:
JOHN F. STROUGH,'III,Town Supervisor
Town Counsel
Date:
•
WARREN COUNTY HISTORICAL SOCIETY
By:
DR. STAN CIANFARANO , Co-President
Date:
STATE OF NEW YORK )
) ss.:
COUNTY OF WARREN )
On the day of October, in the year 2021, before me, the undersigned, a Notary Public in and for
• said state, personally appeared JOHN F. STROUGH, III personally known to me or proved to me on the
basis of satisfactory evidence to be the individual whose name is subscribed to the within instrument and
acknowledged to me that he executed the same in his capacity, and that by his signature on the
instrument,the individual,or person upon behalf of which the individual acted, executed the instrument.
Notary Public
STATE OF NEW YORK ) •
) ss.: •
COUNTY OF WARREN )
On the day of , , in the year 2021, before,me, the undersigned, a Notary Public in and for
said state, personally appeared personally known to me or proved to me'on the basis of
satisfactory evidence to be the individual whose name is subscribed to the within instrument and
acknowledged to me that he/she executed the same in his/her capacity, and that by his/her signature on the
instrument,the individual,or person upon behalf of which the individual acted, executed the instrument.
Notary Public
SCHEDULE A
Contractor to attach a detailed description of services/materials to be provided, the costs and
the period for performance of services or supply of materials.
, .
Sc H.EDUC6.-- A
Society
_.....__
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County Historical
-Counv New York 12804
. Warren
50 Gurney -,74 pia.)18-824-5861
518-743-0f. .
ti@wcths.org
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2021 Application for Town of Queensbury Occupancy Tax
1. Name of Organization: Warren County Historical Society (WCHS)
2. Organizetion's Address: 50 Gurney Lane, Queensbury, NY 12804 •
3. Contact Name and Information: Teri Rogers, Executive Director
execdir@wcnyhs.org
518-743-0734
4. Describe Your Organization: The mission of the WCHS is to promote the
history and heritage of Warren County and its environs by supporting
research and preservation efforts and encouraging public participation.
Chartered in 1997, the Society offers a museum and exhibits, a resource
center, collections and archives, historical programs, research and
genealogy, publications, a quarterly newsletter, student internships,
community history, and a book and gift shop.
5. What is the amount you are requesting? $2,000
6. Describe your event: We conduct ongoing programs and events throughput
the year. We have a museum with rotating exhibits. This year, we have
three new displays planned: the history of women's suffrage, historic
maps, and a historical dioramas exhibit. We have several programs
planned, including a program on suffrage (March), a hands-on program
called "Painting Lake George with Georgia O'Keeffe" (July), a concert called
"Politics and Patriots" (September), as well as collaborating with Fort
Ticonderoga on a teachers' workshop (November), and our annual Open
House (November). In addition, we have an ambitious plan to publish three
new books on local history, as well as to augment the historical content on -
ou:r website. A major emphasis of 2021 will the renovation,of our Resource
Center to make it more user-friendly for members, local residents, and
visitors to perform research and obtain assistance in historical research and
genealogy. Furthermore, we have embarked upon a 5-year plan to develop
the Joseph Warren Visitors Museum, a national heritage tourism site, in the
adjacent house.
7. Dates of the above: Ongoing throughout the year.
8. Estimated Numbers Served: Despite the COVID-19 pandemic, we have been
open and serving our members and the public. We have about 10— 25
visitors each week to our museum, and our events draw anywhere from 15
to 100 people. We have been working hard to offer "virtual" versions of
our events in order to accommodate those wishing to view our programs.
from the safety of their homes during the COVID-19 pandemic.
9. The purpose of our Society is to'interest our members, the public, and
tourists alike in the history and heritage of our region. We are devoted to
sharing our resources and programs and publications toward this end.
Specifically, our programs, events, and website educate and inspire the
public about the rich history of this area. Furthermore, the plan for the
Joseph Warren Museum next door will be a national heritage site that is
sure to attract visitors, tourism dollars, and be an economic engine for the
• Town and the County.
10. For the life of our Society, almost 25 years, we are proud to say we have
operated in;the black—even during this difficult period of COVID. During
this time, the demands on us to produce a history "product" in an in-person
way as well as a virtual way has meant that we have had to do more with
the same resources- even as costs,have increased, and our staff has been
stretched. With our almost exclusively volunteer staff, we do-a lot with a
small staff of very dedicated people. It is essential that we have funding
from Queensbury in order to continue to offer the historical services we do •
to our residents and visitors. We are open to the public 4 days a week
throughout the year.
11. The WCHS also receives funding from Warren'County. ($3,500 requested
for 2021).
12. How the money from the Town of Queensbury will be spent:The funding
from Queensbury will be spent on costs relating to publications and
publicity for the many worthwhile museum-related and historical
publishing services we provide, along with new computer equipment and
software in order to provide virtual content. It will also.be used to cover
expenses related to-the renovation and_improvement of our Resource
Center.
13. In past years, monies from the Town of Queensbury have been used for
museum creation, publishing history, programming, publicity, and printing
of our quarterly newsletter Pasttimes. We have been extremely grateful
for the funding generously provided to us by the Town.
(WCHS 2021 Budget is an attachment sent in a separate document).
WARREN COUNTY HISTORICAL SOCIETY
r,,UDGET - 2021
REVENUE:
BUDGET ACTUAL
' 7010-Membership $8000
•
7015-Annual Appeal $4000
7020- Gifts/ Donations - $1500
7082-Annual Meeting Income $800
7050-Warren County Contract $3500
7051- Grants $2000
7052- Queensbury Contract $2000
FUNDRASING-7033
SUBACCOUNTS:
7029- Dine to Donate $300
7023-Auction Income $1000
7034- Miscellaneous $1000
7036- Chronicle Book Fair $300
•
BOOK/GIFT SHOP—7049
SUBACCOUNTS:
7040- Book Sales • $1500
7041- Gift Items $300
7042- Photos/Posters $200
•
•
7058- Consignment Sales
MISCELLANEOUS REVENUE-7064
SUBACCOUNTS:
7065- Genealogical/ Historical Research Income $000
7070- Interest Income $20
7083-Advertising Income $300
7084- Scanner Income
7080- Credit Card Deposits $600
7081- Pal Pay Credit $100
7082- Annual Meeting Income- $1500
Totals- $28,620
J
•
EXPENSE:
BUDGET ACTUAL
Salaries;
7205-Executive Director $7200
7206- Executive Director Development $200
Administration -7220
Sub accounts;
7207- Trustees Training/Strategic
Planning Meeting- $300
7212-Annual Meeting Speaker $00
7214-Annual Meeting Postage $100
7218-Annual Meeting Luncheon $2000
7280-Annual Appeal Postage $300
7282- Membership Postage $100
7286-John Austin Award- $200
7400- Grants Payout $2000
Building Expense: 7240
Sub accounts;
7242- Maintenance/Upgrades $2500
7244- Insurance $1200
7245- Electricity $3000
7246-Telephone $780
7247-Alarm $
- 6 -
•
U
7248- Internet $1300
7251- Computer Software $100
7253- Computer Hardware $1000
7254-Computer Maintenance $1000
/Equipment: 7249
Sub accounts;
7250- Copy Paper $200
7252- General Office $350
7255- Toner $400
7256- TSYS Expense $530
7257- Office Equipment $250
7258- Pay Pal
7259- General Postage $300
7260- Copier Lease- $1200
Organizational Dues /Fees;
7270- North Warren C of C $50
7271- LakeGeorgeCofC $105
7272- MANY
7273-AASLH $95
7275-Adirondack Regional C of C $315
7274- Misc. Memberships $100
Newsletter/ Publications;
7290- Mailing Labels $100
7292- Printing $1200
7294- Postage $375
' k
7352- Book Printing/Acquisition $600
7354- Marketing/Advertising Expense $200
COLLECTIONS/RESOURSE CENTER - 7310
SUB ACCOUNTS:
7312-Archival Supplies $250
7314- Resource Center $100
7315-Acquisition of Books/Publications $200
7317- Scanner Expense (Toner, Paper)
7318- Proposed Dr. Joseph Warren Center Project * See Separate Budget
COMMITTEE EXPENSE- 7362
SUB ACCOUNTS:
7262-Archival Committee
7320-Audit/ Finance Committee
7375- Book& Gift Shop Committee
7376- Collections Committee
7377- Computer. IT, Website & Social Media Committee
7319- Education Committee $500
7264- Executive Committee
7372- Facilities Committee
7385- Fundraisers, Development & Gala Committee
7265- Genealogy & Research Requests Committee
7298- Historic Sites Committee •
7375- Jack Mannix Oral History Project Committee
7378- Membership &Annual Appeal Committee
7376- Museum & Temporary Exhibits Committee
7360- Nominating Committee
7358- Programs.& Historic Day Committee
7299- Publications Committee
7370- Publicity Committee
7381- Resource Center.Committee
7350- Voiunteers Committee
Totals- $30,700
Income- $28,620
Expense-$30,700
Shortfall-$2,100