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Home My WebLink About2005 4 ecc 2005 Budget Breakdown Teen Program $33,050 see attached CCE statement of operations Newsletter: $2,952 cost per mailing 3 mailings per year. printing $ 434 editor fee $ 200 postage $ 150 bulk mailing fee $ 150 labels $ 50 Administrative : $ 10,112 book keeper $ 2,400 all insurance $ 6,352 CPA fee $ 500 NYS tax $ 60 dessi jacobs $ 200 BB uniforms $ 200 misc $ 400 Camp $ 34,852 payroll(inc.tax) $ 25,398 Paychex $ 351 CIT $ 3,250 Misc $ 5,853 $ 800 field trips $ 200 advertising $ 2,500 transportation $ 2,353 material/equipment Enfield Afterschool Scholarships $ 1,877 Budget total for 2005 $82,843 * Director and Officers Ins $ 1,015 Accident Ins.with Sports pkg $ 587 Workers'Comp. Ins. $ 1,357 General Liability Ins $ 3,049 NYState Disability $ 344 Total $ 6,352 wvr L,�I 1 1 1 V,.., i__:5 i Ll yv l lJi y UA•V V 1 L 1 c i VVV - J W I v -LVlj- -L"-.L V 1 .VL Coop. Eat.Assoc,of Tompkins County Statement ofOperatioo 5 Months Ended May 31,2003 Enfield Youth Program Current YJA Annual Under/Over '1G Bud rit anth Actual Bud S et E ditur+ev. C.C.B.Revenues:. Town of Enfield-County Fundrs 3,975 25 15,913.04 11;934 76 25.Ofl90 - United Warr Teen... 6,531.00 6,831 0.00% _ _ Enfield Youth F�raployment�. -- yy' 1,186.05 2,594.00 1,407.95 : d5.7296 Program Participation Fees 1G.Of1 O.GD Enrichment Pn> .Part:Fees -45.00 180.00 0.00 180 fl0)' 0 tlt?°,b Donation-Rotary _ 50(1.00 _500.00 0.00 500 00 '. f}flfl�6 _ _ 432.96 2,175.00 1,742 04 Enrichment/Farnrly 7rlps _ , 19.919b ECC!Town funds .. . _3,f�48.�4 5,537.00 -2,4$816 - _ -- Total Revenues ._. 54 --8�s 8 t150. 23,71 90 2�S.Z _ - :. Personnel Expenses; ' Salaries&Wades _ i,8 9,172.so 12,014,00 12,841.50 41.67% ['roram Support Fee _ 1,019.25 4.051.00 3,042.75 25.00% Unempla_ymenk Insurance 59.50 238.00 178.50 2M-00% _Workers'Co_pensatIon 67.50 230Afl >7250 25.00°6 Liabilitynsurance 50.00 200.00 754.00 26.00% Personnel Subtotal. 1.834-50 10,353.T5 2B,739.00 16,385.225 3Q_7296 Program Expenses: Youth�loyment 192.fl�1,384.05 2,594.00 1,209.95 53.36% Employee Dev_ 35.40 50.00 14.60 - 70-M Family T � .91 1,265.08 , 2,176.00 909.92 58_!6'�6 1.78 8.77 j 25.00 - 1623 35.08% 1-85 11.60 .50-0fl 38A 23 2096 Supplies -^ 5.00 5.80 50.00 44.20 Mee6 s/Refreshmerits: 8.96 61.68 250.00 i98 32 : 20.67% Mileage 78.83 150.00 71,1T_ 52.55% Van UsagelRentals 31.83 1 114.95 ° 400,00 2$5.05 28.74% Printing - -2 83.30 125,00 41.70 66.64% Pr ram Materials 95.81 365.96 382 00 16 04 95.8096 Proram Presenters BO.flO - -�- t 6fl 00 _fl_0096 P ram 3ubt+0tal: �� 48f.84 ?^ 3,4g5.42 6;3it.00 2,905.58_ 53.9696 ram- Total i=xpend6#ur 2 _34 05fl.Ofl 1$ 3 �41 63% .� Rota Ma s t to date: i39.76 Philadelphia Insurance Companies One Bala Plaza, Suite 100; Bala Cynwyd, Pennsylvania 19004 Proposal Date 03/17/2005 Named Insured:Enfield Community Council, Inc. Quotation Number•1384385 GENERAL LIABILITY Total: 3,049.00 Each Occurrence Limit 1,000,000 Personal and Advertising Injury Limit 1,600,000. General Aggregate Limit(Other Than Products-Completed operations):. 3,000,000. Products/Completed Operations Aggregate Limit 3,000,000 Fire Damage Legal Liability{Any One Fire), 100;000 Medical Expense Limit(Any One Person) Class' Premium Classifications Code Base Exposure Premium NEW YORK Loc 1 YOUTH BASKETBALL 40066 PARTICIPANT SO 252.00 Loc 1 ADULT VOLLEYBALL 40066 PARTICIPANT 15 106.00 Loc 1 YOUTH MISC CAMP 41422 CAMPER DAY 3;000 .1;514.00 Loc 1 MISC ADULT CAMP 41422 CAMPER DAY 510." "402.00 Loc 1 ADULT BASKETBALL 40067 PARTICIPANT 10 n.00 ABUSE OR MOLESTATION 44444 EACH 1 704.00 i Enfield Community Council allay 24,05 2005 BUDGET actual Revenue 2005 United Way $ 15,231 Town Tax $ 27,491 from town for workers comp $ 1,357 Fees $ 10,857 Fundraising $ 3,392 County mjp $ 2,922 state $ 2,280 Cty to CCE $ 15,913 $ 79,443 Uway Town Tax Fees fundraise County State Expenses Programs Teen Program $ 7,227 $ 2,782 $ 27359 $ 15,913 $ 28,281 MJP $ 2,922 $ 2,922 $ 5,844 Enrichment $ 2,823 $ 2,823 Newsletter $ 600 $ 1,927 $ 425 $ 2,952 Camp $ 21704 $ 14,154 $ 8,424 $ 3,392 $ 2,280 $ 30,954 Administration $ 7,063 $ 3,049 $ 10,112 Scholarships $ 1,877 $ " 1,877 SACC program $ - Totals $ 15,231 $ 28,848 $ 11,208 $ 3,392 $ 18,835 $ 2,280. $ 82,843 Based on Revenue Based on revenue 2005 2005 Teen Program Distribution: Camp Distribution United Way $ 7,227 United Way $ 2,704 Town Tax $ 2,782 Town'Tax $ 14,154` County dire $ .1.51913 Fund raisin $ 3,392 Fund raisin-- $ - MJP $ 3,250 MJP $ 2,594 UW enrich. $ 648 UW enrich. $ 2,175 State $ 2,280 State 0 Scholarships Scholarship 0 Fees $ 8,073 Fees $ 2,359 totals $ 33,05011, 34,501 ENFULD COMMUMTY COUNCIL—CONTRACT 2005-2007 Made as of this 4st day of January 2005, between the Town of Enfield a municipal corporation under the laws of the State of New York (hereinafter called the"Town")and the Enfield Community Council, a.not-for-profit corporation under the laws of the State of New York(hereinafter called the"ECC"). WHEREAS, the Town desires to have certain community_recreational and youth seances provided to the residents of the Town and WHEREAS,the ECC desires to'provide such services to the Town and its residents,-...'. NOW, therefore, it .is agreed that the Town contracts with the ECC to provide such services on the following terms'and conditions: 1. The ECC agrees to provide to the residents of the Town of Enfield such you and community recreational classes, activities, programs and other services as it, in consultation with the Town, determines are desirable and needed ereulatter . . called"contrast services"). 2. The ECC agrees to provide to the'Town, as justification for the budget request for funding said contract services, a proposed program of contract services for the contract.period, a breakdown of expected costs, information on persons to be benefited, and such other information as the Town may reasonably request. 3. The Town agrees to pay the ECC $2,837.53, payable by the Twenty-fi day of every.month, for the months of January 2005 through December 2005. Each monthly payment.shall be paid by the 25t' of the month for a total of$34,050.36 for actual expenditures by ECC'for said contract services, including overhead expenses, payroll expenses,.and other costs associated with the provision of the contract services. 4. The Town agrees to pay the ECC $2,911.70 payable by the Twenty fifth day`of every month, for the months of January 2006 through December 2006. Each monthly payment shall be-paid by the 25th of the month for a total of$342940.40 for actual expenditures by ECC for said contract services,;including overttesd expenses, payroll expenses, and other costs associated with the provision of the contract services. 5. The Town agrees to pay the ECC $2,988.23 payable by the Twenty-fifth day of every month, for the months of January 2007 through December 2007. Each monthly payment shall be paid by the 25 h of the month for a total-of$35 858.76 " for actual expenditures by ECC for said contract services, including overhead expenses, payroll expenses, and other costs associated` with we provision of the " contract services. 6. This agreement shall commence January 1, 2005 and continue through December. 31, 2007. At anytime after January 1, 2005 and prior to June 30, 2005, either party may terminate this agreement as of December 31, 2005 by giving written notice to the other party by June 30, 2005. In the event that the notice is so received, then the,contract shall be deemed to be ended.December 31, 2005. At any time after January 1,:2006 and prior to June. 30, 2006, either party may terminate this agreement as of December 31, 2006 by giving written notice to the other party by December 31, 2006. At anytime after January 1, 2007 and prior to, June 30, 2007, either party may terminate this agreement as of December.31, 2007 by giving written notice to.the other party by June 30, 2007. In the event that the notice.:is so received; ,then the contract shall be deemed ended on December 31,2007. 7. Nothing shall be construed.to prohibit the ECC from accepting donations; grants, matching funds, or money from other sources to defray the costs of providing services. 8. In order to receive payments as heretofore described, the ECC shall provide to the Town Supervisor a properly completed and signed voucher a minimum of seven days prior to the scheduled meeting of the Town Board. 9. The ECC agrees to provide to the Town a written report on a quarterly basis of the activities it is.and has been engaged in, the numbers of participants, the costs of activities, and any other information that the Town may reasonably request. Said reports shall be provided to the Town Board by the 25* of the month following the close of the quarter. 0-11 10. The Town, wits own expense, may retain the services of a.credible.accounting firm to examine the financial records of the ECC. . The ECC shall provide reasonable access to:its financial records for audit purposes. In the event that the, . ECC does not provide reasonable access to its financial records, until such time as. reasonable access is provided,the Town shall have the right to withhold payments to the ECC. 11. The ECC shall be responsible to secure all insurance required by.law The ECC agrees to include the Town as an additional named`"insured under its policy of general liability insurance. 12. In recognition of the ECC use of Town property as part of this agreement, the ECC agrees to comply with all reasonable requests made by the Town Supervisor;: at the direction of the Town Board, that relate to safety or security. In the event that a dispute should rise concerning the reasonableness of any,such request, the parties hereto agree to binding arbitration by a panel of three persons.; Each party to this agreement shall select one persona The third person snall be the`Town's attorney. 13. The inexact status of outside funding secured by the Town as a major component of this agreement is cause for mutual concern. Accordingly, both parties agree that the amount of funding specified in section three (3) above is subject to confirmation predicated upon the obtaining of such outside funding. It is agreed that the 'foam shall make known to the. ECC no later than. March 31, of each contract year, the status of its fund requests from outside sources. If such..fiuiding requests are granted at an amount"lower than anticipated, the parties:hereto agree to renegotiate:the fiscal portion of this agreement so as to provide the minirrium disruption or redirection of-the.ECUs programs: 14. It is acknowledged that the ECC is an independent contractor organized:to,serve and benefit the Town of Enfield and its residents: 15.For the purpose of this contract employees of the:ECC are not deemed to be employees of the Town of Enfield. In Witness whereof, the parties have set their hands and seals effective this zf . day of-'ANvkz-i 2005. R Is Town of Enfield, Supervisor t Y B Robert Ainslie Enfield Community Council,President ATTEST: Alice Laue Town'of Enfield, Clerk A-[�u��i me�f=� Vera.Howe-Strait Enfield Summer Day Camp Director 597 E. Enfield Center Road Ithaca, NY 14850 March 26, 2002 - Dear Mr.Hubbell: I am writing to request the use of the Enfield Fire Pond for our summer camp swimming program. Camp will run from July 1 August 9, 2002 I have hired qualified lifeguards and the swH'n ing program is regulated by the New York State Health Department.' I have attached a copy of our insurance policy which covers the pond while in use for camp. The waterfront director will be responsible for the daily cleaning of the pond and the surrounding areas. We will empty the garbage container daily Thank you for your consideration. If you have any questions, please feel free to contact me at 273-1413. Sincerely, Ulu Vera Howe-Strait Enfield Camp Director AC0 D CERTIFICATE OF LIABILITY INSURANCE OP ID LA DATE(MWDDNY) FIE-2 03/12/02 PR�oucea THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE Lloyd D. Sprague & Son, Inc. HOLDER.THIS CERTIFICATE DOES NOT AMEND,EXTEND OR 34 West Market St ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. Corning NY 14830 Phone: 607-937-8371 Fax:607-937-4142 INSURERS AFFORDING COVERAGE INSURED INSURER A: Hew York.Municipal Insurance* INSURER B: Town of Enfield INSURERC 168 Enfield Main Rd. INSURERD: Ithaca NY 14850 INSURER E: COVERAGES THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUEOTO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED.NOTWITHSTANDING ANY REQUIREMENT,TERM OR CONDITION OF ANYCONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAYBE ISSUED OR MAY PERTAIN.THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. ILTR POLICY M[fDDN ) POLICY EXPIRATION - TYPE OF INSURANCE POLICY NUMBER DATE MMlOD DATE MM/DD/YY LIMITS GENERAL LIABILITY EACHODCURRENCE S 1�000�000 A X COMMERCIAL GENERAL LIABILITY MPLT'ENr001 01/01/02 0.1/O1/03 FIRE DAMAGE;(Any.onefire) S .50,000 CLAIMS MADE ®OCCUR s MED EXP(Any one person) X Employee Benefit PERSONAL.&ADVINJURY S1,000v000. GENERAL AGGREGATE $2,OOO,OOO" GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS COMPlOPAGG POLICY ECTED LOC AUTOMOBILE LIABILITY 777 COMBINED SINGLE.LIMIT ANY AUTO (Ea accident). ALL OWNED AUTOS BODILY INJURY S SCHEDULED AUTOS (Per peYSon) HIRED AUTOS BODILY INJURY NON-OWNED AUTOS (Per accident).. S F1 PROPERTY DAMAGE (Per accident) GARAGE LIABILITY AUTO ONLY-EA ACCIDENT S. ANY AUTO OTHER THAN AUTO ONLY: AGG. $ EXCESS LIABILITY EACH OCCURRENCE S 1,OOO,OOO A X OCCUR ❑CLAIMS MADE MECTENFOOI O1/01/O2. O1.Z01/03 AGGREGATE S 2 000,000 . DEDUCTIBLE S . X RETENTION S O S WORKERS COMPENSATION AND 1. EMPLOYERS'LIABILITY TORYLIMITS ER E.L EACH ACCIDENT S. E.L_DISEASE EA EMPLOYE $ E.L.DISEASE-POLICY LIMIT i OTHER .:._. .. ... ... .... :... 1. DESCRIPTION OF OPERATIONSILOCA'iIONSNEHICLES/EXCLII$IONS ADDED BY ENDORSEMENT/SPECIAL PROVISIONS Proof of Insurance ---Use of facilities for swimming program by the Enfield Community Council. CERTIFICATE HOLDER N ADDITIONAL INSURED;INSURER LETTER: CANCELLATION ENFIELD SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE.THEREOF,:THE ISSUING INSURER WILL ENDEAVOR TO MAIL -ID ..DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT,BUT FAILURE TO DO SO SHALL 17 Enfield eVolunteerl Fire Company IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER,ITS AGENTS OR 172 Enfield Main Rd Ithaca NY 14850 REPRESENTATIVES: ; A O REPRE$IEyT ACORD 25-S(7/97) OACORD CORPORATION 1988 6 June 2005 Dear Enfield Town Board Members: Thank you for taking the time to consider the request that we,the Enfield Community Council,have made for your financial support to cover the unanticipated costs of procuring general liability insurance for our programs,most especially the Summer Camp. We have attached copies of several documents to further your understanding of our position,including: 1. Enfield Community Council Contract 2002 2. Certificate of Liability Insurance dated 12 March 2002 and letter to Mr. Hubbell from Vera Howe-Strait regarding the use of the Enfield Fire Pond for Summer Camp 2002 3. Enfield Community Council Contract 2005-2007 4. Quote from Philadelphia Insurance Companies for General Liability Insurance (Quote number 1384385) 5. Enfield Community Council Budget from May 2005 6. Breakdown of the 2005 Budget and Cooperative Extension Association of Tompkins County Statement of Operations for Enfield Youth Programs The Enfield Community Council Contract for 2002 (see attachment#1)was in effect 18 December 2001 through 4 January 2005. Item number 11 in this contract States that "The Town agrees to include the ECC as an additional named insured under its policy of general liability insurance..."It is the ECC understands of the whole of this clause to mean that during the period of this contract the Town provided general liability insurance coverage for all of FCC's activities including the Summer Camp,Harvest Festival,- and youth and adults sporting activities. This understanding was furthered by the fact that for all activities i.e.: Summer Camp use of the Fireman's Pond(see attachment#2),the ECC contacted Sprague Insurance for a Certificate of Liability Insurance. In early November 2004, during negotiations with the Enfield Town Council regarding the Enfield Community Council Contract for 2005-2007 (see attachment#3),the ECC was informed by Gary Fisher,Town Supervisor,that it was necessary to have independent general liability coverage. It was deemed illegal for the Town Board to provide general liability coverage for the ECC, as the ECC is a separate entity(501c3). Therefore,the coverage was written out of the current contract. Since that time the ECC has been working with various local insurance agencies to procure general liability insurance. Attachment#4 is the itemized quote for the general liability insurance policy that ECC has purchased from the Philadelphia Insurance Companies through the Carey McKinney Group. The process for setting the budget for the 2005 fiscal year began in August 2004 and was submitted to the Town in September 2005. The current proposal for United Way Funds (19%of our total income)was submitted in the spring of 2004 for the period July 2004 through June 2006. This was before we were aware of the needed change in insurance coverage costs. State(3%)and County(24%)funds are allocated according to legislatures beyond our control. Summer Camp Fees (14%) and the Harvest Festival(4%) are unpredictable sources of income. The remainder of our income is from the Town Board(36% of our income). Attachment 45 is a copy of the ECC's 2005 Budget, updated in May 2005 to reflect the increase in expenses as a result of the need to purchase general liability insurance. Attachment#6 contains a break down of the expenses detailed in the 2005 budget. Based on the circumstances as explained,at the Wednesday, 11 May 2005 Town Board meeting,the ECC board.members requested an additional $3049.00 from'the Town Board to cover the unanticipated.costs-of general liability insurance. Thank you for taking the time to consider our request. We look forward to hearing your decision at the Town Board Meeting on Wednesday, 8 Jane 2005. Sincerely, The Enfiel Community CG ul Board Members Carolyn L. Tschanz,President ENFIELD COMMUNITY COUNCIL CONTRACT 2002 Made as of this 1& day of c e(,,,& o.- 2001, by and between the Town of Enfield, a municipal corporation under the laws of the State of New York(hereinafter called the"Town''):and the Enfield Community Council, anot-for-profit corporation- under the laws of the State of New York(hereinafter called the"ECC",) WHEREAS,the Town desires to have certain community recreational services provided to the residents of the Town and WHEREAS the ECC desires to provide such services to the Town and its . residents, NOW, therefore, it is agreed that the Town contracts with the ECC to provide such services on the following terms and conditions: 1. The ECC agrees to`provrde to the residents of the Town of Enfield such youth and community recreational classes, activities, program:and other services as,it;"in consultation with the Town, determines are desirable and needed(hereinaffter called "contract services'). 2. The ETC agrees to provide to the Town, as Justification for the budget request " for funding said contract services, a proposed program of contract services for:the contract period; a breakdown of expected costs, information on persons to be benefited,, and such other information as the Town may reasonably request 3. The Town agrees to pay the ECC two thousand five hundred dollars and no. 1/100ths($2,500.00)dollars payable by the Twenty-fifth day of everymonth,for the months of January2002, through November 2002, and two thousand five hundred twenty- two dollars and.no 1/100ths($2,522.00)for the month of December 2002. Each monthly navment shall be paid by 25th ofthe month for a total of Thirty thousand,twenty-two dollars and no 1/100ths($3.0.022.00) dollars for actual expenditures by LCC for said contract services,including`overhead expenses, payroll expenses, and other.costs associated with the provision bf the contract services.-= 4. The Town agrees to pay the ECC two thousand.five hundred seventy-seven dollars and no 1/100ths($2,57.7.0,0) dollars payable by the Twenty fifth day of every month, for the months of January 2003, through December 2003. Each monthly payment shall be paid by 25th of the month for a total of Thirty thousand,nine hundred seventy seven dollars and no 1/100ths($30.9i$0) dollars for actual expenditures by ECC for said contract services, including overhead expenses, payroll expenses and other costs associated with the provision of the contract services. 10. The Town,at its own, expense may retain the services of a credible accounting firm to examine the financial records of the ECC. The ECC shall;provide reasonable access to its financial records for audit purposes. In-the event that the ECC does not provide reasonable access to its financial records, until such time as.reasonAble:.'. ` access is provided,the Town shall have the right to withhold payments to the ECC. 11. The Town agrees,:toi mcltide the`ECC as an additional named insured ft p o: cy of general Lability insurance. In recognition of the ultimate responsibility ofthe Town for the aativities of the ECC that take r?ac-e on Town property or as apart of this agreement,the ECC agrees to comply with all reasonable requests made by the Town Supervisor,at the direction of the Town Board, that relate to.safety or security. In the event that n_dispute should arise concerning the reasonableness of any such request;the parties hereto agree to binding arbitration by a panel of three persons: One-,person shall b� selected by each party to this agreement. The third person shall be the Town's attorney. 12. The:ECC shall be responsible to secure any other insurance required bylaw, except workmen's compensation insurance. The Town agrees to include the employs of the ECC under its Workmen's'Compensation agreement. To facilitate this coverage the ECC shall provide,to the Town, attached to each voucher required in section three(3) above,a list of all employees, hours-worked and wages paid.for the month. The T6wii agrees to hold such information in confidence and use the same only for actuarial purposes. 13. The inexact status of outside funding secured by the Town as a major component of this agreement is cause for mutual concern. Accordingly;both parties agree that the amount of funding specified in'section three(3)above is subject to confirmation predicated upon the obtaining of such outside funding. It is agreed that the Town sill make known;to the ECC,.no later than 31 March 2002, the status of its funding;regq" from outside sources:. If such.funding requests are granted art an amount lower tha*t - anticipated,the parties hereto agree to renegotiate the fiscal portion of this agreement`so as to provide the minimum disruption or redirection of the ECUs programs. 14. It is acknowledged that the ECC is an independent contractor organized-to serve and benefit the Town of Enfield and its residents. Neither the inclusion of the FCC as an additional named insured nor the payment of the workmen's compensation premium -� �► for the ECC,as provided above shall be deemed to alter the independent contractor:status ' of the ECC or cause the Town to be or become an indemnitor for the ECC independent of the insurance coverages specifically listed herein. 15. For the purpose of this contract employees of the ECaC are not deemed to be employees of the Town of Enfield. IN WITNESS WHEREOF,the parties.have.set.their hands and seals effective this d2LA day of a�001: Town:of.Enfield - By 5 ervsor ATTEST: By: 7L Enfield Community Council Town Clerk By President tt