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HomeMy WebLinkAbout2026_03_18 Town Board Minutes o _ ��9_1_ Town of Mamaroneck // Town Board Minutes m Wednesday, March 18, 2026, Courtroom, Second Floor of n Town Center 5:00 PM FOUNDED 1661 PRESENT: Jaine Elkind Eney, Town Supervisor Jeffery L. King, Councilmember Robin Nichinsky, Councilmember Darren Moss, Councilmember Andrew Regenstreich, Councilmember ALSO PRESENT: Allison May, Town Clerk Meredith S. Robson, Town Administrator William Maker Jr., Town Attorney Tracy Yogman, Town Comptroller 5:00 PM THE TOWN BOARD WORK SESSION CALL TO ORDER The Work Session of the Town Board was called to order by Town Supervisor Elkind Eney. Moved by Councilmember King, seconded by Councilmember Moss, the Work Session opened at 5:00 p.m. Carried WORK SESSION ITEMS 1. Discussion — Budget Committee Recommendations Representatives of the Budget Committee presented a series of recommendations intended to strengthen the Town's long-term financial planning and budgeting process. The Committee recommended establishing an earlier and more collaborative budget development process that would provide the Town Board with opportunities to establish financial priorities and policy direction before preparing the annual budget. The Committee also encouraged the Board to consider long-term fiscal planning strategies, including the use of zero-based budgeting principles, evaluating essential versus discretionary services, developing departmental performance metrics, identifying additional revenue opportunities, and pursuing operational efficiencies through technology, process improvements, intermunicipal cooperation, and expanded partnerships. Additional recommendations included exploring legislative initiatives to simplify municipal finances, improve fiscal flexibility, and reduce administrative complexity, as well as establishing the Budget Committee as a standing advisory committee to provide ongoing financial review and recommendations. The Town Board discussed several of the recommendations, including capital planning, fund balance management, departmental performance measures, and potential next steps for evaluating the Committee's proposals. Town Board March 18, 2026 2. Request for Executive Session Moved by Councilmember King, seconded by Councilmember Moss, the Town Board agreed to enter into Executive Session to discuss the employment history of a particular person or persons. Carried Moved by Councilmember King, seconded by Councilmember Regenstreich, the Town Board unanimously agreed to resume the Regular Meeting. Carried 3. Discussion - 2025 Budget Report Town Comptroller Tracy Yogman presented the 2025 Operating Budget Year-End Report, noting that the report had been redesigned with additional graphics to make the Town's financial performance more accessible. The Town reported total revenues of approximately $56.8 million and expenditures of approximately $52.2 million, resulting in a positive operating position of approximately $4.6 million across all funds. Revenues exceeded the adopted budget by approximately $3.2 million, primarily due to stronger-than-anticipated mortgage tax, sales tax, investment earnings, and police special duty revenues. Expenditure was approximately $3.5 million below budget, largely due to vacancy savings, lower employee benefit costs, delayed contractual expenditures, and prudent departmental spending. Comptroller Yogman explained that the General Fund realized a surplus of approximately $1.4 million, the Part Town Fund approximately $500,000, while the Highway Fund remained essentially balanced. The Special Districts collectively generated a surplus of approximately $2.7 million. The Comptroller also discussed the Town's revenue and expenditure variances, capital project closeouts, and fund balance, noting that approximately $2.7 million has been appropriated in the 2026 Adopted Budget and emphasizing the importance of maintaining adequate reserves to preserve the Town's AAA bond rating. The Board discussed long-term fund balance goals, vacancy savings, and future capital funding needs. 4. Discussion - 2026 Operating Budget Amendments Comptroller Yogman presented proposed amendments to the 2026 Operating Budget, including adjustments for the Senior Citizen Rent Exemption program, additional snow removal costs, and the reallocation of cable franchise fee revenues to support LMC Media equipment purchases. The proposed amendments include transfers from contingency, budget reallocation, and the use of fund balance, as necessary. 5. Discussion - 2026 Capital Budget Amendments The Town Comptroller presented proposed amendments to the 2026 Capital Budget. The amendments include the addition of a capital project for electric vehicle charging stations funded through Westchester County and Con Edison at no cost to the Town; adjustments to the Rye Lake Filtration Plant project to reduce borrowing through the use of available Water Fund resources; and the closeout of completed capital projects, including the Highway Garage Alarm System and Kenilworth Booster Station improvements, with remaining balances returned to the appropriate funds. 6. Discussion - Housing Action Council Recertification Agreement Town Administrator Robson presented the proposed 2026 agreement with Housing Action Council Inc. to provide applicant qualification and annual recertification services for the ten affordable housing units at the Cambium Condominiums. The agreement includes an approximate 3.5% increase over the 2025 contract. Town Board March 18, 2026 7. Discussion - Award of Bid TA-26-02 - Reflectorized Pavement Markings & Striping - Years 2026 & 2027 The Town Administrator presented a memorandum from Town Engineer Robert Wasp recommending rejection of Bid TA-26-02 for reflectorized pavement markings and striping for the 2026 and 2027 contract period. The Town Engineer explained that only one bid was received for the project. To better align bid quantities with the Town's budget and to seek more competitive pricing, the Engineering Department recommended rejecting the bid and revising and reissuing the bid documents. The Town Board discussed the recommendation and concurred that rejecting the bid and rebidding the project would likely result in more competitive pricing. 8. Discussion - Proposed Local Law "Adoption of the Updated NYStretch Energy Code" The Town Clerk noted that the public hearing had previously been scheduled for the March 18th Town Board meeting; however, the required public notice was not published. Accordingly, the Town Board would need to reschedule the public hearing for April 8, 2026. 9. Discussion - Proposed Local Law "Sport Court as an Accessory Use" Supervisor Elkind Eney presented a proposed local law prepared by Town Attorney William Maker Jr., in consultation with Building Inspector Richard Polcari, to modernize the Town Code by expanding the existing provisions for tennis courts to permit a broader range of recreational sport courts as accessory uses in residential districts. The proposed local law would establish regulations governing the location, drainage, fencing, outdoor lighting, and hours of operation for such facilities. Town Administrator Robson advised that the proposed local law must first be referred to the Planning Board for review and recommendation. Following discussion, the Town Board agreed to refer the proposed local law to the Planning Board and, upon receipt of its recommendation, would consider scheduling a public hearing. 10. Discussion - Proposed Local Law "Change in the Hours when Parks are Open" The Town Supervisor presented a proposed local law to permit Town athletic fields to open earlier on Saturdays during a specified seasonal period. The proposal was requested due to the temporary closure of several athletic fields for construction and was recommended by the Recreation Commission to help accommodate increased scheduling demands. The proposed local law would modify permitted hours of use for Town fields on Saturdays, allowing use beginning at 8:00 a.m. instead of 9:00 a.m. for a specified seasonal period, while maintaining existing hours on other days. Following discussion, the Board agreed that the public hearing could be scheduled for the April 8, 2026, Town Board meeting. 11. Discussion - 2025 Financial Audit by EFPR Group Thomas Smith, Partner with EFPR Group, presented a summary of the Town's 2025 Comprehensive Financial Report and annual audit. Mr. Smith reported that the Town received an unmodified ("clean") audit opinion, the highest level of assurance available, indicating that the financial statements are fairly presented in accordance with generally accepted accounting principles. The audit also included the Town Justice Court and a federal compliance audit of Highway funding, both of which resulted in unmodified opinions. No material weaknesses, significant deficiencies, or instances of non-compliance with laws, regulations, or grant requirements were identified. See Attachment A. Town Board March 18, 2026 Mr. Smith reviewed several financial highlights, noting that the Town's General Fund balance increased by approximately $1 .4 million during 2025, primarily due to budgetary savings and stronger-than-anticipated revenues. Mr. Smith explained that the overall governmental fund balance decreased as planned because previously accumulated capital funds were used to finance authorized capital projects. Mr. Smith also noted that the Town implemented a new Governmental Accounting Standards Board (GASB) reporting standard requiring additional disclosure of significant financial constraints and concentrations. The auditor discussed the Town's reported Other Post-Employment Benefits (OPEB) liability, explaining that it represents a long-term actuarial accounting estimate required by GASB and does not reflect an immediate financial obligation. Mr. Smith further noted that similar liabilities are reported by municipalities nationwide and are influenced by long-term assumptions regarding healthcare costs and retiree benefits. The discussion also addressed the estimated liability associated with the Westchester Joint Water Works litigation, which is reflected in the financial statements based on the best information currently available. Town Comptroller Yogman noted that the Comprehensive Financial Report includes extensive historical financial and operating statistics that provide useful trend information for future budgeting and financial planning. Board members discussed the Budget Committee's recommendations with the auditor, including zero-based budgeting, departmental performance metrics, and the potential consolidation of special districts. Mr. Smith commented that while many of the recommendations warranted consideration, implementation should be approached pragmatically, recognizing the Town's fixed operating costs and the practical challenges associated with municipal budgeting. 12. Request for Executive Session Moved by Councilmember King, seconded by Councilmember Moss, the Town Board agreed to enter into Executive Session to discuss the proposed acquisition, sale, or lease of real property, current litigation with the Village of Larchmont, the employment history of a particular person or persons, and collective negotiations pursuant to article fourteen of the civil service law. Carried Moved by Councilmember Nichinsky, seconded by Councilmember Regenstreich, the Town Board unanimously agreed to resume the Regular Meeting. Carried 8:00 PM TOWN BOARD REGULAR MEETING The Town Board meeting convened in the Courtroom located on the second floor of the Town Center. The public was able to view the meeting on cable access television (Optimum 76/ Fios 35) or on LMCMedia.org. CALL TO ORDER The Regular Meeting of the Town Board was called to order by Town Supervisor Elkind Eney at 8:33 p.m. The Town Supervisor noted that the Town Board met for a Work Session beginning at 5:00 p.m. this evening, which was open to the public. SUPERVISOR'S REPORT Welcome to the March 18, 2026, meeting of the Town Board of the Town of Mamaroneck. The Town Board met today for a Work Session in Conference Room A, starting at 5:00 pm, which was open to the Public. Town Board March 18, 2026 The Town Supervisor stated, on March 10, Jeff, Darren and I attended the Summit Meeting where the topic was Complete Streets and Traffic Safety. Our own Town Engineer, Rob Wasp, was one of the panelists. He gave a presentation about our ongoing efforts to make streets safer for everyone. Kudos to Rob! This Sunday, March 22, is the Annual Sound Shore St. Patrick's Day Parade. The Parade starts at 1:30 at Mamaroneck Ave School and ends at Harbor Island Park. It is a fun event for all! On Friday, April 3, in honor of Good Friday, the Town Center and the Senior Center will be closed. Sanitation will be on a normal schedule. Supervisor Elkind Eney then noted that there were no public hearings scheduled for the evening before proceeding to the public comment portion of the meeting. RESIDENT COMMENTS Supervisor Elkind Eney asked if anyone in the audience wished to address the Town Board. Since there was no one, the Supervisor introduced the staff presentation of the Town's 2025 Financial Audit by EFPR Group. STAFF COMMENTS/ PRESENTATIONS 1. Presentation of 2025 Financial Audit by EFPR Group Thomas Smith, Partner with EFPR Group, presented the Town's 2025 Comprehensive Financial Report and annual audit, providing an overview of the audit process and key financial results. Mr. Smith reported that the Town will receive an unmodified ("clean") audit opinion, indicating that the financial statements are fairly presented in accordance with generally accepted accounting principles and contain no material misstatements. The audit of the Town Justice Court also resulted in an unmodified opinion. No irregularities, material weaknesses, significant deficiencies, or instances of non- compliance with laws or regulations were identified. In addition, a federal compliance audit related to Highway funding confirmed that the Town is in compliance with applicable federal and state requirements. Mr. Smith thanked Town Comptroller Tracy Yogman and her staff for their preparation and cooperation throughout the audit process, noting that the audit was completed well ahead of the typical schedule for a municipality of the Town's size. Responding to a request from the Town Board to summarize the Town's overall financial condition for the public, Mr. Smith stated that the Town remains in a healthy financial position, with an overall fund balance of approximately 40% of annual expenditure. Mr. Smith noted that the General Fund increased by approximately $1 .4 million during 2025 due to budgetary savings and stronger-than-anticipated revenues, including mortgage tax and interest earnings, while overall governmental fund balance decreased by approximately $2.9 million as planned due to expenditures on authorized capital projects. Mr. Smith further explained that while the Town benefited from vacancy savings and favorable revenue trends during 2025, revenues such as mortgage tax, sales tax, and interest earnings are difficult to predict and should not be expected to continue at the same levels in future years. BOARD OF FIRE COMMISSIONERS 1. Call to Order Commissioner Elkind Eney called the Meeting to order, then on motion of Commissioner King, and seconded by Commissioner Nichinsky, the Board of Fire Commissioners was unanimously declared open. Town Board March 18, 2026 Present were the following Members of the Commission: Commissioner: Jaine Elkind Eney Commissioner: Jeffery L. King Commissioner: Robin Nichinsky Commissioner: Darren Moss Commissioner: Andrew Regenstreich 2. Fire Claims Moved by Commissioner King, seconded by Commissioner Nichinsky, it was RESOLVED that the Board of Fire Commissioners hereby approves the attached list of fire claims in the amount of$13,260.45. Carried 3. Other Fire Department Business There being no further business to come before the Fire Commission, on motion of Commissioner Nichinsky, and Seconded by Commissioner Regenstreich, the Commission unanimously adjourned and the Town Board reconvened. Carried AFFAIRS OF THE TOWN OF MAMARONECK 1. Consideration - 2025 Financial Audit by EFPR Group Moved by Councilmember King, seconded by Councilmember Moss, it was RESOLVED that the Town Board hereby accepts the Town of Mamaroneck, New York's Comprehensive Financial Report for the Fiscal Year ended December 31, 2025. Carried 2. Consideration - 2026 Operating Budget Amendments Town Comptroller Tracy Yogman presented the proposed 2026 Operating Budget amendments. The amendments include additional funding for Judgments and Claims related to a retroactive Senior Citizen Rent Exemption payment; increased appropriations for snow removal due to multiple storm events exceeding the adopted budget; and a reallocation of restricted funds for equipment purchases for LMC Media. Moved by Councilmember Nichinsky, seconded by Councilmember King, it was RESOLVED that the Town Board hereby authorizes the Town Comptroller to make the necessary budget amendments, as presented. Carried 3. Consideration - 2026 Capital Budget Amendments The Town Comptroller presented proposed amendments to the 2026 Capital Budget. including the establishment of a capital project for electric vehicle charging stations in Town parking lots, fully funded through Westchester County and Con Edison; adjustments to the Rye Lake Filtration Plant project that will reduce borrowing; and the closeout of completed projects, including the Highway Garage alarm system and Kenilworth Booster Station, with remaining balances returned to the appropriate funds. Moved by Councilmember Moss, seconded by Councilmember Nichinsky, it was Town Board March 18, 2026 RESOLVED, that the Town Board hereby authorizes the Town Comptroller to make the necessary budget amendments, as presented. Carried 4. Consideration - 2026 Town & County Tax Warrant The Town Comptroller presented the annual 2026 Town and County Tax Warrant, noting that tax bills will be issued and bills mailed out next Friday. Payments may be made April 1, 2026, starting at 8:00 a.m. Supervisor Elkind Eney explained that the Town is responsible for collecting both Town and County taxes and remitting Westchester County taxes in full regardless of collection status. Moved by Councilmember King, seconded by Councilmember Moss, it was RESOLVED, that the Town Board hereby approves the 2026 Town & County Tax Warrant and authorizes the Town Supervisor to execute the warrant. Carried 5. Consideration - Housing Action Council Recertification Agreement Town Administrator Robson presented the proposed 2026 agreement with the Housing Action Council Inc. to provide qualification and annual recertification services for ten affordable housing units at the Cambium. Moved by Councilmember Regenstreich, seconded by Councilmember Nichinsky, it was RESOLVED, that the Town Board retroactively approves the agreement with Housing Action Council Inc. to provide qualifying and certification services for affordable housing units for the Cambium Condominiums based on the proposal dated March 6, 2026, as presented, and hereby authorizes the Town Administrator to execute the agreement and any related documents necessary to carry out its implementation. Carried 6. Consideration to Reject Bid TA-26-02 - Reflectorized Pavement Markings & Striping - Years 2026 & 2027 Town Administrator Robson presented a recommendation to reject the bid for reflectorized pavement markings and striping. Because only one bid was received, the Engineering Department recommended revising the bid specifications and rebidding the project to encourage more competitive pricing. Moved by Councilmember Nichinsky, seconded by Councilmember King, it was RESOLVED, that the Town Board hereby rejects Bid TA-26-02 - Reflectorized Pavement Markings & Striping - Years 2026 & 2027. Carried 7. Consideration to Set A Public Hearing - Proposed Local Law "Adoption of the Updated NYStretch Energy Code" Moved by Councilmember Moss, seconded by Councilmember King, it was RESOLVED, that the Town Board hereby sets a public hearing for proposed local law "Adoption of the Updated NYStretch Energy Code" for the April 8, 2026, Town Board meeting. Carried Town Board March 18, 2026 8. Consideration - Proposed Local Law "Sport Court as an Accessory Use" Town Attorney Maker explained the proposed local law to amend the Town Code to allow "sport courts" as a permitted accessory use in residential districts, expanding beyond tennis courts and establishing related regulations. Moved by Councilmember King, seconded by Councilmember Moss, it was RESOLVED, that the Town Board hereby refers the proposed local law "Sport Court as an Accessory Use" to the Planning Board for its review and recommendation, and upon receipt of such recommendation, shall proceed to set a public hearing to consider its adoption. Carried 9. Consideration to Set a Public Hearing - Proposed Local Law "Change in the Hours when Fields are Open" Supervisor Elkind Eney introduced the proposed local law to allow earlier use of Town fields on Saturdays, beginning at 8:00 a.m., to accommodate the temporary increased demand due to other field closures in the community. Moved by Councilmember Nichinsky, seconded by Councilmember Regenstreich, it was RESOLVED, that the Town Board hereby sets a public hearing for "Change in the Hours when Fields are Open"for the April 8, 2026, Town Board meeting. Carried 10. Consideration - Resolution in Support of Countywide Action on Gasoline- Powered Leaf Blowers Moved by Councilmember Nichinsky, seconded by Councilmember Moss, it was RESOLVED, that the Town Board adopts the "Resolution in Support of Countywide Action on Gasoline-Powered Leaf Blowers", as presented. Carried 11. Consideration - Re-appointment to Recreation Commission Moved by Councilmember King, seconded by Councilmember Nichinsky, it was RESOLVED, that Joyce Callahan be reappointed as Member F of the Recreation Commission, said term shall expire December 31, 2032. Carried 12. Consideration of Agreement with NEXUS Creative Moved by Councilmember Nichinsky, seconded by Councilmember King, it was RESOLVED, that the Town Board of the Town of Mamaroneck hereby approves the "Preferred Version" of the agreement as presented by NEXUS Creative for the development of a new Town logo as presented and hereby authorizes the Town Administrator to execute the agreement and any related documents necessary to carry out its implementation. See Attachment B. Carried Town Board March 18, 2026 13. ADDED — Consideration of Larchmont Library Budget Supervisor Elkind Eney shared that the Larchmont Library Budget was being added to the agenda because the Town's required contribution increased by approximately $23,000 from the amount previously anticipated. Moved by Councilmember King, seconded by Councilmember Nichinsky, it was RESOLVED, that the Town Board hereby approves the revised Larchmont Library Budget, reflecting an increase of approximately$23,000 in the Town's contribution, as presented. See Attachment C. Carried REPORTS OF THE COUNCIL Councilmember King • Attended a Recreation Commission meeting and noted that construction of shade structures at Memorial Park will begin soon, with additional landscaping and tree plantings planned over time to enhance shade coverage. • Extended holiday wishes to the community. Councilmember Nichinsky • Attended the Library Budget meeting on March 9th. • Attended the Recreation Meeting last week. • Announced that she will be unable to attend the upcoming St. Patrick's Day parade. Councilmember Moss • Attended a Board of Architectural Review meeting and noted the value of learning more about the interaction between Town boards and the public. • Announced plans to participate in the upcoming Bunny Hop event scheduled for April. Councilmember Regenstreich • Congratulated the Mamaroneck High School boys' basketball team on advancing in postseason play and highlighted the community's pride in both academic and athletic achievements. • Also extended seasonal holiday wishes. TOWN ATTORNEY'S REPORT Noted the upcoming observance of St. Joseph's Day, welcomed the arrival of spring and baseball season, and extended seasonal well wishes to the community. ADJOURNMENT On motion of Councilmember King, seconded by Councilmember Regenstreich, the meeting was unanimously adjourned at 9:15 p.m. Carried REGULARLY SCHEDULED MEETING - April 8, 2026 Respectfully submitted by Allison May, Town Clerk Town Board March 18, 2026 Attachment A Nr„ FPRGROUR Certified Public Accountants Town of Mamaroneck Audit Summary December 31,2025 • Financial Statements and Auditors' Reports were reviewed with management. • Unmodified (i.e.unqualified or"clean") opinions to be issued on the statements including the Town Justice Court audit. • No material weaknesses or significant deficiencies were noted in the Town's internal controls over financial reporting or in the Town's compliance with certain provisions of laws, regulations,contracts and grant agreements. • Federal single audit had no findings. We tested Highway Planning and Construction (Assistance Listing No. 20.205). • Management provided everything we asked for in a timely manner. • Financial Highlights: o Governmental fund balance decreased by $2,879,141 to a total of $49,989,289. The decrease is a primary result of capital expenditures and spending down a portion of the Capital Projects Fund's fund balance. o General Fund's fund balance increased by $1,434,078 to $10,084,164. This is a result of the following: • Expenditures were under the budgeted amount with a total favorable variance of $1,798,161. Savings were the result of vacancies which also had a direct correlation of employee benefit savings. Also, there was $112,595 of pool maintenance savings compared to the budget. • State aid was the largest revenue over budget with a favorable variance of $495,463, due to an increase in mortgage taxes. Mortgage tax was $324,939 greater than budget and$308,270 more than the prior year. • Interest revenue was$176,062 greater than budget,however,this decreased from the prior year by$195,511. • Real property tax penalties was $176,062 greater than budget, however, this decreased from the prior year by$339,927. o Net position of the government-wide statements decreased by $3,977,815 to a deficit net position of$49,972,993. • The decrease was caused by an extraordinary item for judgement expense as a result of the Westchester Joint Water Works settlement agreement. The settlement agreement resulted in an estimated total cost to the Town of $36,575,158, $4,734,061 of which have already been paid. The remaining $31,841,097 is a liability for future costs for capital projects. Town Board March 18, 2026 Attachment B (q-. Z4 RoorrAt 4, thr _ -7v P. r , Town of Mamaroneck Town Center tour n[L)1661 740 West Boston Post Road,Mamaroneck,NY 10543-3353 OFFICE OF THE TOWN ADMINISTRATOR TEL: (914)381-7810 FAX: (914)381-7809 mrobson@townofmamaroneckNY.org To: Supervisor and Town Board From: Meredith S.Robson,Town Administrator Re: LEXUS Creative-LOGO Agreement Date: March 18,2026 Please find two proposals from NEXUS Creative for further review. The "preferred" version provides additional meetings, enhanced public engagement services, and media outreach services. I offer the following resolution,which can be modified based on your discussion Wednesday night. Action Requested: Resolved that the Town Board hereby approves the submitted proposal from NEXUS Creative for the development of a new Town logo as presented, and hereby authorizes the Town Administrator to execute the agreement and any related documents necessary to carry out its implementation. Attachment/s: Mamaroneck No Public Engagement Lite Version Mamaroneck Branding+Public Engagement Preferred Version 416 Page 263 of 649 Town Board March 18, 2026 Attachment B (Cont'd) A COLLABORATIVE NETWORK ALLIANCE architecture C 1 117 E.MAIN ST.MOUNT KISCO.NY 105d9 planning \\ �� (914I 740-4774 I tMAGIHEIBNIXUSGREATIV DE51GN design creative February 5,2026 Town of Mamaroneck 740 West Boston Post Road Mamaroneck,NY 10543 Re:Collaborative Public Engagement+Visual Identity Services:Town of Mamaroneck Rebranding Initiative Town of Mamaroneck Supervisor,Board Members and Staff, It's been a pleasure discussing your goals for a new image and what it could mean for the future of Mamaroneck.Our team appreciates the opportunity to support the Town in a process that respects tradition while moving toward a more unifying symbol. Attached please refer to our Agreement for Public Engagement and Visual Identity Services,This document is both a narrative regarding process and an agreement regarding services,deliverables,and compensation. Kindly, 1110 Anastasia Guadron Marketing and Public Engagement Director Nexus Creative Design • Page 264 of 649 Town Board March 18, 2026 Attachment B (Cont'd) • A COLLABORATIVE NETWORK ALLIANCE architecture 117 E.MAIN ST.MOUNT KISCO.NY 10549 EX planning �J (914)740-4774IIMAGINE@NUSCREATIYE.DESIGN design creative Agreement for Public Engagement and Visual Identity Services: Town of Mamaroneck Rebranding Initiative 1.0 PROGRAM/PROJECT DESCRIPTION Nexus Creative Design("Consultant")will provide services to support the Town of Mamaroneck("Client")in a community-informed rebranding and visual identity initiative.The intent of this engagement is to conned branding with the Town's broader planning direction,announce and communicate the project widely,integrate streamlined digital engagement through ZenCity,and develop a new visual identity that honors Mamaroneck's tradition while advancing a more unifying symbol. Working in collaboration with Town leadership and staff,Nexus Creative will create an engagement framework that supports community input and transparent decision-making,and will deliver a complete municipal-ready brand identity package. 2.0 SCOPE OF SERVICES/DELIVERABLES The Consultant will provide the following services and deliverables. 1. Strategy and Research Phase I Fee:$3,100 a. Initial consultation and stakeholder collaboration(1 meeting) b. Development of a research and engagement strategy c. Review and analysis of the historical and symbolic significance of the current logo d. Creation of frameworks for community input(including question themes and feedback channels) 2. Initial Public Engagement Initiatives a. Campaign Graphics Package I Fee:$2,300 I. Design of engagement promotion materials including messaging,flyers,stickers with QR codes,and social media graphics ii. Coordination with Town staff on distribution approach and communication touchpoints b. Digital Engagement via Town Website/ZenCity I Fee:$1,000 i. Development of engagement questions and customization within ZenCity in collaboration with Town Administration ii. Review of engagement structure and information prior to release Coordination of timing and rol lout language for community-wide communication C. Pop-Up at Community Event I Fee:$1,900 i. Traveling Set:Branded table to pop up at community events.$1,900 with one team member for one event. Includes design and delivery of 1 pop up banner,100 postcards,and 40 interactive survey activity.($500.00 for NC team member per subsequent Pop-Up) Page 265 of 649 Town Board March 18, 2026 Attachment B (Cont'd) A COLLABORATIVE NETWORK ALLIANCE architecture • C� — 117 E.MAIN ST.MOUNT KISCO.NY 10549 planning �J (914)740-47741IMAGINEQNIXUSCREATIVE.DESIGN design creative ii. Assist in curation of the setup through consultation(recommended locations, tablecloth color,and general presence guidance) 3. Visual Identity Design I Fee:$18,000 a. Brand concept and development,including logo direction(s)and overarching theme b. Review/edit meetings:approximately 3-4 meetings/Zoom sessions to review refinements(as needed) c. Community engagement and decision-making support within ZenCity(included) d. Brand identity package including guidelines,color palette,and typography e. Recommendations for adaptation across municipal assets(digital and print touchpoints) f. Final logo files in web-and print-friendly formats including color and black&white versions (standard formats such as AI,EPS,PDF,SVG,PNG,JPG) 3.0 SHARING OF PROFESSIONAL KNOWLEDGE AND EXPERIENCE The Consultant will provide knowledge,talent,and skill sets toward achieving the initiative's goals and deliverables and shall be compensated for these services as set forth in this agreement. The Consultant retains Intellectual Property rights and copyrights to instruments of service,including but not limited to written commentary,branding and design concepts,graphic materials,frameworks,and other original • creative work produced under this agreement. The Consultant retains the right to reference the engagement process and non-confidential materials for marketing and promotion purposes(e.g.,portfolio,proposals,social media,awards submissions).If the Client provides written notice identifying specific information as confidential or proprietary,the Consultant will not publish those items. 4.0 COMPENSATION Total Fee:$26,300 Budget Outline: • Strategy and Research Phase—$3,100 • Campaign Graphics Package $2,300 • Digital Engagement via Town Website/ZenCity—$1,000 • Pop-Up at Community Event—$1,900 • Visual Identity Design—$18,000 If the initiative is paused or otherwise interrupted,amounts due will reflect services performed up to the pause date.No other professional consultants are implied,inferred,or otherwise provided for in this agreement. No planning,architectural design,master planning,or land use legal services are implied,inferred,or provided under this agreement.The Consultant's role is limited to public engagement support,communications/brand • Page 266 of 649 Town Board March 18, 2026 Attachment B (Cont'd) / A COLLABORATIVE NETWORK ALLIANCE architecture �— �( 117 E.MAIN ST.MOUNT KISCO,NY 10549 planning 1914y740-47741IMAGINE@NEXUSCREATIYE.DESIGN design creative development,and the creation of a visual identity package.Any planning-related notions referenced through engagement reflect stakeholder input and do not constitute formal planning or legal work by the Consultant. invoicing and Payment Terms Invoices will be issued monthly or bi-monthly based on progress.Payment is due within 45 days of the Town's receipt of invoice(not to exceed 50 days from invoice date).Market rate interest,but not less than a 5% assessment,may be applied to amounts not received within 50 days of invoice date,at the Consultant's discretion. Should program scope expand beyond what is described herein,the Consultant will propose an addendum or rider outlining additional services and fees prior to proceeding. Acceptance The Client and Consultant agree to act according to this Agreement's Sections 1.0 through 4.0 and attached Terms&Conditions. • Sincerely, Anastasia Guadron Date:February 6,2026 Marketing and Public Engagement Director,,Nexus Creative Design Approved By: Town of Mamaroneck Authorized Signatory Date • Page 267 of 649 Town Board March 18, 2026 Attachment B (Cont'd) A COLLABORATIVE NETWORK ALLIANCE architecture • 117 C.MAIN ST.MOUNT KISCO.NY 10549 planning �� (914)740-47741 IMAGINE@NEXUSCREATIVE.DESIGN design creative Attachments:B.Abbreviated Schedule of Terms&Conditions Terms and Conditions- 1. The conditions of this agreement are based on the offer of Nexus Architecture Planning&Design,DPC[Refer to as NC for the remainder of the terms and conditions]to provide and perform the consulting services articulated in this document.Acceptance of these terms by the Client is acknowledged via signature of authorized agent or Client representative in conjunction with conveyance of deposit.These steps are required as authorization to proceed. 2. Terms of this agreement are mutually binding to both parties including but not limited to successors,executor and administrators who may subsequently hold Clientship in the project and/or entities engaged herein. 3. This agreement may only be modified in writing as an addendum or in rider form and executed by both parties. 4. This agreement supersedes all prior agreements implied or implemented which are not referenced herein. 5. Clients Responsibility related to Performance of Services:The Client will provide NC elements supporting our ability to perform services as proposed.These include but are not limited to: a. Articulate the hierarchy of Client representatives assigned to project.Where assigned project representatives are rotated,replaced or vacate employment by the Client time incurred by NC revisiting, refreshing or otherwise informing the new representatives of project related items will be invoiced as an additional service. b. The Client is solely responsible for the performance of Client employed staff. • c. The Client represents that all documents,disclosures and other communication with NC are accurate. Where errors or misrepresentations are found in documents,disclosures or communication transmitted to NC or consultants by the Client,which result in delays or necessitates additional work,costs related to the additional work in services or in construction remediation shall be the sole responsibility of the Client. 6. Interruption of services based on compensation: a. Schedule of remittances is described in Section 4.0.Failure to adhere or otherwise comply with the terms of compensation may result in interruptions to services as a matter of standard operating business practices. b. No deductions shall be made from NC's compensation on account of penalty,liquidated damages or other sums withheld from payments related to the contractor[s]performance or related to the cost of changes in the contractor's services.Where judgments,adjudications or forms of remedy have been established through paths or mechanisms outside this agreement,the value of remedy will be settled outside the agreement values in separate forms of settlement. c. Intent to interrupt services relating to failure to comply with Section 4.0.Terms of Compensation will be preceded in a notice to Client.A seven-day period[5 business days+2 non-business days]will be provided allowing the Client to remit outstanding balances in full prior to suspension of services. d. In the event services are suspended the Client waives all rights,claims and elements related to this agreement including direct and indirect results to the project or Client's position within the project structure as a result of NC's suspension of services. 7. Compensation for Additional Services: Time incurred by NC for assistance in the services outlined in Section 4.0 Compensation is included in the base fee of this agreement.Should services beyond the scope of work delineated in the agreement be requested of NC,an amended agreement,addendum or separate agreement will be presented to the client. NC will make a reasonable effort to alert the client where additional service areas arise and articulate these services with anticipated values.The client and NC agree project schedules, circumstances and dynamics do not always accommodate this structure.The client agrees to reimburse NC for • additional services where accurately identified in invoices and not previously outlined in a supplemental Page 268 of 649 Town Board March 18, 2026 Attachment B (Cont'd) \ / A COLLABORATIVE NETWORK ALLIANCE architecture • -- x 117 E.MAIN ST.MOUNT KISCO.NY 10549 planning (914)740-4774l IMAGINE@NEXUSCREATIYE.DESIGN design creative agreement or narrative.NC will monitor service tasks and share billable hours via time sheet confirmation logs. Our hourly rates are as follows: Engagement Specialist $195 per hr. Design Director Coordinator $175 per hr. Marketing/Graphics $125 per hr. Administrative Staff $95 per hr. Reimbursable Expenses Reimbursable items shall include printing and reproductions,photographic services,Communication/data/phone service via pro-rated accruements, express mail, messenger or courier service and other project related out-of-pocket or direct pass along expenses.Customary reimbursable costs include but are not limited to: . Outside resourced printing $Direct reimbursable+10% Large format print(36"x 48"color) $32.00 each Large format print(36"x 48"b&w) $16.00 each Large format print(24"x 36"color) $12.00 each Large format print(24"x 36"b&w) $6.00 each Large format scan $2.00 each 13 x 19 color $6.00 each 13 x 19 b&w $3.00 each 11 x 17 color $1.75 each 11 x 17 b&w $0.75 each 8.5 x 11 color $1.00 each 8.5x11b&w $0.25each Delivery/Mailing Services Cost+15% USB for electronic transmittal $15.00 CD&Case for electronic transmittal $8.00 Consultants Direct Reimbursable cost+15% Com/tech/data/phone Pro-rated Cost @ 2.5%of total invoiced values Travel[Time incurred deducted by 1 hr] $[per schedule of hourly rates] Transportation[fares,tolls,mileage,etc] At cost+10%for fares/tolls.:Mileage @ IRS Standard rates+10% Note:The reimbursable expenses listed above are provided for reference only.They apply only if the committee requests additional marketing or outreach materials beyond what is outlined in the agreement under section 4.0. Refer to the Compensation section of the agreement for invoicing schedule. 8. Copyrights and Use of Instrument of Services:The original materials,documents,and deliverables produced under this agreement are instruments of service and are intended to remain the intellectual property of NC. • This protection extends to applicable copyright laws and intellectual property rights,ensuring that the work Page 269 of 649 Town Board March 18, 2026 Attachment B (Cont'd) A COLLABORATIVE NETWORK ALLIANCE architecture 117 E.MAIN ST.MOUNT KISCO.NY 10549 planning (914)740-4774 I IMAGINE@ND(USCREATIVE.DESIGN design creative generated under this agreement is not reproduced,repurposed,or used outside the agreed scope—whether for financial gain or other projects—by either party or third parties. a. Where engagement services are structured in phases or separate components,NC retains the copyright and intellectual value of its contributions.In the event that NC is not retained for subsequent phases of the initiative,a Transfer of Intellectual Property Rights fee will be established and must be paid prior to the release of any materials or deliverables to a successor entity.This provision safeguards the integrity and appropriate use of the work developed under this agreement. 9. Professional Acknowledgment,Marketing and Publicity:As part of its industry engagement and professional representation,NC and their consultants reserve the right to include aspects of the project—including written materials,visual content,and documentation—within its promotional and professional materials. NC and their consultants will not include any confidential or proprietary information in its materials if the Client has previously provided written notice identifying specific information as confidential or proprietary.This provision ensures that the integrity of the engagement is maintained while allowing NC and their consultants to showcase their contributions to public outreach and engagement initiatives. 10. Electronic Data Transfer and File Sharing:In the implementation of services,Electronic Data Transfer of documents—including but not limited to CAD files,Canva files,and other formats across various software platforms—is provided for informational purposes only and does not constitute a product or record document. Transmitted electronic media are subject to undetectable alterations,whether intentional or unintentional, due to media degradation,software errors,format conversions,transmission issues,and other factors.Any reliance on such files is deemed unreasonable and unenforceable. Previously shared electronic files provided by Client to our team are presumed free of any copyright infringement and depict reasonably accurate • information to be adopted and confirmed by our team. 11. Cost Estimating and Budgeting:NC and its consultants do not propose,imply,guarantee or warrant costs associated with implementing initiatives outside or in relation to services of this agreement. 12. Conditions related to Time Periods:Should the services and project extend beyond 12 months of the signed agreement,compensation may be subject to review and adjustment.NC's Schedule of Hourly Rates is subject to adjustment on January 1st of each calendar year. 13. Proposal Validity.This proposal shall remain in effect for three(3)months from the date listed on the Scope of Services.After this date,NC shall be afforded the opportunity to reevaluate the fee to determine if the fee as it relates to the project scope beyond the date of agreement execution is appropriate. 13. Standard of Practice:Services performed by the NC under this Agreement shall be conducted in a manner consistent with the level of care and skill ordinarily exercised by members of their respective professions practicing in the same locality under similar conditions. 14. Dispute Resolution:The Client and NC agree to make reasonable efforts to resolve any disputes,claims,or conflicts through mediation before pursuing litigation or binding dispute resolution.Mediation shall be conducted in Westchester County,New York,and the associated costs shall be shared equally by both parties. If mediation does not resolve the dispute,arbitration shall be the binding method of resolution,administered by the American Arbitration Association under its applicable rules.The arbitration decision shall be final and enforceable in a court of law. 15. Termination:Either party may terminate this Agreement with at least seven(7)days'notice if the other party fails to perform as agreed.If termination occurs due to a third party's actions,NC shall be compensated for all authorized services performed up to the termination date,including reimbursable expenses.The Client may also terminate the Agreement at any time,provided NC has been paid the agreed-upon fee. 16. General Insurance Parameters: Commercial I iahility $2,003,000 Commercial Liability with a$4,000,000 annual aggregate. Page 270 of 649 Town Board March 18, 2026 Attachment B (Cont'd) / A COLLABORATIVE NETWORK ALLIANCE architeettlre 116 X 117 E.MAIN ST.MOUNT KISCO.NY 10549 l,l;i�lllin�; (914)740-47741 IMAGINEQNEXUSCREATIVE DESIGN design creative Professional I iahilifv_lo'auanre $2,000,000 Professional Liability with a$2,000,000 annual aggregate. Umhrella Insurance $2,000,000 Umbrella Automobile Insurance $1,000,000 Automobile Additional insurance coverage can be secured at the request of the client.The net premium increase will be a direct expense reimbursable invoiced as a lump sum.The final value will be established via separate letter of agreement and invoiced during initial project phases. The expense of any additional insurance coverage or increased policy limits of liability beyond, including professional liability insurance,requested by the client in excess of the standard coverage of NC and its consultants shall be borne by the client. Following execution of an Agreement and prior to the performance of services,a current Certificate of Insurance naming the Client as certificate holder will be provided in addition to workers compensation and disability coverage (upon request). • End of Abbreviated Terms and Conditions of Agreement. 4111 Page 271 of 649 Town Board March 18, 2026 Attachment B (Cont'd) 111111 A COLLABORATIVE NETWORK ALLIANCE architecture C 1 ]17 E.MAIN ST.MOUNT KISCO.NY 10549 planning �J (914(746-4774 I IMAGINEWNEXUSCREATIYEDESIGN design creative February 5,2026 Town of Mamaroneck 740 West Boston Post Road Mamaroneck,NY 10543 Re:Collaborative Public Engagement+Visual Identity Services:Town of Mamaroneck Rebranding Initiative Town of Mamaroneck Supervisor,Board Members and Staff, It's been a pleasure discussing your goals for a new image and what it could mean for the future of Mamaroneck.Our team appreciates the opportunity to support the Town in a process that respects tradition while moving toward a more unifying symbol. Attached please refer to our Agreement for Public Engagement and Visual Identity Services.This document is both a narrative regarding process and an agreement regarding services,deliverables,and compensation. Kindly, Anastasia Guadron Marketing and Public Engagement Director Nexus Creative Design Page 272 of 649 Town Board March 18, 2026 Attachment B (Cont'd) A COLLABORATIVE NETWORK ALLIANCE architecture • S 117 E.MAIN ST.MOUNT KISCO.NY 10549 planning �J (914)740.47741IMAGINEi9NIXV5CREATIVE.DESIGN design creative Agreement for Public Engagement and Visual Identity Services: Town of Mamaroneck Rebranding Initiative 1.0 PROGRAM/PROJECT DESCRIPTION Nexus Creative Design("Consultant")will provide services to support the Town of Mamaroneck("Client")in a community-informed rebranding and visual identity initiative.The intent of this engagement is to connect branding with the Town's broader planning direction,announce and communicate the project widely,integrate streamlined digital engagement through ZenCity,and develop a new visual identity that honors Mamaroneck's tradition while advancing a more unifying symbol. Working in collaboration with Town leadership and staff,Nexus Creative will create an engagement framework that supports community input and transparent decision-making,and will deliver a complete municipal-ready brand identity package. 2.0 SCOPE OF SERVICES/DELIVERABLES • The Consultant will provide the following services and deliverables. 1. Strategy and Research Phase'Fee$4,000 a. Initial Consultation and Stakeholder Collaboration(2 meetings) b. Development of a Research and Engagement Strategy c. Review and analysis of the historical and symbolic significance of the current logo d. Creation of frameworks for community input(including question themes and feedback channels) 2. Public Engagement Initiatives I Fee Total:$8,200 a. Public Branding Workshop:Interactive in-person branding workshop with exercises in thinking about the past and future of Mamaroneck's brand.$3,000 for the first one,$1,200 for subsequent b. Pop-Ups:Table,Posters,Forms at Active Community Events.(1 included) i. Traveling Set:Branded table to pop up at community events.$1,900 with one team member for one event. Includes design and delivery of 1 pop up banner,100 postcards,and interactive survey activity.($500.00 for NC team member per subsequent Pop-Up) c. Campaign Graphics Package i. Design of engagement promotion materials including messaging,flyers,stickers with QR codes,and social media graphics.'Printables not included. ii. Coordination with Town staff on distribution approach and communication touchpoints d. Digital Engagement via Town Website/ZenCity i. Development of engagement questions and customization within ZenCity in • collaboration with Town Administration Page 273 of 649 Town Board March 18, 2026 Attachment B (Cont'd) ® A COLLABORATIVE NETWORK ALLIANCE architecture C" 117 E.MAIN ST.MOUNT KISCO.NY 10549 (914)740-4774(IMAGINE@NO(USCREATNE.GESIGN planning e design creative ii. Review of engagement structure and information prior to release iii. Coordination of timing and rollout language for community-wide communication iv. Assist in curation of the setup through consultation(recommended locations, tablecloth color,and general presence guidance) 3. Visual Identity Design I Fee:$18,000 a. Brand concept and development,including logo direction(s)and overarching theme b. Review/edit meetings:approximately 3-4 meetings/Zoom sessions to review refinements(as needed) c. Community engagement and decision-making support within ZenCity(included) d. Brand identity package including guidelines,color palette,and typography e. Recommendations for adaptation across municipal assets(digital and print touchpoints) f. Final logo files in web-and print-friendly formats including color and black&white versions (standard formats such as Al.EPS,PDF,SVG,PNG,J PG) 4. Communication and Rollout Strategy I Fee:$2,400.00 a. Press and Media Outreach($1,200 for during public engagement and$1,200 during roll out) b. Launch Event Planning and Coordination(varied) 3.0 SHARING OF PROFESSIONAL KNOWLEDGE AND EXPERIENCE • The Consultant will provide knowledge,talent,and skill sets toward achieving the initiative's goals and deliverables and shall be compensated for these services as set forth in this agreement. The Consultant retains Intellectual Property rights and copyrights to instruments of service,including but not limited to written commentary,branding and design concepts,graphic materials,frameworks,and other original creative work produced under this agreement. The Consultant retains the right to reference the engagement process and non-confidential materials for marketing and promotion purposes(e.g.,portfolio,proposals,social media,awards submissions).If the Client provides written notice identifying specific information as confidential or proprietary,the Consultant will not publish those items. 4.0 COMPENSATION Total Fee:$32,600 Budget Outline: • Strategy and Research Phase—$4,000 • Public Engagement—$8,200 • Visual Identity Design—$18,000 • Communication and Rollout Strategy—$2,400 If the initiative is paused or otherwise interrupted,amounts due will reflect services performed up to the pause • date.No other professional consultants are implied,inferred,or otherwise provided for in this agreement. Page 274 of 649 Town Board March 18, 2026 Attachment B (Cont'd) • • A COLLABORATIVE NETWORK ALLIANCE architecture �s \ 117 E.MAIN ST.MOUNT KISCO.NY 10549 (914)740-477411MAGINE@NEXUSCREATIVEDESIGN planning design creative No planning,architectural design,master planning,or land use legal services are implied,interred,or provided under this agreement.The Consultant's role is limited to public engagement support,communications/brand development,and the creation of a visual identity package.Any planning-related notions referenced through engagement reflect stakeholder input and do not constitute formal planning or legal work by the Consultant. Invoicing and Payment Terms Invoices will be issued monthly or bi-monthly based on progress.Payment is due within 45 days of the Town's receipt of invoice(not to exceed 50 days from invoice date).Market rate interest,but not less than a 5% assessment,may be applied to amounts not received within 50 days of invoice date,at the Consultant's discretion. Should program scope expand beyond what is described herein,the Consultant will propose an addendum or rider outlining additional services and fees prior to proceeding. Acceptance • The Client and Consultant agree to act according to this Agreement's Sections 1.0 through 4.0 and attached Terms&Conditions. Sincerely, —c=_ Anastasia Guadron Date February 6,2026 Marketing and Public Engagement Director,Nexus Creative Design Approved By: Town of Mamaroneck Authorized Signatory Date • Page 275 of 649 Town Board March 18, 2026 Attachment B (Cont'd) r A COLLABORATIVE NETWORK ALLIANCE architecture S• 117 E.MAIN ST.MOUNT KISCO,NY 10549 tannin (914}740 4774 I IMAGINE@NEXUSCREA11VE.OESIGN planning creative design Attachments:B.Abbreviated Schedule of Terms&Conditions Terms and Conditions; 1. The conditions of this agreement are based on the offer of Nexus Architecture Planning&Design,DPC[Refer to as NC for the remainder of the terms and conditions]to provide and perform the consulting services articulated in this document.Acceptance of these terms by the Client is acknowledged via signature of authorized agent or Client representative in conjunction with conveyance of deposit.These steps are required as authorization to proceed. 2. Terms of this agreement are mutually binding to both parties including but not limited to successors,executor and administrators who may subsequently hold Clientship in the project and/or entities engaged herein. 3. This agreement may only be modified in writing as an addendum or in rider form and executed by both parties. 4. This agreement supersedes all prior agreements implied or implemented which are not referenced herein. 5. Clients Responsibility related to Performance of Services:The Client will provide NC elements supporting our ability to perform services as proposed.These include but are not limited to: a. Articulate the hierarchy of Client representatives assigned to project Where assigned project representatives are rotated,replaced or vacate employment by the Client time incurred by NC revisiting, refreshing or otherwise informing the new representatives of project related items will be invoiced as an additional service. b. The Client is solely responsible for the performance of Client employed staff. • c. The Client represents that all documents,disclosures and other communication with NC are accurate. Where errors or misrepresentations are found in documents,disclosures or communication transmitted to NC or consultants by the Client,which result in delays or necessitates additional work,costs related to the additional work in services or in construction remediation shall be the sole responsibility of the Client. 6. Interruption of services based on compensation: a. Schedule of remittances is described in Section 4.0.Failure to adhere or otherwise comply with the terms of compensation may result in interruptions to services as a matter of standard operating business practices. b. No deductions shall be made from NC's compensation on account of penalty,liquidated damages or other sums withheld from payments related to the contractor[s]performance or related to the cost of changes in the contractor's services.Where judgments,adjudications or forms of remedy have been established through paths or mechanisms outside this agreement,the value of remedy will be settled outside the agreement values in separate forms of settlement. c. Intent to interrupt services relating to failure to comply with Section 4.0.Terms of Compensation will be preceded in a notice to Client.A seven-day period[5 business days+2 non-business days]will be provided allowing the Client to remit outstanding balances in full prior to suspension of services. d. In the event services are suspended the Client waives all rights,claims and elements related to this agreement including direct and indirect results to the project or Client's position within the project structure as a result of NC's suspension of services. 7. Compensation for Additional Services:Time incurred by NC for assistance in the services outlined in Section 4.0 Compensation is included in the base fee of this agreement. Should services beyond the scope of work delineated in the agreement be requested of NC,an amended agreement,addendum or separate agreement will be presented to the client. NC will make a reasonable effort to alert the client where additional service areas arise and articulate these services with anticipated values.The client and NC agree project schedules, circumstances and dynamics do not always accommodate this structure.The client agrees to reimburse NC for • additional services where accurately identified in invoices and not previously outlined in a supplemental Page 276 of 649 Town Board March 18, 2026 Attachment B (Cont'd) A COLLABORATIVE NETWORK ALLIANCE :Irchitecture 117 E.MAIN ST.MOUNT KISCO,NY 10549 ti (914)740-4774(IMAGINE®NEXUSCREATIVE.DESIGN planning design creative agreement or narrative.NCwill monitor service tasks and share billable hours via time sheet confirmation logs. Our hourly rates are as follows: Engagement Specialist $195 per hr. Design Director Coordinator $175 per hr. Marketing/Graphics $125 per hr. Administrative Staff $95 per hr. Reimbursable Expenses Reimbursable items shall include printing and reproductions,photographic services,Communication/data/phone service via pro-rated accruements, express mail, messenger or courier service and other project related out-of-pocket or direct pass along expenses.Customary reimbursable costs include but are not limited to: Outside resourced printing $Direct reimbursable+10% Large format print(36"x 4-8"color) $32.00 each Large format print(36"x 48"b&w) $16.00 each Large format print(24"x 36"color) $12.00 each Large format print(24"x 36"b&w) $6.00 each Large format scan $2.00 each 13 x 19 color $6.00 each 13 x 19 b&w $3.00 each 11 x 17 color $1.75 each 11 x 17 b&w $0.75 each 8.5 x 11 color $1.00 each 8.5 x 11 b&w $0.25 each Delivery/Mailing Services Cost+15% USB for electronic transmittal $15.00 CD&Case for electronic transmittal $8.00 Consultants Direct Reimbursable cost+15% Com/tech/data/phone Pro-rated Cost @ 2.5%of total invoiced values Travel[Time incurred deducted by 1 hr] $[per schedule of hourly rates] Transportation[fares,tolls,mileage,etc] At cost+10%for fares/tolls.;Mileage @ IRS Standard rates+10% Note:The reimbursable expenses listed above are provided for reference only.They apply only if the committee requests additional marketing or outreach materials beyond what is outlined in the agreement under section 4.0. Refer to the Compensation section of the agreement for invoicing schedule. 8. Copyrights and Use of Instrument of Services:The original materials,documents,and deliverables produced under this agreement are instruments of service and are intended to remain the intellectual property of NC. • This protection extends to applicable copyright laws and intellectual property rights,ensuring that the work Page 277 of 649 Town Board March 18, 2026 Attachment B (Cont'd) S\ / A COLLABORATIVE NETWORK ALLIANCE architecture • 117 E.MAIN ST.MOUNT KISCO.NY 10549 planning (9141 740-4774 1 1MAGINEeNEXUSCREATIVE.DESIGN design creative generated under this agreement is not reproduced,repurposed,or used outside the agreed scope—whether for financial gain or other projects—by either party or third parties. a. Where engagement services are structured in phases or separate components,NC retains the copyright and intellectual value of its contributions.In the event that NC is not retained for subsequent phases of the initiative,a Transfer of Intellectual Property Rights fee will be established and must be paid prior to the release of any materials or deliverables to a successor entity.This provision safeguards the integrity and appropriate use of the work developed under this agreement. 9. Professional Acknowledgment,Marketing and Publicity:As part of its industry engagement and professional representation,NC and their consultants reserve the right to include aspects of the project—including written materials,visual content,and documentation—within its promotional and professional materials. NC and their consultants will not include any confidential or proprietary information in its materials if the Client has previously provided written notice identifying specific information as confidential or proprietary.This provision ensures that the integrity of the engagement is maintained while allowing NC and their consultants to showcase their contributions to public outreach and engagement initiatives. 10. Electronic Data Transfer and File Sharing:In the implementation of services,Electronic Data Transfer of documents—including but not limited to CAD files,Canva files,and other formats across various software platforms—is provided for informational purposes only and does not constitute a product or record document. Transmitted electronic media are subject to undetectable alterations,whether intentional or unintentional, due to media degradation,software errors,format conversions,transmission issues,and other factors.Any reliance on such files is deemed unreasonable and unenforceable. Previously shared electronic files provided by Client to our team are presumed free of any copyright infringement and depict reasonably accurate • information to be adopted and confirmed by our team. 11. Cost Estimating and Budgeting:NC and its consultants do not propose,imply,guarantee or warrant costs associated with implementing initiatives outside or in relation to services of this agreement. 12. Conditions related to Time Periods:Should the services and project extend beyond 12 months of the signed agreement,compensation may be subject to review and adjustment.NC's Schedule of Hourly Rates is subject to adjustment on January 1st of each calendar year. 13. Proposal Validity.This proposal shall remain in effect for three(3)months from the date listed on the Scope of Services.After this date,NC shall be afforded the opportunity to reevaluate the fee to determine if the fee as it relates to the project scope beyond the date of agreement execution is appropriate. 13. Standard of Practice:Services performed by the NC under this Agreement shall be conducted in a manner consistent with the level of care and skill ordinarily exercised by members of their respective professions practicing in the same locality under similar conditions. 14. Dispute Resolution:The Client and NC agree to make reasonable efforts to resolve any disputes,claims,or conflicts through mediation before pursuing litigation or binding dispute resolution.Mediation shall be conducted in Westchester County,New York,and the associated costs shall be shared equally by both parties. If mediation does not resolve the dispute,arbitration shall be the binding method of resolution,administered by the American Arbitration Association under its applicable rules.The arbitration decision shall be final and enforceable in a court of law. 15. Termination:Either party may terminate this Agreement with at least seven(7)days'notice if the other party fails to perform as agreed.If termination occurs due to a third party's actions,NC shall be compensated for all authorized services performed up to the termination date,including reimbursable expenses.The Client may also terminate the Agreement at any time,provided NC has been paid the agreed-upon fee. 16. General Insurance Parameters: Commercial I lability $2,000,000 Commercial Liability with a$4,000,000 annual aggregate. 4111. Page 278 of 649 Town Board March 18, 2026 Attachment B (Cont'd) A COLLABORATIVE NETWORK ALLIANCE architecture �7f 117 E.MAIN ST.MOUNT KISCO,NY 10549 ,)fanning (914)740-47741IMAGINE.NEXU5CREATIVE.DESIGN design creative Professional I lability Insurance $2,000,000 Professional Liability with a$2,000,000 annual aggregate. Umbrella Ins9 dranre $2,000,000 Umbrella Automobile Insurance $1,000,000 Automobile Additional insurance coverage can be secured at the request of the client.The net premium increase will be a direct expense reimbursable invoiced as a lump sum.The final value will be established via separate letter of agreement and invoiced during initial project phases. The expense of any additional insurance coverage or increased policy limits of liability beyond, including professional liability insurance,requested by the client in excess of the standard coverage of NC and its consultants shall be borne by the client. Following execution of an Agreement and prior to the performance of services,a current Certificate of Insurance naming the Client as certificate holder will be provided in addition to workers compensation and disability coverage (upon request). End of Abbreviated Terms and Conditions of Agreement. • Page 279 of 649 Town Board March 18, 2026 Attachment C Larchmont Public Library Proposed Budget FY26/27-Summary Sheet • • Proposed Budget-Expenses • I FY23/24 FY24/25 FY25/26 FY25/26 FY26/27 Act:c:l Actual Budget Projected Proposed Change$ Change% Notes SPECIAL ITEMS - Subtotd ._-. 33,761 34 181 46.000 42.425 46,000 - 5 021> Insurance,Taus PERSONNEL _ ___ Salaries 1250,606 1,266,793 1.299,348 1,283,400 y 1,373936y_ 74,588 5.74% Emergency Compensatton . 6,473 12,251 7,000 9,022 9 12,000 .5,000 71.43%_ -_-- .Subtotal1,257,079 1,279,044. 1,306.348 1,292,422 1,385,936 79,588- 6.09% ----StaffingEQUIPMENT&LIBRARY MATERIALS ., Office Equipment 419 246 2,500 1,692 2500 - 0.00% Budding Equipment 439 1,173 3.000 3,300 2,000 (1,000) 33.33% Audio cassettes&CDs _ 358. - - Books 70,281 73,875 72,000 72,000 2,000 - 0.00%, Bindery 9,628 - - Periodicals and Serials 5.627 11,020 11,500 11,500 ,_„:`11,500 - 0.00% VideolDVDs 5.287. 4,000; 4.000 3,000 (1,000). -25.00%. Music CDs - - ebooks 44,745 36,405 52,000_ 52,000 i•. 52,000 - _ 0.00% eautlio 24,811 22,492 25,000 25.000 4. 25000 - 0.00% --- --- - • ---- Subtotal _ 156,308 150,499 170,000 169 �a92 168,000 (2,000). -1.18% Materials CONTRACTUAL EXPENSES Telephone 3,055 3,495 3,000 4.000 3,300 300 10.00% Service Contracts 57.641 62,420 58,000 66,500 P 62,500 E 4,500 7.767, Electricity 43,339 55,126 45,000 46,500 39,500 (5,500), 12_22% Fuel Oil i 13.801 11,966 15,000 15,500 15,000 - 0.00% Water _ f 1.568 2,367. _2,500. 2.900 3,000 500 20.00%. OPera6��plies 6,518_ - _ - - Bldg&Ground Supplies67 12,084 10,000_ 8,500 10,000 - 0.00% - ---_ Bldg&Ground Main 71,6tenance 4,960 88,100 55,000 74,500 1: 55,000 - 0.00% Conferences.Seminars,Dues 262 7480 11,000- 7.000 s 9,000 (2,000). -18.18%, Miscellaneous - 247 500. 500 500 0.00% Temp Services 4_9.8 •_ _• - - Postage369 500 800 500 - 0.00%, Computer Supplies - - 1,117 1,000 1,200 r 1,000 - 0.00% Petty cash - 2.210 •- - - Independent Audit 6,932 1.912 4500 4,500 4,500 - 0.00% Professional Services - 2,665 15,000__ 5,725 -•10,000 (5,000). -33.33%. Equipment Maintenance - • - - Payoll Processing 4,395 E. 5,787 3,750• 6,000 3,750 - _0.00%. Programming _ 24,294 26,302 27,000 27.000 '27,000 - _ 0-00% Publicity 6,836 6,411 6,500 6.500 6,500 0.00_/0. Rent-Parking Area 3,750• 3,750 3,750 3.750 3,750 - 0.00% Libran.S�plies 10,148 9,684 12,000 9,000 10,000 (2.000i -__ -16.67% CircSystem Maintenance 80,523 88,202 85000 92.779 90,000 5,000 5.88% Subtotal 342,397 389,484 359,000 383.154 354,800 (4.200). -1.17% Facilities,U6iities - - -------- - _ - Prof Services INTERFUND TRANSFERS . Subtotal 50,000 50,000. - _50.000 50,000 - _ 0.00%. EMPLOYEE BENEFITS State Retirement 134,888 162,087 173,000' 173,065 200.000 27.000 15.61% .__ Social Security 94,396 95,110 99,554 99,554 106,024 6,470 6.50 Workmen's Comp 4.594 5,894 6,000, _5,841 L 6,000 - 0.00%. Unemployment Insurance - - :. - oisabiliy Insurance + - - 2,100 2,100 2,109- - 0.00 MTA TAX • -'- - - __.. -- -- 345,156 __- Health Insurance _ 34 345,156 346,767 335,500 340.500 3890i+1 53.500 15.95%. Dental insurance 21,700 22,400 23,100 22.401 23 8., _ 700 3.03% Subtotal 600,734 632,258 639.254 643,451 7269 .l 87,670 13.71%- Benefits TOTAL 2,390,280. 2,535,466 2,570,602 2,580,954 2,731 161,058 627% Proposed Budget-Revenue FY23/24 FY24/25 FY25126 FY25/26 FY26/27 Actual Actual Budget Projected Proposed Change$ Change% Notes • Town of Mamaroneck _ _ 1,369,373' 1,402 238 1,435,892. 1,435 892 1,514,1 7E5256 5.45% Village of Larchmont 991,617 1,015,416 1,039,786 1,039786 f 1,0964 • 58.658 5.45% Library Unrestricted Fund Balance - 48.015 30,000 30,000 35. 5,000 16.67% Friends of Larchmont Ubrary 17,000 17,000 17,000 17,000 27,0.;..: 10,000 58.82% Additional misc revenue excluding tax levys 12,290. 52,797. 47,924 58,276 59,0.' 11,124 23.23% l REVENUE TOTAL .. 2,390,280, 2,535,466 2,570,802 2,580954 „„ - 151.058 _ 6.27%' TOTAL REVENUE EXCLUDING TAX LEANS 29,290 117,812 9 LEANS 105,276 26.134 27.53% Town Board March 18, 2026 Attachment C (Cont'd) • Larchmont Public Library Proposed Budd_get-Expenses _. ' FY23/24 FY24/25 FY2526 FY25/26 . 26/27 FY23i24 Actual Budget Projected "'Proposed Change Notes SPECIAL ITEMSUnallocated Insurance 28,741 28,781 40.000 36,425 40,000 - Taxes/Assessment Munk.Property _ 5,020 5.401 6,000 6,000 6,000 - -- - Subtotal 33,761 34,182 46,000 42,425 46,000 - PERSONNEL Salaries 1250,806 1,266,793, 1,299,348 1,283,400 1,373,936. 74,588 Emergency Compensation 6.473 12,261 7,000 9,022 12,000 5,000 Subtotal : .1,257,079: 1,279.044 1,306,348. _ __1,_292,422 1,3E15,936 79,568. EQUIPMENT&LIBRARY MATERIALS _ - - Office Equipment 419 246 2,500 _ 1,692 i, _ 2,500 - Building E95)pment 439 1,173. 3,000 _ -_3300)I•-- 2,000, _-_(t A00)_ Audiobooks7COs 358Books 70,281 73,875 72,000 72,000 72 r _ - - e _ t"- - Periodicals and nd S Serials 9,628 11,020 11,500 11,500 F, _ 11 5 9 _ V deotDVDs - 5.627. 5.287. 4,000 _ __ 4,000 ___ 3 r _ /1,000), Music CDs - - - - - - eppdks 44,745, 36,405, 52.000. 52,000 • 52000• - calitlid 24,811 22,492 25,000 25,000 ,; 25 006 - Subtotal 156,308. 150,498, 170,000 169.492 168,000__ (2,000) CONTRACTUAL EXPENSES Telephone 3,055 3,495 3,000 4,000 3,300_ 300 Service Contracts • _57641 43 . 62,420_ 58,000 66,500. 62,500 4500. Electricity .339_, 55,126 45,000 46,500 39,500 (5:500) Fuel Oil , , . _ _13,1301 _. 11.966, 15,000, 15,500 • 00..-_15,0 - Water _ 1,568.; 2,367 2,500 2,900 3,000 500_ Bldg 5 Ground Supplies _6,518 12.084 10.000 8,500 10,000 - Bldg&Ground Maintenance 71,667 88,100 55,000 74,500 H. ___55,000 - Conferences,Seminars,Dues . . . 4,980 7,480, 11,000 7.000 i< 0.000� (2,000). Miscellaneous _262 247 500 500 '� 500 Postage _.___.. 498, 369 500 800 500„Computer Supplies - 1,117 1,000 1,200 1,000 - Independent Audit _2,210, 1.912 4,500 4,500 S 4,500 - Professional Services . 6,932, 2,665 15,000- 5,725 10,000 (5.020 _ Payoll Processing • 4,395 5.787. 3.750 6,000_ 3,750 Programming , . - 24,294, 26,302 27,000 27,000_ 27,000 - $27,000 FOL gift Communications 6,836 6,411 6.500 6,500- 6,500 - Rent Parking Area 3,750, 3,750, 3,750 3,750 _ 3,750_ - _ Library Supplies __ -10,148 9,684 12,000 9.000- 10,000 (2.000), _ CircSystem Maintenance 80,523_ 88,202 85,000- 92,779_ 90,000_ 5.000 OSLS Subtotal 342,397 389,484 359,600- 383.154_-- 354,800 (4,200)- INTERFUND TRANSFERS Transfer to Capital Fund . 50,000__ 50,000 50,000_ 50,000 50_000_ - Sublolal 50,000 50,000 50,000 50,000 50,000. - EMPLOYEE BENEFITS State Retirement 134,888 162,087 173,000 173,065 200,000 27.000 :Cial Sebudat- 94,396 95,110 99.554 99,554 108.024 6,470. Workmen`s Comp 4,594 5,893 6,000 5.841 6,000. _ - - Unem�ymenlInsurance � - - - �- - Disability Insurance - • _ 2.100_ 2,100 • 2,100, _ MTA TAX • - _ - - Heal h Insurance 345,156 346,767 335,500 340,500` 389,000 53,500 Dental insurance 21,700 22,400 23,100 22,401 _ 23 700 Subtotal 600,734 632,257 639.254. 643,461 726, -__ 87,670 TOTAL 2,440,280- 2.535,465 2,570,602 2.589.354 731,660' 161,058• Town Board March 18, 2026 Attachment C (Cont'd) 3/9/2026 Larchmont Public Library Proposed Budget- Revenue FY23/24 FY24/25 FY25/26 FY25/26 FY26/27 Actual Actual Budget Projected Proposed Change CULTUREE AND RECREATION CULTURE Library Charges-Fines 16,241 16,507 16,000 16,000 18,000 2,000 Library Services--Other Govts 1,369,373 1,402,238 1,435,892 1,435,892 1,514,148 78,256 • subtotal 1,385,614 1,418,745 1,451,892 1,451,892 1,532,148 80,256 USE MONEY Interest Eamin_gs 2,674 4,885 1,514 2,200 4,000 2,486 subtotal 2,674 4,885 1,514 2,200 4,000 2,486 SALE PROPERTY Minor Sales(eooksaie:punters;copiers) 2,663 3,797 3,000 3,500 3,000 0 Sale of Instructional Materials 1,467 1,428 1,0.0.0' 1,200 1,000_ 0 Insurance Recoveries 0 0 0 0 0 subtotal 4,130 5,225 4,000 4,700 4,000 0 MISC • Refund of appropriations 0 0 0 Gifts&Donations 6,208 4,546 3,000. 4,000 3,000 0 Facility Rental 15,749 15,645 18,000 15,000 25,000 7,000 Miscellaneous 17,000 17,000 17,000 17,000 27,000 10,000 Unrestricted Fund Balance 0 48,015 30,000 40,352 35,000 5,000 subtotal 38,957 85,206 - 68,000 76,352 90,000 22,000 INT FD REV Transfer from Trust 3,246 Transfer from general fund 991,617 1,015,416 1,039,786 1 039786 1,096,454 56,668 subtotal 994,863 1,015,416 1,039,786 1,039,786 1 096,454 56,668 STATE AID I State Aid 5,785 6,011 5 410,_ 5,539 5,000 -410 subtotal 5,785 6,011 5,410 5,539 5,000 -410 REVENUE TOTAL 2,432,024 2,535,488 2,570,602 2,580,469 2,731,602 161,000 Total Revenue Exciudine Tax Le s 67,7871 117,834, 94,924 104,791 121,000 26,076 Town Board March 18, 2026 Attachment C (Cont'd) 2026/2027 Budget Request for the Village of Larchmont 1.Overview of Budget Request Total Requested Increase:5.45% Request from the Village of Larchmont: Amount:$1,096,454 Increase:$56,668 2.Background LPL has been able to keep its budget increase within the tax cap in recent years;in addition to careful management of our finances,we have benefited from staff retirements and other changes. However,in the most recent fiscal year 24-25,we exceeded budget by>$20,000 largely due to unplanned building repairs and higher than anticipated retirement and insurance costs,requiring a much greater use of our unallocated fund balance. With a younger staff moving up in seniority,ongoing building maintenance needs,and continued rising cost of healthcare and contractual salary obligations that exceed the tax cap,the LPL is facing significant budget challenges. LPL Finance Committee and Board have worked hard to mitigate the increases as shared below. However,despite these measures,the LPL is unable to keep to the tax cap without significant changes in service. Town Board March 18, 2026 Attachment C (Cont'd) 3.Key Drivers of the Increase • Union contract-COL increase(Cost of Living)and Step Increases(annual wage increases for staff) • Changes to staffing—a more junior staff moving up in seniority and no retirement of senior personnel 4 • Rising State Retirement contributions • Increasing health care costs: - Change in coverage taken by by staff members(one shifted from buyout to family,another similar change anticipated) - Expected 8-10%increase in premiums. • Annual contractual increases - Westchester Library System(WLS):announced$5,000 increase - Other annual service contracts:anticipated$5,000 increase tip law 4.Mitigations to Keep the Increase Low (Included in draft budget,but NOT yet finalized) • Friends of the Larchmont Library: •'" Will request Friends to increase contribution by$10,000 to fully fund the Library programming ti budget($27,000) • In discussion with the Village of Larchmont to increase their Reimbursement Rate for the Village Center to reflect their current usage and costs • Lower anticipated electric costs Reduction of$5,500 due to the anticipated benefit of the VoL solar panel project • Increased other revenue lines slightly to reflect current receipts, including fines and interest • Increased use of Unallocated Fund Balance: $35,000 for the budget year,an increase of$5,000. (Note that the LPL has been trying to reduce its dependence on fund balance to balance its budget as prolonged usage is unsustainable.) Use of$35,000 would leave the unallocated fund balance 14%,slightly below our 15-18%target. Town Board March 18, 2026 Attachment C (Cont'd) 5.Potential Action Items if Funding Request is Not Met LPL Executive Director and Board have very carefully reviewed each budget line item.The draft budget reflects the funding required to continue providing the current level of service and to adequately maintain our aging facilities.Should the funding request not be met we will need to consider: • Service reductions such as: Closing on Sundays Reducing evening hours • Reduction in Library Materials: Possible cuts to library acquisitions and resources. 474, 6.Conclusion This budget request is essential to maintaining current services,staff,and programs. We are committed to minimizing the impact on the community while addressing budget challenges. 111P610011 4 .