Board of Trustees

AGENDA OCTOBER 19, 2023 7:30 P.M. I. Welcome by Mayor to attendees. II. Call to Order. III. Oath of Office - 2 Police Officers by Deputy Mayor Marciano …..Police Officer Shane Smith Police Officer James Giordano IV. Quick residents comments no more than one minute each, limit of thirty minutes. V. Comments by Department Heads, Village Administrator and Counsel on Agenda Items. (including Treasurer on Treasurer’s Report) VI. Trustees/Mayor Questions/Comments. VII. Citizens Comments on Agenda Items. VIII. Approval of Minutes – October 3, 2023 Special Meeting October 5, 2023 Regular Board Meeting IX. Deferred Items Board of Trustees 1. Assignment of the License Agreement with HBS Leasehold LLC regarding the property to the west of 1200 Franklin Avenue to New York University • Board authorization is requested for the Village of Garden City to assign the License Agreement with HBS Leasehold LLC of 1200 Franklin Avenue originally approved by the Board of Trustees on September 15, 2022 with regard to the sidewalk and parking field. The property at 1200 Franklin Avenue is being sold to New York University. HBS requests the Village consent to assign the License Agreement to NYU as the successor Licensee. 2. License Agreement with U.S. REIF 1300 Franklin Avenue New York LLC • Board authorization is requested to enter into a renewal of the License Agreement with U.S. REIF 1300 Franklin Avenue New York LLC, with regard to the Portico and Parking Field Improvements that encroach onto and over property owned by the Village. NEXT BOARD OF TRUSTEES MEETING – NOVEMBER 2, 2023 (10/18/23) X. New Business A. Consent Calendar Finance 1. Transfer of Funds a. $13,075.41 to DPW Equipment from Data Processing – DPW, to purchase equipment. 2. Bond Resolution • Board authorization is requested to adopt the bond resolution for a new capital project for the Water Works Building Roof in the amount of $800,000, as provided by Bond Counsel. 3. Appropriation of Termination Reserves • Board authorization is requested to appropriate $68,719.78 from Reserve for Compensated Absences to Termination Payout for two Village employees who have left Village service. Sick Leave 4. Eight employees - Police (3), Recreation and Parks (1), Public Works (4) Board of Trustees 5. St. Paul’s Public Opinion Poll Mailer – Transfer of Funds – Ratify • Board authorization is requested to ratify a $12,552.18 transfer of funds to Administration – Prep & Distribution of Literature from Contingent, for the printing and postage related to the mailing of the St. Paul’s Public Opinion Poll mailer being held on Saturday, October 21, 2023. Human Resources 6. Village Dental Plan RFP • Board authorization is requested for the Village to engage Marsh MMA, 161 Washington Street, Conshohocken, Pennsylvania, for a proposal to provide professional services for the Dental Benefit Plan, at a cost of $36,000 to be paid from the Dental Fund, which is adequately funded to cover this expenditure. NEXT BOARD OF TRUSTEES MEETING – NOVEMBER 2, 2023 (10/18/23) Police 7. Leadership Summit • Board authorization is requested to approve the attendance of Inspector Gerard Kneisel at the Leadership Summit hosted by the New York State Association of Chiefs of Police and the New York State Sherrif’s Association, scheduled for November 8 – 9, 2023 in Albany, New York at an estimated cost of $750.00. (Operating Budget) Recreation 8. National Recreation and Park Association Certified Playground Safety Inspector Course • Board authorization is requested to approve the attendance by Russ Dworsak, Maintenance Helper, at the National Recreation and Park Association Certified Playground Safety Inspector Course, which is being held November 27-29, 2023, in Holtsville, New York, at an estimated cost of $885.00. (Operating Budget) 9. World Aquatic Health Conference / PHTA Instructor School • Board authorization is requested to approve the attendance by Paul Blake at the World Aquatic Health Conference / PHTA Instructor School, which is being held November 11-15, 2023, in Las Vegas, Nevada. There is no cost to the Village for Mr. Blake to attend this course, as he is an instructor at the Certified Pool Operator Instructor School. 10. Annual Children’s New Year’s Eve Party • Board authorization is requested to approve the Annual Children’s New Years Eve Party, to be organized, announced, and hosted, by the Recreation Department, on the afternoon of Sunday, December 31, 2023 at Cluett Hall. Public Works 11. Limited Sewer Study – Franklin Avenue – Transfer Funds – Approve Amendment – D&B Engineers and Architects • Board authorization is requested to transfer $38,000 from Contingent Account to Sanitary Sewer Contractual Services Account. • Board authorization is requested to approve Amendment No. 2, submitted by D&B Engineers and Architects, 330 Crossways Park Drive, Woodbury, New York, to develop a Grease Trap Program and perform annual inspection of existing grease trap installations at various food establishments within the Village of Garden City, at a cost of $38,000. The necessity of starting a Grease Trap Program is to prevent sewer backups and increase capacity through preventative maintenance. NEXT BOARD OF TRUSTEES MEETING – NOVEMBER 2, 2023 (10/18/23) 12. Garden City Public Library Roof Repair – Change Order – Cornerstone Restoration Group Corp. • Board authorization is requested to approve Change Order No. 1, submitted by Cornerstone Restoration Group, 43 Roberts Road, New City, New York, for additional brick work, at a cost of $27,070. Funding is available in the Masonry Façade Restoration and New Roofing System at the Garden City Public Library. (Capital Budget) 13. DPW Village Yard Bathroom – Transfer of Funds – Change Order – Rental of Portable Bathroom • Board authorization is requested to transfer $15,593.48 from Retaining Wall Replacement to Village Yard Bathroom. • Board authorization is requested to approve a Change Order submitted by HIMA Group, Inc., 4 Cathedral Avenue, Garden City, New York, to perform additional work to bring extra electrical power to the bathroom space, at a cost of $5,959.35. • Board authorization is requested to approve the rental of portable bathrooms from Call-A-Head Corp., 304 Crossbay Boulevard, Broad Channel, New York, for the remainder of the project, at an estimated cost of $12,000. 14. Village of Garden City Composting Facility Groundwater Monitoring Program Implementation – Transfer of Funds – Approve Technical Scope of Work and Cost Proposal • Board authorization is requested to transfer $56,300 from Contingent Account to Street Maintenance Contractual Services. • Board authorization is requested to approve the technical scope of work and cost proposal as submitted by D&B Engineers and Architects, 330 Crossways Park Drive, Woodbury, New York, to assist with the implementation of a groundwater monitoring program for 2024 at the Village’s composting facility located at 2 South Cherry Valley Avenue, West Hempstead, New York, at a cost of $56,300. 15. Garden City Village Hall First Floor Renovations – Accept Maintenance Bond – GTX Construction Associates, Corp. • Board authorization is requested to accept the Maintenance Bond for GTX Construction Associates, Corp., 80 Henry Street, Freeport, New York, who was the Garden City Village Hall First Floor Renovations 2022 Contractor. This guarantees for eighteen (18) months the completed work from the day of acceptance of the Bond. The Bond is in the amount of $320,085. Village Counsel has reviewed the Maintenance Bond and approves it as to form. NEXT BOARD OF TRUSTEES MEETING – NOVEMBER 2, 2023 (10/18/23) 16. Emergency Water Repair – Nassau Boulevard – Declare an Emergency – Transfer of Funds – Engage Bancker Construction and Carner Bros. • Board authorization is requested to declare an emergency as to necessitate the awarding of a contract without competitive bidding for repairs to the hydrant on Nassau Boulevard and Stewart Avenue. • Board authorization is requested to approve a transfer of funds of $204,229 from Surplus to Transmission and Distribution Contractual Services. • Board authorization is requested to engage Bancker Construction Corp., 171 Freeman Avenue, Islip, New York, at an estimated cost of $170,883 and Carner Bros., 10 Steel Court, Roseland, New York, at an estimated cost of $14,830. The total estimated cost of the work is $204,229, which includes a 10% contingency. Library 17. Garden City Public Library – Fernwood Terrace -Stewart Manor Library Funding District Contract for Library Service – Renewal of Agreement • Board authorization is requested to approve the renewal of an agreement with the Village of Stewart Manor, 120 Covert Avenue, Stewart Manor, New York, for a five-year contract to provide library services to the Fernwood Terrace-Stewart Manor Library Funding District, in consideration of $27,8700 to the Garden City Public Library, annually. The current contract expires on May 31, 2024. The current 5-year agreement is at the same cost, as was the previous 5-year agreement. No increase has occurred in the past ten years. If approved, the voters of the Fernwood Terrace-Stewart Manor Library Funding District will vote on the new contract March 19, 2024. Village Counsel has reviewed the agreement and approves it as to form. Award of Bids 18. Tree Removal and Stump Grinding – Recreation and Parks • Board authorization is requested to award the bid to Looks Great Services Inc., 140 Tenth Street, Huntington Station, New York, low bidder, at an estimated cost of $193,700. Funds are available in the Parks Contractual Services account. (Operating Budget) 19. Tree Pruning – Recreation and Parks • Board authorization is requested to award the bid to Harder Services Inc., 63 Jerusalem Avenue, Hempstead, New York, low bidder, at a cost of $345 per tree, on an “as needed” basis. Funds are available in the Parks Contractual Services account. (Operating Budget) NEXT BOARD OF TRUSTEES MEETING – NOVEMBER 2, 2023 (10/18/23)  External Communications Permits 20. William Bradford Turner American Legion Post 265 requests authorization to conduct a ceremony on Veteran’s Day, Saturday, November 11, 2023, commencing at 10:45am in the area surrounding the Veteran’s Memorial at the Library on Seventh Street. 21. William Bradford Turner American Legion Post 265 requests authorization to hold Wreaths Across America, Saturday, December 16, 2023, commencing at 11:00 in the area surrounding the Veteran’s Memorial at the Library on Seventh Street. 22. American Legion Auxiliary, William Bradford Turner Unit, No. 265, requests authorization to distribute poppies in the area surrounding the Veteran’s Memorial at the Library on Seventh Street on Veteran’s Day, on Saturday, November 11, 2023, one hour before and after the service that will be held at that location. 23. NYU Langone EMS requests authorization to host a haunted Trunk or Treat event on Sunday, October 29, 2023, from 10am until 2pm in the parking lot of 1200 Franklin Avenue. On-Street Parking 24. (a) Daniel Roeper and Amanda Epp, 17 Meadow Street (2) (b) Susan Gordon, 22 Franklin Court (c) Jane Maguire, 40 Franklin Court XI. Citizen Comment on non-agenda items. (limited to four minutes each) XII. Adjournment. NEXT BOARD OF TRUSTEES MEETING – NOVEMBER 2, 2023 (10/18/23)  BOARD OF TRUSTEES October 3, 2023 A special meeting of the Board of Trustees of the Village of Garden City in the County of Nassau, New York, was held at the Garden City Senior Center, 6 Golf Club Lane in said Village on October 3, 2023, at 6:34 p.m. Present: Mayor Mary Carter Flanagan, Trustees Bruce J. Chester, Edward T. Finneran, Michele Beach Harrington, Charles P. Kelly (Zoom), Michael J. Sullivan and Bruce A. Torino. Also Present: Ralph V. Suozzi, Village Administrator Kelly Galanek, Village Clerk Irene Woo, CFA, CFMO, Treasurer (Zoom) Giuseppe Giovanniello, Superintendent of Buildings Absent: Trustee Lawrence N. Marciano, Jr. Attendance: Approximately 50 in person and 51 Zoom The Clerk reported that due notice of this meeting had been served on each member of the Board. Trustee Sullivan called the meeting to order and stated that the purpose of this Special Board Meeting is to conduct a Work Session about the cost estimates and legal considerations related to the future of St. Paul’s. He introduced Lloyd Westerman, Westerman Construction, Stephen M. Taylor, VAKOTA Architecture, PLLC, Brendan Mooney, Cullen and Dykman, and Gary Fishberg, Cullen and Dykman. Trustee Sullivan then answered questions that were submitted prior to the meeting, in addition to questions submitted by audience members. There being no further business, on motion duly made, the meeting adjourned at 8:13p.m. 1  BOARD OF TRUSTEES OCTOBER 5, 2023 A meeting of the Board of Trustees of the Village of Garden City in the County of Nassau, New York, was held via Zoom Webinar (with Trustees, Department Heads and Village Counsel and audience present in the Board Room) at 351 Stewart Avenue in said Village on October 5, 2023, at 7:30 p.m. Present: Mayor Mary Carter Flanagan, Trustees Bruce J. Chester (via Zoom), Edward T. Finneran, Michele Beach Harrington, Charles P. Kelly, Lawrence N. Marciano, Jr., Michael J. Sullivan and Bruce A. Torino. Also Present: Ralph V. Suozzi, Village Administrator Kelly Galanek, Village Clerk Kenneth O. Jackson, Chairman, Board of Police Commissioners Irene Woo, Village Treasurer Giuseppe Giovanniello, Superintendent of Building Department Matthew Pearn, Chief Fire Department Paul Blake, Chairman, Board of Commissioners of Cultural and Recreational Affairs John Borroni, Superintendent of Public Works Gary Fishberg, Cullen and Dykman, LLP Attendance: Approximately 20 in person and 30 (via Zoom) The Clerk reported that due notice of this meeting had been served on each member of the Board. Mayor Flanagan called the meeting to order and stated that the first item on the agenda was the Oath of Office for 2 new Police Officers. Deputy Mayor Marciano administered the Oaths of Office to Police Officer Christopher Theodorou and Police Officer Geoffrey Martinez of the Garden City Police Department and offered congratulations. Mayor Flanagan stated that the evening will begin with the Board of Trustees taking Quick Residents comments from those who wish to speak about any item for no more than one minute each for a limit of thirty minutes. Mayor Flanagan called upon Ralph Suozzi along with the Department Heads who spoke about their agenda items. Mayor Flanagan stated that the next item on the agenda was approval of the minutes of the last meetings of the Board of Trustees. 1  The minutes of the regular meeting held on September 13, 2023 were reviewed, and on motion of Trustee Torino were approved as presented. The minutes of the special meeting held on September 26, 2023 were reviewed, and on motion of Trustee Kelly were approved as presented. (Trustees Kelly and Marciano abstained) NEW BUSINESS SUSPEND THE RULES AND PROCEDURES On motion of Trustee Kelly the following resolution was offered: RESOLUTION NO. 143-2023 RESOLVED, to suspend the Rules and Procedures of the Board of Trustees, to add an item to the Consent Calendar, namely, to add Board authorization for the Board of Trustees to authorize the Garden City Police Department to incur overtime as needed at the Garden City Bird Sanctuary’s Haunted Hikes beginning Friday October 13, 2023 through October 28, 2023. The vote on the foregoing resolution was as follows: AYES: 8 NOES: 0 The resolution was declared adopted. FORMAL AGENDA APPOINTMENT BY THE MAYOR: Ralph V. Suozzi, is hereby appointed as Registrar of Vital Statistics for a term of office coterminous with that of the Village Clerk, which position of Registrar of Vital Statistics shall carry no salary. On motion of Trustee Sullivan the following resolution was offered: RESOLUTION NO. 144-2023 RESOLVED, that the appointment of Ralph V. Suozzi, as Registrar of Vital Statistics of the Incorporated Village of Garden City to serve for a term of office coterminous with that of the Village Clerk and which position of Registrar of Vital Statistics shall carry no salary, be and the same hereby is approved. The vote on the foregoing resolution was as follows: 2  AYES: 8 NOES: 0 Carried. SITE PLAN APPROVAL 1. Application for Final Amended Site Plan Approval – Tony’s Tacos LLC – 118 Seventh Street. The Village is in receipt of an application for a Final Site Plan approval in connection with an application for Tony’s Tacos LLC, 118 Seventh Street, Garden City, New York. Trustee Sullivan offered the following resolution and moved its adoption: RESOLUTION NO. 145-2023 WHEREAS, pursuant to Article XII(A) of Chapter 200 of the Code of the Village of Garden City, the Board of Trustees must review Site Plans and recommendations of the Planning Commission; and WHEREAS, Site Plans have been submitted by Mr. Kevin M. Walsh, Walsh Markus McDougal & DeBellis LLP, 229 Seventh Street, Suite 200, Garden City, New York with regard to the Final Site Plan approval with regard to a new restaurant Tony’s Tacos LLC, 118 Seventh Street, Garden City; and WHEREAS, the Board of Trustees has reviewed the site plans pursuant to Section 200-82.5 of the Village Code; and WHEREAS, the Planning Commission, at its meeting on September 6, 2023, approved the project; and WHEREAS, the Architectural Design Review Board, at its meeting on August 29, 2023, approved the project; and WHEREAS, the Zoning Board of Appeals, at its meeting on May 16, 2023, approved the project; and WHEREAS, the proposed action is classified as an Unlisted Action; and WHEREAS, the Board of Trustees hereby adopts a Negative Declaration regarding the proposed action and in accordance with SEQRA, accordingly, no further environmental review is required; and NOW, THEREFORE, BE IT RESOLVED, that the Board of Trustees of the Incorporated Village of Garden City approves the Site Plan submitted by Mr. Kevin M. 3 Walsh, Walsh Markus McDougal & DeBellis LLP, 229 Seventh Street, Suite 200, Garden City, New York, on behalf of Tony’s Tacos LLC. The vote on the foregoing resolution was as follows: AYES: 8 NOES: 0 The resolution was declared adopted. CONSENT CALENDAR Mayor Flanagan requested that Item #6 (Assignment of the License Agreement with HBS Leasehold LLC regarding the property to the west of 1200 Franklin Avenue to New York University) and Item #7 (License Agreement with U.S. REIF 1300 Franklin Avenue New York LLC) be removed from the Consent Calendar and deferred to the next Board of Trustees meeting on October 19, 2023. FINANCE 1. Transfer of Funds - 2023/24 Fiscal Year. Board authorization is requested to transfer funds as follows: $35,000 to Account 0F.8340.4020 – Transmission and Distribution – Maintenance and Equipment from Account 0F.8340.1010 Transmission and Distribution – Regular Salary for the painting and inspection of fire hydrants. On motion of Trustee Sullivan and unanimously carried, the aforesaid recommendation was approved, and the Treasurer was authorized to make the necessary transfer of funds. SICK LEAVE POLICE 1. Sick Leave - Hennessy. Board authorization is requested to pay Police Detective Paul Hennessey through November 2, 2023, or such earlier date as he may be able to return to work as determined by the Village medical advisor and pursuant to the provisions of the contract between the Incorporated Village of Garden City and the Police Benevolent Association, which became effective June 1, 2020. On motion of Trustee Sullivan and unanimously carried, the aforesaid authorization was approved. 4 PUBLIC WORKS 2. Sick Leave - Quinones. Board authorization is requested to pay Ray Quinones, Motor Equipment Operator, Sanitation Worker, Sanitation Department, through November 2, 2023, or such earlier date as he may be able to return to duty as determined by the Village medical advisor and pursuant to the provisions of the contract between the Incorporated Village of Garden City and the Civil Service Employees' Association, which became effective June 1, 2021. On motion of Trustee Sullivan and unanimously carried, the aforesaid authorization was approved. RECREATION 3. Sick Leave - Genna. Board authorization is requested to pay Andrea Genna, Recreation Supervisor, Recreation and Parks Department, through November 2, 2023, or such earlier date as she may be able to return to duty as determined by the Village medical advisor and pursuant to the provisions of the contract between the Incorporated Village of Garden City and the Civil Service Employees' Association, which became effective June 1, 2021. On motion of Trustee Sullivan and unanimously carried, the aforesaid authorization was approved. HUMAN RESOURCES 1. Village of Garden City Lactation Accommodation Policy. Board authorization is requested for the Village to adopt a Lactation Accommodation Policy, Break Time for Nursing Employees and Lactation Accommodation, in accordance with New York Labor Law subsection 206-c. Village Labor Counsel has reviewed this Policy and approves it as to form. On motion of Trustee Sullivan and unanimously carried, the aforesaid authorization was approved. 5 POLICE 1. Defense and Indemnification of Certain Members of the Police Department. Board authorization is requested for Defense and Indemnification of certain members of the Police Department, pursuant to Village Code, Chapter 9, subject to the exceptions and conditions therein and to the extent permitted by law. Trustee Sullivan offered the following resolution and moved its adoption: RESOLUTION NO. 146-2023 WHEREAS, a Notice of Intention to File a Claim was received by the Village Clerk’s Office on September 14, 2023, vs. The County of Nassau, The Town of Hempstead, The Incorporated Village of Garden City and certain members of the Garden City Police Department. NOW, THEREFORE, BE IT RESOLVED, that the Garden City Village Board of Trustees finds that based upon the investigation of the Police Commissioner recommendation regarding same to date and subject to any further determination to the contrary, all allegations regarding the acts/omissions of Police Officers occurred while the aforementioned were acting within the scope of his public service and in the discharge of his duties and were not in violation of any rule or regulation of the Village at the time the alleged incident occurred and the damages were allegedly sustained; as a result thereof, the Board adopts the recommendation of the Police Commissioner and authorizes the Defense and Indemnification of certain Police Officers pursuant to Village Code, Chapter 9, subject to the exceptions and conditions therein and to the extent permitted by law for the above incident. The adoption of the foregoing resolution was duly put to vote on roll call which resulted as follows: AYES: 8 NOES: 0 The resolution was declared adopted. 2. Grant Contract - New York State Governor’s Traffic Safety Committee - Seat Belt Mobilization and Regular PTS Enforcement - Ratify - 2023. Board authorization is requested to ratify an Agreement which shall commence on October 1, 2023 and terminate on September 30, 2024, with the New York State Governor’s Traffic Safety Committee. This is Federally Funded Statewide Police Traffic Services Program whose goal is to increase seatbelt usage and reduce dangerous driving behaviors in an effort to reduce serious injury and death from traffic crashes. Village Counsel has reviewed this Agreement and approves it as to form. o Seat Belt Mobilization Enforcement $ 8,985 o Regular PTS Enforcement $22,116 Total $31,101 6  On motion of Trustee Sullivan and unanimously carried, the aforesaid authorization was approved. RECREATION 1. Community Park Retaining Wall – Change Order – Galvin Brothers Inc./Madhue Contracting. Board authorization is requested to approve a Change Order submitted by Galvin Brothers Inc./Madhue Contracting, 159 Steamboat Road, Great Neck, New York to install additional fencing and screening on the wall at a cost of $14,518.30. Funds are available in Account 0H.7110.2034. On motion of Trustee Sullivan and unanimously carried, the aforesaid authorization was approved. 2. Acceptance of Donation – Garden City Athletic Association. Board authorization is requested to accept a gift from the Garden City Athletic Association to the Village of two (2) shade trees and six (6) picnic benches, with associated landscaping, at Community Field Number 2, in memory of Timothy Gewart. The total amount of the gift is valued at $12,182.62. On motion of Trustee Sullivan the following resolution was offered: RESOLUTION NO. 147-2023 WHEREAS, the Garden City Athletic Association has requested to make a gift of two (2) shade trees and six (6) picnic benches, with associated landscaping, at Community Field Number 2 in memory of Timothy Gewart. The Recreation and Parks Department will coordinate the purchase and installation of the trees and picnic benches. WHEREAS, the Village desires to accept such gift; NOW, THEREFORE, IT IS RESOLVED that the Village Board has considered the factors of its Gifts and Donations Policy and hereby determines to accept the unconditional gift of two (2) shade trees and six (6) picnic benches, with associated landscaping, at an estimated value of $12,182.62. The Recreation and Parks Department will coordinate the purchase and installation of these benches. The vote on the foregoing resolution was as follows: AYES: 8 NOES: 0 The resolution was declared adopted. 7 PUBLIC WORKS 1. Masonry Façade Restoration and New Roof System at Village Hall – Ratify Change Order – Cornerstone Restoration Corporation. Board authorization is requested to ratify the Change Order submitted by Cornerstone Restoration Corp., 43 Roberts Road, New City, New York, for additional work performed, at a cost of $5,319.12. Funds are available in Account 0H.1620.2052. On motion of Trustee Sullivan and unanimously carried, the aforesaid authorization was approved. 2. Permanent Construction of AOP Treatment – Change Order – Philip Ross Industries, Inc. Board authorization is requested to approve a Change Order submitted by Philip Ross Industries, Inc., 88 Duryea Road, Melville, New York, for additional work that was mandated by the Nassau County Department of Health after the design and construction was completed at the Garden City Country Club (Wells 13 and 14), at a cost of $46,411.00. Funds are available in Account 0F.0184.0000. On motion of Trustee Sullivan and unanimously carried, the aforesaid authorization was approved. 3. Seventh Street Crosswalk Improvements 2023 – Transfer of Funds –J. Anthony Enterprises. Board authorization is requested to transfer $1,122.84 to Account 0H.7110.2030, Seventh Street Improvements, from Account 0H.7110.2034, Retaining Wall Replacement. On motion of Trustee Sullivan and unanimously carried, the aforesaid recommendation was approved and the Treasurer was authorized to make the necessary transfer of funds. Sevent Street Crosswalk Improvements 2023 – Change Order – J. Anthony Enterprises. Board authorization is requested to approve the following Change Order Number 1, submitted by J. Anthony Enterprises, 175 Engineers Road, Hauppauge, New York, for additional work needed, at a cost of $26,122.84. On motion of Trustee Sullivan and unanimously carried, the aforesaid authorization was approved. 4. Permanent Building Construction for Emerging Contaminant Treatment at the Waterworks Plant Site (Well Number 7) – Change Orders – Web Construction Corp. Board authorization is requested to approve the following Change Orders submitted by Web Construction Corp., 260 East Second Street, Mineola, New York. • Change Order No. 2 for driveway revisions at a cost of $45,337.10. On motion of Trustee Sullivan and unanimously carried, the aforementioned authorization was approved. 8  • Change Order No. 3 for carbon disposal at a cost of $4,877.50. On motion of Trustee Sullivan and unanimously carried, the aforementioned authorization was approved. • Change Order No. 4 to change the concrete sidewalk to asphalt paving at a cost of $2,420.00. On motion of Trustee Sullivan and unanimously carried, the aforementioned authorization was approved. 5. Construction of Crosswalk on South Avenue – Create a New Capital Project – Pratt Brothers, Inc. Board authorization is requested to create a new Capital Project for the Construction of Crosswalk on South Avenue. On motion of Trustee Sullivan and unanimously carried, the aforesaid authorization was approved. Construction of Crosswalk on South Avenue – Transfer of Funds. Board authorization is requested to transfer $65,000 to Capital Project – Construction of Crosswalk on South Avenue from Account 0H-7110-2034, Retaining Wall Replacement, to fund the completion of work. On motion of Trustee Sullivan and unanimously carried, the aforesaid authorization was approved the Treasurer was authorized to make the necessary transfer of funds. Construction of Crosswalk on South Avenue – Engagement of Professional Services – Pratt Brothers, Inc. Board authorization is requested to engage Pratt Brothers, Inc., 333 Marcus Boulevard, Hauppauge, New York, as approved by the Traffic Commission at their September 13, 2023 meeting, with work to be performed per the 2023 Curb, Sidewalk and Road Improvements Contract. On motion of Trustee Sullivan and unanimously carried, the aforesaid authorization was approved. 6. Engineering and Construction Services for Water Main Replacement on Clinton Road from Commercial Avenue to Meadow Street – Engagement of Professional Services – H2M Architects and Engineers. Board authorization is requested to engage H2M Architects and Engineers, 538 Broad Hollow Road, Melville, New York, for professional engineering and construction services related to the replacement of water mains on Clinton Road from Commercial Ave to Meadow Street, at a proposed fee of $89,000. Funds are available in Account 0F.1052.0000. On motion of Trustee Sullivan and unanimously carried, the aforesaid authorization was approved. 9  7. Civil Engineering Design Development and Construction Management and Inspection Services for a New Sanitary Sewer System on Twelfth Street and Golf Club Lane – Create a New Capital Project – Approval of Bond Resolution – Engagement of Professional Services – D&B Engineers and Architects. Board authorization is requested to create a new Capital Project for the Sewer Improvements Twelfth Street and Golf Club Lane. Civil Engineering Design Development and Construction Management and Inspection Services for a New Sanitary Sewer System on Twelfth Street and Golf Club Lane – Approval of Bond Resolution – D&B Engineers and Architects. Board authorization is requested to approve a Bond Resolution for the Civil Engineering Design Development and Construction Management and Inspection Services for a New Sanitary Sewer System on Twelfth Street and Golf Club Lane in the amount of $150,000, as approved by Bond Counsel. Trustee Sullivan offered the following resolution and moved its adoption: RESOLUTION NO.148-2023 BOND RESOLUTION OF THE VILLAGE OF GARDEN CITY, NEW YORK, ADOPTED OCTOBER 5, 2023, AUTHORIZING THE ISSUANCE OF BONDS IN A PRINCIPAL AMOUNT NOT TO EXCEED $150,000 TO FINANCE THE PREPARATION OF PRELIMINARY PLANS AND SPECIFICATIONS IN CONNECTION WITH THE PROPOSED NEW SANITARY SEWER SYSTEM ON 12TH STREET AND GOLF CLUB LANE, STATING THE ESTIMATED MAXIMUM COST THEREOF IS $150,000 AND APPROPRIATING SAID AMOUNT FOR SUCH PURPOSE THE BOARD OF TRUSTEES OF THE VILLAGE OF GARDEN CITY, IN THE COUNTY OF NASSAU, NEW YORK, HEREBY RESOLVES (by the favorable vote of not less than two-thirds of all the members of said Board of Trustees) AS FOLLOWS: Section 1. The Village of Garden City, in the County of Nassau, New York (herein called the “Village”), is hereby authorized to issue bonds in an principal amount not to exceed $150,000 pursuant to the Local Finance Law, constituting Chapter 33-a of the Consolidated Laws of the State of New York (herein called the “Law”), to finance the preparation of preliminary plans and specifications in connection with the proposed new sanitary sewer system on 12th Street and Golf Club Lane. Section 2. The estimated maximum cost of the project described herein, including preliminary costs and costs incidental thereto and the financing thereof, is $150,000 and said amount is hereby appropriated for such purpose. The plan of financing includes the issuance of bonds in a principal amount not to exceed $150,000 to finance said 10 appropriation, and the levy and collection of taxes on all the taxable real property in the Village to pay the principal of said bonds and the interest thereon as the same shall become due and payable. Section 3. The following additional matters are hereby determined and declared: (a) The period of probable usefulness applicable to the object or purpose for which said bonds are authorized to be issued, within the limitations of Section 11.00 a. 62 of the Law, is five (5) years. (b) The proceeds of the bonds herein authorized, and any bond anticipation notes issued in anticipation of said bonds, may be applied to reimburse the Village for expenditures made after the effective date of this resolution for the purpose for which said bonds are authorized. The foregoing statement of intent with respect to reimbursement is made in conformity with Treasury Regulation Section 1.150-2 of the United States Treasury Department. (c) The proposed maturity of the bonds authorized by this resolution will not exceed five (5) years. Section 4. Each of the bonds authorized by this resolution and any bond anticipation notes issued in anticipation of the sale of said bonds shall contain the recital of validity as prescribed by Section 52.00 of the Law and said bonds, and any notes issued in anticipation of said bonds, shall be general obligations of the Village, payable as to both principal and interest by general tax upon all the taxable real property within the Village. The faith and credit of the Village are hereby irrevocably pledged to the punctual payment of the principal of and interest on said bonds, and any notes issued in anticipation of the sale of said bonds, and provision shall be made annually in the budget of the Village by appropriation for (a) the amortization and redemption of the bonds and any notes in anticipation thereof to mature in such year and (b) the payment of interest to be due and payable in such year. Section 5. Subject to the provisions of this resolution and of the Law and pursuant to the provisions of Section 21.00 of the Law relative to the authorization of the issuance of bonds with substantially level or declining annual debt service, Section 30.00 relative to the authorization of the issuance of bond anticipation notes and Section 50.00 and Sections 56.00 to 60.00 and 168.00 of the Law, the powers and duties of the Board of Trustees relative to authorizing bond anticipation notes and prescribing the terms, form and contents and as to the sale and issuance of the bonds herein authorized, and of any bond anticipation notes issued in anticipation of said bonds, and the renewals of said bond anticipation notes, and as to the execution of agreements for credit enhancements, are hereby delegated to the Village Treasurer, the chief fiscal officer of the Village. Section 6. The validity of the bonds authorized by this resolution, and of any notes issued in anticipation of the sale of said bonds, may be contested only if: 11  (a) such obligations are authorized for an object or purpose for which the Village is not authorized to expend money, or (b) the provisions of law which should be complied with at the date of the publication of such resolution, or a summary thereof, are not substantially complied with, and an action, suit or proceeding contesting such validity is commenced within twenty days after the date of such publication, or (d) such obligations are authorized in violation of the provisions of the constitution. Section 7. This bond resolution shall take effect immediately, and the Village Clerk is hereby authorized and directed to publish the foregoing resolution, in summary, together with a Notice attached in substantially the form prescribed by Section 81.00 of the Law in the official newspaper of the Village. The adoption of the foregoing resolution was duly put to a vote on roll call, which resulted as follows: AYES: 7 NOES: 0 The resolution was declared adopted. Civil Engineering Design Development and Construction Management and Inspection Services for a New Sanitary Sewer System on Twelfth Street and Golf Club Lane – Engagement of Professional Services – D&B Engineers and Architects. Board authorization is requested to engage D&B Engineers and Architects, 330 Crossways Park Drive, Woodbury, New York, to perform the engineering design development and construction management and inspection services for a new Sanitary Sewer System on Twelfth Street and Golf Club Lane, at an estimated cost of $120,000. On motion of Trustee Sullivan and unanimously carried, the aforesaid authorization was approved. 8. Limited Sewer Study – Franklin Avenue and Eleventh Street – Amendment Number 1 – D&B Engineers and Architects. Board authorization is requested to approve Amendment Number 1, submitted by D&B Engineers and Architects, 330 Crossways Park Drive, Woodbury, New York, for additional engineering services related to a review and revised calculations based on new flow information provided by 1111 Franklin Avenue, at a proposed fee of $6,500. The Limited Sewer Study in the surrounding area of Franklin Avenue and Eleventh Street was approved by the Board of Trustees at the July 20, 2023 meeting at a cots of $9,000. Funds are available in Account 0F.8310.4460. On motion of Sullivan and unanimously carried, the aforesaid authorization was approved. 12  9. Engagement of Professional Services – RAZOROOTER II Root Control – Duke’s Root Control, Inc. Board authorization is requested to engage Duke’s Root Control, Inc., 1020 Hiawatha Boulevard West, Syracuse, New York, for the Chemical Treatment of Sanitary Sewers at a cost of $28,997.76. Duke’s is the only commercial applicator Sewer Sciences, Inc., licensed to apply RAZOROOTER II in New York. They are registered with the New York State Department of Environmental Protection. Funds are available in Account 0A.8120.4460. On motion of Trustee Sullivan and unanimously carried, the aforesaid authorization was approved. 10. Purchase of a Ford Truck – Transfer of Funds – Van Bortel Ford. Board authorization is requested to transfer $2,288.30 from Account 0H.7110.2034 to Account 0H.8160.2000. On motion of Trustee Sullivan and unanimously carried, the aforesaid authorization was approved the Treasurer was authorized to make the necessary transfer of funds. Purchase of a Truck. Board authorization is requested to approve the purchase of a 2024 Ford F-550 from Van Bortel Ford, 71 Marsh Road East, Rochester, New York, under the Onondaga Bid ONGOV-106-19-2024, at a cost of $118,509.25. This truck replaces Street Department Truck Number 533. Funds are available in Account 0H.8160.2000. On motion of Trustee Sullivan and unanimously carried, the aforesaid authorization was approved. AWARD BIDS 1. Renewal of Street Light Maintenance Contract – Denis O’Regan Electric, Inc. Board authorization is requested to renew the existing contract with Denis O’Regan Electric, Inc. 5 Helen Place, Glen Cove, New York. Under the terms and conditions of the existing contract, the Village and Contractor have a 24-month renewal at the bid prices. This renewal is at a total annual cost of $93,600 for routine monthly maintenance and an estimated cost of $100,000 for various street lighting parts to be ordered on an as needed basis. Funding is available in Account OA.5182.4460. On motion of Trustee Sullivan and unanimously carried, the aforesaid authorization was approved. 8. Renewal of the Village Building and Vehicle Cleaning Services – Island Wide Building Services Group. Board authorization is requested to renew the existing contract with Island Wide Building Services Group, 80 Otis Street, West Babylon, New York, for an additional year for the original unit price bid amounts, with the understanding that the 13 Garden City Library will only be extended for 90 days and then reviewed for future consideration. Funds are available in Account 0A.1620.4460. On motion of Trustee Sullivan and unanimously carried, the aforesaid authorization was approved. EXTERNAL COMMUNICATIONS PERMITS: 1. Mr. Bert Cunningham, writing on behalf of the Long Island Chapter of the 42nd Division Association, requesting to hold its annual Veteran’s Day observance and wreath placement at the 42nd Division Monument on Saturday, November 4, 2023 beginning at 12 noon. He also extends an invitation to the Mayor and Board of Trustees to attend the ceremony. On motion of Trustee Sullivan and unanimously carried, the aforesaid authorization was approved subject to the coordination of the Police and Fire Departments. 2. The Turkey Trot Committee of Garden City, Inc., requested to hold its 46th Annual Running of the Garden City Turkey Trot on Thanksgiving Day, Thursday, November 23, 2023 and further requested the use of the St. Paul’s Fieldhouse on Wednesday, November 22 and Thursday, November 23, 2023. On motion of Trustee Sullivan and unanimously carried, the aforesaid authorization was approved, subject to receipt of an original Certificate of Insurance, payment of the fees as per the fee schedule (50% of the combined Incorporated Village of Garden City’s expenses, not to exceed $5,000) and coordination with the Police Department. 3. Mrs. RoseAnn Vernice, President, Western Property Owners’ Association, P. O. Box 7976, requesting permission for the Western Section of the Village to host their annual Holiday Tree Lighting Ceremony on Friday, December 9, 2023, beginning at 6:00 p.m., at the green located at the end of Plattsdale Road (south end of New Hyde Park Road). On motion of Trustee Sullivan and unanimously carried, the aforesaid authorization was approved subject to the coordination of the Police and Fire Departments. On-Street Parking 4. (a) Ralph and Debbie Pastore, 19 Franklin Court East (2) (b) Alexandra and Daphne Spirakis, 20 Franklin Court (2) (c) Virginia Cook, 26 Franklin Court (1) (d) Sean McCoyd, 37 Franklin Court (1) (e) Margaret Murphy, 47 Franklin Court (1) (f) Patricia Logan, 48 Franklin Court (1) (g) Chris Valerakis, 27 Meadow Street (1) (h) Marilyn and William Prager, 16 Franklin Court (2) 14  (i) Andrew Hulse and Yvonne Visca, 23 Franklin Court (2) (j) Patricia McGinnis, 15 Meadow Street (1) On motion of Trustee Sullivan and unanimously carried, the aforesaid authorization was approved. Mayor Flanagan recognized the following: John Wilton, President, Garden City Chamber of Commerce Tom Lamberti, 57 First Street Kathy Wysocki, 38 Locust George Salem, 24 St. Paul’s Place Steve Gorray, 44 Cambridge Avenue Ryan Mulrooney, 147 Hampton Road Debbie Brandewiede, 112 Fifth Street Emidio Morizio, 3 Roderick Lane Bob Davis, 52 Third Street Bob Orosz, 28 Grove Street Steve Ilardi, 139 Meadow Street Robert Vassalotti (zoom), 32 Brixton Road There being no further business, on motion duly made, the meeting adjourned at 10:12 p.m. 15 Village of Garden City September 25th, 2023 MarshMMA.com Table of contents 1. Executive Summary................................................................................................................................ 1 2. Consulting Scope of Services................................................................................................................. 3 • Competitive Bidding + Market Analysis ........................................................................................... 3 • Summary of Findings ....................................................................................................................... 5 • Timeline ............................................................................................................................................ 5 • Out-of-Scope Services ..................................................................................................................... 6 3. Compensation......................................................................................................................................... 7 Transparency and Carrier Information Overview ............................................................. 8 Marsh & McLennan Agency LLC i Executive Summary On behalf of Marsh McLennan Agency, LLC (“MMA”), please accept the enclosed as our formal response. We appreciate the opportunity to propose our consulting services relative to Health and Welfare Benefit programs sponsored by Village of Garden City. As a leader in the benefits industry and as your business partner, our consultants, brokers, and administrators help you navigate the ever-changing environment of employee benefits law and regulations, including health care reform, in a way that meets your unique needs. We deliver an intimate customer experience that’s unparalleled in our industry. We have the consulting capabilities and resources of a national consulting firm, with the focus and high touch service of a regional firm. As one of the industry’s largest health and welfare consulting firms, we use our experience, market power, intellectual capital, and proven processes and tools to help you explore your options and optimize your unique benefits offerings. We have drawn upon the knowledge gained over the last twenty years of partnering with middle market employers to develop what we believe is the most attractive strategy for the future. This RFP illustrates many of MMA’s key differentiators relative to other consulting firms. We highlight below a few key differentiators specific to Village of Garden City: • MMA Professional Staff: We are successful in recruiting and in retaining the best consulting talent in our business. We encircle each client with a team of individuals who are uniquely skilled within the scope of their deliverables to the client. We are exceptional in this “team approach” with a designated team for each client. We have maintained a 94% client retention rate for the past five years, for which we are extremely proud. In addition, we do not “push down” work to junior level consultants, ensuring that a senior team of consultants will perform 100% of the work with no involvement from inexperienced staff. • Financial/Underwriting Expertise and Focus: MMA’s emphasis throughout the years is on getting the best value for your benefits investment. MMA has dedicated underwriters, with an average 20 years of industry experience, who have the sole responsibility of performing financial tasks associated with our clients (e.g., budgets, contribution modeling, IBNRs, etc.). Our underwriters provide Village of Garden City with the financial skills necessary to complete the forensic financial evaluation of your risk and highlight the opportunities with different funding mechanisms. • Carrier Leverage for Cost Savings: MMA directs billions of dollars in carrier premium in the marketplace, which affords our clients tremendous purchasing power with these respective carriers. This ensures the most competitive financial outcome after negotiations have been performed. This results in the best available rates/fees, plan design flexibility, and preferential contract provisions. . Our commitment to our clients is total. MMA ensures that each client receives every resource required to provide quality results across all service areas. Our approach and our unmatched resources will help Village of Garden City save money, engage and empower your employees, enhance service, benefits, and maximize the value of your benefit spending. Sincerely, Michael Stocker Employee Health & Benefits Consultant | MMA East Region T +1 610 730-7671 | M +1 610 730-7671 161 Washington St Suite 1200 Conshohocken , PA 19428 Marsh & McLennan Agency LLC Michael.Stocker@MarshMMA.com | MMAEast.com 1 Consulting Scope of Services Competitive Bidding + Market Analysis We are pleased to have the opportunity to propose our Procurement and Market Analysis services relative to the dental benefits sponsored by Village of Garden City. This document seeks to ensure that MMA has a common understanding with your objectives, deliverables, and the process that will be deployed to achieve successful results. Business Context The Business Context Phase ensures your current and future benefit plans and costs align with your business situation and objectives. Our primary roles are to be the source for valuable information and to facilitate thoughtful management discussion and decisions. The process begins by working in partnership with you to understand the strategy, obstacles, and objectives of the health & welfare procurement project. This will enable us to identify problems or opportunities, highlight consequences, project potential impact and to work with you more efficiently to develop solutions that meet your unique needs. To initiate this process, we will conduct a planning session that will accomplish the following objectives: • Confirm project goals and scope. • Confirm key tasks, timetables and milestones. • Identify potential obstacles/barriers. • Establish roles and responsibilities. • Establish agreed upon decision-making process. • Identify key stakeholders. • Review data requirements. • Finalize the list of vendors for marketing purposes. • Create project management timeline. Data Collection The Data Collection Phase will consist of gathering the items identified on the data request checklist necessary to perform the Dental Vendor RFP (e.g., employee census data, historical enrollment and any known dental claims, applicable dental benefit summaries and plan documents/SPDs, etc.). Strategic Planning MMA shall facilitate a strategic planning process that will include understanding of the current dental benefits. As part of that evaluation, MMA will provide details on proposed plan designs based on relevant benchmark data to determine any proposed plan designs to include in the Request for Proposal. Marsh & McLennan Agency LLC 3 Request for Proposal MMA will draft a formal RFP and provide a copy to the Village of Garden City in order to review (at Village of Garden City’s request) that reflects the final decisions on requested plan designs and options formalized in the Strategic Planning process. Additionally MMA will execute the following steps related to the RFP: • Edit and finalize the RFP document and supporting materials. • The formal RFP submission will contain the following bid specifications: • Background, goals and objectives. • Bid schedule and response requirements. • Information regarding current plan design alternatives. • Demographic and eligibility data. • Administrative, program management and data reporting requirements. • Questionnaire and financial response bid forms to be completed by each of the bidding vendors. • Provider GeoAccess analysis. • Number of providers in network. • Release RFP to vendors identified in the Marketing Disclosure Email and agreed upon by Village of Garden City. • MMA will be responsible for all correspondence with the vendors throughout the RFP process. If desired, MMA will blind copy Village of Garden City on initial RFP email. • Performance guarantees: Construct and negotiate a comprehensive set of performance metrics and resulting guarantees that are specific to Village of Garden City’s objectives. Based on initial conversations there is an interest in confirming if the TPA is maximizing spend, reviewing plan designs, assuring claims including coordination of benefits are being processed correctly and in general providing quality work on behalf of the Village of Garden City. Market Analysis Upon receipt of the vendor proposals, MMA will perform an in-depth analysis of each of the vendor responses. • Confirm and evaluate compliance with overall bid specifications and requirements; vendor’s ability to meet plan design and funding requirements; responses to the questionnaire; administration and management capabilities. • Document the differences by vendor in terms of reporting, tools, systems, and other specific services and tools that have the ability to impact Village of Garden City’s future dental costs and member satisfaction. • Perform analysis of provider network access. The vendors’ networks will be analyzed in three primary ways, including: ─ GeoAccess (network breadth). Marsh & McLennan Agency LLC 4  ─ Number of providers (network depth). ─ Provider disruption. • Evaluate the vendor's administrative components and corresponding fees (for self-funded arrangements) and/or premium (fully insured arrangements). Summary of Findings Upon completion of the formal analysis, MMA will prepare a comprehensive report of marketing results and findings, including projected program costs and savings, finalist recommendations and potential areas of negotiation. We will meet with you and your team virtually to review the marketing evaluation report and select finalists (if applicable). If finalist meetings are requested, MMA will schedule the finalist interviews and develop agendas for finalist meetings. The Summary of Findings Phase will conclude with Village of Garden City’s approval of the dental vendors. MMA will notify all bidders of Village of Garden City’s decision. Timeline The following shows a high-level outline of key action steps. While we expect the project to take 6 weeks to 2 months, we will complete proposed timing for each step with Village of Garden City agreement to allow for a successful procurement project and implementation by the selected vendor, Village of Garden City and their benefit enrollment solution. Our goal would be to commence data gathering work as soon as possible Action Step 1 Selection of MMA to complete procurement project 2 Business Context Meeting 3 Data Collection 4 Strategic Planning Meeting 5 MMA releases RFP 6 RFP questions due to MMA from vendors 7 MMA responds to questions received from vendors 8 Proposals due 9 MMA completes review and analysis 10 MMA provides feedback to vendors for revisions 11 Vendors provide best and final proposals 12 MMA presents findings to Village of Garden City 13 Vendor finalist meetings, if requested Marsh & McLennan Agency LLC 5  14 Final vendor selection Effective date Out-of-Scope Services Depending upon the outcome of the vision procurement project, the following services may be requested by the Village of Garden City to support its implementation efforts. When requested, and when the extent of vendor and/or program change is known, MMA will propose services and identify resource time and costs. Proposed services and fees, if accepted by the Village of Garden City, will be added to the Agreement by addendum. • Pre-Implementation Audit • Implementation Support • Custom Communications Marsh & McLennan Agency LLC 6 Compensation Based on the time and expense associated with services outlined in this statement of work, we have identified compensation for this engagement at $36,000. The fee is billed at the conclusion of the project, after final results are presented, or we can bill the client monthly over twelve (12) months. If MMA is named Broker of Record from your insurance carrier partner, we may be able to partially or fully off-set our fee for the in-scope services described in this proposal. MMA is committed to a transparent compensation model. We do not track billable hours. We typically develop an annual fee based on the scope of services you select. We are happy to accept commissions that may be embedded in your programs today to off-set the annual fee. We are completely flexible and will reach a mutually agreeable compensation model that fits your company’s needs. We would dedicate the resources necessary to achieving your objectives regardless of the compensation model chosen. We look forward to discussing which of these compensation structures works best for you. MMA’s scope of services offering is based upon its current understanding of Village of Garden City's needs. We understand that further refinement of your objectives could alter the final scope of services and welcome the opportunity to clarify, refine or modify the proposal content. In the event that additional services, which fall outside the scope of services described in this agreement, are requested or needed to complete the expected work or meet the expected results, MMA will contact Village of Garden City immediately and mutually agree on the cost and completion of these additional services. A written description of these additional services and agreed-upon compensation will be provided as an addendum to the Agreement. Assumptions and Conditions Fees are guaranteed for the following contract duration: 12 months Travel to Village of Garden City’s headquarters annually, if No Charge applicable All travel costs and expenses, outside of travel to Village of Garden City’s headquarters, will be passed through to the Village of Garden Yes City at cost, without markup. Postage, graphic design fees, printing, and fulfillment costs will be passed through at cost. Village of Garden City may select the Yes printer of its choice, or have MMA arrange for printing. Please see Appendix A for MMA’s standard Transparency and Carrier Information Overview, which may be updated from time to time. Marsh & McLennan Agency LLC 7 Appendix A Transparency and Carrier Information Overview Marsh & McLennan Agency (MMA) is committed to collaborating with our clients to develop and execute insurance placement and renewal strategies. As a professional insurance producer, MMA and its subsidiaries facilitate the placement of insurance coverage on behalf of our clients. As an independent insurance agent, MMA may have authority to obligate an insurance company on behalf of our clients and as a result, we may be required to act within the scope of the authority granted to us under our contract with the insurer. MMA engages with clients on behalf of itself and in some cases as agent on behalf of its non-US affiliates with respect to the services we may provide. For a list of our non-US affiliates, please visit: http://global.marsh.com/about/. In those instances, MMA will bill and collect on behalf of the non-US Affiliates amounts payable to them for placements made by them on your behalf and remit to them any such amounts collected on their behalf. COMPENSATION Our compensation for placing or renewing insurance on your behalf may include fees paid directly by you, or retail commissions paid by insurers or others. These retail commissions, may vary among insurers, and vary among plans provided by a single insurer. Our compensation from insurance placements and renewals may also consist of additional supplemental commissions, which are common in the insurance industry and designed to recognize the value of MMA services to insurers we collaborate with including offering a distribution channel for the insurers’ products and services. MMA receives compensation through one or a combination of the following methods: • Retail Commissions – A retail commission is paid to MMA by the insurer (or wholesale broker) as a percentage of the premium charged to the insured for the policy. The amount of commission may vary depending on several factors, including the type of insurance product sold and the insurer selected by the client. • Client Fees – Some clients may negotiate a fee for MMA’s services in lieu of, or in addition to, retail commissions paid by insurance companies. Fee agreements are in writing, typically pursuant to a Client Service Agreement, which sets forth the services to be provided by MMA, the compensation to be paid to MMA, and the terms of MMA’s engagement. The fee may be collected in whole, or in part, through the crediting of retail commissions collected by MMA for the client’s placements. • Contingent Commissions – Many insurers agree to pay contingent commissions to insurance producers who meet set goals for all or some of the policies the insurance producers place with the insurer during the current year. The set goals may include volume, profitability, retention and/or growth thresholds. Because the amount of contingent commission earned may vary depending on factors relating to an entire book of business over the course of a year, the amount of contingent commission attributable to any given policy typically will not be known at the time of placement. Marsh & McLennan Agency LLC 8 • Supplemental Commissions – Certain insurers and wholesalers agree to pay supplemental commissions, which are based on an insurance producer’s performance during the prior year. Supplemental commissions are paid as a percentage of premium that is set at the beginning of the calendar year. This percentage remains fixed for all eligible policies written by the insurer during the ensuing year. Unlike contingent commissions, the amount of supplemental commission is known at the time of insurance placement. Like contingent commissions, they may be based on volume, profitability, retention and/or growth. • Wholesale Broking Commissions – Sometimes MMA acts as a wholesale insurance broker. In these placements, MMA is engaged by a retail agent that has the direct relationship with the insured. As the wholesaler, MMA may have specialized expertise, access to surplus lines markets, or access to specialized insurance facilities that the retail agent does not have. In these transactions, the insurer typically pays a commission that is divided between the retail and wholesale broker pursuant to arrangements made between them. • Other Compensation & Sponsorships – From time to time, MMA may be compensated by insurers for providing administrative services to clients on behalf of those insurers. Such amounts are typically calculated as a percentage of premium or are based on the number of insureds. Additionally MMA may receive compensation from Plan vendors and service providers that is not in connection with any particular client. Non-cash compensation may be received by MMA or MMA colleagues in the form of gifts valued at less than $100, occasional meals or event entertainment. Plan vendors and service providers may also pay for or reimburse MMA for MMA-sponsored conferences and events as well as for educational meetings, client workshops or training events that may be attended by MMA colleagues. It is important to note that supplemental and contingent commission compensation does not affect the cost of your insurance program. MMA’s summary of quotes received includes details regarding commissions payable from insurers who issue quotes that are competitive based on your selection criteria, as we understand them. Commissions payable to MMA may vary among quoting insurers, or may change following this disclosure. Final base commissions will be reflected in or referenced by our final engagement documentation. On ERISA governed health plans, MMA may receive supplementary and/or contingency commissions of up to 5% from carriers. There may be instances MMA has engaged in a General Agent (GA) or Co-Broker relationship to facilitate the placement and management of your insurance program. However, MMA is defined as a covered service provider that is subject to the 408(b)(2) disclosure requirements and we are required to make our own independent 408(b)(2) disclosure. Any such disclosures required by the GA or Co-Broker are not included in this MMA disclosure. Both MMA and the GA or Co-Broker may receive compensation via the various methods described in our full compensation disclosure which is provided in the attached Broker Transparency documents. MMA is not privy to alternative insurance carrier options presented to you by the GA or Co-Broker for renewal considerations therefore the attached disclosures represent your inforce plans. Alternative insurance carrier options will generally have similar compensation arrangements. If at any time you would the information on compensation arrangements for competing insurance carriers, MMA will provide those upon request. CONSENT Your payment of premium for, or other instruction to proceed with the policies and/or transactions specified, constitutes your consent to MMA’s resulting compensation disclosed (and future increases thereto), and servicing that will include any intermediary or sub-broker disclosed. State insurance law, including anti-rebating, may restrict or prohibit the ability of MMA to modify compensation services for the coverage you select. Marsh & McLennan Agency LLC 9 ADDITIONAL INFORMATION We will be pleased to provide you additional information about our compensation. For more detailed information about the forms of compensation we receive please refer to our Marsh & McLennan Agency Compensation Guide at https://www.marshmma.com/resource/compensation-guide-for-client.pdf. INSURANCE PLACEMENT AND RENEWAL STRATEGY We will undertake an insurance marketing as confirmed with or by you. In the absence of this confirmation, we understand that you desire only an applicable renewal quote from the incumbent insurer for those lines of coverage where we serve as your authorized broker of record (BOR). QUOTE SOLICITATION AND DISCLOSURE MMA represents your interests in providing its consultative and procurement services, and is an appointed agent with the insurers that will be asked to bid on your program. Once we have received responses from the selected insurers, we may, according to our knowledge and experience, contact one or more to negotiate adjustments on your behalf. When responses are finalized, we will analyze them, inform you of all offers received, and use our best judgment in recommending to you the insurers most likely to meet your program needs. Such recommendation will involve our consideration of a number of factors, including the company’s coverage terms, service capabilities and price. Following our presentation of findings, and consistent with the process described above, we may seek further adjustments and offer additional recommendations. NOT RESPONSIBLE FOR OTHER PARTY’S DISCLOSURES This disclosure document includes the disclosures MMA is required to make in accordance with ERISA Section 408(b)(2) and applicable State laws. Any other plan service provider that is subject to the 408(b)(2) disclosure requirements is required to make its own independent 408(b)(2) disclosure and any such disclosures are not included in this MMA disclosure. For example, in some cases MMA may engage a General Agent (GA) to facilitate the placement of your insurance program. In those cases the GA may receive a separate payment for their services from the insurance carrier(s) and it has no impact on your underlying rates. CARRIER/VENDOR RELATIONSHIPS Except in rare circumstances that are fully disclosed to you, MMA is not bound to utilize any particular insurer or service provider, and does not have the authority to make binding commitments on behalf of any insurer or service provider. MMA’s parent, Marsh & McLennan Companies and its subsidiaries own equity interests in, and have contractual arrangements with certain insurers and wholesale brokers. CARRIER/VENDOR PERFORMANCE The terms and conditions of any coverage or service are exclusively defined by the governing policy or contract, and not by the summary information in this overview, the materials appended or other document. MMA does not guarantee or make any representation or warranty that coverage or service can be placed on terms acceptable to you. Further, MMA is not responsible for the current or future financial condition, solvency or ability of any insurer or other service provider to pay claims or provide service. Insurers or service providers with which your risk or business is placed at your direction will be deemed acceptable to you. Marsh & McLennan Agency LLC 10  LIMIT OF LIABILITY Except as otherwise agreed in writing, MMA’s aggregate liability arising out of or relating to any services on your account shall not exceed the preceding twelve (12) months Services Fees and in no event shall we be liable for any indirect, special, incidental, consequential or punitive damages or for any lost profits or other economic loss arising out of or relating to such services. In addition, you agree to waive your right to a jury trial in any action or legal proceeding arising out of or relating to such services. The foregoing limitation of liability and jury waiver shall apply to the fullest extent permitted by law. ENTIRE UNDERSTANDING This disclosure constitutes the entire understanding among the parties and supersedes, in their entirety, any and all understandings, agreements contracts, arrangements, communications, discussions, representations, warranties, whether oral or written, among the parties respecting the engagement. CONFIDENTIALITY Any client specific information provided should be treated as confidential in nature and should not be shared with other third parties including but not limited to insurance companies, brokers or consultants. CLOSING MMA is pleased to provide this information to you in compliance with the Consolidated Appropriations Act of 2021 (CAA) which requires disclosure of broker compensation associated with all ERISA governed health plans. MMA may receive additional broker compensation on plans or services that fall out of scope of the CAA. These plans include but are not limited to group life and disability plans, voluntary benefit plans such as individual life and disability insurance, critical illness, accident and others. For additional information on compensation associated with non-CAA related insurance plans, please contact your MMA account team. Marsh & McLennan Agency LLC (MMA), is part of the family of Marsh McLennan Companies, including Marsh, Guy Carpenter, Mercer, and the Oliver Wyman Group. This document and any recommendations, analysis, or advice provided by MMA (collectively, the “MMA Analysis”) are intended solely for the entity identified as the recipient herein (“you”). This document contains proprietary, confidential information of MMA and may not be shared with any third party, including other insurance producers, without MMA’s prior written consent. Any statements concerning actuarial, tax, accounting, or legal matters are based solely on our experience as insurance brokers and risk consultants and are not to be relied upon as actuarial, accounting, tax, or legal advice, for which you should consult your own professional advisors. Any modeling, analytics, or projections are subject to inherent uncertainty, and the MMA Analysis could be materially affected if any underlying assumptions, conditions, information, or factors are inaccurate or incomplete or should change. The information contained herein is based on sources we believe reliable, but we make no representation or warranty as to its accuracy. MMA shall have no obligation to update it and shall have no liability to you or any other party with regard to the MMA Analysis or to any services provided by a third party to you or MMA. MMA makes no representation or warranty concerning the application of policy wordings or the financial condition or solvency of insurers or reinsurers and makes no assurances regarding the availability, cost, or terms of insurance coverage. All decisions regarding the amount, type or terms of coverage shall be your ultimate responsibility. While MMA may provide advice and recommendations, you must decide on the specific coverage that is appropriate for your particular circumstances and financial position. By accepting this report, you acknowledge and agree to the terms, conditions, and disclaimers set forth above. This document is not intended to be taken as advice regarding any individual situation and should not be relied upon as such. Marsh & McLennan Agency LLC shall have no obligation to update this publication and shall have no liability to you or any other party arising out of this publication or any matter contained herein. Any statements concerning actuarial, tax, accounting or legal matters are based solely on our experience as consultants and are not to be relied upon as actuarial, accounting, tax or legal advice, for which you should consult your own professional advisors. Any modeling analytics or projections are subject to inherent uncertainty and the analysis could be materially affected if any underlying assumptions, conditions, information or factors are inaccurate or incomplete or should change. d/b/a in California as Marsh & McLennan Insurance Agency LLC; CA Insurance Lic: 0H18131. Copyright © 2021 Marsh & McLennan Agency LLC. All rights reserved. MarshMMA.com Marsh & McLennan Agency LLC 11 MarshMMA.com Kelly Galanek From: Hansen, Nicole <Nicole.Hansen@nyulangone.org> Sent: Wednesday, October 18, 2023 11:46 AM To: Kelly Galanek Subject: RE: Trunk or Treat CAUTION: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe. Dear Ms. Galanek, NYU EMS would like to host a Trunk or Treat event on 10/29/2023 from 10:00 am to 2:00 pm in the parking lot behind 1200 Franklin Avenue. We plan on decorating an ambulance and handing out candy to the children of the Village. Please let me know if this is possible and if you need any additional information. Thank you! Nicole Hansen 1