1 25 4 https://sleepyhollow.localarchives.org/files/original/48e0f2c663eb48550990e63461938d89.pdf 003c8e0091bb1f75f3bf47063f9d5175 PDF Text Text The Village of Sleepy Hollow annual organizational meeting took place on Monday, April 3, 2023 at 7:00 p.m. in Village Hall, 28 Beekman Avenue, Sleepy Hollow, New York. Present: Mayor Martin Rutyna Deputy Mayor Scaglione Tom Andruss, Trustee Sandra Spiro, Trustee Lauren Connell, Trustee Absent: Jared Rodrigues, Trustee Rene Leon, Trustee Also Present: Anthony P. Giaccio, Village Administrator Paula A. McCarthy Tompkins, Village Clerk Sara DiGiacomo, Village Treasurer Alfred Farella, Associate Village Justice At 7:00 p.m., Mayor Rutyna called the meeting to order with a Pledge of Allegiance. Mayor Rutyna performed the inauguration of re-elected Trustees Scaglione and Andruss. Mayor Rutyna also performed the inauguration for Associate Justice Farella, at Village Hall. Agenda and Appointments: See attached Mayor’s Appointments – See attached Resolutions – See attached At 7:35 p.m. on motion by Deputy Mayor Scaglione, seconded by Trustee Andruss, the meeting was adjourned. Respectfully Submitted, Paula A. McCarthy Tompkins Village Clerk ��BOARD OF TRUSTEES RULES OF PROCEDURE SECTION 1 - Regular Meetings The Board of Trustees shall hold regular meetings on the 2nd and 4th Tuesday of each month. Such regular meetings shall commence at 7:00 p.m. and be conducted in the board room at Village Hall. Any deviation of the foregoing paragraph shall be determined by the Board of Trustees. Meeting dates may be shifted to accommodate religious holidays or national election days. SECTION 2 - Special Meetings Special meetings of the Board of Trustees are all those Board meetings other than regular meetings. A special meeting may be called by the Mayor or a majority of the Board of Trustees upon notice to the entire Board. Notice shall be given by telephone, by email, in person, or in writing. SECTION 3 - Quorum A quorum shall be required to conduct business. A quorum of the seven (7) member Board of Trustees shall be four (4). In the absence of a quorum, a lesser number may adjourn and compel the attendance of absent members. SECTION 4 - Executive Sessions Executive Sessions shall be held in accordance with the New York State Public Officers Law Section 105. All executive sessions shall be commenced in a public meeting. SECTION 5 - Agendas The agenda shall be prepared by the Village Administrator and Village Clerk in consultation with the Mayor. The Mayor or any Trustee may have an item placed on the agenda via communication through the Mayor and Village Administrator. When possible, items for the agenda shall be given to the Village Administrator the Friday morning before the meeting; however, items may be placed on the agenda at anytime, including during the meeting, by consent of a majority of the Board. The agenda shall be prepared by Friday preceding the meeting. If necessary, a supplemental agenda shall be distributed at the beginning of the meeting. �SECTION 6 - Voting Pursuant to Village Law each member of the Board shall have one vote. The Mayor may vote on any matter but must vote in case of a tie. A majority of the totally authorized voting power is necessary to pass a matter unless otherwise specified by State Law. An abstention, silence or absence shall be recorded as such, but shall be considered a negative vote for the purpose of determining the final vote on a matter. A vote upon any question shall be taken by ayes and nays, and the names of the members present and their votes shall be entered in the minutes. SECTION 7 - Minutes Minutes shall be taken by the Village Clerk. Minutes shall consist of a record or summary of all motions, proposals, resolutions, and any other matter formally voted upon and the vote thereon. Minutes shall be taken at executive session of any action that is taken by formal vote which shall consist of a record or summary of the final determination of such action and the date and vote thereon, provided, however, that such summary need not include any matter which is not required to be made public by the New York State Freedom of Information Law. Minutes shall also include the following: • Name of the Board; • Date, place and time of meeting; • Notation of presence or absence of Board members and time of arrival or departure if different from time of call to order and adjournment; • Name and title of other village officials and employees present in an official capacity and approximate number of attendees; • Record of communications presented to the Board; • Record of reports made by Board or other village personnel; • Time of adjournment; • Signature of Village Clerk or person who took the minutes if not the Clerk. Minutes need not contain a summary of the discussion leading to action taken or include verbatim comments unless a majority of the Board shall resolve to have the Clerk do so. Minutes shall be approved at the next Board meeting. Amendments to the minutes shall require Board approval. �SECTION 8 - Order of Business The order of business shall be: • Call to order • Pledge of Allegiance • Moment of Silence • Roll Call • Announcements • Appointments • Approval of Minutes of previous meeting • Approval of Warrants • Public Comments • Resolutions • Village Manager’s Report • Board Discussion and Comments • Announcements • Public Comments • Adjournment The order of business need not be followed if the Mayor determines that it is necessary to deviate. SECTION 9 - General Rules of Procedure The Mayor shall preside at meetings. In the Mayor’s absence the Deputy Mayor shall preside. The presiding officer may debate, move and take other action that may be taken by other members of the Board. Board members are not required to rise but must be recognized by the presiding officer before making motions and speaking. A member, once recognized, shall not be interrupted when speaking unless it be to call the member to order. If a member, while speaking, be called to order, they shall cease speaking until the question of order be determined, and, if in order, they shall be permitted to proceed. There is no limit to the number of times a member may speak on a question. Motion to close or limit debate may be entertained but shall require a two-thirds vote. �SECTION 10 - Use of Recording Equipment All members of the public and all public officials are allowed to tape or video record public meetings. Recording is not allowed during executive sessions. The recording should be done in a manner which does not interfere with the meeting. The presiding officer may make the determination that the recording is being done in an intrusive manner, taking into consideration, but not limited to, brightness of lights, distance from the deliberations of the Village Board, size of the equipment, and the ability of the public still to participate in the meeting. If the presiding officer makes the determination that the recording is intrusive and has the effect of interfering with the meeting, the presiding officer may request an accommodation to avoid the interference, and if not complied with ask the individual to leave the meeting room. SECTION 11 - Adjournment Meetings shall be adjourned by motion. SECTION 12 - Amendments to the Rules of Procedure The foregoing procedures may be amended from time to time by a majority vote of the Board. � Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource Organizational Minutes-2023 Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource MINS_ORGAN_2023-04-03 Org Meeting Subject The topic of the resource Organizational Minutes -2023 Date A point or period of time associated with an event in the lifecycle of the resource 2023 Rights Information about rights held in and over the resource Village of Sleepy Hollow All Rights Reserved. Type The nature or genre of the resource Text https://sleepyhollow.localarchives.org/files/original/3dc1813c68aec463be9b9e9bb3367cc2.pdf b73bef987e6481f77f583ee1a0f09bad PDF Text Text Village of Sleepy Hollow Organizational Meeting Agenda and Appointments Monday, April 3, 2023 7:00pm 1. Call to Order Mayor Martin Rutyna 2. Pledge of Allegiance Mayor Martin Rutyna 3. Swearing In of Elected Officials (Ceremonial Oath) Mayor Rutyna Trustee Scaglione Trustee Andruss 4. Village Clerk Mayor Rutyna Mayor Rutyna Official Newspapers/Publications: Hudson Independent, River Journal, Lohud Moved: Trustee Andruss Seconded: Deputy Mayor Scaglione Vote: Unanimous 5. Official Depository of Funds: Webster Bank, ConnectOne Bank, M&T Bank, Tompkins Mahopac Bank, Flagstar Bank and NYCLASS. Moved: Deputy Mayor Scaglione Seconded: Trustee Andruss 6. Appointment of Village Officials (See attached) 7. Mayor’s Appointments (See attached) 8. Operational & Procedural Resolutions (See attached) 9. Adopt the purchase order and procurement policy. (Attached) 10. Motion to adjourn Vote: Unanimous � Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource Organizational Minutes-2023 Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource MINS_ORGAN_2023-04-03 Organizational Meeting-Agenda Part I Subject The topic of the resource Organizational Minutes -2023 Date A point or period of time associated with an event in the lifecycle of the resource 2023 Rights Information about rights held in and over the resource Village of Sleepy Hollow All Rights Reserved. Type The nature or genre of the resource Text https://sleepyhollow.localarchives.org/files/original/027d3a39d448d45cc6f96c4e89a48e8e.pdf 2063064c08ef4e5284df2d66992f2c40 PDF Text Text Part II – 2023-2024 1. Appointments: A. Associate Village Justice Alfred Farella, Esq. B. Village Historian Henry Steiner C. Police Surgeon Dr. Robert Raniolo E. Registrar of Vital Statistics Moved: Trustee Andruss Paula A. McCarthy Tompkins Second: Trustee Scaglione Vote: Unanimous F. Mayor’s Appointment of Deputy Mayor Denise Scaglione G. Mayor’s Appointment of Village Attorney McCarthy-Fingar, LLP �Part III Year 2023-2024 Operational and Procedural Resolutions 1. Be it Resolved the Board of Trustees shall hold regular board meetings on April 11th and April 25th at 7:00PM; commencing May of 2023, regular Board meetings shall be held on the second and fourth Tuesdays of each month; and work sessions shall be held, as necessary, on the first and third Tuesdays of each month. All Work Sessions during the month of April 2023, shall include budget discussions. Moved: Trustee Spiro Seconded: Deputy Mayor Scaglione Vote: Unanimous 2. Be it Resolved upon the call of the Mayor, and resolution by the Board of Trustees an official Village meeting in order to conduct Village business, including an executive session, may be held during a work session. Moved: Trustee Spiro Seconded: Trustee Connell Vote: Unanimous 3. Be it Resolved that any call by the Mayor for an Executive Session must be approved by the consent of a majority of the Board of Trustees present. Unless advised by counsel to the contrary, all decisions reached by the Board of Trustees during an Executive Session are to be confirmed by a vote in a public session immediately thereafter. Moved: Trustee Spiro Seconded: Deputy Mayor Scaglione Vote: Unanimous 4. Be it Resolved that an emergency meeting of the Board of Trustees may be called by the Mayor upon notice to each member at least twenty-four (24) hours in advance of the start of said meeting. Such notice may be made in person, electronically or telephonically, at such e-mail addresses and telephone numbers on file with the Village Clerk. Further notice of said emergency meeting shall be given by the Village in accordance with NYS Public Officers Laws, Section 104. Moved: Trustee Spiro Seconded: Trustee Andruss Vote: Unanimous 5. Be it Resolved any member of any appointed Board, Committee, or Commission having a term of office, seat or position in excess of one (1) year who is absent from three (3) or more regularly scheduled sessions of such Board, Committee or Commission shall be subject to removal by the Board of Trustees upon due notice and an opportunity for said board member to be heard. Removal shall be declared by the Mayor and must be confirmed by a majority of the Board of Trustees at its next regularly scheduled session. Moved: Trustee Spiro Seconded: Trustee Andruss Vote: Unanimous �6. Be it Resolved in the event of the unavailability of the Village Justice and/or the Associate Village Justice to perform his/her duties, judicial coverage shall be requested first from the Town of Mt. Pleasant and second from the Village of Pleasantville, according to NYS CPL-120.30. Moved: Deputy Mayor Scaglione Seconded: Trustee Andrus Vote: Unanimous 7. Be it Resolved the Mayor and Board of Trustees shall constitute a Committee of the Whole to adopt the Village Budget for 2023-2024 as prescribed by law. Moved: Deputy Mayor Scaglione Seconded: Trustee Andruss Vote: Unanimous 8. Be it Resolved it shall be the responsibility of each Department Head to review and approve all bills and invoices for his/her department prior to submission for approval to the Village Treasurer, the Village Administrator and Village Trustee(s). The Village Treasurer shall review all bills and invoices, and if found correct, shall cause the bills and invoices to be presented on a warrant to the Board of Trustees for its approval at its next regular meeting, if possible. Upon approval of the warrant by the Board of Trustees the Village Treasurer shall cause the warrant to be processed and prepare checks for presentment to the Mayor for his signature (by facsimile or electronic signature in those cases as authorized by the Mayor). Moved: Deputy Mayor Scaglione Seconded: Trustee Andruss Vote: Unanimous 9. Be it Resolved notwithstanding any resolutions to the contrary, the Village Treasurer and Mayor shall be authorized to pay various public utilities, postal, freight and express charge bills as received, and as necessary. All such claims shall be presented at the next regular meeting for audit and the claimant and the officer approving the claims are jointly and severally liable for any amount the Board of Trustees may disallow. Moved: Deputy Mayor Scaglione Seconded: Trustee Andruss Vote: Unanimous 10. Be it Resolved that Members of the Board of Trustees may participate in work sessions, board meeting, including executive sessions, by video conference in accordance with NYS Public Officers Law Section 103, in cases of ill health, acknowledged hardship or significant distance of travel. No more than two board members may participate a video conference, at any one meeting. The Board member or members participating by video conference may cast a vote if all discussion and comments of the member or members participating in video conference and be heard by the public attending or listening to said meeting. No proxy may be granted or utilized in any vote and/or action of the Board of Trustees or individually by the Mayor or any Village Trustee. Moved: Deputy Mayor Scaglione Seconded: Trustee Connell Vote: Unanimous �11. Be it Resolved any employee using his/her own private vehicle in the course of official, approved and documented Village business shall be reimbursed for actual mileage used per the prevailing IRS mileage reimbursement rate upon the presentment of satisfactory documentation of such usage to the Treasurer. Moved: Trustee Andruss Seconded: Deputy Mayor Scaglione Vote: Unanimous 12. Be it Resolved the Mayor and the Board of Trustees, in their ongoing effort to encourage opportunities for the public to comment on any and all matters related to the Village, designate two public comment sections during each regularly scheduled official meeting. The second public comment section shall be scheduled at the end of the meeting. Comments in both sections shall be limited at the discretion of the Mayor, per each speaker. All speakers shall be respectful and refrain from personal or collective attacks and defamation. Moved: Trustee Andruss Seconded: Trustee Spiro Vote: Unanimous 13. Be it Resolved the Board of Trustees adopts the Rules of Procedure as described in ATTACHMENT A: Board of Trustees Rules of Procedure. Moved: Trustee Andruss Seconded: Deputy Mayor Scaglione Vote: Unanimous 14. Be it Resolved if the Board of Trustees requires any municipal officer, employee or elected official attending a meeting or conference for Village business and desirous of receiving reimbursement for any expenses related to such meeting or conference to receive prior authorization from the Board of Trustees for any reimbursement for expenses related to such meeting or conference. Moved: Trustee Andruss Seconded: Trustee Connell Vote: Unanimous 15. Be it Resolved the Board of Trustees hereby elects to continue the monetary threshold for capitalization of fixed assets at the sum of $5,000.00; and Be it Further Resolved all assets purchased for $5,000.00 or more must be recorded in the Village fixed asset ledger and a property ledger card must be maintained; and Be it Further Resolved the Treasurer is directed to use the straight line method to calculate depreciation of capital assets. Moved: Trustee Andruss Seconded: Trustee Connell Vote: Unanimous 16. Be It Resolved the Village Treasurer is authorized to make budget transfers during the fiscal year within a particular department, by object. For any departmental transfers, or transfers from department to department, as well as any increases to departmental budgets, Board approval is required. Moved: Trustee Andruss Seconded: Deputy Mayor Scaglione Vote: Unanimous �BOARD OF TRUSTEES RULES OF PROCEDURE SECTION 1 - Regular Meetings The Board of Trustees shall hold regular meetings on the 2nd and 4th Tuesday of each month. Such regular meetings shall commence at 7:00 p.m. and be conducted in the board room at Village Hall. Any deviation of the foregoing paragraph shall be determined by the Board of Trustees. Meeting dates may be shifted to accommodate religious holidays or national election days. SECTION 2 - Special Meetings Special meetings of the Board of Trustees are all those Board meetings other than regular meetings. A special meeting may be called by the Mayor or a majority of the Board of Trustees upon notice to the entire Board. Notice shall be given by telephone, by email, in person, or in writing. SECTION 3 - Quorum A quorum shall be required to conduct business. A quorum of the seven (7) member Board of Trustees shall be four (4). In the absence of a quorum, a lesser number may adjourn and compel the attendance of absent members. SECTION 4 - Executive Sessions Executive Sessions shall be held in accordance with the New York State Public Officers Law Section 105. All executive sessions shall be commenced in a public meeting. SECTION 5 - Agendas The agenda shall be prepared by the Village Administrator and Village Clerk in consultation with the Mayor. The Mayor or any Trustee may have an item placed on the agenda via communication through the Mayor and Village Administrator. When possible, items for the agenda shall be given to the Village Administrator the Friday morning before the meeting; however, items may be placed on the agenda at anytime, including during the meeting, by consent of a majority of the Board. The agenda shall be prepared by Friday preceding the meeting. If necessary, a supplemental agenda shall be distributed at the beginning of the meeting. �SECTION 6 - Voting Pursuant to Village Law each member of the Board shall have one vote. The Mayor may vote on any matter but must vote in case of a tie. A majority of the totally authorized voting power is necessary to pass a matter unless otherwise specified by State Law. An abstention, silence or absence shall be recorded as such, but shall be considered a negative vote for the purpose of determining the final vote on a matter. A vote upon any question shall be taken by ayes and nays, and the names of the members present and their votes shall be entered in the minutes. SECTION 7 - Minutes Minutes shall be taken by the Village Clerk. Minutes shall consist of a record or summary of all motions, proposals, resolutions, and any other matter formally voted upon and the vote thereon. Minutes shall be taken at executive session of any action that is taken by formal vote which shall consist of a record or summary of the final determination of such action and the date and vote thereon, provided, however, that such summary need not include any matter which is not required to be made public by the New York State Freedom of Information Law. Minutes shall also include the following:  Name of the Board;  Date, place and time of meeting;  Notation of presence or absence of Board members and time of arrival or departure if different from time of call to order and adjournment;  Name and title of other village officials and employees present in an official capacity and approximate number of attendees;  Record of communications presented to the Board;  Record of reports made by Board or other village personnel;  Time of adjournment;  Signature of Village Clerk or person who took the minutes if not the Clerk. Minutes need not contain a summary of the discussion leading to action taken or include verbatim comments unless a majority of the Board shall resolve to have the Clerk do so. Minutes shall be approved at the next Board meeting. Amendments to the minutes shall require Board approval. �SECTION 8 - Order of Business The order of business shall be:  Call to order  Pledge of Allegiance  Moment of Silence  Roll Call  Announcements  Appointments  Approval of Minutes of previous meeting  Approval of Warrants  Public Comments  Village Administrator’s Report  Department Head’s Report  Resolutions  Board Discussion and Comments  Announcements / Communications  Public Comments  Adjournment The order of business need not be followed if the Mayor determines that it is necessary to deviate. SECTION 9 - General Rules of Procedure The Mayor shall preside at meetings. In the Mayor’s absence the Deputy Mayor shall preside. The presiding officer may debate, move and take other action that may be taken by other members of the Board. Board members are not required to rise but must be recognized by the presiding officer before making motions and speaking. A member, once recognized, shall not be interrupted when speaking unless it be to call the member to order. If a member, while speaking, be called to order, they shall cease speaking until the question of order be determined, and, if in order, they shall be permitted to proceed. There is no limit to the number of times a member may speak on a question. Motion to close or limit debate may be entertained but shall require a two-thirds vote. �SECTION 10 - Use of Recording Equipment All members of the public and all public officials are allowed to tape or video record public meetings. Recording is not allowed during executive sessions. The recording should be done in a manner which does not interfere with the meeting. The presiding officer may make the determination that the recording is being done in an intrusive manner, taking into consideration, but not limited to, brightness of lights, distance from the deliberations of the Village Board, size of the equipment, and the ability of the public still to participate in the meeting. If the presiding officer makes the determination that the recording is intrusive and has the effect of interfering with the meeting, the presiding officer may request an accommodation to avoid the interference, and if not complied with ask the individual to leave the meeting room. SECTION 11 - Adjournment Meetings shall be adjourned by motion. SECTION 12 - Amendments to the Rules of Procedure The foregoing procedures may be amended from time to time by a majority vote of the Board. � Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource Organizational Minutes-2023 Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource MINS_ORGAN_2023-04-03 Organizational Meeting II & III & Resolutions FINAL Subject The topic of the resource Organizational Minutes -2023 Date A point or period of time associated with an event in the lifecycle of the resource 2023 Rights Information about rights held in and over the resource Village of Sleepy Hollow All Rights Reserved. Type The nature or genre of the resource Text https://sleepyhollow.localarchives.org/files/original/ad985fcf5a45ae04c1087e1abf718cd5.pdf 27908f90a3d8987416f54baef3ba75fd PDF Text Text April 3, 2023 VILLAGE OF SLEEPY HOLLOW PURCHASE ORDER & PROCUREMENT POLICY VILLAGE OF SLEEPY HOLLOW PURCHASING POLICY Maintenance of an accurate expenditure system provides the Village with proper budgetary control. According to New York State Audit & Control municipalities must maintain an encumbrance system of accounting, thereby allowing administrators to know exactly how much of any given budget appropriation remains unexpended. Expenditures for goods and services are initiated by the creation of a purchase order (PO). This includes most village expenditures: purchasing of merchandise, bid items, contractual payments, and insurance. When a bid is accepted and goes to contract, a purchase order should be written. The same applies to insurance premiums. A Purchase Order must be obtained prior to incurring an expense. Below is the Village’s PO procedure which must be followed: 1. The Department Head will fill out a purchase order request form before a purchase is completed for all aggregate purchases over $1,500.00. The purchase order request form will include the following information:  Budget appropriation code  Vendor number, vendor name and address  Description of merchandise - quantity, unit price, extended totals, final total and any other pertinent information  Department Head’s signature  Village Treasurer signature  State or County contract # if applicable & pertinent information  Board Resolution if the purchase is a bidded item The Department will use the purchase order request form to fill out the above information and submit to the Finance Department. If this is a new vendor, the Department will be required to submit the following information to the Finance Department before a purchase order can be provided:  Vendor name, address  W-9 for vendors 2. The Department approved purchase order request form is submitted to the Finance Department for verification that there are funds remaining in the budget code and that the proper purchasing policies have been followed (see below such as quotes were obtained if the aggregate purchase was over $1,500.00). After all the required signatures are provided, a PO with a purchase order # will be submitted to the Department. 2023-2024 Procurement Policy.doc 1 4/4/2023 �3. The Department will then submit the purchase order number or a copy of the PO to the vendor with all the supporting documentation. The PO number must be written on the invoice when submitted for payment. 4. If the expenditure is over-budget, the purchase order request form is returned to the Department of origin. Departments must code the expenditures to the correct line and if over-budget, then a budget line transfer is completed. A budget transfer form will be submitted indicating which appropriation line to transfer the budget amount from and to. 5. When a PO must be changed or adjusted, the Village Treasurer must increase or decrease the appropriate encumbrance. If the decision to cancel a PO is made, the Village Treasurer is notified on a timely basis so the budget can be adjusted accordingly. 6. When materials are received by the Department, the contents are verified against the packing slip; the receiving copies are marked “received,” dated, initialed and then forwarded to the Finance Department along with the invoice, the purchase order request form and supporting documentation. 7. When all verification is in place, the invoice and documentation will be audited and entered on a warrant. The total warrant will be presented to the Board of Trustees for approval and checks for the Mayor’s signature. If a Board member takes exception to a particular claim, it will be noted at the Board Meeting. 8. The paid invoice will be filed numerically by check number in the Finance Department for the current fiscal year and then stored per records management standards. 9. Blanket POs may be used for repeat vendors. A PO is requested for a dollar amount that is expected to be used for any time during the fiscal year and the department can re-use the same PO until it is fully expended. The purchase order form must be attached to each voucher until the PO is used up. The final purchase order form will be submitted with the last invoice that fully receives the PO and will mark the PO as closed. NOTE: When reimbursable expenses are incurred by village personnel, it is important to remember that the village is tax exempt. There must be receipts for all reimbursed expenses other than mileage. 2023-2024 Procurement Policy.doc 2 4/4/2023 �The following types of purchases are exempt from the purchase order requirements: 1. Employee personal services paid on a payroll. 2. Employee benefits required by law or authorized by a collective bargaining agreement or employment contract, as well as medical examination fees. 3. Employee expenses, such as conference expenses, mileage and other reimbursable expenses occurred in the performance of day-to-day duties. 4. Reasonable costs for prisoner meals. 5. Utility bills (Con Edison, NY Power Authority, monthly telephone charges). 6. Fuel and heating oil purchased under New York State Contract. 7. Postage and freight charges. 8. Reimbursement of petty cash funds. Payments to employees from petty cash shall be limited to $25.00. Any employee reimbursements in excess of $25.00 shall be paid on a claim voucher. 9. Debt service principal and interest payments. 10. Service contracts for legal and professional services. 11. Recurring monthly equipment lease and rental charges and annual service maintenance agreements. However, the initial acquisition of the equipment is subject to issuance of a purchase order. 12. Emergency or urgent purchases for which it is not possible to issue a purchase order beforehand. Under such circumstances, appropriate documentation and explanation will be attached. 13. Refuse and Organic Waste Disposal. Although purchase orders may not be required in these instances, it is still the responsibility of the Department Head to ensure that only those purchases of goods and services necessary to carry out the mission and functions of the Village are made, and that the best possible price is obtained. 2023-2024 Procurement Policy.doc 3 4/4/2023 �VILLAGE OF SLEEPY HOLLOW PROCUREMENT POLICY Every prospective purchase of goods or services shall be evaluated to determine the applicability of GML, Section 103. Every village officer, board member, department head or other personnel with the requisite purchasing authority (hereinafter Purchaser) shall estimate the cumulative amount of the items of supply or equipment needed in a given fiscal year. This estimate shall include the canvass of other village departments and past history to determine the likely yearly value of the commodity to be acquired. The information gathered and conclusions reached shall be documented and kept with the file or other documentation supporting the purchase activity, which will be maintained by the Purchaser.  All aggregate purchases of supplies or equipment which will exceed $10,000 in the fiscal year, or any public works contracts over $20,000, shall be formally bid (competitive bidding) pursuant to GML, Section 103.  All estimated aggregate purchases of:   Less than $10,000 but greater than $3,000 requires an oral request by Purchaser for written quotes from at least 3 vendors.  Less than $3,000 but greater than $1,500 requires an oral request by Purchaser for written quotes from at least 2 vendors.  Less than $1,500 is left to the discretion of the Department Head. All estimated public works contracts of:  Less than $20,000 but greater than $5,000 requires an oral request by Purchaser for written quotes from at least 3 contractors.  Less than $5,000 but greater than $1,500 requires an oral request by Purchaser for written quotes from at least 2 contractors.  Less than $1,500 is left to the discretion of the Department Head. REQUEST FOR PROPOSALS: A request for proposals and evaluation of proposals can consider price plus other factors like experience, availability, staffing and suitability for needs. The process involves making a request for proposals from various firms or professionals, and then evaluating the proposals received. Depending on the complexity of the situation, you may prepare the RFP in-house or you may need to obtain a consultant to help you prepare it. A well-planned solicitation effort is needed to identify a sufficient number of qualified firms. To locate qualified firms, you may advertise in trade journals, check listings of professionals, internet advertising, talk to other local governments, etc. Any written RFP shall describe the desired goods, quantity and the particulars of delivery. The Purchaser shall compile a list of all vendors from whom written quotes have been requested and the written quotes offered. 2023-2024 Procurement Policy.doc 4 4/4/2023 �References to catalogs or price lists in appropriate cases may be substituted for obtaining verbal quotes. Also if quoted prices are below State or County Contracts price, no further quotes are required. All information gathered in complying with the procedures of this Guideline shall be preserved and filed with the documentation supporting the subsequent purchase or public works contract. Each purchaser will be responsible for obtaining and producing this documentation:  The lowest responsible proposal or quote shall be awarded the purchase or public works contract unless the Purchaser prepares a written justification providing reasons why it is in the best interest of the village and its taxpayers to make an award to other than the low bidder. If a bidder is not deemed responsible, facts supporting that judgment shall also be documented and filed with the record supporting the procurement.  A good faith effort shall be made to obtain the required number of proposals or quotations. If the Purchaser is unable to obtain the required number of proposals or quotations, the Purchaser shall document the attempt made at obtaining the proposals. In no event shall the inability to obtain the proposals or quotes be a bar to the procurement.  Except when directed by the Village Board, no solicitation of written proposals or quotations shall be required under the following circumstances: o Purchases under State or County contracts o Acquisition of professional services** o Emergencies as determined by Village Board resolution o Sole source situations (for example patented or monopoly items) o Goods purchased from agencies for the blind or severely handicapped o Goods purchased from correctional facilities. **Generally professional services involve specialized expertise, of professional judgment and/or high degree of creativity. 2023-2024 Procurement Policy.doc 5 4/4/2023 �Exceptions to the Procurement Requirements For those items not subject to competitive bidding such as professional services, emergencies, purchases under State or County contracts or procurements from sole sources, documentation could include a memo to the files which details why the procurement is not subject to competitive bidding and include:  a description of the professional services  a description of the facts giving rise to the emergency and that they meet the statutory criteria  copies of state or county contracts  a description of sole source items and how such determinations were made  opinion of municipal attorney. PROFESSIONAL SERVICES: The procurement of professional services are not subject to the competitive bidding requirements as it is not considered a “purchase contract” or “contract for public work.” Professional services involve a specialized skill, training and expertise, use of professional judgment or discretion, and/or a high degree of creativity. An effective way to award contracts for professional services is to award them only after at least two professionals are contacted and asked to submit written proposals; such as architects, engineers, accountants, lawyers, underwriters, fiscal consultants and computer consultants. As with any Village purchase, cost should also be considered in selecting the best provider. EMERGENCIES: An exception to the competitive requirement exists for emergency situations. There are three basic statutory criteria to be met in order to fall within this exception: 1) the situation arises out of an accident or unforeseen occurrence or condition; 2) public buildings, public property or the life, health, safety or property of the political subdivision's residents are affected; and 3) the situation requires immediate action which cannot await competitive bidding. Even when an emergency exists, the public interest dictates that purchases are made at the lowest possible costs, seeking competition by informal solicitation of quotes or otherwise, to the extent practicable under the circumstances. STATE AND/OR COUNTY CONTRACT: Competitive bidding is not required for purchases made through New York State’s Office of General Services contract program. This program affords the opportunity for the Village to purchase numerous items at the same prices and under the same terms and conditions as the State. This exemption is further extended to purchases made under County Contracts. In both cases, it is critical to ensure that the vendor is currently listed with the State or County. Even if a price can be obtained that is at or below the State or County specified contract price, this does not preclude compliance with the Village’s Purchase Policy Guidelines. SOLE SOURCE: Competitive bidding is not required under section 103 of the General Municipal Law in those limited situations when there is only one possible source from which to procure goods and services required in the public interest, such as in the case of certain patented goods or services or public utility services. 2023-2024 Procurement Policy.doc 6 4/4/2023 �In making these determinations, the purchaser should document, among other things, the unique benefits of the patented item as compared to other items available in the marketplace; that no other item provides substantially equivalent or similar benefits; and that considering the benefits received, the cost of the item is reasonable. In addition that, as a matter of fact, there is no possibility of competition for the procurement of the goods. This policy shall be reviewed annually by the Village Board at its organizational meeting or as soon thereafter as is reasonably practicable. Payments Not Requiring Board of Trustees Audit and Approval In accordance with the exceptions provided by law, the following types of payments are not required to be submitted to the Board of Trustees for audit and approval: 1. Employee personal services paid on a payroll 2. Payment of employee benefits required by law or authorized by a collective bargaining agreement or employment contract 3. Payments due which are held by the Village Treasurer in a custodial or trust capacity for payroll purposes, such as remittance of payroll deductions 4. Interfund transfers and reimbursements made pursuant to the adopted budget. Prior to payment of unaudited bills, the Village Treasurer shall ensure that all such payments are sufficiently itemized, documented and approved. 2023-2024 Procurement Policy.doc 7 4/4/2023 �*ADDENDUM TO PURCHASING POLICY 3/23/09 “Per Chapter 402 of the Laws of 2007 requires that municipalities, by January 1, 2009, amend their procurement policies required under NYS General Municipal Law section 104(b) to include the names and titles of the individuals responsible for purchasing. The law also requires that this listing be updated annually” (NYS GFOA Newsletter Volume 29 #4). The following people are responsible for purchasing in the Village of Sleepy Hollow for their appropriate departments: Michelle McLean Anthony Giaccio Kevin Smith Angela Martello William Ryan Sara A. DiGiacomo Sean McCarthy Matthew Arone Anthony Bueti Paula A. McCarthy 2023-2024 Procurement Policy.doc Court Clerk Court Village Administrator Various DPW Superintendent DPW, Water, Sewer & Sanitation Chief Ambulance Corp Fire Chief Fire Department Village Treasurer Various Building Inspector Safety Inspection Recreation Superintendent Recreation Police Chief Police & Parking Village Clerk Clerk’s Office 8 4/4/2023 � Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource Organizational Minutes-2023 Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource MINS_ORGAN_2023-2024 Procurement Policy Subject The topic of the resource Organizational Minutes -2023 Date A point or period of time associated with an event in the lifecycle of the resource 2023 Rights Information about rights held in and over the resource Village of Sleepy Hollow All Rights Reserved. Type The nature or genre of the resource Text