1 25 3689 https://sleepyhollow.localarchives.org/files/original/71f037bbb01db5a54e93b3049b11b28e.pdf 9cfd3b243ce47a2758e0ad648253ddae PDF Text Text �� 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-2012 Text A resource consisting primarily of words for reading. Examples include books, letters, dissertations, poems, newspapers, articles, archives of mailing lists. Note that facsimiles or images of texts are still of the genre Text. 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_2012-04-02 Subject The topic of the resource Organizational Minutes-2012 Date A point or period of time associated with an event in the lifecycle of the resource 2012 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/0875758d90085eeb5e68c229b4c44249.pdf 79bf9238594a139011d743ce5943697f PDF Text Text Village of Sleepy Hollow Organizational Meeting Agenda and Appointments Monday, April 1, 2013 as Scheduled for 7:00 PM Parti Organization Meeting Called to Order: Mayor Wray Pledge of Allegiance: Mayor Wray Swearing In of Elected Officials: Justice Valdespino Mayor Ken Wray Trustee Campbell Trustee Stupel Trustee Rosenbloom Appointment of Village Officials Mayor's Appointment of Board Committees Resolutions: Operational & Procedural �Part II - Abbreviated - 2013 Appointment of Village Officials: A. Village Attorney: Janet Gandolfo, Esq. Moved: Trustee Lobato-Church Seconded: Trustee Stupel Vote: 6-0 B. Acting Village Justice: Moved: Trustee Wompa C. Village Historian: Moved: Trustee Lobato-Church Henry Steiner Seconded: Trustee Campbell Vote: 6-0 D. Police Surgeon: Moved: Trustee Lobato-Church Dr. Robert Raniolo Seconded: Trustee Campbell Vote: 6-0 E. Registrar of Vital Statistics Moved: Trustee Campbell Filomena Fallacaro Seconded: Trustee Lobato-Church Vote: 6-0 F. Village Clerk: Moved: Trustee Campbell Paula A. McCarthy Tompkins Seconded: Trustee Lobato-Church Vote: 6-0 G. Village Treasurer: Moved: Trustee Wompa Sara A. DiGiacomo Seconded: Trustee Lobato-Church Vote: 6-0 H. Fire Inspector: Moved: Trustee Rosen bloom I. Village Engineer: Dolph Rotfeld Moved: Trustee Lobato-Church Seconded: Trustee MacFarlane Vote: 6-0 J. Village Prosecutor: Moved: Trustee Campbell K. Mayor's Appointment of Deputy Mayor: Jennifer Lobato-Church Alfred Farella, Esq. Seconded: Trustee Stupel Vote: 6-0 Sean E. McCarthy Seconded: Trustee Stupel Vote: 6-0 Seconded: Trustee Stupel Joy Joseph Vote: 6-0 Moved: Trustee MacFarlane Seconded: Trustee Wompa Vote: 5-1-0 Abstained: Trustee Campbell �Part III / 2013 Committees of the Board of Trustees: Committee: Chairperson: Members: Administration & Finance: K. Wompa, Lobato-Church & Stupel Communications: S. MacFarlane, Lobato-Church & Rosenbloom Public Safety: 3. Lobato-Church, Wompa & Rosenbloom Public Works: E. Stupel, Campbell & MacFarlane Recreation and Parks: G. Rosenbloom, Campbell & MacFarlane Inter-Governmental Relations: B. Campbell Wompa & Stupel Ad Hoc Chairperson: Safe Housing Task Force: Evelyn Stupel, Members: Sean McCarthy, Mathew Brenner, Janet Gandolfo & Ana Lopez �Part IV / 2013 Year 2013-2014 Operational and Procedural Resolutions 1. Be it Resolved the Board of Trustees shall hold regular meetings on April 9 and April 23, 2013, at 7:00 PM; commencing May, 2013, regular meetings shall be held on the second and fourth Tuesday of each month; and work sessions shall be held, as necessary, on the first and third Tuesday of each month. Work sessions during the month of April, 2013 shall be held on April 2 and April 16. All work sessions during the month of April, 2013 shall include budget discussions. Moved: Trustee MacFarlane Seconded: Trustee Campbell Vote: 6-0 2. Be it Resolved the Board of Trustees may, upon the call of the Mayor, hold an official meeting in order to conduct Village business, including an executive session, during a work session. Moved: Trustee Campbell Seconded: Trustee Stupel Vote: 6-0 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 Wompa Seconded: Trustee Stupel Vote: 6-0 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 forty-eight (48) 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. Notice of said emergency meeting shall be posted on the Village website and the government channel as soon thereafter as possible after said meeting is scheduled. Moved: Trustee Stupel Seconded: Deputy Mayor Lobato-Church Vote: 6-0 �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 regulariy scheduled sessions of such Board, Committee or Commission shall be subject to removal by the Board of Trustees. 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 Rosenbloom Seconded: Trustee MacFarlane Vote: 6-0 6. Be it Resolved in the event of the unavailability of the Village Justice and/or the Acting Village Justice to perform his/her duties, judicial coverage shall be requested first from the Village of Tarrytown. Moved: Trustee MacFarlane Seconded: Trustee Campbell Vote: 6-0 7. Be it Resolved the Mayor and Board of Trustees shall constitute a Committee of the Whole to adopt the Village Budget for 2013-2014 as prescribed by law. Moved: Trustee Campbell Seconded: Trustee Stupel Vote: 6-0 8. Be it Resolved it shall be the responsibility of each Department Head to review and approve all bills and invoices prior to submission for approval to the member of the Board of Trustees chairing the Department. Upon submission each Chair shall review and approve all bills and invoices, and if found correct, present such bills and invoices to the Treasurer who 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 Treasurer shall cause the warrant to be processed and prepare checks for presentment to the Mayor for his signature (by facsimile signature in those cases as authorized by the Mayor). Moved: Trustee Wompa Seconded: Trustee Stupel Vote: 6-0 9. Be it Resolved notwithstanding any resolutions to the contrary, the 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: Trustee Stupel Vote: 6-0 Seconded: Deputy Mayor Lobato-Church �10. 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: Deputy Mayor Lobato-Church Vote: 6-0 Seconded: Trustee Stupel 11. Be it Resolved the Mayor and the Board of Trustees, in their ongoing effort to encourage opportunities for the public to comment on matters of Village business, designate two (2) public comment sections during each regularly scheduled official meeting. Comments shall be limited to five (5) minutes per speaker and every member of the public wishing to speak may do so prior to a member being called upon a second time. The first public comment section shall be confined to comments on agenda items only and shall be scheduled prior to the adoption of resolutions. The second public comments section shall be confined to comments on any Village business and shall be scheduled at the end of the meeting. Moved: Trustee Rosenbloom Seconded: Trustee Wompa Vote: 6-0 12. Be it Resolved the Board of Trustees adopts Robert's Rules of Order for the conduct of its business at meetings. Moved: Trustee MacFarlane Seconded: Trustee Campbell Vote: 6-0 13. Be it Resolved 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 Campbell Seconded: Trustee Stupel Vote: 6-0 14. 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 Wompa Seconded: Trustee Stupel Vote: 6-0 � 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-2013 Text A resource consisting primarily of words for reading. Examples include books, letters, dissertations, poems, newspapers, articles, archives of mailing lists. Note that facsimiles or images of texts are still of the genre Text. 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_2013-04-01 Subject The topic of the resource Organizational Minutes-2013 Date A point or period of time associated with an event in the lifecycle of the resource 2013 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/09d6ddcffd0e7265fbd69c8098b28823.pdf a884efc600a1ce88d0f525e0138cc6af PDF Text Text The Village of Sleepy Hollow annual organizational meeting took place on Monday April 6, 2015 at 6:30 p.m. in Village Hall, Sleepy Hollow, New York. Present: Kenneth G. Wray, Mayor Jennifer Lobato-Church, Deputy Mayor Dorothy Handelman John Leavy Glenn Rosenbloom Denise Scaglione Karin Wompa Also Present: Anthony P. Giaccio, Village Administrator Paula A. McCarthy Tompkins, Village Clerk Sara A. DiGiacomo, Village Treasurer Sean E. McCarthy, Village Building Inspector Clinton B. Smith, Village Attorney Richard N. Gross, General Foreman At 6:30 p.m. Mayor Wray called the meeting to order with the Pledge of Allegiance. The inauguration of re-elected Mayor Wray was performed by the Village Clerk. The inauguration of newly elected Trustees Leavy and Scaglione and re-elected Trustee Rosenbloom was performed by Mayor Wray. Agenda and Appointments - See attached. Mayor's Appointments - See attached. Resolutions - See attached At 7:05 pm, on a motion by Deputy Mayor Lobato-Church, seconded by Trustee Handelman the meeting was adjourned. Paula A. McCarthy Tompkins Village Clerk ��Village of Sleepy Hollow Organizational Meeting Agenda and Appointments Monday, April 6, 2015 7:00 PM Part! 1. Organizational Meeting Called to Order Mayor Ken Wray 2. Pledge of Allegiance Mayor Ken Wray 3. Swearing in of Elected Officials: Village Clerk & Mayor Wray Mayor Ken Wray Trustee Rosenbloom Trustee Scaglione Trustee Leavy 4. Official Newspapers/Publicatinns Gannett-Journal News Hudson Independent Moved: Deputy Mayor Lobato- Church Seconded: Trustee Rosenbloom Vote: 6-0 5Official Depository of Funds: J.p. Morgan Chase, TD Bank, Tompkins Mahopac, Signature Bank, Webster Bank Moved: Trustee Rosenbloom Abstained: Trustee Wompa Seconded: Trustee Handelman 6. Appointment of Village Officials 7. Mayor's Appointments (Deputy Mayor & Village Attorney) 8. Resolutions: Operational & Procedural Vote: 5-1-0 �Part I I - 2015 1. Appointments: A. Acting Village Justice Alfred Farella, Esq. B. Village Historian Henry Steiner C. Police Surgeon Dr. Robert Raniolo D. Fire Inspector Sean E. McCarthy E. Village Engineer Dolph Rotfeld F. Village Prosecutor Joy Joseph G. Village Clerk H. Village Treasurer Moved: Deputy Mayor Lobato-Church Paula McCarthy Tompkins Sara DiGiacomo Second: Trustee Handelman Vote: 7-0 I. Mayor's Appointment of Deputy Mayor J. Mayor's Appointment of Village Attorney Jennifer Lobato-Church Clinton B. Smith �Part I I I - 2015 Year 2015-2016 Operational and Procedural Resolutions 1. Be it Resolved the Board of Trustees shall hold regular meetings on April 14 and April 28, 2015, at 7:00 PM; commencing May of 2015, regular meetings shall be held on the second and fourth Tuesday of each month; and work sessions shall be held, as necessary, on the first and third Tuesday of each month. Work sessions during the month of April, 2015 shall be held on April 7th and April 21st. All work sessions during the month of April, 2015 shall include budget discussions. Moved: Trustee Rosenbloom Seconded: Deputy Mayor Lobato-Church Vote: 6-0 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 Handelman Seconded: Trustee Wompa Vote: 6-0 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 Wompa Seconded: Trustee Leavy Vote: 6-0 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. Notice of said emergency meeting shall be posted on the Village website and the government channel as soon thereafter as possible after said meeting is scheduled. Moved: Trustee Leavy Seconded: Trustee Rosenbloom Vote: 6-0 �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 Scaglione Seconded: Deputy Mayor Lobato-Church Vote: 6-0 6. Be it Resolved in the event of the unavailability of the Village Justice and/or the Acting Village Justice to perform his/her duties, judicial coverage shall be requested first from the Village of Tarrytown. Moved: Tabled Seconded: Tabled Vote:- 7. Be it Resolved the Mayor and Board of Trustees shall constitute a Committee of the Whole to adopt the Village Budget for 2014-2015 as prescribed by law. Moved: Deputy Mayor Lobato-Church Seconded: Trustee Rosenbloom Vote: 6-0 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 Treasurer shall review and approve 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 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: Trustee Handelman Seconded: Trustee Wompa Vote: 6-0 9. Be it Resolved notwithstanding any resolutions to the contrary, the 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: Trustee Rosenbloom Seconded: Trustee Handelman Vote: 6-0 �10. Be it Resolved that Members of the Board of Trustees may participate in work sessions, board meeting, including executive sessions, telephonically in cases of ill health, acknowledged hardship or significant distance of travel. No more than two board members may participate telephonically at any one meeting. The Board member or members participating telephonically may cast a vote provided that all discussion and comments of the member or members participating telephonically can 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 Trustee. Moved: Trustee Wompa Seconded: Trustee Handelman Vote: 6-0 11. Be it Resolved, that for all Board Meetings and Work Sessions a tentative agenda shall be circulated among the Trustees within 24 hours following the preceding meeting. Trustees shall have 48 hours to comment on the agenda and, whenever possible Trustees' changes shall be honored. The revised tentative agenda shall be circulated to the Trustees as well as published on the Village website and otherwise made available to the public on the Friday preceding the meeting by 5:00 p.m. Agenda items shall be written with descriptive terms so that the notice of the agenda item shall be readily apparent in language understandable to the general public. Any supporting material for an agenda item, including minutes and warrants, shall be circulated to the Trustees on the Friday preceding the meeting. Resolutions prepared for voting must have been discussed at prior work sessions or executive sessions unless they are of an emergency nature. Moved: Trustee Leavy Seconded: Deputy Mayor Lobato-Church Vote: 6-0 12. 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: Deputy Mayor Lobato-Church Seconded: Trustee Leavy Vote: 6-0 �13. 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 a public comment section during each regularly scheduled official meeting. Comments shall be limited to three (3) minutes per speaker. The second public comment section shall be scheduled at the end of the meeting. Comments in both sections shall be limited to three (3) minutes per speaker. A speaker may speak a second time only once, for 3 minutes. All speakers shall be respectful and refrain from personal or collective attacks and defamation. Moved: Deputy Mayor Lobato-Church Seconded: Trustee Handelman Vote: 6-0 14. Be it Resolved that the Mayor and the Board of Trustees allocate five (5) minutes per speaker at any public hearing held before the Board of Trustees, unless designated otherwise by a majority vote of the Board of Trustees prior to the commencement of the public hearing. Moved: Deputy Mayor Lobato-Church Seconded: Trustee Rosenbloom Vote: 6-0 15. Be it Resolved the Board of Trustees adopts Robert's Rules of Order for the conduct of its business at meetings. Moved: Trustee Rosenbloom Seconded: Deputy Mayor Lobato-Church Vote: 6-0 16. 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 Handelman Seconded: Trustee Rosenbloom Vote: 6-0 �17. 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 Wompa Seconded: Trustee Leavy Vote: 6-0 18. Be it Resolved, the Mayor shall notify the Trustees of vacancies on Village Boards and committees, and shall solicit Trustee input on candidates to fill the vacancy and shall give serious consideration to any recommendations. Be it Further Resolved that, Mayoral or other appointments requiring Board of Trustees approval shall be circulated to the Trustees at least one week prior to the designated date of the Trustees' vote. Information to be circulated shall include the name of the appointee, a biographic sketch of the appointee, and information related to the position the appointee will hold. Moved: Deputy Mayor Lobato-Church Seconded: Trustee Wompa Vote: 5-0 �Meeting Date: 4/06/2015 Resolution #: 4/259-A/2015 Resolution of the Board of Trustees of the Village of Sleepy Hollow Adopting Purchasing & Procurement Policy Whereas, Section 104-b of the General Municipal Law (GML) requires every Village to adopt internal policies and procedures governing all procurement of goods and services; and Whereas, comments have been solicited from those officers of the Village of Sleepy Hollow involved in the procurement process. Now, therefore, be it resolved that the Board of Trustees of the Village of Sleepy Hollow does hereby adopt the attached purchasing & procurement policy which is intended to apply to all goods and services which are not required by law to be publicly bid. Moved: Deputy Mayor Lobato-Church Second: Trustee Rosenbloom Vote: 6-0 �April 1,2015 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 $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 • Trustee / Committee Chair signature • Village Treasurer signature • State or County contract # if applicable & pertinent information • Board Resolution if the purchase is a bided 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 $1,000.00). After all the required signatures are provided, a PO with a purchase order # will be submitted to the Department. �3. The Department will 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 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. �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. �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 $1,000 requires an oral request by Purchaser for written quotes from at least 2 vendors. • Less than $1,000 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 $1,000 requires an oral request by Purchaser for written quotes from at least 2 contractors. • Less than $1,000 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. �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. �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. �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. �*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: Larry Cassidy Anthony Giaccio Richard Gross Richard D'Alessandro Patrick Haggerty Sara A. DiGiacomo Sean McCarthy Robin Pell Gregory Camp Paula A. McCarthy Court Clerk Village Administrator General Foreman/DPW Acting Captain Fire Chief Village Treasurer Building Inspector Recreation Supervisor Police Chief Village Clerk Court Various DPW, Water, Sewer & Sanitation Ambulance Corp Fire Department Various Safety Inspection Recreation Police & Parking Clerk's Office & Registrar �Meeting Date: 4/06/2015 Resolution #: 4/29-A/2015 Resolution of the Board of Trustees of the Village of Sleepy Hollow Adopting Purchasing & Procurement Policy Whereas, Section 104-b of the General Municipal Law (GML) requires every Village to adopt internal policies and procedures governing all procurement of goods and services; and Whereas, comments have been solicited from those officers of the Village of Sleepy Hollow involved in the procurement process. Now, therefore, be it resolved that the Board of Trustees of the Village of Sleepy Hollow does hereby adopt the attached purchasing & procurement policy which is intended to apply to all goods and services which are not required by law to be publicly bid. Moved: Deputy Mayor Lobato-Church Second: Trustee Rosenbloom Vote: 6-0 � 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-2015 Text A resource consisting primarily of words for reading. Examples include books, letters, dissertations, poems, newspapers, articles, archives of mailing lists. Note that facsimiles or images of texts are still of the genre Text. 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_2015-04-06 Subject The topic of the resource Organizational Minutes-2015 Date A point or period of time associated with an event in the lifecycle of the resource 2015 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/fea011d62018b60c9aec5b0e14459cc3.pdf a006bd6a2169933eac84f5adc7fd619a PDF Text Text The Village of Sleepy Hollow annual organizational meeting took place on Monday April 4, 2016 at 7:00 p.m. in Village Hall, Sleepy Hollow, New York. Present: Kenneth G. Wray, Mayor Glenn Rosenbloom, Deputy Mayor John Leavy Rachelle Gebler Sam Gonzalez Denise Scaglione Sandra Spiro Also Present: Anthony P. Giaccio, Village Administrator Paula A. McCarthy Tompkins, Village Clerk Sara A. DiGiacomo, Village Treasurer Sean E. McCarthy, Village Building Inspector Clinton B. Smith, Village Attorney At 7:00 p.m. Mayor Wray called the meeting to order with the Pledge of Allegiance and a moment of silence for Rocco Martello, a longtime resident and firefighter in our community. Our thoughts are with his family and friends. The inauguration of newly elected Trustees: Gebler, Gonzalez and Spiro, was performed by Mayor Wray. Agenda and Appointments - See attached Mayor's Appointments - See attached Resolutions - See attached On a motion by Trustee Leavy, seconded by Trustee Scaglione, Mayor Wray appointed Lisa Santo to Planning Board Chair for a 3 year term and Mathew Brendan to Planning Board member for a 2 year term. Motion carried unanimously. At 7:28 pm, on a motion by Deputy Mayor Rosenbloom, seconded by Trustee Spiro the meeting was adjourned. Paula A. McCarthy Tompkins Village Clerk �Village of Sleepy Hollow Organizational Meeting Agenda and Appointments Monday, April 4, 2016 7:00 PM 1. Organizational Meeting Called to Order Mayor Ken Wray 2. Pledge of Allegiance Mayor Ken Wray 3. Swearing in of Elected Officials: Mayor Wray Trustee Gebler Trustee Gonzalez Trustee Spiro 4. Official Newspapers/Publications: Moved: Trustee Rosenbloom 5. Gannett Newspapers Hudson Independent Seconded: Trustee Leavy Official Depository of Funds: Moved: Trustee Scaglione Seconded: Trustee Rosenbloom 6. Appointment of Village Officials 7. Mayor's Appointments 8. Operational & Procedural Resolutions Vote: Unanimous J.P. Morgan Chase, Signature Bank, TD Bank, Tompkins Mahopac Bank, Webster Bank, Greater Hudson Bank Vote: Unanimous �Part II - 2016-2017 1. Appointments: A. Acting Village Justice Alfred Farella, Esq. B. Village Historian Henry Steiner C. Police Surgeon Dr. Robert Raniolo D. Fire Inspector Sean E. McCarthy E. Village Engineer Dolph Rotfeld F. Village Prosecutor Joy Joseph Moved: Trustee Gebler Second: Trustee Scaglione Vote: Unanimous G. Mayor's Appointment of Deputy Mayor Glenn Rosenbloom H. Mayor's Appointment of Village Attorney Clinton B. Smith �Part III - 2016 Year 2016-2017 Operational and Procedural Resolutions 1. Be it Resolved the Board of Trustees shall hold regular meetings on April 12 and April 26, 2016, at 7:00 PM; commencing May, 2016, regular meetings shall be held on the second and fourth Tuesday of each month; and work sessions shall be held, as necessary, on the first and third Tuesday of each month. Work Sessions during the month of April, 2016 shall be held on the April 5th and April 19th, 2016. All work session during the month of April shall include budget discussions. Moved: Trustee Leavy Seconded: Trustee Rosenbloom 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 Scaglione Seconded: Trustee Rosenbloom 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 Gonzalez Seconded: Trustee Scaglione Vote: Unanimous 4. Be it Resolved that an emergency meeting of the Board of Trustees maybe 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. Notice of said emergency meeting shall be posted on the Village website and the government channel as soon thereafter as possible after said meeting is scheduled. Moved: Trustee Rosenbloom Seconded: Trustee Gebler 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 Gebler Seconded: Trustee Leavy Vote: Unanimous 6. Be it Resolved in the event of the unavailability of the Village Justice and/or the Acting 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: Trustee Spiro Seconded: Trustee Gonzalez 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 2016-2017 as prescribed by law. Moved: Trustee Leavy Seconded: Trustee Rosebloom 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 Treasurer shall review and approve 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 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: Trustee Scaglione Seconded: Trustee Gebler Vote: Unanimous 9. Be it Resolved notwithstanding any resolutions to the contrary, the 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: Trustee Gonzalez Seconded: Trustee Scaglione Vote: Unanimous �10. Be it Resolved that Members of the Board of Trustees may participate in work sessions, board meeting, including executive sessions, telephonically in cases of ill health, acknowledged hardship or significant distance of travel. No more than two board members may participate telephonically at any one meeting. The Board member or members participating telephonically may cast a vote provided that all discussion and comments of the member or members participating telephonically can 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 Trustee. Moved: Trustee Rosenbloom Seconded: Trustee Gebler 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 Gebler Seconded: Trustee Leavy 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 a public comment section during each regularly scheduled official meeting. Comments shall be limited to three (3) minutes per speaker. The second public comment section shall be scheduled at the end of the meeting. Comments in both sections shall be limited to three (3) minutes per speaker. A speaker may speak a second time only once, for 3 minutes. All speakers shall be respectful and refrain from personal or collective attacks and defamation. Moved: Trustee Spiro Seconded: Trustee Gonzalez Vote: Unanimous 13. Be it Resolved that the Mayor and the Board of Trustees allocate five (5) minutes per speaker at any public hearing held before the Board of Trustees, unless designated otherwise by a majority vote of the Board of Trustees prior to the commencement of the public hearing. Moved: Trustee Leavy Seconded: Trustee Gebler Vote: Unanimous �14. Be it Resolved the Board of Trustees adopts Robert's Rules of Order for the conduct of its business at meetings. Moved: Trustee Scaglione Seconded: Trustee Rosenbloom Vote: 6-0 15. 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 Gonzalez Seconded: Trustee Scaglione Vote: Unanimous 16. 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 Rosenbloom Seconded: Trustee Leavy Vote: 6-0 �Resolution of the Board of Trustees of the Village of Sleepy Hollow Adopting Purchasing & Procurement Policy Whereas, Section 104-b of the General Municipal Law (GML) requires every Village to adopt internal policies and procedures governing all procurement of goods and services; and Whereas, comments have been solicited from those officers of the Village of Sleepy Hollow involved in the procurement process. Now, therefore, be it resolved that the Board of Trustees of the Village of Sleepy Hollow does hereby adopt the attached purchasing & procurement policy which is intended to apply to all goods and services which are not required by law to be publicly bid. Moved: Trustee Spiro Second: Trustee Leavy Vote: Unanimous �April, 4 , 2 0 1 6 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 $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 • Trustee / Committee Chair signature • Village Treasurer signature • State or County contract # if applicable & pertinent information • Board Resolution if the purchase is a bided 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 $1,000.00). After all the required signatures are provided, a PO with a purchase order # will be submitted to the Department. �3. The Department will 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 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. �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. �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 $1,000 requires an oral request by Purchaser for written quotes from at least 2 vendors. • Less than $1,000 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 $1,000 requires an oral request by Purchaser for written quotes from at least 2 contractors. • Less than $1,000 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. �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. �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. �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. *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: Larry Cassidy Anthony Giaccio Richard Gross Richard D'Alessandro John Korzelius Sara A. DiGiacomo Sean McCarthy Robin Pell Gregory Camp Paula A. McCarthy Court Clerk Village Administrator General Foreman/DPW Chief Fire Chief Village Treasurer Building Inspector Recreation Supervisor Police Chief Village Clerk Court Various DPW, Water, Sewer & Sanitation Ambulance Corp Fire Department Various Safety Inspection Recreation Police & Parking Clerk's Office & Registrar � 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-2016 Text A resource consisting primarily of words for reading. Examples include books, letters, dissertations, poems, newspapers, articles, archives of mailing lists. Note that facsimiles or images of texts are still of the genre Text. 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_2016-04-04 Subject The topic of the resource Organizational Minutes-2016 Date A point or period of time associated with an event in the lifecycle of the resource 2016 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/b57ef8a1d5cbbc6f690050fd29880286.pdf 7259b228698d75d020207a48fd62c752 PDF Text Text Part II - 2017-2018 1. Appointments: A. Acting Village Justice Alfred Farella, Esq. B. Village Historian Henry Stelner C. Police Surgeon Dr. Robert Raniolo D. Fire Inspector Sean E. McCarthy E. Village Prosecutor Joy Joseph F. Village Clerk & Registrar G. Deputy Village Clerk Joan BuccI H. Village Treasurer Sara DiGiacomo Moved: Trustee Gebler Second: Trustee Leavy Paula McCarthy Tompkins Vote: 5-0 F. Mayor's Appointment of Deputy Mayor Glenn Rosenbloom G. Mayor's Appointment of Village Attorney Clinton B. Smith �Part III Year 2017-2018 Operational and Procedural Resolutions 1. Be it Resolved the Board of Trustees shall hold regular meetings on April 11 and April 25, 2017, at 7:00 PM; commencing May, 2017, regular meetings shall be held on the second and fourth Tuesday of each month; and work sessions shall be held, as necessary, on the first and third Tuesday of each month. Work Sessions during the month of April, 2017 shall be held on the April and April 18^ 2017. All work sessions during the month of April shall include budget discussions. Moved: Trustee Gebler Seconded: Trustee Leavy Vote: 5-0 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 Leavy Seconded: Trustee Gebler Vote: 5-0 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: Deputy Mayor Rosenbloom Seconded: Trustee Leavy Vote: 5-0 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 Leavy Seconded: Deputy Mayor Rosenbloom Vote: 5-0 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 gularly scheduled session. Moved: Trustee Spiro Seconded: Trustee Gebler Vote: 5-0 6. Be it Resolved in the event of the unavailability of the Village Justice and/or the Acting 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: Trustee Gebler Seconded: Trustee SpIro Vote: 5-0 7. Be it Resolved the Mayor and Board of Trustees shall constitute a Committee of the Whole to adopt the Village Budget for 2017-2018 as prescribed by law. Moved: Trustee Leavy Seconded: Deputy Mayor Rosenbloom Vote: 5-0 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 Treasurer shall review and approve 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 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 Rosenbloom Seconded: Trustee Leavy Vote: 5-0 9. Be it Resolved notwithstanding any resolutions to the contrary, the 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: Trustee Spiro Seconded: Trustee Gebler Vote: 5-0 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 provided that all discussion and comments of the member or members participating In video conference �can be heard by the public attending or listening to said nfieeting. 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 Trustee. Moved: Trustee Gebler Seconded: Trustee Leavy Vote: 5-0 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 Gebler Seconded: Trustee Leavy Vote: 5-0 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 to three (3) minutes per speaker. A speaker may speak a second time only once, for 3 minutes. All speakers shall be respectful and refrain from personal or collective attacks and defamation. Moved: Trustee Leavy Seconded: Trustee Spiro Vote: 5-0 13. Be it Resolved the Board of Trustees adopts Robert's Rules of Order for the conduct of its business at meetings. Moved: Deputy Mayor Rosenbloom Seconded: Trustee Gebler Vote: 5-0 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 Spiro Seconded: Deputy Mayor Rosenbloom Vote: 5-0 �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 Furtlier 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 Gebler Seconded: Trustee Spiro Vote: 5-0 � 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-2017 Text A resource consisting primarily of words for reading. Examples include books, letters, dissertations, poems, newspapers, articles, archives of mailing lists. Note that facsimiles or images of texts are still of the genre Text. 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_2017-04-03 Subject The topic of the resource Organizational Minutes-2017 Date A point or period of time associated with an event in the lifecycle of the resource 2017 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/c31d2af52c1ee552c3226e895c918548.pdf 3e7ea6d2695ebbb270fa96cddded9b87 PDF Text Text The Village of Sleepy Hollow annual organizational meeting took place on Monday, April 3, 2017 at 7:00 p.m. in Village Hall, Sleepy Hollow, New York. Present: Kenneth G. Wray, Mayor Glenn Rosenbloom, Deputy Mayor Rachelle Gebler Sandra Spiro John Leavy Absent: Denise Scaglione Samuel Gonzalez Also Present: Anthony P. Giaccio, Village Administrator Paula A. McCarthy-Tompkins, Village Clerk Sara A. DIGiacomo, Village Treasurer Clinton B. Smith, Village Attorney At 7:10 p.m. Mayor Wray called the meeting to order. The inauguration of elected officials: Mayor Wray, Trustee Leavy, Trustee Rosenbloom, was performed by Justice Valdespino. The Mayor congratulated Justice Valdespino on his re-appointment. At this time the Mayor asked all to rise for the Pledge of Allegiance. Agenda and Appointments - See attached Mayor's Appointments - See attached Resolutions - See attached At 7:33 pm, on a motion by Deputy Mayor Glenn Rosenbloom, seconded by Trustee Leavy the meeting was adjourned. Motion carried unanimously. I^pectfully submitted. Paula A. McCarthy Village Clerk � 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-2017 Text A resource consisting primarily of words for reading. Examples include books, letters, dissertations, poems, newspapers, articles, archives of mailing lists. Note that facsimiles or images of texts are still of the genre Text. 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_2017-04-03_Meeting_Appointments Subject The topic of the resource Organizational Minutes-2017 Date A point or period of time associated with an event in the lifecycle of the resource 2017 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/a70fac418012f08439365bb72e68e3f0.pdf fff7d130dc4e540fd5c403fe9a22f9a9 PDF Text Text Village of Sleepy Hollow Organizational i^eeting Agenda and Appointments Monday, April 3, 2017 7:00 PM 1. Organizational Meeting Called to Order iviayor Ken Wray 2. Pledge of Allegiance Mayor Ken Wray 3. Swearing in of Elected Officials: Justice Vadelspino Mayor Wray Trustee Leavy Trustee Rosenbloom 4. Official Newspapers/Publications: Moved: Trustee Leavy 5. Gannett Newspapers Hudson Independent Seconded: Trustee Rosenbloom Official Depository of Funds: Vote: 5-0 j.P. Morgan Chase, Signature Bank, TD Bank, Tompkins Mahopac Bank, Webster Bank, Greater Hudson Bank Moved: Trustee Leavy Seconded: Trustee Rosenbloom 6. Appointment of Village Officials 7. Mayor's Appointments 8. Operational & Procedural Resolutions Vote: 5-0 �Part I I - 2017-2018 1. Appointments: A. Acting Village Justice Alfred Farella, Esq. B. Village Historian Henry Steiner C. Police Surgeon Dr. Robert Raniolo D. Fire Inspector Sean E. McCarthy E. Village Prosecutor Joy Joseph F. Village Clerk & Registrar G. Deputy Village Clerk Joan Bucci H. Village Treasurer Sara DiGiacomo Moved: Trustee Gebler Second: Trustee Leavy Paula McCarthy Tompkins Vote: 5-0 F. Mayor's Appointment of Deputy Mayor Glenn Rosenbloom G. Mayor's Appointment of Village Attorney Clinton B. Smith �Part I I I Year 2017-2018 Operational and Procedural Resolutions 1. Be it Resolved the Board of Trustees shall hold regular meetings on April 11 and April 25, 2017, at 7:00 PM; commencing May, 2017, regular meetings shall be held on the second and fourth Tuesday of each month; and work sessions shall be held, as necessary, on the first and third Tuesday of each month. Work Sessions during the month of April, 2017 shall be held on the April and April 1 8 ^ 2017. All work sessions during the month of April shall include budget discussions. Moved: Trustee Gebler Seconded: Trustee Leavy Vote: 5-0 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 Leavy Seconded: Trustee Gebler Vote: 5-0 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: Deputy Mayor Rosenbloom Seconded: Trustee Leavy Vote: 5-0 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 Leavy Seconded: Deputy Mayor Rosenbloom Vote: 5-0 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 Gebler Vote: 5-0 6. Be it Resolved in the event of the unavailability of the Village Justice and/or the Acting 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 Pleasantvllle, according to NYS CPL-120.30. Moved: Trustee Gebler Seconded: Trustee Spiro Vote: 5-0 7. Be it Resolved the Mayor and Board of Trustees shall constitute a Committee of the Whole to adopt the Village Budget for 2017-2018 as prescribed by law. Moved: Trustee Leavy Seconded: Deputy Mayor Rosenbloom Vote: 5-0 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 Treasurer shall review and approve 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 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 Rosenbloom Seconded: Trustee Leavy Vote: 5-0 9. Be it Resolved notwithstanding any resolutions to the contrary, the 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: Trustee Spiro Seconded: Trustee Gebler Vote: 5-0 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 III 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 provided that all discussion and comments of the member or members participating in video conference �an 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 Trustee. Moved: Trustee Gebler Seconded: Trustee Leavy Vote: 5-0 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 Gebler Seconded: Trustee Leavy Vote: 5-0 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 to three (3) minutes per speaker. A speaker may speak a second time only once, for 3 minutes. All speakers shall be respectful and refrain from personal or collective attacks and defamation. Moved: Trustee Leavy Seconded: Trustee Spiro Vote: 5-0 13. Be it Resolved the Board of Trustees adopts Robert's Rules of Order for the conduct of its business at meetings. Moved: Deputy Mayor Rosenbloom Seconded: Trustee Gebler Vote: 5-0 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 Spiro Seconded: Deputy Mayor Rosenbloom Vote: 5-0 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 Gebler Seconded: Trustee Spiro Vote: 5-0 � 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-2017 Text A resource consisting primarily of words for reading. Examples include books, letters, dissertations, poems, newspapers, articles, archives of mailing lists. Note that facsimiles or images of texts are still of the genre Text. 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_2017-04-03_Purchase-Order_Procurement-Policy Subject The topic of the resource Organizational Minutes-2017 Date A point or period of time associated with an event in the lifecycle of the resource 2017 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/f665b5141f33a3118f4d727927f143c3.pdf 5de4bc031d6457e437e76eb4515cd41e PDF Text Text April, 3 2017 VILLAGE OF SLEEPY HOLLOW PURCHASE ORDER & PROCUREMENT POLICY VILLAGE OF SLEEPY HOLLOW PURCHASING POLICY Maintenance of an accurate expenditure system provides the Viilage with proper budgetary control. According to New Yorl< 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 serv/ces 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 $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 • Trustee / Committee Chair signature • Village Treasurer signature • State or County contract # if applicable & pertinent information • Board Resolution if the purchase is a bided 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 $1,000.00). After all the required signatures are provided, a PO with a purchase order # will be submitted to the Department. �3. The Department will 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 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. �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. �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 infonnation 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 $1,000 requires an oral request by Purchaser for written quotes from at least 2 vendors. • Less than $1,000 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 $1,000 requires an oral request by Purchaser for written quotes from at least 2 contractors. • Less than $1,000 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. �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. �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, undenwriters, 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. �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. �*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: Larry Cassidy Anthony Giaccio Richard Gross Richard D'Alessandro John Korzelius Sara A. DiGiacomo Sean McCarthy Robin Pell Anthony Bueti Paula A. McCarthy Court Clerk Village Administrator General Foreman/DPW Chief Fire Chief Village Treasurer Building Inspector Recreation Supervisor Police Chief Village Clerk Court Various DPW, Water, Sewer & Sanitation Ambulance Corp Fire Department Various Safety Inspection Recreation Police & Parking Clerk's Office & Registrar � 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-2017 Text A resource consisting primarily of words for reading. Examples include books, letters, dissertations, poems, newspapers, articles, archives of mailing lists. Note that facsimiles or images of texts are still of the genre Text. 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_2017-04-03a Subject The topic of the resource Organizational Minutes-2017 Date A point or period of time associated with an event in the lifecycle of the resource 2017 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/066cca1457d0aa2b2cfdfda4e2a29091.pdf 43d468b0f540653eb40fe2b1cf6b1e49 PDF Text Text The Village of Sleepy Hollow annual organizational meeting took place on Monday, April 1, 2018 at 7:00 p.m. in Village Hall, Sleepy Hollow, New York. Present: Kenneth G. Wray, Mayor Rachelle Gebler Sam Gonzalez Denise Scaglione Sandra Spiro Absent: Glenn Rosenbloom, Deputy Mayor John Leavy Also Present: Anthony P. Giaccio, Village Administrator Joan Bucci, Village Deputy Clerk Wayne Ballard, Village DPW Superintendent Sean E. McCarthy, Village Building Inspector Clinton B. Smith, Village Attorney At 7:06 p.m. Mayor V\/ray called the meeting to order with the Pledge of Allegiance. The inauguration of elected Trustees: Gebler, Gonzalez and Spiro, was performed by Justice Valdespino. Agenda and Appointments - See attached Mayor's Appointments - See attached Resolutions - See attached At 7:30 pm, on a motion by Trustee Spiro, seconded by Trustee Gonzalez the meeting was adjourned. Motion carried unanimously. Respectfully submitted, Bucci ige Deputy Clerk �Village of Sleepy Hollow Organizational lyieeting Agenda and Appointments Monday, April 2, 2018 7:00 PM 1. Organizational Meeting Called to Order Mayor Ken Wray 2. Pledge of Allegiance Mayor Ken Wray 3. Swearing in of Elected Officials: Mayor Ken Wray Trustee Gebler Trustee Gonzalez Trustee Spiro 4. Official Newspapers/Publications: Gannett Newspapers Hudson Independent Moved: Trustee Scaglione 5. Official Depository of Funds: Seconded: Trustee Gebler Vote: 4-0 j.P. Morgan Chase, Signature Bank, TD Bank, Tompkins Mahopac Bank, Webster Bank, Greater Hudson Bank Moved: Trustee Gonzalez Seconded: Trustee Spiro Vote: 4-0* (Trustee Gebler stated her husband works for JP Morgan Chase. Counsel stated there is no conflict). 6. Appointment of Village Officials 7. Mayor's Appointments 8. Operational & Procedural Resolutions �Part II - 2018-2019 1. Appointments: A. Associate Village Justice Moved: Trustee Scagllone Alfred Farella, Esq. Second: Trustee Gonazalez Vote: Unanimous B. Village Historian Henry Steiner C. Police Surgeon Dr. Robert Raniolo D. Village Prosecutor Joy Joseph Moved: Trustee Scaglione Second: Trustee Gonazalez E. Mayor's Appointment of Deputy Mayor F. Appointment of Village Attorney Vote: Unanimous Glenn Rosenbloom Clinton B. Smith Moved: Trustee Scaglione Second: Trustee Gonzalez Vote: Unaminous �Part III Year 2018 -2019 Operational and Procedural Resolutions 1. Be it Resolved the Board of Trustees shall hold regular meetings on April 10 and April 24, 2018, at 7:00 PM; commencing May, 2018, regular meetings shall be held on the second and fourth Tuesday of each month; and work sessions shall be held, as necessary, on the first and third Tuesday of each month. Work Sessions during the month of April, 2018 shall be held on the April and April 17^ 2018. All work sessions during the month of April shall include budget discussions. Moved: Trustee Gebler Seconded: Trustee 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 Gebler Seconded: Trustee Scaglione 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 Gebler Seconded: Trustee Spiro 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 Gebler Seconded: Trustee Gonzalez 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 Gebler Seconded: Trustee Scaglione Vote: Unanimous 6. Be it Resolved In the event of the unavailability of the Village Justice and/or the Acting 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: Trustee Scaglione Seconded: Trustee Gonzalez 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 2018-2019 as prescribed by law. Moved: Trustee Scaglione Seconded: Trustee Gebler 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 Treasurer shall review and approve 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 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: Trustee Scaglione Seconded: Trustee Gebler Vote: Unanimous 9. Be it Resolved notwithstanding any resolutions to the contrary, the 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: Trustee Scaglione Seconded: Trustee Spiro 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 provided that all discussion and comments of the member or members participating in video conference can 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 i^ayor or any Trustee. Moved: Trustee Scaglione Seconded: Trustee Gonzalez 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 Gonzalez Seconded: Trustee 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 to three (3) minutes per speaker. A speaker may speak a second time only once, for 3 minutes. All speakers shall be respectful and refrain from personal or collective attacks and defamation. Moved: Trustee Gonzalez Seconded: Trustee Spiro Vote: Unanimous 13. Be it Resolved the Board of Trustees adopts Robert's Rules of Order for the conduct of its business at meetings. Moved: Trustee Gonzalez Seconded: Trustee Gebler 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 Gonzalez Seconded: Trustee Scaglione 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 Gonzalez Seconded: Trustee Gebler Vote: Unanimous �Part III Year 2018 -2019 Operationat and Procedural Resolutions 1. Be it Resolved the Board of Trustees shall hold regular meetings on April 10 and April 24, 2018, at 7:00 PM; commencing May, 2018, regular meetings shall be held on the second and fourth Tuesday of each month; and work sessions shall be held, as necessary, on the first and third Tuesday of each month. Work Sessions during the ' month of April, 2018 shall be held on the April and April 17^ 2018. All work sessions during the month of April shall Include budget discussions. Moved: Trustee Gebler Seconded: Trustee Scagllone 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 Gebler Seconded: Trustee Scagllone 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 Gebler Seconded: Trustee Spiro 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 telephonlcally, 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 Gebler Seconded: Trustee Gonzalez 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 Gebler Seconded: Trustee Scaglione Vote: Unanimous 6. Be it Resolved in the event of the unavailability of the Village Justice and/or the Acting 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: Trustee Scaglione Seconded: Trustee Gonzalez Vote: Unanimous 7. Be ft Resolved the Mayor and Board of Trustees shall constitute a Committee of the Whole to adopt the Village Budget for 2018-2019 as prescribed by law. Moved: Trustee Scaglione Seconded: Trustee Gebler 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 Treasurer shall review and approve 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 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: Trustee Scaglione Seconded: Trustee Gebler Vote: Unanimous 9. Be it Resolved notwithstanding any resolutions to the contrary, the 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: Trustee Scaglione Seconded: Trustee Spiro 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 provided that all discussion and comments of the member or members participating in video conference can 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 Trustee. Moved: Trustee Scaglione Seconded: Trustee Gonzalez 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 Gonzalez Seconded: Trustee Scaglione Vote: Unanimous 12. Be it Resolved the i^layor 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 to three (3) minutes per speaker. A speaker may speak a second time only once, for 3 minutes. All speakers shall be respectful and refrain from personal or collective attacks and defamation. Moved: Trustee Gonzalez Seconded: Trustee Spiro Vote: Unanimous 13. Be it Resolved the Board of Trustees adopts Robert's Rules of Order for the conduct of its business at meetings. Moved: Trustee Gonzalez Seconded: Trustee Gebler 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 Gonzalez Seconded: Trustee Scaglione 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 Gonzalez Seconded: Trustee Gebler Vote: Unanimous �Meeting Date: 04/02/2018 Resolution #: 04/32/2018 Resolution of the Board of Trustees of the Village of Sleepy Hollow Adopting Purchasing & Procurement Policy Whereas, Section 104-b of the General Municipal Law (GML) requires every Village to adopt Internal policies and procedures governing all procurement of goods and services; and Whereas, comments have been solicited from those officers of the Village of Sleepy Hollow involved in the procurement process. Now, therefore, be it resolved that the Board of Trustees of the Village of Sleepy Hollow does hereby adopt the attached purchasing & procurement policy which is Intended to apply to all goods and services which are not required by law to be publicly bid. Moved: Trustee Spiro Second: Trustee Gonzalez Absent: Deputy Mayor Rosenbloom and Trustee Leavy Vote: Unanimous �April 2, 2018 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 sen/ices 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 $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 • Trustee / Committee Chair signature • Village Treasurer signature • State or County contract # if applicable & pertinent information • Board Resolution if the purchase is a bided item The Department will use the purchase order request form to fill out the above infonnation 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 $1,000.00). After all the required signatures are provided, a PO with a purchase order # will be submitted to the Department. �3. The Department will 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 fonwarded 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 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 fornn 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. �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 sen/ice 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. �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 $1,000 requires an oral request by Purchaser for written quotes from at least 2 vendors. • Less than $1,000 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 $1,000 requires an oral request by Purchaser for written quotes from at least 2 contractors. • Less than $1,000 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. �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 sen/ices** 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 sen/ices Involve specialized expertise, of professional judgment and/or high degree of creativity. �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 sen/ices 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 sen/ices is to award them only after at least two professionals are contacted and asked to submit written proposals; such as architects, engineers, accountants, lawyers, undenwriters, 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 infonnal solicitation of quotes or othenwise, 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 sen/ices required in the public interest, such as in the case of certain patented goods or services or public utility services. �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. *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: Larry Cassidy Anthony Giaccio Wayne Ballard Richard D'Alessandro Michael Tavano Sara A. DiGiacomo Sean McCarthy Matthew Arone Anthony Bueti Paula A. McCarthy Court Clerk Village Administrator Superintendent Ambulance Chief Fire Chief Village Treasurer Building Inspector Superintendent Police Chief Village Clerk Court Various DPW, Water, Sewer & Sanitation Ambulance Corp Fire Department Various Safety Inspection & Building Dept Parks & Recreation Police & Parking Clerk's Office & Registrar � 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-2018 Text A resource consisting primarily of words for reading. Examples include books, letters, dissertations, poems, newspapers, articles, archives of mailing lists. Note that facsimiles or images of texts are still of the genre Text. 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_2018-04-02_RES-32 Subject The topic of the resource Organizational Minutes-2018 Date A point or period of time associated with an event in the lifecycle of the resource 2018 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/c89c9549623447914c47f0d9c06823c8.pdf fa563baa2c007a7835b8543349507479 PDF Text Text The Village of Sleepy Hollow annual organizational meeting took place on Monday, April 1, 2019, at 7:00 p.m. in Village Hall, 28 Beekman Avenue, Sleepy Hollow, New York. Present: Mayor Kenneth G. Wray Rachelle Gebler Glenn Rosenbloom Denise Scaglione, Trustees Absent: Trustees Spiro, Leavy and Gonzalez Also Present: Anthony P. Giaccio, Village Administrator Paula A. McCarthy Tompkins, Village Clerk Sara DiGiacomo, Village Treasurer Clinton Smith, Village Counsel At 7:10 p.m. Mayor Wray called the meeting to order with a Pledge of Allegiance. The inauguration of elected Trustees: Leavy, Rosenbloom, and Scaglione, and Mayor Wray, was performed by Justice Valdespino. Agenda and Appointments: See attached Mayor's Appointments - See attached Resolutions - See attached At 7:35 p.m. on motion by Trustee Scaglione, seconded by Trustee Gebler, the meeting was adjourned. Paula A. McCarthy Tompkins Village Clerk �Village of Sleepy Hollow Organizational Meeting Agenda and Appointments Monday, April 1, 2019 7:00 PM 1. Organizational Meeting Called to Order Mayor Ken Wray 2. Pledge of Allegiance Mayor Ken Wray 3. Swearing in of Elected Officials Justice Valdespino Mayor Mayor Trustee Leavy Trustee Rosenbloom Trustee Scaglione 4. Official Newspapers/Publications Moved: Trustee Scaglione Seconded: Trustee Gebler Vote: Unanimous 5. Official Depository of Funds: People's United Bank, Signature Bank, TD Bank, Tompkins Mahopac Bank, Webster Bank and Connect One Bank Moved: Deputy Mayor Rosenbloom Seconded: Trustee Gebler Vote: Unanimous 6. Appointment of Village Officials (See attached) 7. Mayor's Appointments (See attached) Mayor Wray appointed the following members to the Zoning Board: Tim Judge, Chair; Tim Church, Gorette Crowe and Alex McFarlane. 8. Operational & Procedural Resolutions (See attached) At 7:35 p.m., on a motion by Trustee Scaglione, seconded by Trustee Gebler the meeting was adjourned. Motion carried unanimously. �Part II - 2019-2020 1. Appointments: A. Associate Village Justice Alfred Farella, Esq. B. Village Historian Henry Steiner C. Police Surgeon Dr. Robert Raniolo D. Fire Inspector Sean E. McCarthy E. Village Prosecutor Joy Joseph F. Village Clerk & Registrar G. Village Deputy Clerk Joan Bucci H. Village Treasurer Sara DiGiacomo Paula A. McCarthy Tompkins Moved: Trustee Gebler Second: Trustee Scaglione Vote: Unanimous Absent: Trustees Gonzalez, Leavy and Spiro F. Mayor's Appointment of Deputy Mayor Glenn Rosenbloom G. Mayor's Appointment of Village Attorney Clinton B. Smith �Part II - 2019-2020 1. Appointments: A. Associate Village Justice Alfred Farella, Esq. B. Village Historian Henry Steiner C. Police Surgeon Dr. Robert Raniolo D. Fire Inspector Sean E. McCarthy E. Village Prosecutor Joy Joseph F. Village Clerk & Registrar G. Village Deputy Clerk Joan Bucci H. Village Treasurer Sara DiGiacomo Paula A. McCarthy Tompkins Moved: Trustee Gebler Second: Trustee Scaglione Vote: Unanimous Absent: Trustees Gonzalez, Leavy and Spiro F. Mayor's Appointment of Deputy Mayor Glenn Rosenbloom G. Mayor's Appointment of Village Attorney Clinton B. Smith �Part III Year 2019 - 2020 Operational and Procedural Resolutions 1. Be it Resolved the Board of Trustees shall hold regular meetings on April 9 and April 23, 2019, at 7:00 PM; commencing May, 2019, regular meetings shall be held on the second and fourth Tuesday of each month; and work sessions shall be held, as necessary, on the first and third Tuesday of each month. Work Sessions during the month of April, 2019 shall be held on the April 2 and April 16, 2019. All work sessions during the month of April shall include budget discussions. Moved: Trustee Gebler Seconded: Trustee 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 Gebler Seconded: Deputy Mayor Rosenbloom 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 Gebler Seconded: Trustee 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 Gebler Seconded: Deputy Mayor Rosenbloom 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 Gebler Seconded: Trustee Scaglione Vote: Unanimous 6. Be it Resolved in the event of the unavailability of the Village Justice and/or the Acting 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: Trustee Scaglione Seconded: Trustee Gebler 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 2019-2020 as prescribed by law. Moved: Trustee Scaglione Seconded: Deputy Mayor Rosenbloom 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 Treasurer shall review and approve 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 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: Trustee Scaglione Seconded: Trustee Gebler Vote: Unanimous 9. Be it Resolved notwithstanding any resolutions to the contrary, the 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: Trustee Scaglione Seconded: Deputy Mayor Rosenbloom 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 provided that all discussion and comments of the member or members participating in video conference an 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 Trustee. Moved: Trustee Scaglione Seconded: Trustee Gebler 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: Deputy Mayor Rosenbloom Seconded: Trustee Gebler 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 to three (3) minutes per speaker. A speaker may speak a second time only once, for 3 minutes. All speakers shall be respectful and refrain from personal or collective attacks and defamation. Moved: Deputy Mayor Rosenbloom Seconded: Trustee Scaglione Vote: Unanimous 13. Be it Resolved the Board of Trustees adopts Robert's Rules of Order for the conduct of its business at meetings. Moved: Deputy Mayor Rosenbloom Seconded: Trustee Gebler 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: Deputy Mayor Rosenbloom Seconded: Trustee Gebler 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: Deputy Mayor Rosenbloom Seconded: Trustee Scaglione 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-2019 Text A resource consisting primarily of words for reading. Examples include books, letters, dissertations, poems, newspapers, articles, archives of mailing lists. Note that facsimiles or images of texts are still of the genre Text. 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_2019-04-01 Subject The topic of the resource Organizational Minutes-2019 Date A point or period of time associated with an event in the lifecycle of the resource 2019 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/d056fd431299757646b879fe61e85aeb.pdf e134cedd7571d268400364e99a672576 PDF Text Text Village of Sleepy Hollow Organizational Meeting Agenda and Appointments Tuesday, October 6, 2020 7:00 PM 1. Organizational Meeting Called to Order Mayor Ken Wray 2. Pledge of Allegiance Mayor Ken Wray 3. Swearing in of Elected Officials Mayor Ken Wray Trustee Gebler Trustee Spiro Trustee Gonzalez 4. Official Newspapers/Publications: Hudson Independent, River Journal, Lohud Moved: Trustee Scaglione Seconded: Trustee Leavy Vote: Unanimous 5. Official Depository of Funds: People's United Bank, Signature Bank, TD Bank, Tompkins Mahopac Bank, Webster Bank and Connect One Bank Moved: Trustee Gonzalez Seconded: Trustee Spiro Vote: Unanimous 6. Appointment of Village Officials (See attached) 7. Mayor's Appointments (See attached) 8. Operational & Procedural Resolutions (See attached) 9. Trustee Scaglione moved, seconded by Trustee Leavy to adopt the purchase order and procurement policy. Unanimous. (Attached) 10- On a motion by Trustee Scaglione, seconded by Trustee Gonzalez the organizational meeting was adjourned. Unanimous. �Part II - 2020 - 2021 1. Appointments: A. Associate Village Justice Alfred Farella, Esq. B. Village Historian Henry Steiner C. Police Surgeon Dr. Robert Raniolo D. Fire Inspector Sean E. McCarthy E. Village Prosecutor Joy Joseph Moved: Trustee Scaglione Second: Trustee Leavy Vote: Unanimous F. Mayor's Appointment of Deputy Mayor Glenn Rosenbloom G. Mayor's Appointment of Village Attorney Clinton B. Smith �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 provided that all discussion and comments of the member or members participating in video conference 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 Trustee. Moved: Trustee Gonzalez Seconded: Trustee Scaglione 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 Gonzalez Seconded: Trustee Leavy 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 to three (3) minutes per speaker. A speaker may speak a second time only once, for 3 minutes. All speakers shall be respectful and refrain from personal or collective attacks and defamation. Moved: Trustee Gonzalez Seconded: Trustee Spiro Vote: Unanimous 13. Be it Resolved the Board of Trustees adopts Robert's Rules of Order for the conduct of its business at meetings. Moved: Trustee Gonzalez Seconded: Trustee 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 Gonzalez Seconded: Trustee Spiro Vote: Unanimous �October 6, 2020 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 controi. 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 $1,000.00. 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 • Trustee / Committee Chair signature • Village Treasurer signature • State or County contract # if applicable & pertinent information • Board Resolution if the purchase is a bided 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 $1,000.00). After all the required signatures are provided, a PO with a purchase order # will be submitted to the Department. ] 0 06 2020 Adopt Procurement Policy.doc 7 10/7/2020 �3. The Department will 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 tine 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 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. ] 0 06 2020 Adopt Procurement Policy.doc 7 10/7/2020 �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. ] 0 06 2020 Adopt Procurement Policy.doc 7 10/7/2020 �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 $1,000 requires an oral request by Purchaser for written quotes from at least 2 vendors. • Less than $1,000 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 $1,000 requires an oral request by Purchaser for written quotes from at least 2 contractors. • Less than $1,000 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. ] 0 06 2020 Adopt Procurement Policy.doc 7 10/7/2020 �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 sen/ices** 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. ] 0 06 2020 Adopt Procurement Policy.doc 7 10/7/2020 �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 oniy 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 fail 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 sen/ices required in the public interest, such as in the case of certain patented goods or services or public utility services. ] 0 06 2020 Adopt Procurement Policy.doc 7 10/7/2020 �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. ] 0 06 2020 Adopt Procurement Policy.doc 7 10/7/2020 �•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 Richard Gross Angela Martello Michael Tavano Sara A. DiGiacomo Sean McCarthy Matthew Arone Anthony Bueti Paula A. McCarthy ] 0 06 2020 Adopt Procurement Policy.doc Court Clerk Village Administrator DPW Superintendent EMS Chief Fire Chief Village Treasurer Building Inspector Superintendent Police Chief Village Clerk 7 Court Various DPW, Water, Sewer & Sanitation Ambulance Corp Fire Department Various Building Dept.-Safety Inspection Recreation Police & Parking Clerk's Office 10/7/2020 � 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-2020 Text A resource consisting primarily of words for reading. Examples include books, letters, dissertations, poems, newspapers, articles, archives of mailing lists. Note that facsimiles or images of texts are still of the genre Text. 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_2020-10-06 Subject The topic of the resource Organizational Minutes-2020 Date A point or period of time associated with an event in the lifecycle of the resource 2020 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/8e830a3ad7235f1f8558640dcfbe3d22.pdf b0f0d20efdc7c0276ee9b5182c7545dd PDF Text Text The Village of Sleepy Hollow annual organizational meeting took place on Monday, April 5, 2021, at 7:00 p.m. in Village Hall, 28 Beekman Avenue, Sleepy Hollow, New York. Present: Mayor Kenneth G. Wray Deputy Mayor Scaglione Tom Andruss, Trustees Rachelle Gebler, Trustees Jared Rodriguez, Trustees Sandra Spiro, Trustees Absent: Trustee Gonzalez Also Present: Anthony P. Giaccio, Village Administrator Paula A. McCarthy Tompkins, Village Clerk Sara DiGiacomo, Village Treasurer Katherine Baldwin, Village Justice Alfred Farella, Associate Village Justice At 7:05 p.m., Mayor Wray called the meeting to order with a Pledge of Allegiance, and a moment of silence for Mario DeFelice, a lifelong resident, former Police Officer, and Board member. Paula McCarthy, Village Clerk, performed the inauguration of re-elected Mayor Ken Wray. Mayor Wray performed the inauguration of re-elected Trustee Denise Scaglione and newly elected Trustees Andruss and Rodriguez. Mayor Wray also performed the inauguration for Justice Baldwin and Associate Justice Farella. Agenda and Appointments: See attached Mayor's Appointments - See attached Resolutions - See attached At 7:35 p.m. on motion by Trustee Andruss, seconded by Trustee Rodriguez, the meeting was adjourned. Paula A. McCarthy Tompkins Village Clerk �Village of Sleepy Hollow Organizational Meeting Agenda and Appointments Monday, April 5, 2021 7:00 PM 1. Organizational Meeting Called to Order Mayor Ken Wray 2. Pledge of Allegiance Mayor Ken Wray 3. Swearing in of Elected Officials Village Clerk Mayor Ken Wray Trustee Andruss Trustee Rodriguez Trustee Scaglione Justice Baldwin 4. Official Newspapers/Publications: Hudson Independent, River Journal, Lohud Moved: Trustee Gebler Seconded: Deputy Mayor Scaglione Vote: Unanimous 5. Official Depository of Funds: People's United Bank, Signature Bank, TD Bank, Tompkins Mahopac Bank, Webster Bank and Connect One Bank Moved: Trustee Rodriguez Seconded: Trustee Andruss Vote: Unanimous 6. Appointment of Village Officials (See attached) 7. Mayor's Appointments (See attached) 8. Operational & Procedural Resolutions (See attached) 9. Trustee Spiro moved, seconded by Trustee Gebler, to adopt the purchase order and procurement policy. (Attached) 10. At 7:35pm, on a motion by Trustee Andruss, seconded by Trustee Rodriguez, the Oorganizational meeting was adjourned. �Part II - 2021-2022 1. Appointments: A. Asoociate Village Justice Alfred Farella, Esq. B. Village Historian Henry Steiner C. Police Surgeon Dr. Robert Raniolo D. Village Prosecutor Joy Joseph E. Village Clerk & Registrar F. Village Deputy Clerk Joan Bucci G. Village Treasurer Sara DiGiacomo Paula A. McCarthy Tompkins Moved: Trustee Gebler Second: Trustee Andrus Absent: Trustee Gonzalez H. Mayor's Appointment of Deputy Mayor I. Mayor's Appointment of Village Attorney Vote: Unanimous Denise Scaglione Clinton Smith of McCarthy-Fingar LLP �Part III Year 2021-2022 Operational and Procedural Resolutions 1. Be it Resolved the Board of Trustees shall hold regular board meetings th on April 13 and April 27 th at 7:00 PM; commencing May, 2021, regular meetings shall be held on the second and fourth Tuesday of each month; and work sessions shall be held, as necessary, on the first and third Tuesday of each month. Work Sessions during the month of April, 2021, shall be held on the April 6 th and April 20th, 2021. All work sessions during the month of April shall include budget discussions. Moved: Trustee Spiro Seconded: Deputy Mayor Scaglione Absent: Trustee Gonzalez 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: Deputy Mayor Scaglione Seconded: Trustee Spiro Vote: Unanimous Absent: Trustee Gonzalez 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 Andruss Seconded: Trustee Rodriguez Absent: Trustee Gonzalez 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 Gebler Seconded: Trustee Spiro Absent: Trustee Gonzalez 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 Rodriguez Absent: Trustee Gonzalez Seconded: Trustee Gebler 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: Trustee Spiro Seconded: Deputy Mayor Scaglione Vote: Unanimous Absent: Trustee Gonzalez 7. Be it Resolved the Mayor and Board of Trustees shall constitute a Committee of the Whole to adopt the Village Budget for 2021-2022 as prescribed by law. Moved: Deputy Mayor Scaglione Seconded: Trustee Andruss Vote: Unanimous Absent: Trustee Gonzalez 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 Treasurer shall review and approve 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 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: Trustee Andruss Seconded: Trustee Spiro Vote: Unanimous Absent: Trustee Gonzalez 9. Be it Resolved notwithstanding any resolutions to the contrary, the 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: Trustee Gebler Seconded: Trustee Spiro Vote: Unanimous Absent: Trustee Gonzalez �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 Trustee. Moved: Trustee Rodriguez Absent: Trustee Gonzalez Seconded: Trustee Gebler 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 Spiro Seconded: Deputy Mayor Scaglione Vote: Unanimous Absent: Trustee Gonzalez 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 to three (3) minutes per speaker. A speaker may speak a second time only once, for 3 minutes. All speakers shall be respectful and refrain from personal or collective attacks and defamation. Moved: Deputy Mayor Scaglione Seconded: Trustee Andruss Vote: Unanimous Absent: Trustee Gonzalez 13. Be it Resolved the Board of Trustees adopts Robert's Rules of Order for the conduct of its business at meetings. Moved: Trustee Andruss Seconded: Deputy Mayor Scaglione Vote: Unanimous Absent: Trustee Gonzalez �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 Gebler Seconded: Trustee Rodriguez Absent: Trustee Gonzalez 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 Rodriguez Absent: Trustee Gonzalez Seconded: Trustee Gebler 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-2021 Text A resource consisting primarily of words for reading. Examples include books, letters, dissertations, poems, newspapers, articles, archives of mailing lists. Note that facsimiles or images of texts are still of the genre Text. 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_2021-04-05 Subject The topic of the resource Organizational Minutes-2021 Date A point or period of time associated with an event in the lifecycle of the resource 2021 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/e9c4ed0a585923e714878befe3e490ea.pdf a1c493166360bfa7c65d0cd3924b6a92 PDF Text Text MEMORANDUM OF MEETING TREE COMMISSION OPEN MEETINGS MAY 25, 19 95, 7;00 PM, VILLAGE HALL Attendances Sean Dugan, Tree Commission Mace Alter, Public Works Committee Joe DeFeo, Public Works, Tree Commission Richard Sweet, Public Works, Tree Commission,Carryover Mr. & Mrs. LaMoscolo, residents 4 Terrace Close Angela Everett, Sec. Deputy Village Clerk References Letter from Mr. & Mrs. Bick, 3 Terrace Close regarding two trees at Terrace Close and several phone calls. The meeting was opened at about 7 s 10 PM by R. Sweet and discussion of the problem was made by the chair with input from Joe DeFeo. Two small, adult, red, japanese-maple trees are growing at the western edge of the cul-de-sac which terminates Terrace Close. The Bicks considered the trees to be on their property and desired to transplant them to another site on their property. They alerted their neighbor, the LaMoscolos of their intent and faxed a letter to Joe DeFeo on May 16, 1995. They proceeded to excavate one of the two trees before any response from the Village was given. Thereupon Mr. LaMoscolo asked that they cease any further operation and seek permission from the Village to perform this task. The partial excavation which has been done on one of the trees was replaced with soil by Village personnel to maintain the health of the tree and prevent soil erosion and a dangerous physical condition. The Village has a TREE CONSERVATION law Chapter 52A enacted in 1984 which establishes certain rules and regulations dealing with trees and important forest vegetation of any size. Sec. 52A-7,A. describes the necessity of the landowner with a contiguous property area greater than one acre to be issued a permit by the Tree Commission before any tree on private property may be moved or altered. (Notes This law was invoked during preliminary discussions with the property now known as Bedford Park, a two plus acre area.) �In this particular instance the two trees are located on or near the boundary which establishes the Village's right-of-way on the cul-de-sac. Measurements were made and it appears that one of the trees falls within the Village's line while the second falls just outside the line. The trees would best be described as important forest vegetation rather than classic trees. The trees are growing very close together and the root systems are definitely intertwined. It is unlikely that the removal of the larger of the two trees would result in the remaining tree's survival, i.e. the necessary size of root ball would seriously jeopardize the remaining tree's root system. In an effort to ameliorate the situation and since the Bicks could apply for a permit and might possibly be allowed to remove one tree, albeit dependent on the survival of the remaining tree, now then, the Commission recommends that an offer be made that the Village arrange for a tree of similar size and kind be obtained for Mr. & Mrs. Bick in return for the present two trees remaining in place. The recommendation was agreed upon unanimously by Commission. eom cc/attendees and Mr. & Mrs. Bick Linda David, Village Administrator � 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 Tree Commission Minutes-1995 Text A resource consisting primarily of words for reading. Examples include books, letters, dissertations, poems, newspapers, articles, archives of mailing lists. Note that facsimiles or images of texts are still of the genre Text. 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_TREE_1995-05-25.pdf Subject The topic of the resource Tree Commission Minutes-1995 Date A point or period of time associated with an event in the lifecycle of the resource 1995 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/5c8660e7895b8ae4a501b61c015964a1.pdf dd1bec50267432f502e9a552e7a2dd8b PDF Text Text VILLAGE OF SLEEPY HOLLOW TREE COMMISSION MEETING March 18,2002 The Commission needed to select a Chainnan. Jack Arcate made a motion to name Bob Carpenter as Chairman. Joe DeFeo seconded. It was unanimous (4-0). The meeting was called to order by Bob Carpenter, Chairman at 8:05 p.m. The Chair stated that a quorum was present. Present: Bob Carpenter, Chainnan Jack Arcate Pete Schmidt Joe DeFeo Absent: Steve Shrober Nicholas Cicchetti Jim Donovan Also Present: Bob Stiloski (Director, Department of Fire and Life Safety) Dave Smith (Saccardi & SchifC^ Village Planner) Anthony Del Vecchio (Recording Secretary) Agenda: 1) Kendal On Hudson Announcements None. 1) Kendal On Hudson The public notice was read aloud. The Chair stated that he met with Pete Schmidt and they reviewed the submitted report. He stated that some of the trees are over 100 years old. He stated that these trees should be saved if possible. He stated that it would enhance the development. The Chair opened the public hearing. Andy Tung gave an overview of the proposed development. He briefly explained the CCRC concept. He gave a description of the existing property layout. He spoke about the zoning and environmental issues associated with the project. �Andy Tung spoke about the 7-acre wooded buffer that would be maintained along the South side of the development. He stated that there are numerous hemlocks that are dead. He stated that Phelps Memorial Hospital does not maintain the area. He spoke about the application to date over the last 2 Vi years. Andy Tung stated that the Planning Board made a statement concerning vegetation. He stated that the Plamiing Board requested that the applicant obtain a permit from the Tree Commission. Andy Tung explained the building and parking elevations. He showed the proposed development via an aerial photo of Phelps Memorial Hospital Center and a site plan of the proposed building roadway and landscape. Andy Tung stated that 395 (38%) of the existing trees are dead. He stated that 645 (62%) of the trees are healthy. He stated that 300 were of species that are not ornamental. He also stated that due to the slope of the site and the desire to keep the proposed development as compact as possible, it was impossible to keep existing trees in the loop interior. He distributed a document that reviewed the selected trees to be removed (attached). Andy Tung stated that the proposal included deciding on whether or not to save certain trees. He showed the Tree Survey & Protection Plan drawing. He overlaid the proposed building layout over the top of the Tree Survey. He stated that the balance of the building layout is essential to the development. He stated that the site-grading plan showed a few trees near the proposed scenic overlook. He stated that these trees would be re-evaluated. Andy Tung stated that several Oak trees on the Western edge near the water-quality basins are healthy. They have proposed to construct a tree wall to try to keep those trees intact (attached). Andy Tung detailed the landscape plan showing the Northern and Southern buffers. Pete Schmidt asked if the evergreens would have enough light to grow. Andy Tung responded that the evergreens would be located in a field at different heights to allow the trees to grow. Dave Smith stated that the Planning Board and the Architectural Review Board comments included planting trees as soon as construction starts so that the plantings could begin to grow. The Chair asked if any provisions have been made to include a walkway system in the woods near Birch Close. Andy Tung responded that a walkway exists and it has a gate near Birch Close but the gate is locked. Tree Commission Meeting, March 18, 2002 2 �Al DelBello stated that the existing pathway would be left for fiiture use. The Chair asked if there are any provisions for watering. Andy Tung responded that there are no plans for irrigating the property. The Chair stated that the dead trees provide an additional buffer from Sleepy Hollow Manor. He asked that the trees be left since they provide a habitat for birds and other animals. Andy Tung responded that some of the dead trees would remain but some of the trees near Birch Close would be removed for residential safety. Jack Arcate stated that he appreciated the use of native trees as per the submitted planting Hst. The Chair asked if everything within the loop road would be removed. Andy Tung responded yes. Jack Arcate spoke about his experience with trying to relocate and save trees. He stated that it would not be very successfiil based on the existing property terrain and the amount of existing rock. Jack Arcate asked if there would be any cropping of the Ailanthus altissima (Tree of Heaven). Andy Tung responded that it is in the hands of the Parks Department. He stated that they would follow their recommendations. Jack Arcate gave an analysis of the proposed plantings. He stated that the selection of trees is good. He stated that the trees would integrate nicely. Joe DeFeo stated that he is concerned with having too many large dead trees. He stated that the small dead trees could be left but the large ones should be removed. He stated that he was concerned about the potential for fires. Jack Arcate agreed. He stated that by removing the large dead trees, it would give the potential for fiiture growth. Dave Smith asked if changes have been made to the site plan for saving trees. Andy Tung responded yes. Since there were no public comments, the Chair closed the public hearing. Joe DeFeo stated that he is concerned about satisfying the neighbors along the wooded buffer. The Chair noted a letter from absent Tree Commission member Jim Donovan (attached). Tree Commission Meeting, March 18, 2002 3 �Jack Arcate made a motion to grant a permit to the applicant based on the proposed submission. Joe DeFeo seconded. It was unanimous (4-0). Bob Stiloski stated that the Tree Commission needs to set a fee. He read the appHcable Code sections. Al DelBello gave an overview of the recreation fee agreement. He stated that the agreed upon fee would encompass all fees. He stated that during a meeting with the Mayor, it was agreed that the applicant should pay a fee above and beyond the agreed recreation fee. He stated that the Mayor agreed that the fees could be paid once the project is financed. Andy Tung stated that the project calls for removing 300 trees and planting 475 trees. Jack Arcate made a motion to set the fee at $10,000. Joe DeFeo seconded. It was unanimous (4-0), Jack Arcate made a motion to adjourn. Joe DeFeo seconded. It was unanimous (4-0). Adjourned at 9:06 p.m. to next meeting. Respectfully Submitted, Anthony Del Vecchio Tree Commission Meeting, March 18, 2002 �Kendal on Hudson - Review of Selected Trees to be Removed Tree# Size/Species Comment #621 #622 16"Oak 18"Oak Remove; loop road ILU South #625 #626 18"Oak 18"Oak Remove; Edge of loop road ILU South #629 #630 #637 #689 20" Oak 22" Oak 20" Oak 24" Black Oak #748 #782 #844 32" Red Oak 30" Oak 19" Black Oak #869 #892 18" Black Oak 28" Black Oak #902 #909 #935 14" Oak 22" Oak 22" Oak #985 #986 #1600 15" Black Oak 26" Oak 30" White Pine #1114 #1115 #1134 #1151 #1129 22" Oak ^S^^Oak28" Oak 32" Oak 28" Oak Divney Tung Schwalbe, LLP Remove; Storm Drain by loop road ILU South May be possible to save; Revise grading at or above elev. 45, between ILU South and loop road; verify field conditions Remove; in loop road near ILU South Remove; ILU South bldg. footprint Remove; Conmions Bldg.; south comer near emergency egress Remove; in middle of Terrace/above loading Remove; in drive between Commons and ILU South , Remove; ILU South footprint Remove; Fire access between ILU E & W; exist, elev. 84.5; proposed elev. 79 Remove; ILU East within bldg. footprint Remove; open area ILU west of ILU East - exist. Elev. 83, proposed elev. at 88 (5' tree well?) Remove; ILU South Bldg. edge Remove; within ILU South footprint May be possible to save; Revise grading at or about elev. 45, between ILU South and loop road; verify field conditions Remove; Edge of loop road west of terrace Remove; Edge of loop road west of terrace White Pine to be removed; exist, elev. 98, proposed at 108 on slope in front of James House (typo in Tree Report) Save - WQB#1 revised & tree wall iSave - WQB#i revised & tree wall Save - WQB#1 revised & tree wall Save - WQB#1 revised & tree wall Save - WQB#1 revised added added added added 3/18/02 �§ .^ Si U r^ ^ ^ K (A .^ 41 0 0, s^ ^. i k>> ft /^ t * ^ l^ ^ i5> ^ \ ?^ '^ ^ K fr, ^ i t) £ M >1 i5ra=5S(pSiB«!5engSSmSi®W#!te 5 & ^ ^ ^ h ^ t^ ^ ? "^^ ^ ^ 'i ^ C IS ( Kki �=•2 CM z CO CD i LU §^ Op EC z X o EE ai 3 0) (OlS ^ j cr ^ H :$ z- ^ . CO <r CD &: < D a DC III LU .LJJ' • ir ^ y 'XS cow X •-* |_ 2 Q < • o EC O 82• :^:///v////\\ y •^•// J / / / /.' J \ X \ \ V � 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 Tree Commission Minutes-2002 Text A resource consisting primarily of words for reading. Examples include books, letters, dissertations, poems, newspapers, articles, archives of mailing lists. Note that facsimiles or images of texts are still of the genre Text. 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_TREE_2002-03-18.pdf Subject The topic of the resource Tree Commission Minutes-2002 Date A point or period of time associated with an event in the lifecycle of the resource 2002 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/647e30c2f5ac7f32371f5251ff984ea8.pdf 078ee0cd8a518bfbaa157145b899ee85 PDF Text Text VILLAGE OF SLEEPY HOLLOW WATERFRONT ADVISORY COMMITTEE MEETING April 5,2000 The meeting was called to order by Richard Weiss, Chair at 8:05 p.m. Present: Richard Weiss, Chairman Doug Maass George Lence Terence McGlynn Karin Adir Ralph Gunderman Donald Stever Absent None Also Present: Jerome Fine (Village Engineer) James Margotta (Building Inspector) David Smith (Village Planner) Anthony DelVecchio (Stenographer) Nicholas Cicchetti (Planning Board) George Tanner (Planning Board) Announcements: The agenda for tonight's meeting will include the following items: a) County House Road b) Philipsburg Manor a) County House Road The Chair stated that this was a sub-division of 11.9 acres. This will involve 11 one-family lots. The Chair asked if any Board member had any comments. Ralph Gunderman asked if there was a size restriction on footprint of house. Jim Margotta responded no if the building meets front and side yard boundaries. There is a visual restriction on building lot sizes. He also stated that for Rl zoning it is 15%. The code requirements are as follows: For 1 acre: Front Yard One Side Yard Both Side Yards Rear Yard Max height Max size 100 feet 100 feet 200 feet 100 feet 35 feet 45,000 sq. feet. �Dave Smith stated that under NYS law, the Planning Board could vary the design criteria in order to get a more favorable design. Dave Smith gave a brief overview of the County House Road layout. Doug Maass inquired why grass-Crete was crossed out. Dave Smith responded that there is a suitable sub-base to access facility. He also stated that sometimes with grass-Crete, the grass dies and the concrete substructure would remain. The Chair asked what measures would be in effect to force the applicant to keep a certain amount of lawn space. Jim Margotta stated that the maximum lot coverage is 15%. George Lenco inquired if the builder uses the full 15% for the footprint, what would be left. Dave Smith responded that the coverage is defined as the percent of lot area covered by the building area. Doug Maass inquired if the detention basin would have water in it at all times. Dave Smith responded no. There would be a gradual release of water. Doug Maass inquired if the detention basin would be fenced in. Dave Smith responded that it would be landscaped. Dave Smith stated that a l-in-5 slope is easy to get out of. Ralph Gunderman stated that the detention basin restricts the flow into the stream. The Chair inquired if it was consistent with the LWRP. The Chair read clauses on open space and noted reduction in open space and the mixed consistency on LWRP Policy 5B (Open space character East of the old Croton Aqueduct). Ralph Gunderman inquired about the re-zoning of the area. Jim Margotta stated that this was previously zoned as an R3 (5000 SF). The Village Board increased it to 1 acre. Dave Smith stated that there are 11 lots under the property boundary. He also stated that there is an open space component. There will be a fee paid by the applicant to maintain the dedicated area. Waterfront Advisory Committee Meeting, April 5,2000 �Karin Adir inquired if there would be an establishment of a Homeowners Association. Dave Smith stated that that would be a personal decision. Doug Maass inquired about the easement on Lot #10. Dave Smith responded that this was necessary in order to avoid a curb cut on Bedford Road. The Chair stated that the plans take measures to minimize damages on flooding and erosion (policy #11). The Chair stated that the plans take measures to protect hillsides (item #17a). The Chair stated that this plan conflicts with Policy #25 (Scenic Quality of the Coastal Area). Ralph Gunderman stated that there are many measures in the plans that protect and comply within the LWRP. The Chair stated that efforts were made to spare as many trees as possible. Dave Smith stated that a tree survey was prepared. It was discussed that most of the trees were preserved. Ralph Gunderman inquired about preventing erosion during construction. Dave Smith responded that this was outlined in the EAF. During construction, the developer will use Westchester County erosion plans when developing on slope. The Chair inquired about steep slopes. Dave Smith responded that the developer is staying off of the steep slopes. The Chair inquired about what the Village would do to prevent homeowners from further developing the property. Don Steer responded by a deed restriction. The Chair asked if there were any other findings. Since there was no response from any of the Committee members, the Chair asked if this plan was consistent with the LWRP. The Committee agreed unanimously that it was consistent with the LWRP. Waterfront Advisory Committee Meeting, April 5,2000 �b) Philipsburg Manor The Chair stated that a representative of the Historic Hudson Valley wishes to speak to the Committee. The applicant gave a brief overview of the entire history of the dredging project. The T21 grant was also discussed. Don Steer asked Steven Huske to go over dredging project. Steven Huskie gave a brief overview of the project. He also discussed the hydraulic method of dredging. Doug Maass asked how many gallons/minute would be dredged. Steve Huskie responded 850-1200 gallons/minute. Doug Maass asked what % of this would be solid. Steve Huskie responded 10-15% and the rest is liquid. Ralph Gunderman asked if the applicant was excavating an area to create a pond? Steve Huskie responded that an embankment would be built. Doug Maass asked where the material from previous dredging was placed. Steve Huskie responded that it is in the same area. Don Stever asked if this is a drudge disposal site already. Steve Huskie responded yes. Doug Maass asked about the turbidity of the water in Pocantico River. Steve Huskie responded that it was standard. The Chair asked about the refill rate of the silt. Steve Huskie responded 1500 cubic yards/year. Doug Maass asked what time of year would this be performed. Steve Huskie responded after the spawning season. Waterfront Advisory Committee Meeting, April 5,2000 �Steve Huske then discussed wetlands. He stated that there is only 2/10 of an acre and it is low quality wetlands. Don Stever asked if it was isolated. Steve Huskie responded that some areas are isolated and other areas might not be. The Chair asked if the pipe was going to remain. Steve Huskie responded that it would remain for drainage. If it were ever needed, it wouldn't disturb the other areas. Don Steer asked if the applicant would return the substrate to its natural elevation with the exception of the pipe. Steve Huskie responded that the pipe needs support. He also stated that it would be filled about halfway. Doug Maass asked how permeable will the pipe be. Steve Huskie responded that it depends on the mixture. Doug Maass asked about on-site mitigation Steve Huskie responded that it would not be suitable. He also stated that the Fish and Wildlife Society suggested an offsite Wetlands restoration. The Chair asked about the wetlands in Sleepy Hollow. Steve Huskie responded that they would only be restored within the Historic Hudson Valley. Don Stever asked the applicant where they were in terms of the 404 permit. Steve Huskie responded that the Fish & Wildlife Society has accepted mitigation verbally. The Army Corps of Engineers has the final say. Don Stever asked about the title wetlands permit from DEC. Steve Huskie responded no. Don Stever asked if they were required. Steve Huskie responded no. Don Steer recommended that the applicant check with the DEC. Waterfront Advisory Committee Meeting, April 5,2000 �Steve Huskie responded that they would. Dave Smith stated that the expanded EAF was sent to the DEC. The Chair asked the committee to look at the LWRP policy on this project. The Chair stated that the applicant has addressed concerns of Policy 19b The Chair stated that the applicant has addressed concerns of Policy 23. The Chair also referenced one of the significant sites listed on HI-48 (Philipsburg Manor and Upper Mills). The Chair stated that the applicant has addressed concerns of Policy 25. The Chair stated that the applicant has addressed concerns of Policy 35 A (fish spawning). There was an open discussion on Policy 7B due to the fact that the wetlands were not being restored within Sleepy Hollow. Don Steer referenced Policy 35B. There was an open discussion on Policy 44 (Wetland protection). Ralph Gunderman asked if there was any way to support pipe without raising grade. Give title wetlands a chance to restore itself. Steve Huskie responded that it would probably not be worth it due to the degree of disruption. Ralph Gunderman asked what is the jurisdiction of this committee of LWRP. Don Stever responded that the Waterfront Advisory Committee interprets the LWRP. The Chair stated that Sleepy Hollow should get mitigation instead of Croton. Don Stever responded that there is no policy on local mitigation. Ralph Gunderman stated that these wetlands are not significant to Sleepy Hollow. Doug Maass stated that he favors Croton. The Chair asked if there were any other findings. Since there was no response from any of the Committee members, the Chair asked if this plan was consistent with the LWRP. The Committee agreed unanimously that it was. Waterfront Advisory Committee Meeting, April 5,2000 �Other Topics: Don Stever discussed the EIS draft on Kendall. Once DEIS is complete, Kendall will be invited in. The Committee meetings will be open. The Historic Hudson Valley applicant stated that they are interested in appearing to Waterfront Advisory Committee on GM site in order to address some issues. Don Stever stated that he should wait until the selected developer knows what will be done with the site. The draft of findings from this meetings agenda will be sent to Planning Board. A representativefromthe Scenic Hudson Valley spoke to the Committee. They are also interested in GM site. The representative also expressed an interest in meeting with the Waterfront Advisory Committee. There is no plan as of yet but they are looking at specific ideas and objectives. Adjourn to next meeting. Waterfront Advisory Committee Meeting, April 5,2000 �Village of Sleepy Hollow Waterfront Advisory Committee 28 Beekman Avenue Sleepy Hollow, New York, 10591 CONSISTENCY FINDINGS Application of County House Road, LLC The Waterfront Advisory Committee of the Village of Sleepy Hollow (the "Committee") reviewed, at its meeting on April 5, 2000, the proposal submitted by County House Road, LLC (the "Applicant") for a development project consisting of the construction of eleven residences on approximately 11.9 acres (the "Tract") located on County House Road at the intersection with the Bedford Road (Route 448) (the "Project"). The Village's planning consultant, David Smith of the firm of Saccardi & Schiff, Inc., provided an overview of the Project and was available to respond to questions posed by the Committee. The Committee unanimously concluded that the Project is consistent with the goals and policies of the Sleepy Hollow Local Waterfront Revitalization Plan ("LWRP) and with the policies thereof. The Project The Project consists of the subdivision of the Tract into eleven lots and the construction of eleven single-family residences, arranged in a cluster configuration. The Project also provides that approximately 1.5 acres of the Tract (including a parcel affording a notable view of the Hudson River and the opposite shore at the intersection of the Bedford Road and County House Road) will be dedicated to the Village of Sleepy Hollow (the "Village"), to be preserved as open space, and that, in addition, approximately 0.84 acres of the Tract will also be preserved as open space pursuant to a conservation buffer easement that will run along the frontage of the Tract at the Bedford Road and County House Road. Consistency Findings In addition to the reviewing the general purposes and policies of the LWRP, the Committee, in reaching its determination as to the consistency of the Project with the LWRP, gave consideration to Policies 5B, 11, 17A and 25B of the LWRP as being particularly relevant to the Project. Policy 5B - Retain the rural residential, agricultural, and open space character in those areas of the Village east of the old Croton Aqueduct. The Committee has concluded that the Project is consistent with Policy 5B. The entire Tract is currently open space and the Committee recognizes that any development at this site will necessarily reduce the open space character of the site. However, the Committee notes that, at the time the LWRP was adopted, the Tract was zoned "R-3," which would have allowed the development to proceed with a 5,000 square foot minimum lot size. The Tract has been upzoned by the Village's Board of Trustees, in anticipation of this development and with the concurrence �of the Applicant, to UR-1," which requires a minimum lot size of 43,560 square feet. This significant reduction in the density potential for the site, the Applicant's decision to place the houses that are to be built in a clustered configuration and the retention of a large number of the trees presently existing on the Tract, together with the preservation of a portion of the Tract as open space (by means of the open space areas to be dedicated to the Village and the grant of the conservation buffer easement), assure that the development will have a rural residential character and that the site will retain, to a reasonable degree, its present open space character, as contemplated by Policy 5B. Policy 11 - Buildings and other structures will be sited in the coastal area so as to minimize damage to property and the endangering of human lives caused by flooding and erosion. The Committee has concluded that the Project is consistent with Policy 11. The placement of residential structures in a cluster should result in minimization of disturbance to the site. For example, use of common driveway areas should reduce the amount of land covered by paved surfaces and thus should reduce water run-off. The Project includes a detention pond to receive stormwater, which will thus be collected and can be gradually released to an existing watercourse. This feature should result in a reduction of the flow of stormwater to a level less than that occurring at the site in its present state. The siting of construction away from steep slope areas will reduce the risk of erosion (see also, Policy 17A). Policy 17A - Protect the steep slopes and hillsides throughout the Village through the use of nonstructural measures, when practical, to prevent erosion, especially through the retention, or planting of vegetative covers. The Committee has concluded that the Project is consistent with Policy 17A. The area of the Village in which the Tract is situated appears on Map 2 of the LWRP as an area of steep slopes, and a portion of Tract, in fact, consists of a relatively steeply sloped hillside. The LWRP specifically notes that the removal of vegetation from steep slope areas creates a risk of erosion and could impair the scenic quality of the Village. The cluster configuration selected for the Project avoids the placement of any structures on or adjacent to the portion of the Tract that is steeply sloped, and the trees and vegetation existing on the steeply sloped segment of the Tract will be retained. Policy 25B - Protect or enhance the following identified scenic resources as areas and viewsheds of local scenic significance. The Committee observes that the viewshed from the intersection of County House Road and the Bedford Road is not one that is specifically identified in the LWRP as among the Village's twenty-three viewsheds of local importance. Nevertheless, the view from this intersection is similar to that "from the intersection of Route 448, Pine Street, and the Old Croton Aqueduct Trail," which is one of the viewsheds so identified in the LWRP. The Committee believes that this viewshed from the intersection of County House Road and the Bedford Road, even if not specifically identified in the LWRP, is, nonetheless, a valuable scenic asset of the Village. The protection of this viewshed is, therefore, consistent with the general policies of the �LWRP and with the philosophy underlying Policy 25B. The Project includes the dedication to the Village of a part of the Tract situated at this intersection, which will be maintained as open space. Maintaining this land as open space will be protective of this viewshed and thus the Committee has concluded that the Project is consistent with the goals of the LWRP applicable to protection of viewsheds and protection of scenic assets. kichard D. Weiss, Chairman �Village of Sleepy Hollow Waterfront Advisory Committee 28 Beekman Avenue Sleepy Hollow, New York, 10591 CONSISTENCY FINDINGS HISTORIC HUDSON VALLEY: PHILIPSBURG MANOR POND DREDGING The Waterfront Advisory Committee considered the Philipsburg Manor Restoration pond dredging and dredged spoil disposal proposal at its regularly scheduled meeting on April 5, 2000, upon referral from the Sleepy Hollow Planning Board. The Board, in public session, heard from the applicant and its consultant, Huskie Engineering, and discussed the matter with the Village's planning consultant, David Smith, of Saccardi & Schiff. The Committee has unanimously concluded that the project is consistent with the overall goals and policies of the Sleepy Hollow Local Waterfront Revitalization Plan (LWRP), and that it is consistent with the applicable specific policies thereof. General Consistency The purpose of the project is to restore the aquatic integrity of two ponds located on the historically significant property, Philipsburg Manor. There are two ponds, a manmade freshwater impoundment originally constructed as a mill pond (the "upper pond") in ancient times, and a natural still water portion of the mouth of the Pocantico River below the mill dam, which is influenced by the tidal action of the Hudson River (the "lower pond"). Both ponds have been dredged periodically since the 1940s, and both are significantly degraded as aquatic habitat by an accumulation of silt primarily resulting from urban street run-off, but significantly exacerbated byfloodingcaused by Tropical Storm Floyd late in 1999. Philipsburg Manor is a critical element of the post-industrial economy of Sleepy Hollow. Preservation and enhancement of historic tourism is one of the fundamental goals of the LWRP. Since the activity directly enhances the property, it is consistent with that goal, and with specific Policies 19, 23A and 25B, which articulate that goal. Specific Policies The Committee considered the project against the following other applicable policies of the LWRP: 7B, 35A-D, 44. Policy 7B. The Philipsburg Manor and Devries Field wetland/watercourse areas of the Pocantico River shall be protected, preserved, and, where practical, restored so as to maintain its viability as a locally significant habitat. The Committee believes that the proposed project is consistent with this policy. Although some minor wetland loss will occur if the plan to dispose of dredged spoil �onsite is implemented, the Committee concludes that restoration of open water habitat, which has been seriously degraded by sediments contaminated by petroleum hydrocarbons from street run-off falls squarely within this policy. The activity will improve two significant aquatic habitats, one a freshwater habitat and the other an estuarine habitat, without materially compromising locally important wetland values. Policy 35. Dredging and dredged spoil disposal in coastal waters will be undertaken in a manner that meets existing State dredging permit requirements and protects significant fish and wildlife habitats, scenic resources, natural protective features, important agricultural lands and wetlands. The lower pond dredging and spoil disposal will occur in waters that are coastal waters. There are no State permit requirements for the dredging aspects of the project, and the applicant has affirmed that it will comply with any State permit requirements that are applicable to the dredged spoil disposal. The activity must be authorized by a permit issued by the U.S. Army Corps of Engineers (COE) under the jurisdiction of Section 404 of the Federal Water Pollution Control Act and the Rivers and Harbors Act of 1899. The applicant has applied to the COE for a permit. The applicant proposes to utilize the least intrusive dredging technology. The overall improvement of the aquatic habitat that will result from the removal of accumulated contaminated silt and sediment will protect significant fish and wildlife habitats. There is no significant loss of important wetlands and no loss of agricultural lands. The Committee concludes that the activity is consistent with Policy 35, conditioned upon the Applicant's securing and fully complying with all applicable state and federal permits. Policy 35A. Dredging shall not occur during fish spawning seasons and must be authorized by an appropriate permit from the New York State Department of Environmental Conservation and the United States Army Corps of Engineers. The Applicant represented to the Committee that it will not undertake its dredging during any fish spawning season. With respect to permits, see discussion under Policy 35. The Committee finds that the project is consistent with Policy 35A. Policy 35B. Dredge Spoils shall not be deposited in wetlands or fish and wildlife habitats, as identified in the Sleepy Hollow LWRP. The Applicant proposes to place dredged spoils in a disposal impoundment situated on its property south of the area where the lower pond will be dredged. The impoundment is the site of prior dredged spoils disposal, and thus is already disturbed land. Two small areas of low quality, emergent, isolated wetlands will be impacted by construction of the berm and placement of the dredged material within it. The disposal area will have a system of dewatering underdrains to convey water from the site back to the Pocantico River. The discharge pipe will require excavation of a small (approximately 20 foot wide) area of tidal wetland at the edge of the river. �The Committee reviewed the wetland identification map, Map 3, of the LWRP. The isolated wetlands that will be impacted by the disposal of dredged spoils are not shown on Map 3. Thus, the Committee has concluded that they are not "identified in the Sleepy Hollow LWRP". The area is not otherwise a fish or wildlife habitat. The fact that the spoil disposal area has been used for that purpose in the past tips the balance heavily toward consistency with this policy. The water discharge pipe will negatively impact a small portion of a wetland identified in the LWRP. However, because the deposit of dredge spoil will not occur in this area, Policy 35B is not applicable to that aspect of the project. It is discussed in relation to Policy 44. The Committee concludes that the project is consistent with Policy 35B. Policy 35C. Reclamation of dredge spoil sites, including landscaping, shall be required where it is practical to do so. Policy 35D. Dredge spoil site design will incorporate considerations for natural features, view sheds, and shall, where feasible, conform to existing land forms. The sediment basin design includes reclamation. The dredged material will be covered with clean soil and will be partially revegetated with native grasses. The unvegetated area is an area that is already used as a parking lot. That area will be restored and upgraded for use as a relief parking lot. It will not be paved, but instead finished in gravel. The finished grade of the site will be consistent with the general surroundings and will conform to the existing land form. The Committee concludes that the project is consistent with Policy 35C and Policy 35D. Policy 44. Preserve and protect tidal and freshwater wetlands and wetland/watercourse complexes and preserve the benefits derived from these areas. At present, the accumulated sediment in the upper pond and the lower pond contains a sufficient concentration of contaminants that it is prohibited from being disposed of in the marine environment. It is categorized as "category 2 material". Only "category 1" dredged material (cleaner material) is allowed by the U.S. Environmental Protection Agency to be disposed of in the marine environment adjacent to New York and New Jersey. Category 2 material is considered too toxic to critical biota for ocean disposal. Thus, the Applicant is removing from the wetland/watercourse complex a large amount of material that is unsuitable to remain there. Presence of the contaminated sediments adversely impacts both the Pocantico River and the adjacent wetlands. This fact in and of itself satisfies Policy 44. The project will, however, result in the loss of a small amount (less than 0.1 acre) of tidal wetland adjacent to the Pocantico River. This loss will result from construction and maintenance of a dewatering pipe that will convey water from beneath the disposal area back to the Pocantico River. The Committee is concerned about this wetland impact, and has encouraged the Applicant to design the project so as to minimize the amount of wetland permanently lost. The Committee also encouraged the Applicant to �continue its efforts to secure an upland disposal site on the adjacent former General Motors property, and to implement the on-site upland disposal only as a last resort. To comply with federal regulatory requirements, the Applicant has committed, in connection with its application for its federal dredging/disposal permit, to restore or enhance a greater acreage of Hudson River estuarine wetland at its Croton River property than will be lost at Philipsburg Manor. Thus, there will be no net loss of wetlands. While it would be preferable for the mitigation parcel to be in Sleepy Hollow, the Committee is without jurisdiction to address that issue other than by way of comment. The Committee concludes that the project is consistent with Policy 44. Richard D. Weiss, Chairman � 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 Waterfront Advisory Committee Minutes-2000 Text A resource consisting primarily of words for reading. Examples include books, letters, dissertations, poems, newspapers, articles, archives of mailing lists. Note that facsimiles or images of texts are still of the genre Text. 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_WATER_2000-04-05.pdf Subject The topic of the resource Waterfront Advisory Committee Minutes-2000 Date A point or period of time associated with an event in the lifecycle of the resource 2000 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/9a2c3b2719f45df50fed51ca4ea67d06.pdf e6bba65108f09f6a0dd8b62401112def PDF Text Text VILLAGE OF SLEEPY HOLLOW WATERFRONT ADVISORY COMMITTEE MEETING June 7, 2000 The meeting was called to order by Richard Weiss, Chair at 8:09 p.m. Present Richard Weiss, Chairman Doug Maass George Lence Terence McGlynn Ralph Gunderman Absent Karin Adir Donald Stever Also Present James Margotta (Building Inspector) Anthony DelVecchio (Stenographer) Announcements: The agenda for tonight's meeting will include the following: a) Philipse Manor Beach Club b) SamVieira Fence replacement 140 Valley Street a) Philipse Manor Beach Club Lee Kennedy is representing the applicant Lee Kennedy stated that this application is for a replacement of an existing 6' -6 " fence with a new wood picket fence at a height of 6 ' - 0 " The applicant will request through the Zoning Board of Appeals for a variance of T - 0 " if 6' -0 " is not approved. Lee Kennedy stated that a 6' -0 " fence is the acceptable commercial height of a fence. The Chair inquired about the location of the existing chain link section. Lee Kennedy responded that it is on the North End. The Chair asked if it would be replaced with a picket fence also. Lee Kennedy responded yes Lee Kennedy stated that the Architectural Review Board approval is for 6' - 6 ". Doug Maass asked if this fence is for security or privacy. Lee Kennedy stated that one foot would not make a difference as far as privacy is concerned. The Chair inquired about the visual impact of the fence. Lee Kennedy stated that the boards of the fence would be apart as opposed to the current fence, which is not transparent at all �Doug Maass asked if the applicant would duplicate the fence that is currently installed There was an open discussion on board spacing. Lee Kennedy proposed 1" to 1 - Vi" spacing as long as they can be uniform. George Lence asked when would this work commence. Lee Kennedy stated that work would start as soon as it is approved. It was openly agreed for a minimum of 1" board spacing and a height of 6' - 6" at the base of the shoulder (of the picket). The Chair asked if there were any other findings. Since there was no response from any of the Committee members, the Chair asked if this plan was consistent with the LWRP The Committee agreed unanimously that it was consistent with the LWRP. The Committee will refer its recommendations to the Zoning Board of Appeals. b) 140 Vallev Street Sam Vieira is the applicant and co-owner. He gave an overview of the existing layout. Doug Maass stated that he would not participate in this discussion since it is a conflict of interest. Sam Vieira gave an overview of the proposed phases in the conversion from commercial to residential. The Chair asked about the surrounding uses. Sam Vieira responded that primarily it was residential (on College Ave.) with some commercial (on Valley St.). The Chair asked if there were any other changes besides the windows. Sam Vieira responded that there is a loading dock that will be removed in the back of the property. The Chair asked about zoning in this area. Jim Margotta responded that it is in a C2 district. He also stated that mixed use is allowed in a C2 district. The Chair stated that LWRP policy l(i) approves this work. The Chair read this section aloud. Waterfront Advisory Committee Meeting, June 7, 2000 �The Chair asked if there were any other findings Since there was no response from any of the Committee members, the Chair asked if this plan was consistent with the LWRP. The Committee agreed unanimously (with one abstraction) that it was consistent with the LWRP Other Items: A new Chairman needed to be selected. Doug Maass nominated Richard Weiss. Ralph Gunderman seconded. There were no other nominations. Richard Weiss was unanimously elected. There was an open discussion on a proposed purchase on River Street and its relevance to the LWRP. It was determined that the Committee will not give an opinion without an application. The Committee agreed to follow the other Village Boards by not holding an August meeting. The minutes from the April 5, 2000 meeting were reviewed. Richard Weiss made a motion to approve the minutes as submitted. Ralph Gunderman seconded. It was unanimous. Adjourn to next meeting. Waterfront Advisory Committee Meeting, June 7,2000 3 �Village of Sleepy Hollow Waterfront Advisory Committee 28 Beekman Avenue Sleepy Hollow, New York, 10591 CONSISTENCY FINDINGS Application for Change of Occupancy at 140 Valley Street The Waterfront Advisory Committee of the Village of Sleepy Hollow (the "Committee") reviewed, at its meeting on June 7, 2000, the application submitted by Messrs. Samuel F. and Samuel S. Vieira ("Applicants") for a change of occupancy of an existing building at 140 Valley Street from commercial to residential use. The proposal for the conversion of the site was presented to the Committee by Samuel Vieira, an architect and co-owner of the building. Mr. Vieira also responded to the Committee's questions. The Committee unanimously concluded that, the proposed conversion of the site from commercial to residential use would be consistent with the goals and policies of the Sleepy Hollow Local Waterfront Revitalization Plan ("LWRP) and with the policies thereof. Mr. Maass, whose wife rents studio space in the building, abstained from participation in consideration of the proposal. The Proposal The building at 140 Valley Street is located in an area that includes both residential and commercial uses and that is zoned for both uses. Mr. Vieira advised that the surrounding area on Valley Street was principally residential, although it was more commercial across the street from the site. Mr. Vieira also explained that the exterior of the building would undergo no significant changes other than the addition of a number of windows, and that use of the property for residential apartments would result in less vehicular and pedestrian traffic than the current commercial use. Consistency Findings The Committee, in reaching its determination as to the consistency of the proposal with the LWRP, gave specific consideration to Policy II 23 of the LWRP as being particularly relevant to Applicant's proposal. Policy II - RESTORE, REVITALIZE, AND WHEN APPROPRIATE REDEVELOP THE URBAN RENEWAL AREAS SURROUNDING CORTLAND AND VALLEY STREETS, AND THE INTERSECTION OF ELM STREET AND ANDREWS LANE, THE AREA BETWEEN HUDSON STREET AND THE HUDSON RIVER, AND THE CENTRAL BUSINESS DISTRICT ALONG BEEKMAN AVENUE. (See Map 4) Review of Map 4, referred to in Policy II, identifies Valley Street as one of the Village's urban renewal areas. And the applicable Policy explanation describes the urban redevelopment areas identified on Map 4 as sites that "have been identified by the Village as either underutilized, deteriorated, in need of rehabilitation, or any combination of all three." �Section II of the LWRP (entitled "Inventory and Analysis") recognizes the ''traditional mixed use nature of these neighborhoods" and recommends rehabilitation for the commercial and residential properties in these areas: "In addition to commercial building rehabilitation, it is recommended that the Village continue and intensify residential rehabilitation programs. Residential rehabilitation programs should be encouraged in high impact areas that are part of and adjacent to the Beekman Avenue, and Valley and Cortland Street Business Districts." The proposed reuse of the 140 Valley Street site for new apartments will meet these LWRP goals of redevelopment and rehabilitation and, therefore, the Committee has concluded that the proposed conversion of 140 Valley Street is consistent with Policy II. The Committee further notes that, although, the LWRP has explicitly recognized the mixed use nature of the Valley Street neighborhood, the proposed conversion of the site from commercial use to residential use will not upset the mixed use character of the neighborhood. Mr. Vieira has advised the Committee that it is even possible that, since the conversion has been planned in two phases, part of the site may remain commercial. However, this possibility was not critical to the Committees consistency findings. Richard D. Weiss, Chairman �Village of Sleepy Hollow Waterfront Advisory Committee 28 Beekman Avenue Sleepy Hollow, New York, 10591 CONSISTENCY FINDINGS Application of Philipse Manor Beach Club The Waterfront Advisory Committee of the Village of Sleepy Hollow (the "Committee") reviewed, at its meeting on June 7, 2000, the application submitted by the Philipse Manor Beach Club (the "Applicant" or the "Beach Club") for replacement of an existing fence along the west side of Applicant's parking lot. The plans for the new fence were described to the Committee by Mr. E. Lee Kennedy, an architect and a member of Applicant's Board. Mr. Kennedy also responded to the Committee's questions. The Committee unanimously concluded that, since the proposed new fence was a replacement of an existing fence structure, and since Mr. Kennedy, on behalf of the Applicant, has undertaken to implement certain modifications to reduce any potential adverse impact of the new fence, approval of the proposed fence replacement would not be inconsistent with the goals and policies of the Sleepy Hollow Local Waterfront Revitalization Plan ("LWRP) and with the policies thereof. The Proposal The Beach Club site is located along the banks of the Hudson River, to the west of the Philipse Manor train station and the paved parking area owned by the Philipse Manor Improvement Association. The new fence, which would replace approximately two hundred thirty feet of six and one half to seven foot high fencing, (mostly wood, but some chain link) is proposed to be wood picket on a galvanized frame. Mr. Kennedy advised that the new fence is likely to be six feet in height, since this is a stock size, but that the Applicant is seeking a zoning variance that would permit a seven foot fence, in order to allow flexibility in finalizing specifications with Applicant's supplier. Proposal Modifications The Committee recognized that a fence presently exists at the site, and that views of the Hudson River are already impaired by the existing fence structure. However, the Committee felt that the new fence should not in any way be allowed to further impair views of the River at this location. Mr. Kennedy, on behalf of the Applicant, committed to certain specifications for the new fence to assure that it would not cause increased impairment of River viewsheds. Mr. Kennedy agreed that the open spaces between the fence boards would be up to one and one half inches, but in no event less than one inch, in order to create a relatively "transparent" effect. By contrast, the overlap of the boards of the existing fence presents an opaque appearance. In addition, although the Applicant is seeking a zoning variance that would allow a maximum fence height of seven feet, Mr. Kennedy has agreed that the height to the shoulders of pickets (that is, the height at which the vertical planes of the fence boards start to angle toward their points) would not exceed six and one-half feet. �Consistency Findings In addition to reviewing the general purposes and policies of the LWRP, the Committee, in reaching its determination as to the consistency of the Project with the LWRP, gave specific consideration to Policies 2 A and 25B of the LWRP as being particularly relevant to Applicant's proposal. Policy 2A - DOCKS, BOAT RAMPS, MOORING FACILITIES, AND OTHER SIMILAR STRUCTURES OR FACILITIES WILL BE DESIGNED AND SITED TO PROTECT NAVIGATION, ASSURE ACCESS BETWEEN WATER AND SHORE, AND MINIMIZE VISUAL AND ENVIRONMENTAL IMPACTS Applicable portions of the LWRP explanation of this Policy notes that the Village has designated the Beach Club as one of the locations "best suited for water-dependent and water-enhanced uses." It is listed as an "existing water-dependent use." The Committee has concluded that replacement of an old Beach Club fence that is in disrepair with the proposed new fence would not be inconsistent with Policy 2A. In addition, part of the new fence construction will include a reinforced steel gate with a forty-eight inch active leaf and a ten-foot inactive leaf. This improved access for boats and boat trailers would enhance the water dependent uses of the Beach Club site. The Committee has concluded that this will be consistent with Policy 2A. The design limitations referred to, with respect to Policy 25B, below, will also minimize visual impacts, as contemplated by Policy 2A Policy 25B - PROTECT OR ENHANCE THE FOLLOWING IDENTIFIED SCENIC RESOURCES AS AREAS AND VIEWSHEDS OF LOCAL SCENIC SIGNIFICANCE. The Committee observes that the viewshed from the Philipse Manor train station is not specifically identified in Policy 25B as one of the Village's twenty-three viewsheds of local importance. Nevertheless, the LWRP clearly recognizes the value of Hudson River views, and protection of those views is a significant element of the LWRP. Indeed, the Hudson River view from Kingsland Point Park is one of the viewsheds identified in Policy 25B, and the Committee notes that the views from the train station are substantially identical. The placement of fencing almost adjacent to the River will, necessarily, impair such views. However, that impairment already exists by virtue of the existing Beach Club fence. The Committee has determined that the replacement fence will not make the interference with views of the River any worse. The Committee also noted the steps being taken to minimize the visual impact of the new fence. The greater "transparency" of the new fence as compared with the old, the fact that the fence boards will be picket boards with open spaces formed by the angles between the pickets at the top and the fact that Applicant has agreed that the picket "shoulders" will be no higher than six and one- �half feet, have led the Committee to conclude that Applicant's proposal is not inconsistent with the LWRP goals applicable to protection of viewsheds and protection of scenic assets. Richard D. Weiss, Chairman � 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 Waterfront Advisory Committee Minutes-2000 Text A resource consisting primarily of words for reading. Examples include books, letters, dissertations, poems, newspapers, articles, archives of mailing lists. Note that facsimiles or images of texts are still of the genre Text. 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_WATER_2000-06-07.pdf Subject The topic of the resource Waterfront Advisory Committee Minutes-2000 Date A point or period of time associated with an event in the lifecycle of the resource 2000 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/f17209e1201114f2cc88044a00867095.pdf fdca0a36a58f6cb344772f66ca57f1e1 PDF Text Text VILLAGE OF SLEEPY HOLLOW WATERFRONT ADVISORY COMMITTEE MEETING July 5, 2000 The meeting was called to order by Richard Weiss, Chair at 8:04 p.m. Present: Richard Weiss, Chairman Doug Maass George Lence Terence McGlynn Ralph Gunderman Donald Stever Absent: Karin Adir Also Present: James Margotta (Building Inspector) Helen Carlson (Recording Secretary) Announcements: The minutes from the June 7, 2000 meeting were reviewed. Richard Weiss made a motion to approve the minutes with the following corrections: On page 1 it states that the applicant has requested a variance from the Zoning Board of Appeals for a 7-0" fence with the expectation that the fence would be 6'-6" tall and requested the extra footage for flexibility Ralph Gunderman seconded. It was unanimous. The agenda for tonight's meeting will include the following: a) Kendal-On-Hudson Waterfront Development Project a) Kendal-On-HudsonAl DelBello is representing the applicant. He gave a brief overview of the Kendal-OnHudson Organization and the need for adult retirement housing communities. David Jones is the Project Director for Kendal. He gave a brief introduction of the CCRC concept. He also stated that Kendal is a not-for-profit organization. The Chair asked what the geographic distribution was for this facility. David Jones responded that it is about 250-275 They are proposing 225 residential units that would be studio apartments up to 2 bedroom units. There would also be 40 assisted units. Terence McGlynn asked what the CCRC would do if more skilled help was needed. David Jones responded that based on industry experience and predictions, the CCRC would have to adjust as needed. �George Lence asked if there were any preferences to get in David Jones responded that there was no preference George Lence asked if Kendal has any other projects pending in New York David Jones responded no Doug Maass asked what was Kendal's competition David Jones responded that there were two- (2) other CCRC's. They were Anderson Medical and Westchester Meadows Hebrew Hospital The Chair stated that the Kendal submission was missing information. The Board agreed. Andy Tung is the planner for Kendal-on-Hudson. He stated that there is a separate package for the Waterfront Advisory Committee that specifically addressed the LWRP. He also stated that in Table 382, all 44 policies were addressed. There are 6 policies that are most applicable. They are: Policy 9 (Fish and Wildlife) Policy 23 (Area enhancement) Policy 25 (Scenic Views of Hudson) Policy 33 (Water runoff) Policy 37 (Erosion) Policy 44 (Wetlands) Andy Tung gave a detailed presentation of the proposed property and building layouts. He discussed entrance layouts, parking (for visitors and residents), building elevations and vegetation. Doug Maass asked if the walkways are level. Andy Tung responded that the walkways are not level. Doug Maass asked if you can step-off the walkways Andy Tung responded yes Andy Tung stated that Policy 19 would increase public access to water resources by allowing access to a waterfront area that was not previously accessible to the public. Andy Tung also stated that Policy 23 would preserve and protect the James House and the surrounding area. Don Stever asked if the maintenance of the James House would be easier on the hospital. Andy Tung responded yes. The James House is expensive to maintain and this will assist the hospital in the maintenance of the James House. Don Stever asked if this makes the James House incorporated into Kendal-on-Hudson. David Jones responded that currently it is only to be maintained. f Waterfront Advisory Committee Meeting, July 5, 2000 \ 2 �Andy Tung discussed the impact of Policy 25. He gave an overview of the proposed landscaping and building exteriors Don Stever stated that Policy 25a reads to enhance views of the river The proposed buildings are intrusions He would like to see more aggressive landscaping with mature conifers to largely obscure the sides of the buildings Doug Maass stated that view 2PL has a tremendous visual presence Andy Tung responded that the proposed entrance from Rockwood Hall would not disturb the Rockwood Hall trail He also stated that the architecture was being developed so that the buildings look residential This would allow the view from the Hudson to be more appealing Don Stever stated that the view from the James House needs more foliage. This would hide the buildings from the James House view He also stated that foliage could be used instead of a wall Ralph Gunderman stated that he likes the alternative path including Rockwood Hall. He stated that he prefers the preserving of the trail and the improved scenic quality. Andy Tung addressed Policy 33 (Water Runoff) and the proposed terminal basins. He addressed Policy 37 (Erosion) during construction and on a permanent basis. He also addressed Policy 44 (Wetlands) The Chair asked about the size of the construction site. Andy Tung responded that it would be about 1/3 of the site. He also added that there would be some blasting of rock Doug Maass asked about the nutrients to feed vegetation. Andy Tung responded that the catch basins would capture and divert all runoff. It is all part of the water quality treatment system. Don Stever sited an alternative site and asked if this was considered as an alternative. Andy Tung responded that the topography was more challenging. He also stated that their intention was to keep away from the public and to use the view of the Hudson River. The Chair asked what kinds of alternatives have been researched. Andy Tung responded that they have looked at moving the entire complex over and also looked at removing some levels on the buildings. Terence McGlynn asked what the impact was of reducing the number of buildings. David Jones responded that the units would be less affordable and the development might not be as financially stable. Al DelBello stated that Kendal tries to reach a broader market. Waterfront Advisory Committee Meeting, July 5, 2000 3 �George Lence asked where the two- (2) storage tanks would be located. Andy Tung responded that they would not be visible He indicated the location of the two(2) tanks. Don Stever asked if there would be enough water to supply this area without using storage tanks. Andy Tung responded that an alternative would be to have a new water line built from the northern loop that serves Briarcliff, Sleepy Hollow and Tarrytown instead of using tanks. Andy Tung also spoke about the proposed sewer connections between the proposed development and Sleepy Hollow Manor. He detailed the proposed method of discharging into a holding tank off-hours as not to interfere with Sleepy Hollow Manor. Andy Tung also discussed a proposed alternative to the original sewer method by piping at an alternative location. This would minimize the impact to Birch Close. The Committee will re-convene in September. Respectfully Submitted, Anthony DelVecchio Waterfront Advisory Committee Meeting, July 5, 2000 4 � 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 Waterfront Advisory Committee Minutes-2000 Text A resource consisting primarily of words for reading. Examples include books, letters, dissertations, poems, newspapers, articles, archives of mailing lists. Note that facsimiles or images of texts are still of the genre Text. 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_WATER_2000-07-05.pdf Subject The topic of the resource Waterfront Advisory Committee Minutes-2000 Date A point or period of time associated with an event in the lifecycle of the resource 2000 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/7ec5fad3bcb86c1f69e2284a870e6f6a.pdf 72af1e97e89bd76b640c6fc370036ce3 PDF Text Text VILLAGE OF SLEEPY HOLLOW WATERFRONT ADVISORY COMMITTEE MEETING September 6, 2000 The meeting was called to order by Richard Weiss, Chair at 8:13 p.m. Present: Richard Weiss, Chairman Doug Maass George Lence Donald Stever Karin Adir Absent: Ralph Gunderman Terence McGlynn Also Present: James Margotta (Building Inspector) Anthony DelVecchio (Recording Secretary) Announcements: The minutes from the July 5,2000 meeting were reviewed. Richard Weiss made a motion to approve the minutes as submitted. It was unanimous. a) 6-8 Cedar Street b) Philipsburg Manor Beach Club Townhouses Fence a) 6-8 Cedar Street Robert Barstow is the applicant. He gave an overview of the proposed of three (2)-family townhouses on Cedar Street. He stated that the area is currently a vacant lot surrounded by a fence. Robert Barstow stated that all parking requirements have been met but there are several zoning variances that the proposed drawings do not comply with. Don Stever asked if the application has gone before the Zoning Board of Appeals. Robert Barstow responded not yet but he is on the Zoning Board of Appeals agenda this month. Jim Margotta asked if these plans were revised as per the Planning Board's initial comments. Robert Barstow responded no. The Chair asked what property adjoins this. Robert Barstow responded that it is surrounded by multi-family apartment houses. The Chair referred to policy l(i) that discusses the development of Cortlandt and Valley Streets. All agreed that the applicant meets this condition. �Don Stever stated that the applicant has no issues with the Waterfront Advisory Committee. He also stated that this application will have to go through the Zoning Board of Appeals and the Planning Board for their approval and they will have other issues with this application. Don Stever liked the plans and stated that the area needs more improvements like this. The Chair asked what was the height of the adjoining buildings. Robert Barstow responded that they were the same height. The Chair stated that the Waterfront Advisory Committee's finding are only a recommendation and has no bearing on the decisions of the Zoning Board of Appeals or the Planning Board. It was unanimously approved. b) Philipsburg Manor Beach Club There was no representative for this application. The Committee decided to make a decision based on the letter submitted by Mr. Lee Kennedy. The Chair reviewed that Waterfront Advisory Committee's previous decision on this application. Don Stever asked if the Zoning Board of Appeals and the Architectural Review Board determine that the fence was consistent with the LWRP. The Chair responded no. There was an open discussion on the fence height and spacing. The Committee unanimously agreed to let the fence stay up until the season is over and allow the fence to be corrected according to the previous approved requirements. Adjourn at 9:01 to next meeting. Respectfully Submitted, Anthony DelVecchio Waterfront Advisory Committee Meeting, September 6,2000 2 �RECEIVED Village o f S l e e p y H o l l o w Waterfront Advisory Committee 2 8 Beekman Avenue Sleepy Hollow, New York, 10591 §gp f g ^AM VILLAGE C I C D V WVBKR CONSISTENCY FINDINGS Application for Residential Construction at Corner of Cortland and Cedar Streets The Waterfront Advisory Committee of the Village of Sleepy Hollow (the "Committee") reviewed, at its meeting on September 6, 2000, a proposal submitted by Mr. Robert Barstow ("Applicant") for construction of three attached two family units at the corner of Cortland Street and Cedar Street. The proposal was presented to the Committee by Mr. Barstow, who is the architect and developer for the project. The Committee unanimously concluded that, the proposed construction would be consistent with the goals and policies of the Sleepy Hollow Local Waterfront Revitalization Plan ("LWRP") and with the policies thereof. The Proposal The site at the corner of Cortland Street and Cedar Street is presently a vacant lot, surrounded by a chain link fence, and is used for parking. It is located in an area that includes both multi-family residential and commercial uses and that is zoned for both uses. The proposal would involve the construction of three townhouse-style residential units, with two apartments in each unit. Consistency Findings The Committee, in reaching its determination as to the consistency of the proposal with the LWRP, gave specific consideration to Policy II 23 of the LWRP as being particularly relevant to Applicant's proposal. Policy II - RESTORE, REVITALIZE, AND WHEN APPROPRIATE REDEVELOP THE URBAN RENEWAL AREAS SURROUNDING CORTLAND AND VALLEY STREETS, AND THE INTERSECTION OF ELM STREET AND ANDREWS LANE, THE AREA BETWEEN HUDSON STREET AND THE HUDSON RIVER, AND THE CENTRAL BUSINESS DISTRICT ALONG BEEKMAN AVENUE. (See Map 4) Policy I and Map 4, referred to in Policy II, identify the site of the proposed construction as one of the Village's urban renewal areas, and the applicable Policy explanation describes the urban redevelopment areas identified on Map 4 as sites that "have been identified by the Village as either underutilized, deteriorated, in need of rehabilitation, or any combination of all three." The Committee finds that the proposed construction will be rehabilitative, replacing a vacant lot that is presently used for the parking of motor vehicles (many of which are in a state of disrepair), with three attractively designed residential units. Each unit will contain two apartments, one to a floor. Adequate parking will be provided with garages set beneath the living units and additional parking in the rear of the buildings. �In addition, Section II of the LWRP (entitled "Inventory and Analysis") recognizes the "traditional mixed use nature of these neighborhoods" and recommends rehabilitation for the commercial and residential properties in these areas: "In addition to commercial building rehabilitation, it is recommended that the Village continue and intensify residential rehabilitation programs. Residential rehabilitation programs should be encouraged in high impact areas that are part of and adjacent to the Beekman Avenue, and Valley and Cortland Street Business Districts." The construction at the Cortland Street/Cedar Street site for new apartments will meet these LWRP goals of redevelopment and rehabilitation in this part of the Village and, therefore, the Committee has concluded that the proposed construction is consistent with Policy II and with the LWRP. Richard D. Weiss, Chairman � 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 Waterfront Advisory Committee Minutes-2000 Text A resource consisting primarily of words for reading. Examples include books, letters, dissertations, poems, newspapers, articles, archives of mailing lists. Note that facsimiles or images of texts are still of the genre Text. 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_WATER_2000-09-06.pdf Subject The topic of the resource Waterfront Advisory Committee Minutes-2000 Date A point or period of time associated with an event in the lifecycle of the resource 2000 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/a817f4405aa52aafcbde2643e5d06908.pdf c22ea768b095cf6ff46778f14be187f4 PDF Text Text VILLAGE OF SLEEPY HOLLOW WATERFRONT ADVISORY COMMITTEE MEETING October 4, 2000 The meeting was called to order by Richard Weiss, Chair at 8:03 p.m Present Richard Weiss, Chairman Doug Maass George Lence Donald Stever Karin Adir Ralph Gunderman Absent Terence McGlynn Also Present: James Margotta (Building Inspector) Anthony DelVecchio (Recording Secretary) Announcements: None Agenda: a) Laurentino Rodrigues Enterprises 183 Valley Street Parking Deck w/two 2 bedroom units a) Laurentino Rodrigues Enterprises Larry Rodrigues was the applicant and addressed the Committee himself. He discussed the proposed development with the use of a model. He discussed the details of the demolition of the existing structure and the construction of a 2 family house with 10 parking spaces. Don Stever stated that 10 spaces are required because the adjacent property needs spaces based on a previous requirement The Chair asked if the existing structure is wood. Larry Rodrigues responded that the existing structure is made of block and brick. The Chair asked about the height of the two structures. Larry Rodrigues responded that they are the same. The Chair referred to policy l(i) that discusses the development of Cortlandt and Valley Streets All agreed that the applicant meets this condition. The Chair asked if the building would have a stucco exterior. Larry Rodrigues responded yes. �The Chair discussed the full footprint of 183 Valley Street and its relationship to 185 Valley Street. Don Stever discussed the open feeling associated with parking areas. Doug Maass asked about light pollution Larry Rodrigues responded that the lighting scheme would be designed properly. The Chair asked if the Committee had any other questions. Don Stever asked who was the lead agency. Jim Margotta responded that the Planning Board was the lead agency Don Stever made a motion to approve the application It was unanimous. The findings will be sent to the Planning Board and the Zoning Board. Other Topics: The minutes from the September 6, 2000 meeting were reviewed. Richard Weiss made a motion to approve the minutes as submitted. It was unanimous (Ralph Gunderman abstained). Adjourn to next meeting. Respectfully Submitted, Anthony DelVecchio Waterfront Advisory Committee Meeting, October 4, 2000 2 �Village of Sleepy Hollow Waterfront Advisory Committee 28 Beekman Avenue Sleepy Hollow, New York, 10591 H M 1 0 1DV11IA 0002 8 1 130 aaAiioiu CONSISTENCY FINDINGS Application for Construction at 183 Valley Street The Waterfront Advisory Committee of the Village of Sleepy Hollow (the "Committee") reviewed, at its meeting on October 4,2000, the application submitted by Laurentino Rodrigues Enterprises ("Applicant") for replacement of an existing structure at 183 Valley Street with a new structure consisting of two parking levels with two two-bedroom duplex residential units above. The proposal was presented to the Committee by Mr. Laurentino Rodrigues, who displayed a three-dimensional model of the proposed project and who responded to the Committee's questions. The Committee unanimously concluded that, the proposed construction would be consistent with the goals and policies of the Sleepy Hollow Local Waterfront Revitalization Plan ("LWRP) and with the policies thereof. The Proposal The site at 183 Valley Street is presently occupied by an older residential structure. It is located in an area that includes both multi-family residential and commercial uses and that is zoned for both uses. The proposal would involve the construction of a two level parking deck with two two-bedroom duplex apartments above. One level of the parking deck would be accessible from Valley Street and the other from Chestnut Street. A total often parking spaces would be provided, two to satisfy the parking needs of the new apartments at 183 Valley Street and eight to satisfy the parking requirements imposed by the Zoning Board of Appeals for residential units at 185 Valley Street, the adjacent property also owned by the Applicant. Consistency Findings The Committee, in reaching its determination as to the consistency of the proposal with the LWRP, gave specific consideration to Policy II of the LWRP as being applicable to the proposal. Policy II - RESTORE, REVITALIZE, AND WHEN APPROPRIATE REDEVELOP THE URBAN RENEWAL AREAS SURROUNDING CORTLAND AND VALLEY STREETS, AND THE INTERSECTION OF ELM STREET AND ANDREWS LANE, THE AREA BETWEEN HUDSON STREET AND THE HUDSON RIVER, AND THE CENTRAL BUSINESS DISTRICT ALONG BEEKMAN AVENUE. (See Map 4) Policy II and Map 4 reference the site of the proposed construction as one of the Village's urban renewal areas. The location is described in the applicable Policy explanation as having been "identified by the Village as either underutilized, deteriorated, in need of rehabilitation, or any combination of all three." The Committee finds that the proposed construction will be �rehabilitative, replacing an old building that appears in need of significant improvement, with two residential units. The architectural drawings and the scale model presented to the Committee by the Applicant promise the addition of some architectural interest to the Valley Street/Chestnut Street streetscape, in the form of balconies and a surmounting cupola. In addition, the construction will allow the Applicant to comply with the mandate of the Zoning Board of Appeals to provide eight additional parking spaces for the adjacent structure at 185 Valley Street. The Committee notes that Section II of the LWRP (entitled "Inventory and Analysis") recognizes the "traditional mixed use nature of these neighborhoods" and recommends rehabilitation both for the commercial and residential properties in these areas: "In addition to commercial building rehabilitation, it is recommended that the Village continue and intensify residential rehabilitation programs. Residential rehabilitation programs should be encouraged in high impact areas that are part of and adjacent to the Beekman Avenue, and Valley and Cortland Street Business Districts." The proposed construction at 183 Valley Street will satisfy the LWRP's goals of redevelopment and rehabilitation in this part of the Village. Accordingly, the Committee has concluded that the proposed construction is consistent with Policy II and with the LWRP. Richard D. Weiss, Chairman � 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 Waterfront Advisory Committee Minutes-2000 Text A resource consisting primarily of words for reading. Examples include books, letters, dissertations, poems, newspapers, articles, archives of mailing lists. Note that facsimiles or images of texts are still of the genre Text. 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_WATER_2000-10-04.pdf Subject The topic of the resource Waterfront Advisory Committee Minutes-2000 Date A point or period of time associated with an event in the lifecycle of the resource 2000 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/7bf32b75a5beb77d585d5fcf9589e5e6.pdf bc3b0c77fe76187132b31be521e024b5 PDF Text Text VILLAGE OF SLEEPY HOLLOW WATERFRONT ADVISORY COMMITTEE MEETING November 1, 2000 The meeting was called to order by Richard Weiss, Chair at 8:03 p.m. Present: Richard Weiss, Chairman Doug Maass George Lence Terence McGlynn Karin Adir RECEIVED NOV t 6 2000 Absent: Donald Stever Ralph Gunderman VILLAGE CLERK Also Present: James Margotta (Building Inspector) Anthony DelVecchio (Recording Secretary) Announcements: None. Agenda: Agenda: a) Minutes of October 2000 Meeting b) Philipsburg Manor Beach Club Fence c) Karl Dibble a) Minutes of October 2000 Meeting Doug Maass made a motion to approve the minutes as submitted. Karin Adir seconded. It was unanimous. b) Philipsburg Manor Beach Club Fence The Chair stated that there was one change to this topic. The applicant was required to provide alternating wide and XA size panels. This method would not give the required 1" spacing so the beach club used all narrow panels. The Committee agreed that it was acceptable. c) Kari Dibble Richard Blancato is representing this application along with Karl Dibble. �Richard Blancato spoke about the proposed changes to the property and the proposed storage containers The Chair asked if this would be a retail operation. Richard Blancato responded no. George Lence asked about the size of the containers. Karl Dibble responded that the containers would be 8 ' x 8 ' x 20'. Richard Blancato showed the Committee members where the containers would be located via the proposed drawings. Richard Blancato stated that the property has been elevated and an engineer has been hired to evaluate the drainage, etc. The Chair asked about the garage size. Richard Blancato responded that it is not specific yet. It is only on the drawings for show. Richard Blancato also stated that they might have to come back for the garage approval. The Chair asked what approvals were sought in tonight's meeting. Richard Blancato responded that the applicant is seeking approval for the building and the storage containers. Karin Adir asked why is approval needed for the containers. Richard Blancato responded that containers are not expressed specifically in the ordinance. Karin Adir asked if people were living in the house. Richard Blancato responded yes along with the office downstairs. Doug Maass asked if all other areas that are not covered would be blacktop. Karl Dibble responded either blacktop or covered with item 4 material. Karin Adir asked if the storage containers were portable. Jim Margotta responded that they are shipping containers. Karl Dibble responded that a roof could be added to make the containers appear like a shed. There was an open discussion on parking. The Chair stated that there is a problem with approving the applicant's request since the drawings are only preliminary. He also stated that the Committee would like to see the engineer's report on the drainage issues. Waterfront Advisory Committee Meeting, November 1, 2000 2 �The Chair stated that the Committee would like to see the proposals for the chain link fence that is proposed as well as the screening and the water runoff. Karl Dibble responded that the fence would be a wood fence. The Chair responded that the Committee could not make the applicant install a particular fence but the Committee can control what is installed on Route 9 according to Policy l(k). Jim Margotta suggested that Karl Dibble provide pictures of the storage bins. Karl Dibble agreed. Other Topics: None. Adjourn at 8:33 PM to next meeting. Respectfully Submitted, Anthony DelVecchio Waterfront Advisory Committee Meeting, November 1,2000 3 �26 December 2000 To: Waterfront Caimittee From: James Margotta Due to lack of an Agenda, there will be no meeting of the Waterfront Committee in January. The next meeting will be held on February 7, 2001. � 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 Waterfront Advisory Committee Minutes-2000 Text A resource consisting primarily of words for reading. Examples include books, letters, dissertations, poems, newspapers, articles, archives of mailing lists. Note that facsimiles or images of texts are still of the genre Text. 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_WATER_2000-11-01.pdf Subject The topic of the resource Waterfront Advisory Committee Minutes-2000 Date A point or period of time associated with an event in the lifecycle of the resource 2000 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/520b1cc88c9daaa4d110abf2a8132fa7.pdf 50c91705185b884d5f84025dc435addf PDF Text Text VILLAGE OF SLEEPY HOLLOW WATERFRONT ADVISORY COMMITTEE MEETING February 7,2001 The meeting was called to order by Richard Weiss, Chair at 8:03 p.m. Present: Richard Weiss, Chairman Doug Maass George Lence Terence McGlynn Karin Adir Ralph Gunderman Absent: Donald Stever Also Present: James Margotta (Building Inspector) Anthony DelVecchio (Recording Secretary) Announcements: None. Agenda: a) Minutes of November 2000 Meeting b) David Cartenuto c) Kendal-on-Hudson a) Minutes of November 2000 Meeting Doug Maass made a motion to approve the minutes as submitted. Karin Adir seconded. It was unanimous. b) David Cartenuto The Chair stated that there was nothing in the LWRP pertaining to this project. The Chair stated that he would inform the Zoning Board and the Planning Board that they should not wait for a recommendation from the Waterfront Advisory Committee on this matter. The Committee agreed. c) Kendal-on-Hudson Andy Tung is representing the applicant in continuing the consistency review of this project. �The Chair stated that the Waterfront Advisory Committee's findings would go to the Village Board of Trustees by mid-March. Andy Tung summarized the sewer and water connection changes. He discussed in detail the Northern Loop connection and the revised sewer tie-in to Sleepy Hollow Manor. The Chair asked about the water pressure in the Manor as a result. Andy Tung responded by discussing the methods that will be used for storing and replenishing the domestic water. George Lence asked how many gallons per day would be used. Andy Tung responded 30-40,000 gallons per day. Jim Margotta asked if the sewage would be pumped at night. Andy Tung responded yes. He spoke about the sewage tie-in and the existing sewage in the Manors and Phelps Hospital. Andy Tung spoke about the vehicular changes. He detailed the changes in the underground parking and in the area around the James House. He also spoke about the changes in the pedestrian path. He stated that the proposed connection to the Manors through Birch Close was removed. He also stated that a path to Rockwood Hall was added. Andy Tung spoke about the project architecture. He described the differing styles of architecture that exist along the Hudson. George Lence asked the applicant how they addressed Policy 5A on Infrastructure Improvements. Andy Tung responded that this project has made sewer improvements in the Manors. He stated that there are current sewer problems in the Manors as per the sewer study. He also stated that the same for the water in the Manors. The Chair asked the applicant how they addressed Policy 23 (preserving and enhancing significant structures in Sleepy Hollow) and Policy 25 (preserving and enhancing structures in Sleepy Hollow, which contribute to the scenic quality of the coastal area). Steve Ebanusa is the Project Architect. He reviewed the architectural design and the Italianate style architecture that was selected. He also spoke about the different styles of architecture that are visible from the Hudson. There was an open discussion on the different styles of architecture on the Hudson and why the Italianate style was chosen. There was an open discussion on the heights of the buildings and the surrounding landscape buffer. Waterfront Advisory Committee Meeting, February 7,2001 2 �Steve Ebanusa spoke about the massing and scaling of the buildings. He spoke in detail about the roofs and building facade. The Chair asked if any member of the Committee had any questions. There were none. The Chair stated that he received an e-mail from the Sleepy Hollow Manor Association. He distributed the e-mail to all members as well as the applicant. The Chair stated that the Committee would like to further review the documents and possibly discuss at the next meeting. Keith Saifin (President of Phelps Memorial Hospital) spoke about the e-mail from the Sleepy Hollow Manor Association. He stated that the Sleepy Hollow Manor Association is not the owner of the James House. Phelps Memorial Hospital owns the James House. He also stated that Phelps Memorial Hospital is in favor of this project. Other TOPICS: None. Adjourn at 9:55 PM to next meeting. Respectfully Submitted, Anthony DelVecchio Waterfront Advisory Committee Meeting, February 7,2001 3 �RESOLUTION FOR CONDITIONAL SITE PLAN APPROVAL WHEREAS, on or about December 1, 2000, David Cartenuto (the "Applicant") submitted an application to the Village of Sleepy Hollow Planning Board (the "Planning Board") for site plan approval for the replacement of an existing masonary wall and construction of new retaining walls; and WHEREAS, at their December 21,2000 meeting the Planning Board did declare themselves to be the Lead Agency in this matter as per the requirements of the State Environmental Quality Review Act (SEQRA); and WHEREAS, the Planning Board has reviewed and relied on the following materials: 1. 2. 3. 4. 5. 6. Site Plan Application dated December 1,2000 Short Environmental Assessment Form dated December 1,2000 Site Plan Erosion Control Details, prepared by A.G. Paese, P.E. dated 11/28/00 Details Sheet, prepared by A.G. Paese, dated 11/28/00 Review memorandum from Charles A. Manganaro Consulting Engineers dated November 3,2000. Review memorandum from Charles A. Manganaro Consulting Engineers dated December 21,2000; and WHEREAS, in the course of its review and acting as Lead Agency, the Planning Board has made the following findings and caused, noted or conducted the following activities: 1. 2. 3. Received an application fee; Requested received and considered comments from the Village engineering consultants, Village Planner and Building Inspector about the proposed project; Received and reviewed a short environmental assessment form (EAF) in compliance with SEQRA dated December 1,2000; and NOW, THEREFORE, BE IT RESOLVED that after review of field conditions, the EAF as well as other items noted above, the Planning Board has determined that the proposed action is a Type II action and no significant environmental impacts are anticipated as a result of the proposed action; and, be it further RESOLVED, that the said Application for site plan approval as shown on the site plan, dated 11/28/00 is hereby granted approval and the Applicant may obtain the endorsed approval of the Planning Board Chairman on a copy of this resolution and upon the site plan drawings, as and when revised as necessary to show compliance with the following, which endorsement shall permit filing iii the G iiiCc Ox tile Village Buimiiig Dcpaitiiiciit for pufpOScS of obtaining permit ill aCCOfdaiiCc with this resolution and the building code requirement, provided, however, that the approval shall expire after one (1) year after the date of this resolution if the following modifications have not been �<t completed to the satisfaction of the Planning Board and the Applicant has not obtained the required building permit(s) in accordance with the approval plan: 1. 2. 3. Provision of a completed Coastal Assessment Form. Final site plan including the design of proposed embankments and retaining walls shall be subject to review and approval by the Building Inspector and/or the Village Engineer including conformance to the Village Engineer's Comments in their 11/3/00 and 12/21/00 memorandum as appropriate. Prior to the signing of the site plan, all outstanding professional review fees, environmental changes and other Village Fees shall be paid to the Village, satisfactory to the Village Attorney. PLANNING BOARD VILLAGE OF SLEEPY HOLLOW Ijbh 4<XsNicholas Robinson, Chairman fu iCf^i Dated F:\M\M-720 Sleepy Hollow\M-720 Sleepy Hollow\Re$ohitiooi\M720.26-Re« Conditional Site Pin Approvtl.wpd �Village of Sleepy Hollow Waterfront Advisory Committee 28 Beekman Avenue Sleepy Hollow, New York, 10591 February 9, 2001 Robert Anello, Chairman Village of Sleepy Hollow Zoning Board of Appeals Nicholas A. Robinson, Chairman Village of Sleepy Hollow Planning Board 28 Beekman Avenue Sleepy Hollow, NY 10591 A Coastal Assessment Form has been submitted to the Waterfront Advisory Committee (the "Committee") on behalf of David Cartenuto in connection with the reconstruction of a stone wall and construction (with landscaping) of terraced wooden (railroad tie-style) walls at the residence of Mr. Cartenuto located at 275 Millard Avenue (the "Project"). The Project is sited at the rear of Mr. Cartenuto's property, facing Riverside Drive. The Project was reviewed at a meeting of the Committee on February 7, 2001. At that time the Committee concluded that the polices of the Local Waterfront Revitalization Plan (the "LWRP") are not applicable to the Project and that the Committee does not have jurisdiction to make any finding as to consistency of the Project with the policies of the LWRP. The Committee understands that the Project is to be considered by both the Zoning Board of Appeals and the Planning Board of the Village of Sleepy Hollow. Please be advised that consideration by your respective Boards can proceed without the need for a consistency finding from the Committee. Very truly yours, /—/T- ^X Richard D. Weiss, Chairman Waterfront Advisory Committee � 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 Waterfront Advisory Committee Minutes-2001 Text A resource consisting primarily of words for reading. Examples include books, letters, dissertations, poems, newspapers, articles, archives of mailing lists. Note that facsimiles or images of texts are still of the genre Text. 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_WATER_2001-02-07.pdf Subject The topic of the resource Waterfront Advisory Committee Minutes-2001 Date A point or period of time associated with an event in the lifecycle of the resource 2001 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/018f984f933e484a0659322b0dc0d7c9.pdf 9d2210f298175c464fdd1dabd6d24f8b PDF Text Text VILLAGE OF SLEEPY HOLLOW WATERFRONT ADVISORY COMMITTEE MEETING March 7, 2001 The meeting was called to order by Richard Weiss, Chair at 8:03 p.m. Present: Absent: Richard Weiss, Chairman Ralph Gunderman George Lence Terence McGlynn Karin Adir «*c»>»*0 _ « g 7(flft W* UH^Ci^* Donald Stever Doug Maass Also Present Dave Smith (Saccardi & SchirT/Village Planner) Shailesh Naik (Charles A Manganaro/Village Engineer) Dan Pennella (Charles A. Manganaro/Village Engineer) Anthony DelVecchio (Recording Secretary) Jim Margotta (Building Inspector) Announcements: None. Agenda: a) Minutes of January 2001 Meeting b) Fremont Pond Dredging c) Kendal-on-Hudson a) Minutes of January 2001 Meeting The Chair made a motion to approve the minutes as submitted Ralph Gunderman seconded It was unanimous b) Fremont Pond Dredging Dave Smith spoke about the EAF for this application. He detailed the proposed dredging process and what will be done with the dredged material He also spoke about the applicable LWRP policies. Dave Smith stated that the NY Department of State has approved the item in their LWRP review. He also stated that the material removed is considered clean by the Department of Environmental Conservation. �The Chair asked if this process would result in a more habitable lake for fish and wildlife Dave Smith responded yes The Chair asked about the settling tank Dave Smith responded that the tank would be installed under the road and would be accessed probably once a year Karin Adir asked how long would the dredging process take. Dave Smith responded 10 weeks. Chuck Lancaster spoke about the dredging He stated that the most noticeable sedimentation is from the Southeast corner near Peabody field He stated that this needs to be mitigated to prevent future dredging. He also stated that there is a nest of swans at the Southeast end. The dredging should be coordinated with the nests hatching The Chair asked if the Committee had any other comments. There was none The Board voted unanimously that the dredging was consistent with the LWRP. Kendal-on-Hudson The Chair stated that Dan Pennelia and Shailesh Naik are the Village Engineers assigned to the Planning Board. They will answer any engineering questions that the Committee has concerning the proposed development. Dan Pennelia spoke about the sewer impacts. He used a map to illustrate the current sewer path within Sleepy Hollow Manor. He also stated that the Mount Pleasant Executive Center is contracted to pump 200 GPM into the Sleepy Hollow Manor sewer system. Although the center is vacant now, the model used included the sewage capacity as if the center was occupied. Terrance McGlynn asked if the model included the proposed Kendal usage. Dan Pennelia responded no Terrance McGlynn asked if the system could handle the Kendal volume. Dan Pennelia responded that they would pump the sewage at night so not to interfere with the residents. The Chair asked if Phelps hospital pumps their sewage. Dan Pennelia responded no. It is a gravity feed. Chuck Lancaster spoke about the EIS. He stated that there is no mention of the Sleepy Hollow pumping station and the impact that Kendal will have on it. He also spoke about the Waterfront Advisory Committee Meeting, March 7,2001 2 �sewer and storm drain systems He stated that the EIS in very inaccurate regarding both. The Chair asked Dan Pennella about the water pressure and the proposed Northern Loop. Dan Pennella responded that the Northern Loop is still under negotiations. The Chair stated that the uncertainty of the Northern Loop is a major concern. Dan Pennella responded that the water usage for Phelps Hospital has increased in the last few years He also stated that the increased water usage must result in increased sewage usage. The Chair stated that Doug Maass could not be at the meeting tonight but he is in favor of the project but he is not comfortable with the size of the proposed development. Ralph Gunderman stated that he could not find this project consistent with the LWRP for several reasons. Karin Adir stated that the project is important to the community but the potential water and sewer problems area concern. George Lence stated that a number of Policies were impacted by this development. He cited policies 5 A, 7D, 18D, 23 and 25. He stated that he is not comfortable with the proposed development. The Chair stated that he did find some consistency in the LWRP in policies 19 and 21. The Chair also stated that the Kendal presentation did not address the impacts of the mass and scale of the project. Ralph Gunderman made a motion to provide a recommendation that the project is not consistent with the LWRP. Karin Adir seconded. It was unanimous. Other TOPICS: None Adjourn at 9:24 PM to next meeting. Respectfully Submitted, Anthony DelVecchio Waterfront Advisory Committee Meeting, March 7,2001 3 �Village of Sleepy Hollow Waterfront Advisory Committee 28 Beekman Avenue Sleepy Hollow, New York, 10591 CONSISTENCY FINDINGS Kendal on Hudson The Waterfront Advisory Committee of the Village of Sleepy Hollow (the "Committee") reviewed, at several meetings in 2000, at its March 7, 2001 meeting and its June 13, 2001 meeting, the proposal (the "Proposal") submitted by Kendal on Hudson (the "Applicant") for the development of a continuing care retirement community ("CCRC") on the grounds of the Phelps Memorial Hospital Center ("Phelps") in the Village of Sleepy Hollow (the "Village"). At the June 13 meeting of the Committee, Mr. Andy Tung, of Divney Tung Schwalbe, LLP and other representatives of Applicant presented modifications that had been made to the Project since the time of the March 7 meeting of the Committee, and answered questions from the Committee. The modifications to the Proposal were in response to earlier comments by the Committee and by members of the public. The Project The development project (the "Project" or "Kendal"), as presented to the Committee in its modified form, consists of 225 independent living apartments, 24 assisted living apartments and 42 skilled nursing rooms contained within 435,00O± square feet of structures. The proposed CCRC units comprise four buildings. Three of the buildings would contain independent living units (generally referred to in the Applicant's submission documents as ILU East, ILU West and ILU South). The fourth building, the Commons Building, would house community facilities, a health center, assisted living units and skilled nursing facilities, as well as some additional independent living units. The Project would be sited on the western side of the Phelps campus, north of the Sleepy Hollow Manor section of the Village and south of the Rockwood Hall section of the Rockefeller State Park Preserve. The proposed site is located in the Village's H (hospital use) zoning district. The Project contemplates that the H district zoning would be amended to make the CCRC facilities a permitted use within the district and to otherwise accommodate the Project. Access to the site would be provided from NY Route 117 and Rockwood Road (using an easement over lands that were owned by the Laurance S. Rockefeller Fund prior to dedication of the Rockwood Hall property to the State of New York as part of the Rockefeller State Park Preserve) and through a portion of the Phelps property. Signs for the CCRC would direct traffic to the Route 117/Rockwood Road access and it is expected that these signs would minimize access via the main Phelps entrance from Route 9. Parking for 390 vehicles would be provided in structures located beneath the proposed buildings and beneath a Phelps on-grade parking deck. The Project has been modified a number of times since its initial submission to the Committee. These modifications have included a reduction in the number of assisted living units from forty to twenty-four, lowering the height of a portion of the Commons Building from an �originally-proposed seven stories to five stories, provision for additional vegetative plantings and landscape buffer enhancements, and improvements to the sewer and water systems that serve the Phelps Hospital property and the Village. The architecture for the Project has also been modified since the time of the initial submission in order to make the buildings appear less institutional and to achieve greater harmony with the architectural style of The James House, an historic mansion owned by Phelps and adjacent to the Project site. Specifically, the proposed architecture is intended to reflect the Italianate style of The James House, and the building facades would incorporate a mixture of different building materials, varying window treatments and ornamental roof elements to break up the apparent massing of the proposed buildings. The modifications to the Project were based on comments raised as part of the public hearing process on the Project's Final Environmental Impact Statement ("FEIS"), and in response to concerns raised by members of the Committee during prior meetings at which the Project had been reviewed. A comprehensive landscape program is proposed by the Applicant, which would include the preservation of a three hundred-foot buffer between the proposed CCRC and the Sleepy Hollow Manor neighborhood to the south. This buffer, which presently contains a number of dead or unhealthy trees, would be enhanced by additional reforestation plantings and would be maintained by Kendal. Further, the Applicant proposes a series of landscaped berms within the easement on the north side of the site, adjacent to Rockwood Hall. Landscaping is also proposed between The James House and the proposed ILU East and Commons Building, which is intended to soften the views of the proposed CCRC facility from The James House. Existing views of the Hudson River from The James House are, at present, largely screened by existing vegetation. The proposed plan would remove much of this vegetation, opening up views of the Hudson River and the western shoreline from The James House. The Applicant proposes to connect to existing Village water and sewer service. Consistency Findings The Committee, in reaching its conclusion as to consistency of the Project with the Village's Local Waterfront Revitalization Plan ("LWRP"), considered Policies 5, 5A, 7D, 7E, 17,17A, 18, 18A, 18B, 18C, 19, 19D, 21D, 23, 23B, 25, 25A, 25B, 32A, 33 and 37 of the LWRP as being specifically applicable to the Project. After careful review of the applicable LWRP policies, the Committee found that the Project, as a whole, is consistent with the purposes and polices of the LWRP. Policy 5 - ENCOURAGE THE LOCATION OF DEVELOPMENT IN AREAS WHERE PUBLIC SERVICES AND FACILITIES ESSENTIAL TO SUCH DEVELOPMENT ARE ADEQUATE. Both municipal water and sewer utilities are available to service the Project. The Village has recently acquired water rights that should improve the water supply system in the northern portion of the Village, which includes the Phelps site and the Sleepy Hollow Manor residential neighborhood. Connection of the proposed CCRC facility to this "northern loop" of the Village 2 �water supply system will enable the northern loop to back-feed Sleepy Hollow Manor, and is expected to increase pressure to this portion of the Village, which has long been plagued by low water pressure. Similarly, the Applicant proposes to connect to an existing sewer main serving Phelps which, in turn, connects to sewer mains running through Sleepy Hollow Manor to a pump station located on Riverside Drive. The Committee, at several of its meetings considering the Project, had expressed concerns that the Project could adversely impact the Village's sewer system and aggravate existing capacity problems in Sleepy Hollow Manor. However, the County of Westchester has committed to making improvements to portions of the Sleepy Hollow Manor sewage lines as part of a county-wide program relating to sewer inflow and infiltration, and the Applicant has committed to provide three hundred thousand dollars to the Village to fund improvements to other relevant parts of the Sleepy Hollow Manor sewer lines and manholes and upgrades to the existing Riverside Drive sewage pump station. The Village Engineer has reported to the Committee that these sewer system improvements will allow the Village sewers to accommodate the additional sewage flow from the CCRC without adverse impact and the Committee concluded that these improvements would sufficiently mitigate any potential adverse effects from the Project. Based on these considerations, the Committee concluded unanimously that the Project would be consistent with Policy 5. However, the Committee expressly made its finding with respect to Policy 5 conditional. Accordingly, the Committee recommends to the Village's Board of Trustees that any approval by the Village of the Project and any related zoning changes be expressly made conditional upon (a) completion of the sewage line improvements that are to be undertaken by the County of Westchester and the Village, (b) the provision by the Applicant of the sum of three hundred thousand dollars to finance additional sewage line and manhole improvements and pump station upgrades, and (c) the completion of all such sewage line, manhole and pump station upgrades and improvements, before the CCRC may be occupied. Policy 5A - DISCOURAGE THE DEVELOPMENT OF USES WHICH, BY REASON OF THEIR DEMAND FOR NEW COMMUNITY SERVICES AND FACILITIES OR THEIR IMPOSITION OF BURDENS ON EXISTING SERVICES AND FACILITIES, WOULD REQUIRE DISPROPORTIONATE PUBLIC COST IN COMPARISON TO PUBLIC BENEFITS. The Committee concluded that the proposed Project would impose little burden on existing Village services and facilities. The proposed CCRC will provide its own private ambulance service, have twenty-four hour security, maintain its own grounds and roads and provide for its own private collection of trash and recyclable materials. The facilities are not likely to add any school age children to the community and, thus, should not burden the local school district. Although the Village's fire department will serve the CCRC, the building heights of the Kendal buildings, as presently proposed, are well within the capacity of the Village's existing fire equipment, the buildings will be constructed with sprinklers, as required by a mandatory sprinkler law in the Village, and the type of use contemplated by the Project does not carry an enhanced risk of fire. Village police will be responsible for law enforcement, but the CCRC type of use is believed to be 3 �inherently a low-crime use, and vehicular ingress and egress will be, principally, from the Town of Mt. Pleasant rather than from Village streets. Parking availability at the Village's Philipse Manor train station is already over-burdened, but Kendal will provide shuttle buses to allow access to Metro-North train service without the need for additional train station parking. Development fees, recreation fees and an annual payment in lieu of taxes (PILOT), which will be allocated to the Village, the Town of Mt. Pleasant and the School District of the Tarrytowns, will be payable by Kendal. And, based on experience at other, similar, facilities, Kendal residents are thought likely to involve themselves in the provision of services to the community. Accordingly, the Committee found, unanimously, that the Project would not overwhelm or significantly burden existing services and facilities and would provide economic and social benefits to the Village, making the Project consistent with Policy 5A. Policy 7D - THE HUDSON RIVER IMMEDIATELY ADJACENT AND WITHIN 1000 FEET OF THE VILLAGE'S SHORELINE SHALL BE PROTECTED, PRESERVED AND, WHERE PRACTICAL, RESTORED SO AS TO MAINTAIN ITS VIABILITY AS A LOCALLY SIGNIFICANT HABITAT. The Committee gave consideration to the applicability of Policy 7D to the Project and concluded that the proposed CCRC development would not impact the Hudson River or its shoreline, or its viability as a locally significant habitat. The western edge of the Project site is separated from the Hudson River by the Metro-North railroad tracks. However, the Committee recognized that development of the property does have the potential to produce contaminated storm water runoff that could adversely impact the River. The Applicant has developed, and would have to implement, a storm water management plan that, under New York State law, must be adequate to minimize any such impacts. Accordingly, the Committee found that if Policy 7D is, in fact, applicable to the Project, the Project is consistent with that policy. Policy 7E - THE LANDS IN STATE OWNERSHIP ASSOCIATED WITH THE ROCKEFELLER STATE PARK PRESERVE AND OLD CROTON AQUEDUCT TRAIL SHALL BE PROTECTED, PRESERVED, AND WHERE PRACTICAL, RESTORED SO AS TO MAINTAIN ITS VIABILITY AS A LOCALLY SIGNIFICANT HABITAT. The Project would have an impact on the lands of the Rockefeller State Park Preserve because a portion of the access road from Route 117 would traverse a corner of the Park Preserve's Rockwood Hall property. The Applicant has proposed to restore the areas to be disturbed with landscaping comparable to that already existing. The existing fence between Rockwood Hall and the Phelps property would be removed, allowing free access by wildlife between the Rockwood Hall site and the remaining wooded areas of the Project site. All of the members of the Committee, therefore, found that the Project would be consistent with Policy 7E. Policy 17 - NON-STRUCTURAL MEASURES TO MINIMIZE DAMAGE TO NATURAL RESOURCES AND PROPERTY FROM FLOODING AND EROSION SHALL BE USED WHENEVER POSSIBLE. 4 �Policy 17A - PROTECT THE STEEP SLOPES AND HILLSIDES THROUGHOUT THE VILLAGE THROUGH THE USE OF NONSTRUCTURAL MEASURES, WHEN PRACTICAL, TO PREVENT EROSION, ESPECIALLY THROUGH RETENTION, OR PLANTING OF VEGETATIVE COVERS. The Committee found, unanimously, that the Project is consistent with Policies 17 and 17A. Although parts of the Project's construction site would include steep slope areas, the FEIS notes that the Project incorporates stringent soil erosion and sediment control measures and its erosion and sediment control plan includes a variety of mechanism to attain these goals, including sediment traps, silt fence barriers and straw bale barriers. The Applicant has proposed vegetative cover in the form of a comprehensive landscaping and restoration program for the balance of the property. Policy 18 - TO SAFEGUARD THE VITAL ECONOMIC, SOCIAL AND ENVIRONMENTAL INTERESTS OF THE STATE AND OF ITS CITIZENS, PROPOSED MAJOR ACTIONS IN THE COASTAL AREA MUST GIVE FULL CONSIDERATION TO THOSE INTERESTS, AND TO THE SAFEGUARDS WHICH THE STATE HAS ESTABLISHED TO PROTECT VALUABLE COASTAL RESOURCE AREAS. Policy 18A - PROTECT THE VITAL ECONOMIC, SOCIAL, CULTURAL, AND ENVIRONMENTAL INTERESTS OF THE VILLAGE IN THE EVALUATION OF ANY PROPOSAL FOR NEW ROADS, ROAD WIDENING OR INFRASTRUCTURE. Policy 18B - TO PROTECT THE SOCIAL INTERESTS OF THE VILLAGE, PROPOSED ACTIONS MUST GIVE FULL CONSIDERATION TO THE IMPACTS OF SUCH ACTIONS ON COMMUNITY AND CULTURAL RESOURCES OF THE VILLAGE AND THE QUALITY OF LIFE SUCH RESOURCES SUPPORT. Policy 18C - TO PROTECT THE ENVIRONMENTAL INTERESTS OF THE VILLAGE, PROPOSED ACTIONS MUST GIVE FULL CONSIDERATION TO THE IMPACTS OF SUCH ACTIONS ON VALUABLE AND SENSITIVE NATURAL RESOURCES OF THE VILLAGE. The Committee could find, with respect to the Project, no adverse impact on the economic, social and environmental interests of the state and its citizens with respect to valuable coastal resources, no failure to protect economic, social, cultural and environmental interests of the Village as to road construction relating to the Project, no failure to provide adequate consideration of impact on the Village's community and cultural resources and no failure to consider and protect environmental interests and natural resources of the Village. An environmental analysis prepared as part of the Project's environmental impact statement indicated that there are no sensitive natural resources found at the site and, as noted in the discussion of Policy 7E, an existing fence between Rockwood Hall and the Project property would be removed and would permit free movement by wildlife across the boundary. The Committee found that, while there would be some environmental impacts related to the proposed action, including the loss of 5 �existing trees, there will be substantial re-planting of vegetation (including in the wooded buffer between the site and Sleepy Hollow Manor) and there will also be positive benefits by providing much-needed housing for senior citizens (consistent with New York State policy) and positive fiscal contributions related to fees and PILOT payments. The findings of consistency by the Committee with respect to Policies 18 and 18A were unanimous and, with respect to Policies 18C and 18D were by a vote of four to three. Policy 19 - PROTECT, MAINTAIN, AND INCREASE THE LEVELS AND TYPES OF ACCESS TO PUBLIC WATER-RELATED RECREATION RESOURCES AND FACILITIES SO THAT THESE RESOURCES AND FACILITIES MAY BE FULLY UTILIZED BY ALL THE PUBLIC IN ACCORDANCE WITH REASONABLY ANTICIPATED PUBLIC RECREATION NEEDS AND THE PROTECTION OF HISTORIC AND NATURAL RESOURCES. IN PROVIDING SUCH ACCESS, PRIORITY SHALL BE GIVEN TO PUBLIC BEACHES, BOATING FACILITIES, FISHING AREAS, AND WATERFRONT PARKS. Policy 19D - ENCOURAGE, DEVELOP, PROTECT, AND MAINTAIN APPROPRIATE PUBLIC ACCESS TO AND LINKAGES BETWEEN KINGSLAND POINT PARK, DEVRIES FIELD, PHILIPSBURG MANOR, DOUGLAS PARK, SLEEPY HOLLOW CEMETERY, THE OLD CROTON AQUEDUCT, THE ROCKEFELLER STATE PARK PRESERVE LANDS, AND ALONG THE HUDSON RIVER AND RIVERSIDE DRIVE NORTH OF THE MOUTH OF THE POCANTICO RIVER. Policy 21D - PURSUE ESTABLISHMENT OF A SYSTEM OF PUBLIC ACCESS RECREATIONAL TRAIL LINKAGES FROM AND BETWEEN THE TARRYTOWN/SLEEPY HOLLOW VILLAGE BOUNDARY, THE VILLAGE'S RIVERFRONT PARK PROPERTY ON RIVER STREET, KINGSLAND POINT PARK, DEVRIES FIELD, PHILIPSBURG MANOR, DOUGLAS PARK, SLEEPY HOLLOW CEMETERY, THE OLD CROTON AQUEDUCT, THE ROCKEFELLER STATE PARK PRESERVE LANDS, AND ALONG THE HUDSON RIVER AND RIVERSIDE DRIVE NORTH OF THE MOUTH OF THE POCANTICO RIVER. The LWRP policies strongly encourage efforts to "increase the general public's access to the waterfront such as pedestrian and bicycle trails, picnic areas, scenic overlooks and passive recreation areas that take advantage of coastal scenery" (Explanation of Policies 21,21 A, 21B, 21C and 21D), and make the linkage of publicly owned land "with major points of natural and cultural interest and recreation along the Hudson River" a "major goal of the Village" (Explanation of Policies 19,19A, 19B, 19C, 19D, 19E and 19F). The Committee recognized that access to the western portion of the Phelps campus is currently limited, due to the private ownership of the land by Phelps and the relative inaccessibility of the site. Moreover, there is no physical river access from the site because of the intervening Metro-North railroad tracks. At present, the site does provide limited visual access to the Hudson River. Because the project's internal network of roadways and walkways will be open to the public, the Project will provide enhanced public visual access to the Hudson River and western shoreline views. The Kendal plan also includes a pedestrian walking system and a 6 �Hudson River promenade and overlook that would be open to the public, both from Rockwood Hall and from Kendal's access road. The members of the Committee all agreed that these features would significantly increase public access to the Hudson River scenic views and would thus be consistent with Policies 19, 19D and 21D of the LWRP. The Kendal site plan incorporates pedestrian connections at two points to existing trails in the Rockwood Hall portion of the Rockefeller State Park Preserve to the north. The Committee members all felt that these proposed trail connections would serve to establish the kind of trail linkages contemplated by Policies 19D and 21D and would make the Project consistent with those policies for that reason, as well. Policy 23 - PROTECT, ENHANCE AND RESTORE STRUCTURES, DISTRICTS, AREAS OR SITES THAT ARE OF SIGNIFICANCE IN THE HISTORY, ARCHITECTURE, ARCHAEOLOGY OR CULTURE OF THE STATE, ITS COMMUNITIES, OR THE NATION. Policy 23B - PRESERVE AND ENHANCE THE STRUCTURES, AREAS, OR SITES WITHIN THE VILLAGE OF SLEEPY HOLLOW THAT HAVE BEEN IDENTIFIED AS BEING ELIGIBLE FOR LISTING ON THE STATE AND/OR NATIONAL REGISTER OF HISTORIC PLACES. The LWRP takes the view that "[a]mong the most valuable of the State's man-made resources are those structures or areas which are of historic, archaeological, or cultural significance", and requires that protection include "concern not just with specific sites, but with areas of significance, and with the area around specific sites" (Explanation of Policies 23, 23A, 23B and 23C). The applicable policies demand "[a]ll practicable means to protect structures, districts, areas or sites that are of significance in the history, architecture, archaeology or culture of the Village, the State, or the Nation" as well as prevention of "significant adverse changes to such significant structures, districts, areas or sites" (Id.). Among those "resources" listed as "structures of significance in the history, architecture of culture of the Village" is The James House. The LWRP cites factors that would constitute adverse changes to structures covered by the LWRP policies and standards that are to be applied in proposed activity adjacent to the resource. It states: "Compatibility between the proposed action and the resource means that the general appearance of the resource should be reflected in the architectural style, design material, scale, proportion, composition, mass, line, color, texture, detail, setback, landscaping and related items of the proposed actions" (Id.). The FEIS notes that the Kendal structures, at their nearest point, are approximately 100 feet west of The James House, but concludes that there would be no anticipated significant impacts to historic resources. The Committee appreciated the architectural refinements incorporated into the Proposal in an effort to achieve architectural style, design material, color, texture and detail compatibility with The James House resource, as required by Policies 25 and 25B, and the Committee found that the appearance of the proposed structures was far more aesthetically appealing than the designs originally submitted by the Applicant to the Committee. The Committee equally appreciated the reduction in height of a portion of the Commons Building, capping the structure at five stories rather than seven. Nevertheless, the Committee was unable to conclude that the Project 7 �met other required standards of compatibility, such as "scale", "proportion" or "mass" or that its presence would otherwise be consistent with the preservation or enhancement of The James House. The Committee was also aware that portions of the Rockwood Hall property may have been designed and/or influenced by noted landscape architect Frederick Law Olmstead and that the visibility of the CCRC structures from portions of the Rockwood Hall property could also have implications under Policy 23. Although the Applicant has proposed to enhance its vegetative screening program in order to mitigate the visual impact of the Kendal buildings on visitors to Rockwood Hall and, as noted above, has reduced the maximum building height from seven stories to five stories, the impact of the Project on Rockwood Hall was not found to protect, enhance or restore this significant site. Accordingly, the Committee found, by a vote of five to two, that the Project was inconsistent with Policies 23 and 23B. Policy 25 - PROTECT, RESTORE OR ENHANCE NATURAL AND MAN-MADE RESOURCES WHICH ARE NOT IDENTIFIED AS BEING OF STATEWIDE SIGNIFICANCE, BUT WHICH CONTRIBUTE TO THE OVERALL SCENIC QUALITY OF THE COASTAL AREA. Policy 25A - PROTECT OR ENHANCE VIEWS OF THE HUDSON RIVER, THE HUDSON RIVER VALLEY, AND THE OPPOSITE SHORE FROM THE IMMEDIATE RIVERFRONT AS VIEWED FROM PUBLICLY OWNED PROPERTIES. Policy 25B - PROTECT OR ENHANCE THE FOLLOWING IDENTIFIED SCENIC RESOURCES AS AREAS AND VIEWSHEDS OF LOCAL SCENIC SIGNIFICANCE. [THE NINE IDENTIFIED SCENIC LANDSCAPE SUBUNITS INCLUDE PHELPS MEMORIAL HOSPITAL AND SLEEPY HOLLOW MANOR]. The Committee noted that the Kendal buildings could have an impact on views of the Hudson River and the Tappan Zee Bridge from portions of Rockwood Hall, a publicly owned property. The Applicant has proposed to incorporate a series of landscaped berms within the easement area located north of, and adjacent to, the Project site. Illustrations provided by the Applicant as part of its Project modifications reveal that the lowered building heights and growth of plantings after a ten-year period would help to soften the building mass when viewed from Rockwood Hall. Although the visual impact of the buildings would not be eliminated, the Committee recognized that it would not be possible to fully screen any development that may occur on the western portion of the Phelps property from this vantage point, and the Committee noted that the Rockefeller State Park Preserve has not objected to the impact. While, as a general matter, preservation and protection of views of the Hudson River is a goal of the LWRP, the Committee also noted that view of the River from the Phelps site is not one of the twenty-three "viewsheds of local importance" specifically recognized by the LWRP. However, there are two scenic resources identified under Policy 25B that are potentially impacted 8 �by the Project - the Sleepy Hollow Manor and the Phelps Memorial Hospital scenic landscape subunits cited in the LWRP. The Committee concluded that the Project would not significantly adversely impact either of those subunits. The residential character and "informal" layout of the Sleepy Hollow Manor subunit would not be impacted in any way by the Project and visual impact would be slight. The Project would be potentially visible within Sleepy Hollow Manor only from the northern end of Birch Close and from part of Terrace Close, and the site plan for the Project incorporates a three hundred-foot buffer in the southern portion of the Kendal site, further screening the proposed Project from the Sleepy Hollow Manor subunit. The LWRP description of the Phelps Memorial Hospital subunit notes that the site has distinctly different visual characteristics. The area is described in the LWRP's Scenic Resources portion of the Inventory and Analysis Section as being "dominated by the buildings and parking areas" of the hospital and "providing an institutional landscape", while the area to the west of the James House is contrasted as a "rolling estate landscape of lawns and woodlands" with glimpses of Hudson River and the western shoreline. The proposed buildings would be situated between The James House and the Metro-North Railroad tracks to the west. Existing views from The James House present only a seasonal, filtered view of the Hudson River. The Project, as currently proposed, would provide a more open vista of the Hudson River. The proposed buildings and, in particular, their rooftops, would, however, be visible from The James House and, of course, the existing open lawns and woodlands would be lost. The Applicant has proposed a comprehensive landscape planting plan, including plantings between The James House and the CCRC units to soften the impact of the proposed structures, and the lowered building heights as now proposed would provide for increased visibility of the Hudson River. With respect to the views from the Hudson River, it was noted that the Project as now proposed has attempted to incorporate a distinct architectural character by incorporating an ItaJianate influenced design to make the construction more stylistically sympathetic to the architecture of The James House and less institutional in appearance. The architectural treatment includes the use of different building materials, window treatments and roof articulation. Although the Committee believed that further reducing the bulk of the proposed structures would minimize the visual impact of the project from the River, the Committee was aware that virtually any building of significant size would be visible from the River. The Committee noted that the Explanation of Policies applicable to Policies 25, 25A and 25B includes a number of standards for minimizing scenic impairment. The Committee concluded, by a vote offiveto two, that any scenic impairment from the Project had been substantially minimized and that, accordingly, the Project was consistent with those policies. Policy 32A - FUTURE DEVELOPMENT IN THE VILLAGE SHALL BE REQUIRED TO USE STATE OF THE ART LOW FLOW WATER FIXTURES AND WATER SAVING DEVICES TO REDUCE THE DEMAND FOR WATER AND REDUCE THE FLOW TO THE SEWAGE TREATMENT FACILITIES. WHERE PRACTICABLE, THE GUIDELINES IN THE NEW YORK STATE MUNICIPAL MODEL WATER CONSERVATION PLAN SHOULD BE FOLLOWED. The Committee unanimously concluded that the Project is consistent with Policy 32A. The 9 �Applicant has committed to incorporating low-flow water fixtures and other water saving devices throughout the proposed community to promote water conservation. Policy 33 - BEST MANAGEMENT PRACTICES WILL BE USED TO ENSURE THE CONTROL OF STORM WATER RUNOFF AND COMBINED SEWER OVERFLOWS DRAINING INTO COASTAL WATERS. The Applicant has incorporated a storm water management system that includes two separate storm water detention facilities. The Committee noted that the Applicant is required, by New York State law, to implement the best management practices as to storm water runoff, as contemplated by Policy 33. The Committee also reviewed the projected storm water impacts outlined in the Applicant's updated storm water management report, which was submitted to the Village and the Committee. The updated storm water report indicates that, due the storm water detention basins, the peak rate of runoff during a 100-year storm event will actually decrease slightly from the predevelopment levels associated with the site. The Committee unanimously concluded that the proposed storm water management system should adequately control storm water runoff and that the Project will be consistent with Policy 33. Policy 37 - BEST MANAGEMENT PRACTICES WILL BE UTILIZED TO MINIMIZE THE NON-POINT DISCHARGE OF EXCESS NUTRIENTS, ORGANICS AND ERODED SOILS INTO COASTAL WATERS. The Committee concluded, unanimously, that the Project is consistent with Policy 37. The Project will incorporate several design measures to mitigate potential impacts. These features include the use of dry swales, anti-vortex manholes and the two water quality detention basins referred to in the discussion of Policy 33. In addition, Best Management Practices for erosion and sedimentation control will be utilized during the construction process. The Committee recognized that any construction, and the resulting creation of additional impervious surfaces, is likely to create some increase in non-point discharge, but felt that the proposed storm water quality system would minimize such discharge into coastal waters. Summary After its detailed consideration of the foregoing policies of the LWRP, the Committee noted that the Project was found to be consistent with most, but not all, of such policies. The Committee then considered whether, after weighing the elements of the Project's consistency and inconsistency with the policies of the LWRP and weighing the relative impacts of those elements, the Project, on balance, was or was not consistent with the goals and policies of the LWRP. It was the finding of the Committee, by a vote of five to two, that, on balance, the Project was consistent with the goals and policies of the LWRP. Richard D. Weiss, Chairman 10 � 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 Waterfront Advisory Committee Minutes-2001 Text A resource consisting primarily of words for reading. Examples include books, letters, dissertations, poems, newspapers, articles, archives of mailing lists. Note that facsimiles or images of texts are still of the genre Text. 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_WATER_2001-03-07.pdf Subject The topic of the resource Waterfront Advisory Committee Minutes-2001 Date A point or period of time associated with an event in the lifecycle of the resource 2001 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/faabc9a8ebd956c3950b863d8c51fd91.pdf 593e4725baeb462657c25ad9a8affe60 PDF Text Text VILLAGE OF SLEEPY HOLLOW WATERFRONT ADVISORY COMMITTEE MEETING April 4, 2001 The meeting was called to order by Richard Weiss, Chair at 8:03 p.m. RECEIVED Present: APP f 9 ?flfl1 Absent: Richard Weiss, Chairman Ralph Gunderman George Lence Terence McGlynn Karin Adir Donald Stever Doug Maass VILLAGE CLERK None Also Present: Dave Smith (Saccardi & Schiff/Village Planner) Anthony DelVecchio (Recording Secretary) Jim Margotta (Building Inspector) Jerome Fine (J. Robert Folchetti & Associates, LLC) Announcements: None A2enda: a) b) c) d) Minutes of February 2001 Meeting Mr. & Mrs. Welch Kendal-on-Hudson WAC procedures a) Minutes of February 2001 Meeting The minutes were reviewed and the following correction was noted: On page 3, change: "George Lence stated that a number of Policies were impacted by this development. He cited policies 5A, 7D, 18D, 23 and 25." To read: "George Lence stated that a number of Policies were impacted by this development. He cited policies 5A, 7D, 18C, 23 and 25." Ralph Gunderman made a motion to approve the minutes with corrections. George Lence seconded. It was unanimous (5-0 Stever and Maass abstained). �b) Mr. & Mrs. Welch Sean McCarthy is the architect representing the applicant Sean McCarthy stated that the property is located at 260 Kelburne Ave. He stated that the majority of the work is done to the back of the house. He detailed the 2nd floor addition to the existing one-story structure. He also spoke about the addition of a 4'x4' vestibule Sean McCarthy detailed the interior changes within the footprint of the property He also detailed the changes to the roof and attic He supplied photos of the property and stated that the intent was to minimize the changes to the existing footprint. Sean McCarthy summarized the zoning requirements and stated that all zoning requirements have been met. He also stated that the distance from the immediate neighbor's property is 16 feet. Ralph Gunderman asked about the elevation of the peak of the new gable on the South side Sean McCarthy responded 4'-6". Sean McCarthy stated that the applicant could build on other parts of the house that would have had a greater visual impact than the proposed changes. This was further illustrated with photos of the property The Chair read a letter from the applicant's neighbor that referenced policies 23 and 25. The Committee agreed that Policy 23 does not apply to this application. The Committee discussed Policy 25 and its relation to this application. Sean McCarthy provided photos to demonstrate the visual impact to the Hudson River. Ralph Gunderman stated that he visited the property and makes a motion to find consistency with the LWRP. Doug Maass stated that the LWRP does not cover views from private property and seconded. It was unanimous Ralph Gunderman stated that the Committee's jurisdiction should be discussed. Don Stever stated that any Village Board that required a LWRP consistency determination must refer the applicant to the Waterfront Advisory Committee. Waterfront Advisory Committee Meeting, April 4, 2001 2 �The Chair stated that every project should not be referred to the Committee He also stated that there should be criteria for referring an applicant to the Waterfront Advisory Committee c) Kendal-on-Hudson The Chair stated that Jerome Fine (Village Engineer) will further clarify any Engineering questions that the Committee might have. Jerome Fine first discussed the sewage concerns He summarized the flow of sewage from Phelps Hospital, Sleepy Hollow Manor and part of Philipse Manor. He also stated that the pumping station is located at Hunter Ave. and Riverside Ave. Jerome Fine stated that there is plenty of sewer capacity at the Kingsland and Fremont section. He stated that Kendal would increase the pumping station to accommodate the increased capacity. Don Stever stated that there are problems with the sewer lines currently. He also stated that without these sewer improvements by Kendal, and without fixing the current problem, it would worsen. Jerome Fine discussed the proposed sewer repair procedure that involves inserting a plastic sleeve into the existing clay pipe and expanding it. George Lence asked if there were any options for bypassing Sleepy Hollow Manor. Jerome Fine responded that there were three options. (1) To go along the westside of Sleepy Hollow Manor. This was not accessible due to the rocks and the cliff. (2) To go along Route 9. This was also not used because there are too many obstacles (utilities, etc.) (3) To go through the manor using the existing sewer system. The Chair asked how much capacity is being used. Jerome Fine responded 50%. Terrance McGlynn asked what is the peak flow. Jerome Fine responded that the calculations assumed all peaks from the Manors, Phelps Hospital, Kendal and IBM George Lence asked if there is any documentation on the sewer capacity. Jerome Fine responded that there are reports submitted by the applicant. Waterfront Advisory Committee Meeting, April 4, 2001 3 �Karin Adir asked about the proposed pumping station that would pump sewage off-hours. There was an open discussion on the proposed pumping station. Doug Maass asked if the pumping station would be increased. Jerome Fine responded no The pumps would have a larger capacity and an emergency generator would be added The Chair read previously submitted documents that the applicant would be pumping stored sewage off-hours Andy Tung stated that although moving the tie-in will not impact the sewage system, Kendal will still have the option to pump the sewage off-hours The Chair asked how would this be determined. Jerome Fine responded visually by the Village DPW. He also stated that the system could handle the increased capacity with the proposed improvements. Karin Adir asked about rainwater and its impact to the sewer system. Jerome Fine discussed sanitary sewers and storm water sewers. The Chair asked if there was a full commitment from the County on the sewage improvements. Jerome Fine responded not 100%. Jerome Fine detailed the water system through Sleepy Hollow and how Kendal expects to tie-in. The Chair asked if the Northern Loop was set to be done. Jerome Fine responded yes. Jerome Fine discussed in detail how the Kendal tie-in will increase water pressure to Sleepy Hollow Manor. There was an open discussion on the Committee's recommendation process. It was determined that the Waterfront Advisory Committee and SEQRA process would be brought to the lead agency (Village Board of Trustees) for their advice. The Committee voted not to hear any public comments (4-3). Al DelBello stated that the applicant would meet with the Board of Trustees at their next meet i ng/worksession. Waterfront Advisory Committee Meeting, April 4, 2001 4 �d) WAC Procedures There was an open discussion on the Waterfront Advisory Committee's role with the SEQRA process as well as the Committee's procedures with regards to smaller projects. It was agreed that a procedural agreement would be sent to the Board of Trustees. There was an open discussion on a possible application fee for the Waterfront Advisory Committee Other Topics: None Adjourn at 11:01 PM to next meeting. Respectfully Submitted, Anthony DelVecchio Waterfront Advisory Committee Meeting, April 4,2001 5 �Village of Sleepy Hollow Waterfront Advisory Committee 28 Beekman Avenue Sleepy Hollow, New York, 10591 CONSISTENCY FINDINGS Addition to Residence at 260 Kelburne Avenue The Waterfront Advisory Committee of the Village of Sleepy Hollow (the "Committee") reviewed, at its meeting on April 4, 2001, a proposed addition to the residence of Mr. Robert Welch located at 260 Kelburne Avenue (the "Project"). The review of the Project by the Committee came in response to a letter from Mr. and Mrs. Nicholas Robinson, which asserted that the Project violated a number of the policies under the Sleepy Hollow Local Waterfront Revitalization Plan ("LWRP"). The Plans for the Project were provided to the Committee by Mr. Sean McCarthy, the architect for the Project. Mr. McCarthy described the Project, and he and Mr. Welch, the owner of the residence, responded to questions from the Committee. The Committee unanimously concluded that the proposed construction was consistent with the goals and policies of the LWRP and not in violation of the policies thereof. The Proposal The site at 260 Kelburne Avenue is a residential structure that sits high above Riverside Drive facing the Hudson River. There is one other house between it and the River. The proposed addition would add a second story above a portion of the existing structure. There would be almost no change in the current "footprint" of the structure. The architectural plans indicate that the addition will follow the existing architectural style of the residence. Nonetheless, Mr. and Mrs. Robinson have asserted that the Project must be submitted to the Committee and have concluded that it violates Policies 23,23A, 23B, 23C, 25,25A and 25B and should be revised so as not to violate those policies. Consistency Findings The Committee concluded that Policies 23,23A, 23B, 23C and 25 were inapplicable to the Project and that the only Policies of the LWRP that had any application to the Project were Policies 25A and 25B. The Committee reached a determination that the Project was consistent with these policies. Policy 23 - PROTECT, ENHANCE AND RESTORE STRUCTURES, DISTRICTS, AREAS OR SITES THAT ARE OF SIGNIFICANCE IN THE HISTORY, ARCHITECTURE OR CULTURE OF THE STATE, ITS COMMUNITIES, OR THE NATION. Policy 23A - PRESERVE AND ENHANCE THE STRUCTURES, AREAS, OR SITES WITHIN THE VILLAGE OF SLEEPY HOLLOW THAT ARE CURRENTLY LISTED ON THE STATE AND/OR NATIONAL REGISTER OF HISTORIC PLACES. �Policy 23B - PRESERVE AND ENHANCE THE STRUCTURES, AREAS, OR SITES WITHIN THE VILLAGE OF SLEEPY HOLLOW THAT HAVE BEEN IDENTIFIED AS BEING ELIGIBLE FOR LISTING ON THE STATE AND/OR NATIONAL REGISTER OF HISTORIC PLACES. Policy 23C - ENCOURAGE THE RESTORATION AND ADAPTIVE REUSE OF HISTORIC BUILDINGS SUCH AS THE PHILIPSE MANOR TRAIN STATION. The Committee has determined that Policies 23, 23A, 23B and 23C are inapplicable to the Project. The residence at 23 Kelburne Road is not listed or eligible for listing on any register of historic places and is not an historic building. Nor is it a site that is of significance in the history, architecture, archaeology or culture of New York, its communities or the United States. If the language of these policies were not otherwise absolutely clear as to their scope, the applicable Explanation of Policies explicitly lists the types of historical, architectural, archaeological and cultural resources intended to be protected by these policies. In addition, "[t]he structures of significance in the history, architecture, archaeology or culture of the Village" are enumerated (although it is noted that the policies apply throughout the Village and not only to these specific sites). The Welch residence meets none of the criteria that would make any site "of significance" for purposes of application of these policies. Policy 25 - PROTECT, RESTORE OR ENHANCE NATURAL AND MAN-MADE RESOURCES WHICH ARE NOT IDENTIFIED AS BEING OF STATEWIDE SIGNIFICANCE, BUT WHICH CONTRIBUTE TO THE OVERALL SCENIC QUALITY OF THE COAST AREA. Policy 25A - PROTECT OR ENHANCE VIEWS OF THE HUDSON RIVER, THE HUDSON RIVER VALLEY, AND THE OPPOSITE SHORE FROM THE IMMEDIATE RIVERFRONT AS VIEWED FROM PUBLICLY OWNED PROPERTIES. Policy 25B - PROTECT OR ENHANCE THE FOLLOWING IDENTIFIED RESOURCES AS AREAS AND VIEWSHEDS OF LOCAL SIGNIFICANCE. The Committee has determined that Policy 25 is not applicable to the Project, since the location of the Welch residence makes it all but invisible, except to its nearest neighbors and it does not, therefore, make any contribution to the overall scenic quality of the coast area. However, the Committee did give specific consideration to the effects of the Project under Policies 25A and 25B, both of which are applicable. The Robinson letter claims that the Project will obscure views of the Hudson from the Robinson home and from a public lane. The protection of views of the Hudson from private property are not within the scope of the LWRP, but Policy 25A specifically affords protection to views of the River "from the immediate riverfront as viewed from publicly owned properties". The public lane is clearly "publicly owned property" and the location of the Welch home and the lane on the east side of Riverside Drive position the relevant site above the "immediate riverfront". The applicable Explanation of Policies, in citing standards for minimizing scenic impairment and visual access, notes that �"Particular attention must be paid to views from public parks and public rights of way." However, it did not appear to the Committee that the proposed construction would interfere in any material respect with views toward the River from the lane. Such views are already obscured by the existing one-story portion of the home, above which the second story addition is to be built. Similarly Policy 25B is technically applicable to the Project since Philipse Manor, where the Welch residence is located, is identified in the LWRP as one of nine scenic landscape subunits of the Village. However, the residence is largely invisible vithin tbs limits of the Philipse Manor subunit and the proposed addition, architecturally cot vstent with the existing structure, does not appear to obstruct views of the subunit in any signilicant ma;iner. Accordingly, the Committee finds the Project consistent with the applicable polices of the LWRP, Policies 25A and 25B. Richard D. Weiss, Chairm RECEIVED APR 1 6 2001 VILLAGE CLERK � 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 Waterfront Advisory Committee Minutes-2001 Text A resource consisting primarily of words for reading. Examples include books, letters, dissertations, poems, newspapers, articles, archives of mailing lists. Note that facsimiles or images of texts are still of the genre Text. 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_WATER_2001-04-04.pdf Subject The topic of the resource Waterfront Advisory Committee Minutes-2001 Date A point or period of time associated with an event in the lifecycle of the resource 2001 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/e03fbe0929e4a13ea62b1feae96670a6.pdf e5a3b2c1aa050f088b60c1586d9ded47 PDF Text Text VILLAGE OF SLEEPY HOLLOW WATERFRONT ADVISORY COMMITTEE MEETING May 2,2001 The meeting was called to order by Richard Weiss, Chair at 8:04 p.m. Present: Richard Weiss, Chairman Ralph Gunderman George Lence Karin Adir Doug Maass Absent: Terence McGlynn Donald Stever Also Present: Anthony DelVecchio (Recording Secretary) Jim Margotta (Building Inspector) Announcements; None. Agenda: a) b) c) d) e) Minutes of April 2001 Meeting 45 Amos St. 250 Kelbourne Ave. George Zoumboulis WAC procedures a) Minutes of April 2001 Meeting The minutes were reviewed and the following correction was noted: On page 4, change: "The Chair asked if the Northern Loop was set to be done." To read: "The Chair asked if the Northern Loop contract was executed?" On page 5, change: "It was agreed that a procedural agreement would be sent to the Board of Trustees." To read: "It was proposed that a member of the Waterfront Advisory Committee should meet with the Chairs of the other Village agencies to discuss the referrals of smaller projects." �Ralph Gunderman made a motion to approve the minutes with corrections. George Lence seconded. It was unanimous. b) 45 Amos Street Chris Ghari is the applicant. He gave an overview of the proposed project. He submitted photos of the existing house. Doug Maass asked when was the house built. Chris Ghari responded 1910. Ralph Gunderman stated that there are no relevant LWRP policies except for the policies involving viewsheds. There was an open discussion on specific viewsheds. Ralph Gunderman stated that the LWRP is not limited to views from public property. It was unanimous that the application is consistent with the LWRP. The Chair stated that a letter would be sent with the Committee's recommendations. c) 250 Kelbourne Ave. Andrew Ward is representing this application. He gave an overview of the proposed project. He stated that the elevation would be the same as the current elevation. He also stated that he is not building towards his neighbor's property. The Chair stated that Philipse Manor is one of the viewsheds in the LWRP. Andrew Ward responded that the addition is not visible from the street. Doug Maass asked if a plot plan was available. Andrew Ward submitted a plot plan for the Committee to review. The Chair asked if any members had any other questions. Ralph Gunderman stated that this application is not relevant to the LWRP. The Chair responded that policy 25b would be applicable but since the proposed work is not visible from the street, there is no impact. It was unanimous that the application is consistent with the LWRP. d) George Zoumboulis/Horseman Diner George Zoumboulis is representing this application. He stated that a new awning was Waterfront Advisory Committee Meeting, May 2,2001 2 �recently installed at the diner and the owner wants to add the words " and pizza" to the awning. Ralph Gunderman asked if the Committee has any jurisdiction for a sign. The Chair responded that it is covered under policy l(k). The Chair asked which Village Board has jurisdiction over signs. Jim Margotta responded the ARB. It was unanimously determined that there is no negative impact. The Chair stated that the Committee's advice would be sent to the ARB. Other Topics: The Chair stated that all Boards will be notified that in order to refer an item to the Waterfront Advisory Committee, they must cite the applicable LWRP policy that is relevant. George Lence asked when would an applicant fill out a Coastal Assessment Form. Jim Margotta responded that it is filled out for the Planning Board only. There was an open discussion on the zoning code for McMansions. There was an open discussion whether or not to accept public comments. Ralph Gunderman made a motion to allow public comments with the following conditions: 1) speak only once 2) limit to 3 minutes 3) time limit can be extended by the Committee 4) Chair will make a determination at the beginning of the public comment period on the length of the comment period. Doug Maass seconded. It was unanimous. The Chair will send a letter to the other Village Boards on the Waterfront Advisory Committee's guidelines as stated above. Adjourn at 9:35 PM to next meeting. Respectfully Submitted, Anthony DelVecchio • Waterfront Advisory Committee Meeting, May 2,2001 3 � 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 Waterfront Advisory Committee Minutes-2001 Text A resource consisting primarily of words for reading. Examples include books, letters, dissertations, poems, newspapers, articles, archives of mailing lists. Note that facsimiles or images of texts are still of the genre Text. 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_WATER_2001-05-02.pdf Subject The topic of the resource Waterfront Advisory Committee Minutes-2001 Date A point or period of time associated with an event in the lifecycle of the resource 2001 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/f13366ddcc2cc0945aba8dd1a9b28515.pdf 4e1ed0c0d35f605b57afa81e35ae7632 PDF Text Text VILLAGE OF SLEEPY HOLLOW WATERFRONT ADVISORY COMMITTEE MEETING June 13, 2001 ^7^/u-L^^^ A V^-ftls-^C ^^t>0^ The meeting was called to order by Richard Weiss, Chair at 8:03 p.m. Present: Absent: Richard Weiss, Chairman Ralph Gunderman George Lence Terence McGlynn Karin Adir Donald Stever Doug Maass RECEIVED JUL t 1 >nm VILLAGE CLERK None Also Present: Anthony DelVecchio (Recording Secretary) Jim Margotta (Building Inspector) Jerome Fine (J. Robert Folchetti & Associates, LLC) Announcements: None. Agenda: a) Minutes of May 2001 Meeting b) Kendal-on-Hudson a) Minutes of May 2001 Meeting The Chair stated that the minutes were not received. They will be reviewed at the next meeting. b) Kendal-on-Hudson Andrew Tung is representing the applicant. He will discuss the proposed revisions. The topics are: 1) affordability 2) Landscaping. 3) Storm water management. He discussed the size, scale and density of the project. He also stated that the buildings would follow the design of the slope. The buildings originally were proposed to range from 2 to 7 stories tall. The building heights were reduced to be less visible. They will now be 2 to 5 stories tall. He stated that the top level of the Commons and Center buildings are to be removed. Andy Tung discussed different views of the proposed project changes. He also discussed the open views of the Hudson River from the James House. �Andy Tung also stated that the project has eliminated 16 units. This will result in an approximate 2-5% reduction in water and sewer requirements. Don Stever stated that the changes are a direct result of the Mayor and Board of Trustees comments. He stated that there are other alterations that could be mentioned. They are storm water management, sewage, existing tree quality, what will be preserved as a wooded buffer. He also stated that the wooded buffer must be maintained by the hospital. Ralph Gunderman asked what improvements have been proposed to the Village water and sewer systems. Andy Tung illustrated via a map of the Village sewer system. He discussed the four main lined labeled A through D. He discussed the conditions and fixes for the system. He stated that there are four contributing groups to the flow station. He stated that Kendal would contribute 12-15% to the sewer system. He discussed the A-C route via Kingsland Ave. and the D route via Fremont Ave. Andy Tung stated that the sewer fix would be accomplished in two efforts via Kendal and Westchester County. George Lence asked if this was documented. Jerome Fine stated that the contract is informally expected to be completed in Sleepy Hollow in Spring 2002. The work is currently being performed in Yonkers. Karin Adir asked if the Kendal sewer work is contingent with Westchester County's work. Andy Tung responded no. He stated that it is independent. He also stated that improvements to the pumps are needed. An emergency generator is needed for pumping station as part of the municipal sewer system. He stated that the proposed Kendal improvement to the Village is estimated to be $300,000. George Lence asked about the total number of gallons that comes down through Kingsland. Jerome Fine responded that 114 gallons/minute would be from Kendal and 250 gallons/minutes from Phelps hospital. He stated that the residents produce a small amount. Jerome Fine also stated that the current daily flow is not known exactly at this time. He stated that the worst case scenario from IBM, Kendal, Phelps and residents would be 856 gallons/minute. He discussed the improvements to widen the sewer system and the pumping station. The Chair asked if the public had any comments. Art McKinley asked about the hospital and IBM's future growth. He also asked about the odors from the pumping station. Jerome Fine responded that the pumps are very quick. He also stated that he was not aware of any odors. He stated that they are adding extra capacity for the expansion of the hospital and the IBM site. Waterfront Advisory Committee Meeting. June 13,2001 2 �Ralph Gunderman asked about the increased storm water and how it would be mitigated. Andy Tung spoke about how the holding basin would somewhat mitigate the run-off. He detailed how Kendal would control the additional volume. Kendal will provide retention basins. He also stated that the peak rate would be the same as before. Ralph Gunderman asked about the measurements of natural residues for car and machinery residue. Andy Tung responded that there is no way to calculate the petroleum waste. Doug Maass asked what happens to the Calcium Chloride for snow removal. Andy Tung responded that it would be deposited in the basins. The storm water discharge will be monitored by the DEC. Doug Maass stated that it is a safety concern and needs a back-up system. Andy Tung responded that it is the responsibility of the site to clean basins. Doug Maass asked if the central heating plant was fueled by oil. Andy Tung responded yes. George Lence asked what other public benefits are there from this project besides a $300,000 sewer system. The Chair stated that the PILOT program has been resolved. Al DelBello discussed the PILOT program. George Lence asked what is the Village's recourse if there is a sewage problem. Al DelBello responded that it is not a private sewer system. The Chair stated that Kendal should pay taxes for the public's benefit. Andy Tung responded that there is no school system impact. He also stated that there are no municipal services except for police and fire. Doug Maass asked to hear more CCRC benefits. David Jones responded that seniors could help middle school and teenagers as a grandparent role. He also stated that there are other programs to involve seniors in the community. The Chair and Don Stever stated that they wanted to examine the materials further. The Chair stated that they would invite public comments. It will be limited to 3 minutes per person. Tim Murphy spoke. He stated that Kendal is demanding a great deal of Village and the environment. He also stated that only 6 Sleepy Hollow residents will reside at Kendal. Art McKinley spoke. He stated that the proposal of Scenic Hudson was to relocate this to a site East of the Hudson. Don Stever responded that the Board of Trustees would address the applicant's supplemental alternative. He also stated that the submissions are public documents. Waterfront Advisory Committee Meeting, June 13,2001 3 �Art McKinley stated that the project violated the current zoning code and the LWRP. He also stated that the Sleepy Hollow Manor Association votes in majority against the project. Jim Lehr asked if the project could be scaled back. He also asked if Kendal sewage could be collected at the pump station. Jerome Fine responded that there is no need to store it. Jim Lehr stated that there are questions that are still unanswered. He also asked what was the attraction to Sleepy Hollow. Karin Adir stated that the applicant has taken into account the Village's comments. She also stated that the applicant is trying to address the Village's concerns. Ralph Gunderman stated that the Committee should examine and vote on each policy for consistency with the LWRP. Art McKinley read a letter from Edward Barrows of the Westchester County Planning Board. He also read several LWRP policies that conflict with this project. He also stated that the steep slopes impair the scenic value. End of public comments. The Chair stated that the Committee would have ongoing discussions on several issues. He also stated that the proposal before the Committee would be reviewed and that the process stops due to the July 17, 2001 decision. Other Topics: The minutes for May 2001 were not available. They will be reviewed at the next meeting. The next meeting will be a Special meeting to be held on Monday, June 18,2001 at 8:00pm. Adjourn at 10:20 PM to next meeting. Respectfully Submitted, Anthony DelVecchio Waterfront Advisory Committee Meeting, June 13,2001 4 � 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 Waterfront Advisory Committee Minutes-2001 Text A resource consisting primarily of words for reading. Examples include books, letters, dissertations, poems, newspapers, articles, archives of mailing lists. Note that facsimiles or images of texts are still of the genre Text. 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_WATER_2001-06-13.pdf Subject The topic of the resource Waterfront Advisory Committee Minutes-2001 Date A point or period of time associated with an event in the lifecycle of the resource 2001 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