https://sleepyhollow.localarchives.org/files/original/ae0909c8b49182875baa5df4e8e298d3.pdf 8c66bca851399d3a25dee42ae4ad8821 PDF Text Text /yor Minutes of the Board of Trustees Village of Sleepy Hollow A work session of the Board of Trustees of the Village of Sleepy Hollow was held on Tuesday, October 3, 2006 at 7:30 P.M. in the boardroom at Village Hall, 28 Beekman Avenue, Sleepy Hollow, New York. Present: I Mayor Philip E. Zegarelli Deputy Mayor Mario DiFelice Richard Spota Andrew Murray Kay Grala Sandra Morales Thomas Capossela Trustees Also Present: Dwight H. Douglas, Village Administrator Diane Jacobsen, Village Treasurer Sean McCarthy, Village Architect At 8:20 p.m. the Mayor called the board into special session. On a motion of Trustee DiFelice, seconded by Trustee Spota and subject to the review and signoffof the subject Trustee subcommittee chairpersons and the further review and approval of the Mayor and Village Treasurer the warrant of October 3rd, 2006 together with any vouchers as consolidated in said warrant were approved. The motion carried imanimously. The attached resolutions were acted on as noted therein. I I On a motion offered by Trustee DiFelice, seconded by Trustee Spota and carried unanimously at 8:35 p.m. the special meeting was adjourned. dministrator �t) Meeting Date: Resolution #: 10/03/06 10/195/06 Resolution of the Board of Trustees Authorizing Consultant Service Contract Stormwater Outfall Location WHEREAS, the Village of Sleepy Hollow has undertaken the leadership role among 16 participating municipalities to apply for grant funding through the New York State Department of Environmental Conservation to undertake certain needed stormwater system studies and improvements; and WHEREAS, subsequently, the Village of Sleepy Hollow received a $100,000 grant for the purpose of identifying illicit discharge locations; and WHEREAS, a request for proposals was developed with the assistance of Dolph Rotfeld Engineering to identify consulting engineering companies capable of utilizing the latest GPS technology for the mapping of stormwater outfall locations; and WHEREAS, pursuant to review and recommendation of Dolph Rotfeld Engineering, the firm of Azertia USA Inc., 50 Broadway, Hawthorne, New York 10594, has been identified as the lowest responsive bidder for undertaking this needed work at a total cost of $18,432 (bid summary sheet attached hereto). NOW, THEREFORE, BE I T RESOLVED that the Board of Trustees herein authorize the Mayor to execute an agreement with Azertia USA Inc. for the provision of these needed services and to take any and all steps necessary to effectuate the intent of this resolution. Moved: Trustee Spota Seconded: Trustee Capossela Vote: Unanimous �Memorandum September 21,2006 To: Dwight Douglas, Village Administrator Fr: Jim Maxwell Michael Ritchie I Subject: NYS Contract No. C-302485 This is in regard to the award of a subcontract for providing of Global Positioning Technology for the purpose of locating stormwater outfalls in the 16 municipalities participating in this contract. Requests for proposals were received on September 13, 2006 from four (4) perspective service providers including: I Name Daily R.ate Azertia USA Inc. 50 Broadway, Hawthorne, NY" 10594 $576.00 Sidney B. Bowne & Son, LLP 235 E. Jericho Turnpike Mineola,NY 11501 $640.88 Adams, rehmann & heggan 850 South White Horse Pike PO Box 579 Hammonton, New Jersey 08037 $880.00 Earth Attributes 100-7 South Jersey Avenue Setauket, NY 11733 $960.00 On September 19, 2006,1 met with JeiTy Williams and Ramesh Kumar from Azertia to review their proposal for compliance with the request. Project implementation, ability to complete in a timely manner and deliverables were discussed. Based on the above, I recommend that Azertia USA Inc. be awarded the contract at a total amount of $18, 432.00 with an option to extend the project on a per day basis up for one year pending availability of additional funding. �Meeting Date: Resolution #: 10/03/06 10/196/06 Resolution of the Board of Trustees of the Village of Sleepy Hollow Approval for Philipse Manor Halloween Parade & Street Fair WHEREAS, the Mayor and Board of Trustees of the Village of Sleepy Hollow received a request to conduct the Annual Philipse Manor Halloween Parade on Saturday, October 28, 2006, with a rain date of Sunday, October 29, 2006, from 2:30 p.m. to 5:00 p.m. beginning on DeVries Avenue at the intersection of Munroe Avenue and parading on Munroe Avenue to Millard Avenue where the street fair will take place, and further requesting in addition to the appropriate barricading of the parade route, that Millard Avenue between Bellwood Avenue and Munroe Avenue be blocked from 1:00 p.m. until 5:30 p.m. NOW, THEREFORE, BE IT RESOLVED that the Mayor and Board of Trustees herein approves said parade and street fair request and authorizes the Department of Public Works to provide for the temporary closure for the parade beginning on DeVries Avenue at the intersection of Munroe Avenue and parading on Monroe Avenue to Bellwood Avenue, and further authorizing in addition to the appropriate barricading of the parade route, that Millard Avenue between Bellwood Avenue and Munroe Avenue be blocked from 1:00 p.m. until 5:30 p.m. and authorize the Police Department to assist with the safe operation of the parade. Moved: Trustee Capossela Seconded: Trustee Grala Vote: Unanimous �sonja goldstein-suss From: terryaustin@optonline.net Sent: Monday, October 02, 2006 8:15 AM To: ssuss@sleepyhollowny.org Cc: amynbender@aol.com Subject: Philipse Manor Parade/Street Fair- Revised Street names Dear Sonja: I A slight revision in my original request to you regarding the streets involved: (this request is exactly the same as the first except for the streets have changed) Date: Saturday, October 28, 2006 (rain date: Sunday, October 29, 2006) Time: jLOO p.m. - 5:00 p.m. Route: Begin on Devries Ave. (where it meets with Monroe Ave.) and have the parade march up Monroe to Millard Ave. The street fair will take place on Millard now. In addition to the appropriate barricading of the parade route up Munroe, we request that Millard, between Bellwood and Munroe, be blocked from 1:00 p.m. until 5:30. Please let me know if you require any further information. Thank you for your attention to this matter. Terry Austin 631-3312 Terry Austin I 10/2/2006 or cell: 588-7221 �l\\c Meeting Date: Resolution #: 09/26/06 09/197/06 Resolution of the Mayor and Board of Trustees of the Village of Sleepy Hollow Accepting Proposal for Design and Production of Newsletter by Tara Framer WHEREAS, in the past a newsletter has been prepared in-house containing updates on projects within the Village and other important information for the residents of the Village of Sleepy Hollow but not on a consistent basis; and WHEREAS, it is important that the newsletter contain important information for the residents and have updates on recent and projected projects, new appointees, new rules, regulations and developments related to Village business and administration; and WHEREAS, a proposal for the design and production of a Newsletter for the Village of Sleepy Hollow received from Tara Framer, who is highly qualified, dated September 13, 2006 has been received outlining a self-mailer, four panels, 2 colors 8.5 x 11 when folded in half ready for mailing; and WHEREAS, the Village of Sleepy Hollow is now desirous of contracting with Tara Framer of 154 Martling Avenue, Tarrytown, New York for said design and production of a Newsletter as contained in the attached proposal at a total annual cost of $9,800.00 for the four quarterly newsletters and that said contract shall be for one (1) year only. NOW, THEREFORE, BE IT RESOLVED that the Board of Trustees herein authorizes the Mayor to enter into the agreement on the terms as detailed in the September 13, 2006 proposal attached hereto. Moved: Trustee Grala Seconded: Trustee Morales Vote: Unanimous �September 13, 2006 Dwight Douglas Village Administrator 28 Beekman Avenue Sleepy Hollow, NY 10591 Proposal for Design a n d P r o d u c t i o n of Newsletter for the Village of Sleepy H o l l o w Thank you for the opportunity to submit my proposal for the development of materials for the Village or, Sleepy Hollow. My background and work with non-profits throughout Westchester make my studio ideal for executing these projects - on budget, and on time. If you would like more information about my background, please see my profile at the end of this document. Overview of Projects The newsletter will be produced quarterly and will contain 4, will print in 2 color, and is planned as a selfmailer. Audience Residents, local authorities, county/state officials Look & Feel o f the pieces • All images used should reflect (and respect) the diversity of the community • Improved legibility (as compared to previous years) is high priority A closer look at t h e newsletter... The newsletter should have the most recent and projected events, new appointees, new rules, regulations and developments related to town business and administration. Design and production of the first issue should take 4-6 weeks. Production of each issue (after the first) will take 3-4 weeks depending upon the availability of the content. We will determine, in advance, the items that are recurrent or comprise columns. We will establish a schedule, and adhere to it. The newsletter will be a self-mailer, 4 panels, 2 colors, 1 1 x 1 7 flat, 8.5 x11 when folded. Folded in half (or thirds - TBD) for mailing. Content • • • • • • • • Outline News Item 1 (2/3 pg) News Item 2 ( 1 / 3 pg) News Item 3 ( 1 / 2 pg) News Item 4 ( 1 / 2 pg) Spotlight o n . . . (recurrent) spotlight on an individual who has made a contribution to the community (1/3 pg) From the Mayor... (recurrent) A letter to the people of the village (1/3 pg) Update o n . . . (recurrent) updates on news covered in the previous issue (1/3 pg) Contact l i s t & V i l l a g e Schedule ... (recurrent) Highlights dates and times for upcoming events in the next 3 mos. from printing date (2/3 pg) Tara Framer Design 914-332-7922 Page 1 of 3 �1\U Assumptions guiding estimate for the newsletter • Sleepy Hollow will provide images; this estimate does not include pricing for photography. • Any photographs will be provided high-resolution format • All review stages will be in electronic - PDF - form, sent via email • All content will be provided in electronic form • While Tara Framer Design will proofread the content, the Village of Sleepy Hollow will assume ultimate responsibility for accuracy and legality. • Pricing does not include printing costs • No advertising is planned at this time. •Afljus^d, FIRST Issue 2 Design Concepts @ $250 each (each concept shows 2 panels) Content Development - Researching and Writing of the 4 panels 36 hrs @ $50/hr. Full 4pg Newsletter layout, integrating all content, incl. retouching of 5 photos Refinement of first layout, changes to content, if needed (2 hours @ $85/hr.) Preparation and Delivery of Final Files to Printer (2 hours @ $85/hr) $ 500.00 1800,000 500.00 170.00 170.00 included Print Brokering (3 estimates) 2 hours meeting Photography TOTAL included TBD $3140.00 Each Subsequeht.lssue •Adjusted Full 4pg Newsletter layout, integrating all content, incl, scanning/retouching of 5 photos Content Development - Researching and Writing of the 4 panels Changes to content, if needed (up to 2 hours) Preparation and Delivery of Final Files to Printer (2 hours @ $85/hr) 2 hours meeting Photography TOTAL $ 650.00 1400,000 included 170.00 included TBD $2220.00 Extra Charges (applied only as needed) Meetings beyond estimated $85/hour (via phone or face-to-face) Changes (beyond estimated) $85/hour Photo Scanning/Retouching additional photos $35/each photo Formal Cornp (paper mock-up) Variable Word Processing $35/hour Illustrations $100-500/illustration | Stock photography $50 - up/photo Original photography Variable Web Pages, Email Newsletters $75 - 350 depending upon complexity I Software Utilized (as of September 12, 2006) QuarkXPress 6.5 or Adobe Indesign CS2 for page layout Adobe Illustrator CS2 for illustrations, icons Adobe Photoshop CS2 for image editing Tara Framer Design 914-332-7922 Page 2 Of 3 I �Tara Framer Design With exceptional creative, conceptual, copywriting and project management skills, Tara Frarner's clients recognize her for her contribution to the communication strategies of their organizations and small/mediumsized businesses. A talented senior creative professional with extensive design, teaching and technical production experience, she frequently creates identity programs, support materials, Web sites, reports and presentations for the notfor-profit world. I Sho has served many organizations including: The National Foundation for Teaching Entrepreneurship The Citizen's Committee for Children Saint Dominic's Home Westchester Children's Association The Children's Aid Society Ford Foundation's Bridges to Opportunity Initiative Ford Foundation's Pathways for Higher Education The Foundation for Community Health The Alliance for Cancer Gene Therapy Acelero, Inc., an organization that runs Head Start programs across the US. In addition, Tara Framer has served as an adjunct professor at a number of colleges: The New School The School of Visual Arts Westchester Community College Please contact Tara Framer at 914-332-7922 for a free consultation when considering vendors for the production of your brochures, reports, newsletters, calendars, web sites, identity or promotional materials. I Tara Framer Design 914-332-7922 Page 3 Of 3 �Meeting Date: Resolution # : 10/03/06 10/198/06 Resolution of the Mayor and Board of Trustees of the Village of Sleepy Hollow Authorizing Closing of Checking Account WHEREAS, due to the consolidation of Village of Sleepy Hollow banking accounts for investment and accounting purposes; and WHEREAS, due to the requirements of banking institutions for board resolutions to close accounts. NOW, THEREFORE, BE IT RESOLVED that the Mayor and Board of Trustees do hereby authorize the closing of the Water Fund checking account #0094-2059-4424 at the Bank of America. Moved: Trustee Morales Seconded: Trustee Murray 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 Board of Trustees Meeting Minutes & Resolutions-2006 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_TRUST_2006-10-03 Subject The topic of the resource Board of Trustees Minutes-2006 Date A point or period of time associated with an event in the lifecycle of the resource 2006 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