https://sleepyhollow.localarchives.org/files/original/d579fc2ebd1e1aacb7989feea8442ea5.pdf ae1cdac601354fab028e1cd86f04089d PDF Text Text L\2>0 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 2nd, 2007 starting at 7:00 P.M. in the boardroom at Village Hall, 28 Beekman Avenue, Sleepy Hollow, New York. Present: Mayor Philip E. Zegarelli Deputy Mayor Mario DiFelice Sandra Morales Andy Murray Ken Wray Kay Grala Trustees Also Present: Dwight H. Douglas, Village Administrator David Smith, Planning Consultant (attended first portion of the mtg.) Robert Ponzini, Village Counsel Diane Jacobsen, Village Treasurer Sean McCarthy, Building Inspector Mayor Zegarelli called the meeting to order at 7:00 p.m. Included in the work session a follow up draft special permit resolution for the proposed Lighthouse Landing development was distributed by David Smith with a recommendation that the document be reviewed at a subsequent meeting once the board had familiarized themselves with it. At 8:00 p.m. the Mayor called the Board into special session. Trustee Murray read the attached public hearing notice into the record regarding senior citizen tax exemptions and the Mayor declared the hearing open. Bob Balog, Village Assessor, briefly summarized the application process for seniors to retain or gain this partial exemption. He noted that last year there were 39 exemptions accepted, resulting in reduced tax. revenue to the village of $55,000. At 8:10 p.m. on a motion of Trustee Murray seconded by Trustee DiFelice the public hearing was closed. On a motion of Trustee Murray seconded by Trustee Grala and subject to the review, and approval of the Mayor, the subject department heads, the trustee subcommittee chairs and the Village Treasurer the warrant of October 2nd, 2007 and any vouchers as consolidated in said warrant were unanimously approved. The attached resolutions were acted upon as shown. The following additional resolutions were moved: On a motion of Trustee Murray, seconded by Trustee DiFelice and carried unanimously, the Building Inspector was directed to bid out landscaping in support of the Headless Horseman statue project with a return date of November 6th, 2007. I �V(b\ On a motion of Trustee DiFelice, seconded by Trustee Grala and carried unanimously, the Tappan Zee Dance Studio was granted a reduced sanitation rate to $65 per quarter, and was granted relief from incurred penalties, pursuant to recommendation of the village treasurer. At 8:47 p.m. on a motion of Trustee DiFelice, seconded by Trustee Murray and carried unanimously the special meeting was adjourned. On a motion of Trustee DiFelice, seconded by Trustee Grala and carried unanimously the board went into executive session to review a prospective litigation. No action was taken during the executive session which ended at 9:15. P.m. Respectfully submitted I DwigrrrTl. Douglas, Village Administrator I I �43^ Meeting Date: 10/02/07 Resolution//: 10/177/07 Whereas, the next General Village Election for Officers will be held on Tuesday, March 18,2008; and WHEREAS, the Board of Trustees must designate by resolution and publish the offices which are to be filled in such election and the terms thereof, now, therefore, be it resolved: Section 1: That the Board of Trustees designates the following offices as vacant at the end of the current official year, to be filled at the Village Election to be held on Tuesday, March 18, 2008 for the following terms: Three (3) Trustees—Two (2) Year Term Each Section 2: The Village Clerk is hereby directed to publish the resolution in full in the Journal News, a newspaper of general circulation within the Village of Sleepy Hollow. Section 3: This resolution shall take effect immediately. Moved: Trustee DiFelice I Seconded: Trustee DeMilia-Powers Vote: Unanimous �M 3^ P! vi £3 z LU H O :> < O > I Q LU "«-;, o o CO CL CL. < UJ LT < CO UU Q 2: LU o U U £ OJ 0) w U H D LU Q Z o o LU CO I CO O cr o O LU u_ CO CM < cr LU O Q ID CD LU Q LU X (J < so ih < rr !LU LLI CO < IE I— O LLI > o CO ID: Q LU > o I i �VC It) •a e m O en a„Q M3H a; 1* Q) QH W Cd QC a Q w rs £ CO 3, Q < OX CD U CN (N r- I r-t O I O rs H O !w> U3 0 O CO D O O & Q exco in H -=C u. 0 0 oi 0 1—1 Cu CO r H CO cn ca CO CO :=> 5 0 cn b Q 2 H3 X < cxz w2 WD J O C/) »"3 Cu CO OE2 W Id OS < P .-3 2 »J Id M £ >< H W D Q D I Ct) M JM H H a M cn U S COO It! D H H H 2 UQ ex. t-< U CO J Q z•-3 [^ CO S. u «c t-3 CO CO 1 O CO uw UQ <M s 0 CN M U. r-l w Cu O •J rJ w0 u CO s Id CX « W D 2 M cn co 0 w £ n 0 J DJ cx Lo CO i-S CO H cn w K H O 5« cx CO u w u 1 w ST. n w H U W cn cn r^ < Q cx H u w ^ m CO -3 0 0 rsj 0 0 rH CO < O i CO W O 0i H 0 CO cn CO j§ cn 0 0 0 U < H CO H w w cn O LTl O cr> i-H r-H i_n "^ CM O O i-l t y .-1 m 0 tn 0 0 LD 0 D iH r H LTl rH O in r—I CO << < < -3 en u a.1 LT> "3 1 Ci «* en r> d H CO cn cn < 0 0 W •? >.D r X K H CO H 0 D CN 2 w Q § oun J CO 2 i-l < H 0 H 0 0 cn u h-l Q 0 O ~r-~_ ^ t—( p—1 H cx en u C ' k.- s H CO O r H § 2 O co r- ho cx fc >J 2 O UD cc r- CO a cn H CO U3 O H 0 0 X cx JjT Q Cx, J 0 0 >"3 * * �& o<^ PURCHASE ORDER REQUEST Tillage of Sleepy Hollow 28 Beekmati Avenue Sleepy Holloa, New "York 10591 (914)366-5100 PURCHASE ORDER # Treasurer (914)366-5104 Mem than a. Legend Vendor Number: ORDER DATE: 5INESS NAME APPROPRIATION* Vantage Equipment, LLC 5985 Court St. Rd. Syracuse, NT 13206 I ADORE SS Please furnish the following s u p p l i e s , materials, and/or services which is necessary in the proper and legitimate conduct of my department. su/wriTr U N I T PRICE DESCRIPTION TOTAL AMOUNT $124,425.21 Volvo L90E Wheel Loader Group # 4O603 Award # 19 937 State bid contract See a t t a c h e d s h e e t s I f^z/D^ooO' CAxa- h^cLCyj $ PD/Cr^ TOTAl $124,425..21 DISCOUNT NET 0.00 50.00 $0 00 .ertifv that this purchase order m e e t s the r e q u i r e m e n t s o f The Village o f Sle-enry H o l l o w ' s pbrc^aSJng'f'ot/by "7 'J5/G I �H3(P '" VILLAGE O F SLEEPY HOLLOW 28 Beekman Avenue Sleepy Hollow, NY 10591 Phone: 914-366-5104 Fax: 914-332-7074 Mi'ri- INVOICE # 2512 INVOICE DATE 8/23/2007 (/Mir a JZccfcwi CLAIM FOR PAYMENT TO BE USED FOR P U R C H A S E S AND SERVICES Vendor Number: SPACE BELOW FOR VILLAGE USE ONLY BUDGET CODE BUSINESS NAME I ADDRESS Viking Landciearing P.O. Box o PROJECT CODE AMOUNT f\5iro.w\ 1152 Greenwood Lake, NY 10925 $ TOTALS P L E A S E F U R N I S H THE M A T E R I A L SPECIFIED BELOW A N D ACKNOWLEDGE P R O M P T L Y GIVING CHIPPING DATE QUANTITY DESCRIPTION UNIT P R I C E TOTAL AMOUNT > —I Grind Pile of logs, stumps & brush. Grind & regrind wood chips into landscaping mulch. Grind extra materials and pile of leaves into compost. m 12,250.00 1 TOTAL $ DISCOUNT NET $ 12,250.00 12,250.00 CLAIMANT'S CERTIFICATION CLAIMANT P L E A S E A T T A C H YOUR INVOICE AND DELIVERY TICKFTS DATE O F ORDER DELIVER PREPAID TO DATE REQUIRED TERMS " H E CLAIMANT O F THE BILL OR ACCOUNT ABOVE I AFFIRM THAT ALL THE STATEMENTS ON SUCH CLAIM ARE TRUE. THAT THE SERVICES A N D DISBURSEMENTS CHARGE THEREIN i A V E IN FACT B E E N RENDERED O R PAID. AND THAT THE PROPERTY OR MATERIALS CHARGED THEREIN HAVE IN FACT BEEN DELIVERED AND NO PART HAS BEEN PAID OR SATISFIED. (SIGNATURE OF CLAIMANT OR AUTHORIZED REPRESENTATIVE) i P P R C V A L FOR PAYMENT: I H E R E B Y A P P R O V E THIS C L A I M A N D O R D E R IT P A I D F R O M T H E A P P R O P R I A T I O N S I N D I C A T E D A B O V E DATE TREASURER ;ifC'? tir.wi (TITLE) > a �^ o^\ rs1 ±J 5 E I o CO CQ O U o as < O £ m D w H i 5 CO w DO lu J O CO O cd o H o ua < s J Q J 2 W M > a o M H cu Cd u CO w Q o I J I ifl �L V I L L A G E OF SLEEPY HOLLOW 28 Beekman Avenue S l e e k y H o l l o w , N Y 10591 P>i'one: 9 1 4 - 3 6 6 - 5 1 0 4 Fax: 914-332-7074 INVOICE # 189333 INVOICE DATE 8/24/2007 A-U'rr tfta/t a jCcg&irf CLAIM FOR PAYMENT TO BE USED FOR P U R C H A S E S AND SERVICES Vendor Numbar: )C\\ .IMESS NAME Westchester Tractor, Inc. I RESS P.O. Box 7 2 8 Goldens Bridge, NY 10526 ASE F U R N I S H THE MATERIAL SPECIFIED B E L O W AND A C K N O W L E D G E PROMPTLY GIVING SHIPPING DATE JUANTITY DESCRIPTION UNIT PRICE TOTAL A M O U N T One New 72" Ammbusher Rotary Cutter SN 81088 As-p&f-_RQ#-2QQSQQ45 NY State Contract Group 40604 Award 20912 4,300.00 I TOTAL $ 4,300.00 DISCOUNT NET 4,300.00 AIMANTS CERTIFICATION LAIIAANT PLEASE A T T A C H Y O U R INVOICE A N D DELIVERY TICKETS EOF ORDER DELIVER PREPAJD T O DATE REQUIRED TERMS. : L ' I M i . N l o r T HE BILL OR ACCOUNT ABOVE I AFFIRM THAT ALL THE STATEMENTS ON SUCH CLAIM ARE TRUE. T H A T THE SERVICES AND DISBURSEMENTS CHARGE THEREIN II- ""ACT BEEN »ENDERED OR D A I C . AND THAT THE PROPERTY OR MATERIALS CHARGED THEREIN HAVE IN FACT BEEN DELIVERED AND NO PART HAS BEEN PAID OR SATISFIED. (SIGNATURE OF CLAIMANT OR AUTHORIZED REPRESENTATIVE) • F t ' \ A^ FOP P A Y M E N T I H E R E S Y A P P R O V E THIS C L A I M A N D O R D E R IT P A I D F R O M THE A P P R O P R I A T I O N S I N D I C A T E D A B O V E TREASURER //, / I T » , j s T " r s =,ir,uA~uRF mTLE) (3S �Pi M'/i ai a a> •v> E /?-<2 u u ITS O CD Cu Xj Q H LO W Cl C5 Z D WD ^« H > W I O O ai Q CM D ^ 3 z w Pi Z H H n 3: ^ O Di ^g O U3 w « *H M •J M J H D S M H O H 3 2 D o ^) •J £^ Z U3 ID •J O U-, CO O H Z O 2 <=c a ,J z - 3 LO z o H a, t—i u a CO 0 [d H D H a, H H Z Pi 3 u ow u u u a w z; I M O rH <?• r-l < < << I �INVOICE # VILLAGE OF SLEEPY HOLLOW 28 Beekman Avenue Sleepy Hollow, NY 10591 Phone: 914-366-5104 Fax: 914-332-7074 S100956175 INVOICE DATE °^o 07/18/07 vlli'r? t/tatr a Ccgairf CLAIM FOR PAYMENT ©J^5^J^^^^^P vlpSl^fliGC&*2u£3E TO BE USED FOR PURCHASES A N D SERVICES SP°ACE BELOW FOR VILLAGE USE ONLY Vendor Number; BUSINESS NAME I BUDGET CODE PENSKE TRUCK LEASING CO. ADDRESS P.O. B O X PROJECT CODE AMOUNT ft s ;s>w •<r 827380 P H I L A D E L P H I A , P.A. 1 9 1 8 2 - 7 3 8 0 $ TOTALS 4,900.00 PLEASE FURNISH THE MATERIAL SPECIFIED BELOW AND A C K N O W L E D G E PROMPTLY GIVING SHIPPING DATE DESCRIPTION QUANTITY UNIT PRICE TOTAL AMOUNT > -I PENSKE UTILITY RENTAL 1 TOTAL $ 4,900.00 $ 4,900.00 DISCOUNT NET CLAIMANT'S CERTIFICATION CLAIMANT DATE OF ORDER PLEASE ATTACH YOUR INVOICE AND DELIVERY TICKETS DATE REQUIRED DELIVER PREPAID TO' TERMS THE CLAIMANT OF THE BILL OR ACCOUNT ABOVE I AFFIRM THAT ALL THE STATEMENTS ON SUCH CLAIM ARE TRUE, THAT THE SERVICES AND DISBURSEMENTS CHARGE THEREIN HA /E IN FACT BEEN RENDERED OR PAID A N D THAT THE PROPERTY OR MATERLALS CHARGED THEREIN HAVE IN FACT BEEN DELIVERED ANO NO PART HAS BEEN PAID OH SATISFIED. (SIGNATURE OF CLAIMANT OR AUTHORIZED REPRESENTATIVE) APPROVAL - O P PAYMENT I HEREBY APPROVE THIS CLAIM AND ORDER IT PAID FROM THE APPROPRIATIONS INDICATED ABOVE TREASURER '^y^if I m V Zzjl TRUSTEE'S SIGNATURE (TITLE) m > �\ INVOICE # VILLAGE OF SLEEPY HOLLOW 28 Beekman Avenue Sleepy Hollow, NY 10591 Phone: 914-366-5104 Fax: 914-332-7074 S100969971 INVOICE DATE 08/18/07 :\UU(- (/ran a JZcffcwJ CLAIM FOR PAYMENT TO BE USED FOR PURCHASES AND SERVICES SPACE BELOW FOR VILLAGE USE ONLY Vendor Number. BUSINESS N A M E ADDRESS BUDGET CODE AMOUNT PROJECT CODE o a fi- S/J %V6 PENgSKE TRUCK LEASING I P.O. B O X 8 2 7 3 8 0 P H I L A D E L P H I A , PA 1 9 1 8 2 - 7 3 8 0 TOTALS PLEASE FURNISH THE MATERIAL SPECIFIED BELOW AND ACKNOWLEDGE PROMPTLY GIVING SHIPPING DATE T O T A L AMOUNT UNIT P R I C E DESCRIPTION QUANT fTY > m -o > -H P E N ^ S K E UTILITY RENTAL UNIT (4x4) $ 4,500.00 $ 4,500.00 (7/20-7/30) TOTAL DISCOUNT NET I C L A I M A N T S CERTIFICATION CLAIMANT : PLEASE A T T A C H YOUR INVOICE AND DELIVERY TICKETS DATE OP ORDER DEUVER PREPAID TO: DATE REQUIRED TERMS: THE CLAIIAANT OF THE BILL OR ACCOUNT A B O V E I AFFIRM THAT ALL THE STATEMENTS ON SUCH CLAIM ARE TRUE. THAT THE SERVICES AND DISBURSEMENTS CHARGE THEREIN HAVE IN FACT BEEN RENDERED OR PAID. A N D THAT THE PROPERTY OR MATERIALS CHARGED THEREIN HAVE IN FACT BEEN OELA/ERED AND NO PART HAS B E E N PAID OR SATISFIED. (SIGNATURE OF CLAIMANT OR AUTHORIZED REPRESENTATIVE) APPROVAL FOR PAYMENT (TITLE) I HEREBY APPROVE THIS CLAIM AND ORDER IT PAID FROM THE APPROPRIATIONS INDICATED ABOVE I/I±JLL TRUSTEE'S SIGNATURE 1ATE I �t^ NVOICE # VILLAGE OF SLEEPY HOLLOW 28 Beekman Avenue Sleepy Hollow, NY 10591 Phone: 914-366-5104 Fax: 914-332-7074 INVOICE DATE 07/31/07 C L A I M FOR P A Y M E N T TO BE USED FOR PURCHASES AND SERVICES Vendor Number: ^ ^j df\ SPACE BELOW FOR VILLAGE USE ONLY PROJECT CODE BUDGET CODE B^NESSNAME W O O D L A N D S S U P P L Y CORP &S//6 M AMOUNT ^ .DDRESS 37 H A Y E S ST. I E L M S F O R D , N.Y. 10523 TOTALS ' L E A S E FURNISH THE MATERIAL SPECIFIED BELOW A N D ACKNOWLEDGE PROMPTLY GIVING SHIPPING DATE >UANTITY UNIT PRICE DESCRIPTION TOTAL A M O U N T CRANE SERVICE 7/25 & 7/26 5,200.00 I 5,200.00 TOTAL DISCOUNT NET i L A J M A N T S CERTIFICATION CLAIMANT PLEASE ATTACH YOUR INVOICE AND DELIVER f TICKETS DATE OF ORDER DATE REQUIRED DELIVER PREPAID TO" TERMS HE CLAIMANT DF THE BILL OR ACCOUNT ABOVE I AFFIRM THAT ALL THE STATEMENTS ON SUCH CLAIM APE TRUE. THAT THE SERVICES AND DISBURSEMENTS CHANGE THEREIN Av-g IN u r BEEN P.ENDEPED OF. P A ! C , AND THAT THE PROPERTY OR WATERLALS CHARGED THEREIN HAVE IN FACT BEEN DEUVERED AND NO PART HAS BEEW PAID O R SATISFIED. (SIGNATURE OF CLAIIAANT OR AUTHORIZED REPRESENTATIVE) PFPCVAL " F = t fMENT I nEPEBY APPROVE THIS CLAIM AND ORDER IT PAID FROM THE APPROPRIATIONS INDICATED ABOVE l- TREASURER > • > — ^-—CL—•? I -—^t=- ^W7 f -t» 7E TRUSTEED SIGNATURE (TTTLH) �VJ oD r-t JJ fl Ql T) E (6 O W d- .Q ni Pi u O H U3 U Q CD 3 Q W S2 CO H > W W U Cd Q Cu ID tt H CT-> (N G> O <>i O U> o o o 0\ r— IN <7\ O <=C Q « Cu Cv, [14 o 3: o J .J O r-l t~t M n en u s CO O r-t w D H >3 H W CD Q D H ex M «: 5 u O CO u w u o <w 2 m s o H-' t*s D Di H o rH *~J ^ u «C co CQ D CO a o M H i M U H 2 5! D Z o CQ * * H cc: H u CO w Q < •z cn D o *-J u <. < 0, H -3 •z § H co w Q S M £ g" u H cd 0 H 2; H z; n H O H H < H n § CO I Cn W c* a M u u CO 1a p o Di o rH < to pi CD « * H rH w rc CD o H *£ ^ o & a nr CO at H U l£> ^ Cd _3 < URN CD O H oD fad a :=> a, CN H I - ^> D J H 3 > CO CJ (N ^ 2 O °£ •J W ^ S! r-l CO Q 3 W lu in td £ D Z o > H cC W D < J •»^. W wJ Cd D •J O CO t-s o o in r- [JL, g H S W w 2 o o •~-^ O JH I g C5 3 ft o o u o •o £X w c\< I �feting Date: 06/19/07 Solution #: 06/123/07 ik being reviewed by the Public Works Committee, that the following budget ems be approved for purchase, now therefore, be it resolved that t h e Board of 4ustees does hereby approve these purchases: Jfil mounted compressor '"^el loader Snitation Truck *||er Meters, devices, etc. oved:Trustee Grala $21,368.20 (state bid)$124,425.21 (state bid) $187,849.20 (state bid) $22,774.07 (these are specific meters to integrate with O u r existing system) Seconded:Trustee Morales Vote:6-l ffCall: |tees Morales, DeFelice, M u r r a y , Grala and DeMilia voted Y E S . Mayor ;arelli voted YES. Trustee W r a y voted NO. �\M3 Meeting Date: Resolution #: 10/02/07 10/179/07 Resolution of the Village of Sleepy Hollow Retaining the law firm of Landman Corsi Ballaine & Ford, PC WHEREAS, the Village of Sleepy Hollow ("Sleepy Hollow") is in receipt of a Notice of Claim filed by the firm of Bond Schoeneck and King, PLLC ("BS&K") indicating their intention to commence a lawsuit against Sleepy Hollow; and WHEREAS, Village Counsel and the Village Administrator have interviewed the firm of Landman Corsi Ballaine & Ford P.C. ("Landman") to determine if they would be suitable to protect the interests of the Village of Sleepy Hollow and have recommended that Landman be put under contract for said lawsuit; and WHEREAS, Landman has forwarded to Sleepy Hollow a proposal for legal services in a letter agreement dated September 20, 2007. NOW, THEREFORE, BE IT RESOLVED that Sleepy Hollow is authorized to retain Landman pursuant to its letter agreement of September 20, 2007, a copy of which is attached and made a part hereof. Moved: Trustee Grala Seconded: Trustee Morales Vote: Unanimous �^ Meeting Date: Resolution #: 10/02/07 10/180/07 Resolution of the Mayor and Board of Trustees of the Village of Sleepy Hollow Exercising the 30-Day Termination Clause in the Consulting Agreements With The Community Station and Sunny McLean WHEREAS, the Mayor and Board of Trustees have reviewed the recommendation provided by the Communications Advisory Committee to make certain changes to Cable TV and communication coverage in the Village; and WHEREAS, the Mayor and Board of Trustees concur with the recommendation of the Communication Advisory Committee. NOW, THEREFORE, BE I T RESOLVED that the Village of Sleepy Hollow herein exercises the 30-day termination clauses contained in the contracts with The Community Station and Sunny McLean dated April 1, 2004 and extended on a monthly basis from that time; and BE IT FURTHER RESOLVED that the Mayor is herein authorized to communicate said termination and to take such other steps as are necessary to effectuate the intent of this resolution. Moved: Trustee Grala By Roll Call: Trustee DiFelice Yes Trustee Murray Yes Trustee Grala Yes Trustee Morales Yes Trustee Wray No Mayor Zegarelli Yes Seconded: Trustee Morales Vote: 5-1 < * �MvA'A Meeting Date: Resolution #: 10/02/07 10/181/07 Resolution of the Mayor and Board of Trustees of the Village of Sleepy Hollow Authorizing Execution of a Consulting Contract with Daphney B.A. Mickel To Provide Certain Cable TV and Communication Services to the Village WHEREAS, pursuant to the recommendation of the Communications Advisory Committee and interviews with the Trustee Communication Subcommittee, Village Administrator and Mayor, it i recommended that a consulting contract for certain Cable TV and Communication Services be entered into with Daphney B.A. Mickel of 1551 Crescent Drive, Tarrytown, New York; and WHEREAS, an agreement for the services to be provided has been developed and is attached hereto and made a part of this resolution. NOW, THEREFORE, BE IT RESOLVED that the Board of Trustees herein authorizes the Mayor to execute the attached consulting contract with Daphney B.A. Mickel and to take such other steps as are necessary to effectuate the intent of this resolution. Moved: Trustee Grala By Roll Call: Trustee DiFelice Yes Trustee Murray Yes Trustee Grala Yes Trustee Morales Yes Trustee Wray No Mayor Zegarelli Yes Seconded: Trustee Morales Vote: 5-1 �HM3 AGREEMENT- CONSULTING CONTRACT BETWEEN VILLAGE OF SLEEPY HOLLOW AND DAPHNEYB.A. MICKLE THIS AGREEMENT effective as of this day of October, 2007 between the Village of Sleepy Hollow (hereinafter referred to as'Village"), a municipal corporation organized and existing under and by virtue of the laws of the State of New York, with offices at 28 Beekman Avenue, Sleepy Hollow, New York, and Daphney B.A. Mickle of 1551 Crescent Drive, Tarrytown, New York 10591 (hereinafter referred to as "Contractor"). WITNESSETH: That the Village and Contractor, for the consideration named, hereby agree as follows: 1. PURPOSE The Village hereby retains Contractor, on the terms and conditions set forth hereinafter for the purpose of managing the Village's Communications & Public Affairs Department including the Village's government cable channel, community bulletin board, technical transmission, on-air programming, graphic design/layout, website redesign design, photography services, community outreach, marketing and dissemination of Village public information services. 2. SPECIFIC SERVICES Immediately upon execution of the Agreement by all parties, Contractor shall provide such labor as is necessary to insure the interruption-free production, broadcast and rebroadcast of all regularly scheduled Village Board meetings, events and studio productions. The Contractor shall provide such labor, expertise, oversight and management of the Village's government channel including but is not limited to the management and monitoring of the government channel to insure twenty-four (24) hour uninterrupted broadcast. These, broadcasts shall include graphic design, photo, media, and text insertions, maintaining a turnover of continual programming flow with regular and scheduled updates, coordinating and scheduling of the government access channel materials including tape and bulletin board announcements, and working cooperatively with departments and "contractors" providing services for the area channel. The Contractor shall also provide such labor, expertise and staff for the interruptionfree broadcast of such special events as the Village shall request from time to time. The scheduling of special events shall be in the sole discretion of the Mayor and Village I �°\ Administrator. The Contractor will be notified as soon as is practical and possible by the Mayor or Village Administrator prior to the scheduling of the special event by the Village. Attached hereto and made a part hereof is a listing of pre-designated special events (Schedule "A"). The Contractor will be responsible for producing the Village meetings and events, inserting them on the Village's government channel and on the Village's (system-widearea) public access channel in Peekskill. The Contractor's duties will also include transporting, coordinating and scheduling of the government access channel materials (recorded programs) on the area channel. The Contractor will solicit weekly information and meet from time to time with the various departments to better provide current public information services and community outreach to the residents. The Contractor will provide monthly updates to the Mayor, Administrator and the Communications Advisory Committee apprising them of department progress and soliciting their input and direction. The Contractor shall provide the administrative, management, technical, computer and engineering skills necessary for the day to day operation of the Village government channel including the following equipment: The Scala bulletin board design and playback computers, the Leightonics, government channel on-air server and VCR control and general oversight of the wiring and connections. In the event of cable outage, broken equipment or serious software problems, Contractor will seek the advanced technical support from the cable operator or outside vendors related to or makers of the Village-owned equipment. 3. COMPENSATION In payment for the services performed by Contractor, the Village shall make payments to Contractor as follows: A. The Contractor shall provide approximately eight (8) hours per week of general management and oversight of the Village's communications, public affairs and cable operations. In return for these services, a stipend of $250.00 per week will be paid via monthly claim. These services are separate and apart from any other compensation. B. Any other services i.e. computer, engineering, design, additional programming for channel or web (requested by Village in writing) will be invoiced at an hourly rate cf $35.00. �L|50 C. For regularly scheduled Village Board meetings (including set up and break down time - approximately one hour), defining this fee is specifically for live or recorded, multi-4-camera, production or single camera production that includes one hour for the set up/breakdown time audio/video wires set up in fire house room, a flat fee of $300.00. If more time is needed for wiring set up and break down over the one hour included in production rate, then a $25.00 overtime fee for each additional half hour over and above two hours will be set. I I D. For Special Events, a rate of $100.00 per hour for coverage of the event and a $50.00 per hour editing rate for the post production of the event. Upon pre-approval by the Mayor, any additional camera may be used at an additional charge of $75.00 per hour. The amount for editing the event shall not exceed three times the actual recorded hours of footage of the event. This rate is adapted to digital media editing technology. Each hour of footage needs to be rendered in before it can be edited and rendered copied out of the computer before it can be recorded back on to tape for air. It shall be the sole obligation of Contractor to obtain from the Mayor and/or the Village Administrator, the approximate number of hours to film and edit for each event. It shall be in the sole discretion of the Mayor and/or Village Administrator to set the total number of permitted coverage and editing hours per event. If a permitted total is not obtained by Contractor prior to the commencement of the special event, the total compensation for coverage and editing shall be set by the Mayor and/or Village Administrator in his sole discretion, Demand for payment shall be submitted in a voucher provided by the Village. Each voucher shall be itemized with specificity s to dates and hours and shall be submitted no later than 30 days after the filming of the event. The Village shall process any vouchers from Contractor as expeditiously as possible. The Contractor acknowledges that they are familiar with the requirements of the Village Law of the State of New York which in effect prohibits payment of any claims against the Village unless an itemized voucher shall have been presented to the Village Board and shall have been audited and allowed by the Village Board. 4. TERM OF AGREEMENT: TERMINATION This Agreement shall be for a period of one year, renewable automatically on a 30 day basis until terminated by the parties. Either party may terminate this Agreement upon 30 days notice. Termination may be for any reason in the sole discretion of the parties. If this Agreement is terminated 1 �prior to the completion of a 30 day period, Contractor shall be compensated for that portion of the monthly services performed. 5. SKILLS OF CONTRACTOR: CONFLICTS OF INTEREST The Contractor represents that she has the requisite skills and experience to perform the services hereunder. Contractor agrees that during the term of this Agreement she will be bound by the Code of Ethics of the Village of Sleepy Hollow. To that point, the Contractor acknowledges that she has read and comprehends the Code of Ethics of the Village. 6. INDEPENDENT CONTRACTOR STATUS OF CONTRACTOR The parties agree that in the performance of the services hereunder, Contractor is independent and shall not be deemed to be an employee or agent of the Village for any purpose whatsoever. 7. PROHIBITION AGAINST ASSIGNMENT The Contractor is hereby prohibited from assigning, transferring, conveying, subletting or otherwise disposing of this Agreement or any part thereof or any right, title or interest in this Agreement. The Village understands that Contractor will personally perform the major portion of the services requested to be performed pursuant to this Agreement and may, with the approval of the Village, designate an associate or employee to assist in the performance of those services. 8. COMPLIANCE WITH STATUTES The Contractor agrees to comply with all statues, ordinances, local laws, codes, rules and regulations which are or may be applicable to the services, activities and duties set forth in this Agreement. 9. INDEMNITY AND SAVE HARMLESS AGREEMENT The Contractor agrees to indemnify and save the Village, its officers, agents and employees harmless from any liability imposed upon the Village, its officers, agents and/or employees arising from the negligence, active or passive, of Contractor. 10. NOTICES Any and all notices and payments required hereunder shall be addressed as follows, or to such other address as may hereafter be designated in writing by either party hereto: �4-S^ To: To: Village of Sleepy Hollow Contractor 28 Beekman Avenue Sleepy Hollow, NY 10591 Attention: Village Administrator Daphney B.A. Mickle 1551 Crescent Drive Tarrytown, NY 10591 11. WAIVER I No waiver of any breach of any condition of the Agreement shall be binding unless in writing and signed by the party waiving said breach. No such waiver shall in any way affect any other term or condition of this Agreement or constitute a cause or excuse for a repetition of such or any other breach unless the waiver shall include the same. 12. MODIFICATION This Agreement constitutes the complete understanding of the parties. No modification of any provisions thereof shall be valid unless in writing and signed by both parties. 13. APPLICABLE LAW This Agreement is governed by the laws of the State of New York. IN WITNESS WHEREOF, the Village of Sleepy Hollow has caused its corporate seal t be affixed hereto and these presents to be signed by Philip E. Zegarelli, Mayor, and Contractor, Daphney B.A. Mickle, have cause their signatures to be affixed and entered, the day and year first above written. I (Village Seal) Village of Sleepy Hollow By: Philip E. Zegarelli, Mayor Independent Contractor By: Daphney B.A. Mickle I �AGREEMENT- CONSULTING CONTRACT BETWEEN VILLAGE OF SLEEPY HOLLOW AND DAPHNEY BIEN-AIME MICKLE Schedule "A" Senior Valentine's Day Ambulance Corps Awards St. Patrick's Day Parade Easter Egg Hunt New York Guard Ceremonies Baseball Parade Memorial Day Ceremonies July 4 th Fireworks Columbus Day Parade Pumpkin Carving Ragamuffin Parade Haunted Hayride Bell Ringing - SH Name Anniversary Day of Remembrance Tree Lighting �4-3 Meeting Date: Resolution #: 10/02/07 10/182/07 Resolution of the Mayor and Board of Trustees of the Village of Sleepy Hollow Authorizing Execution of a Contract for Website Hosting WHEREAS, the Communications Advisory Committee has overseen the upgrade and modification to the Village's website and has recommended that the site be hosted at a location outside of the Village's services; and WHEREAS, a proposal has been received for a price of $104.85 per quarter from James Santos of 29 Hemlock Drive, Sleepy Hollow, New York. NOW, THEREFORE, BE IT RESOLVED that the proposal herein attached from James Santos is approved and the Mayor is authorized to execute the agreement and to take such other steps as are necessary to effectuate the intent of this resolution. Moved: Trustee Grala By Roll Call: Trustee DiFelice No Trustee Murray Yes Trustee Grala Yes Trustee Morales Yes Trustee Wray Yes Mayor Zegarelli Yes Seconded: Trustee Murray Vote: 5-1 �NetSoft Solutions, Inc. PROFESSIONAL SERVICES AGREEMENT This Professional Services Agreement (this "Agreement") is made between NetSoft Solutions, Inc., a New York Corporation with it's principal place of business at One Bridge Street, Suite 95, bvington, NY 10533. and The Village of Sleepy Hollow. In consideration of the mutual covenants contained herein. NetSoft Solutions, Inc. and the. Village, of Sleepy Hollow New York hereby agree as follows: S e c t i o n 1. THE S E R V I C E S Under the terms of this agreement.. NetSoft Solutions, Inc. agrees to provide shared web hosting services to The Village of Sleepy Hollow. These services will begin on upon signing this document. 1.1 Web Hosting NetSoft Solutions. Inc. will provide shared web hosting service to The Village of Sleepy Hollow to host their village website. Given the requirements we recommend the "Linux EBusiness" plan. The following services will be included with this web hosting plan: • • • • • • • • 8 GB of total disk space 120 GB of monthly bandwidth traffic. Scripting support P H P 4, Perl 5.x, C++, SSI, FrontPage extensions Unlimited mailboxes, email list, email box forward, email auto responder SSL enabled Webalixer tool for web statistics MySQL, MS SQL SERVER, and PostgreSQL database Anonymous FTP server S e c t i o n 2. TERM AND TERMINATION These services are being provided on a month to month basis to The Village of Sleepy Hollow until terminated. This Agreement may be terminated by either party, with or wiihout cause, at any time. The Village of Sleepy Hollow will be responsible for the charges for all web services up until the date of termination. If web hosting services are cancelled within a month period The Village of Sleepy Hollow will be charged for the entire month. Village of Sleepy Holloa Web Services Agreement September 2007 Page 1 �4s(f Web Services' Agree merit between NetSoft Solutions, Inc. and The Village of Sleepy Hollow Section 3. 3.1 COMPENSATION WEB HOSTING CHARGES The price for providing web hosting to The Village of Sleep)' Hollow is thirty-four dollars and ninety-five cents (.$34.95) per month. 3.2 I PA YMENT SCHEDULE NetSoft Solutions, Inc. will invoice The Village of Sleepy Hoi low for the fust year of web hosting service for a total of four hundred nineteen dollars and forty cents ($419.40). After the initial year of web hosting service the Village of Sleepy Hollow will be invoiced quarterly for a lutal of one hundred and four dollars and eighty-five cents ($104.85) per quarter. Payment of all charges is overdue if not paid within 30 days from receipt of invoice. Failure of Village of Sleepy Hollow to pay the charges when due will be sufficient cause for NetSoft Solutions, Inc. to suspend or terminate the Services under this Agreement. Upon termination of this contract The Village of Sleepy Hollow will be refunded the unused portion of any prepaid fees. Section 4. INDEMNIFICATION The Village of Sleepy Hollow will indemnify and hold harmless NetSoft Solutions, Inc. from any indirect, incidental or consequential damages, or for loss of profits, revenue or data, whether in an action in contract, tort, product liability, statute or otherwise, even if advised of the possibility of those damages. To the extent permitted by law, NetSoft Solutions, Inc. will not be liable for any damages attributed to late delivery, product defect, or any other cause except as expressly agreed in willing. I Section 5. ASSIGNMENT NetSoft Solutions, Tnc. reserves the right to assign, re-assign and substitute services with compaiable hosting services at any time during the term of this Agreement. NetSoft Solutions, Inc. reserves the right to subcontract any or all of the Services or Products to third-parlies. Services supplied by such third panics shall be subject to the terms and conditions of this Agreement as if supplied diieclly by NetSoft Solutions. Village <>f Sleepy I folhm Web Services Agreement I September 20(17 Page 2 �Web Services Asrecmciit between NetSoft Solutions, Inc. and The Village of Sleepy Hollow Section 6. MISCELLANEOUS This Agreement constitutes the entire understanding of the parties and supersedes all other prior agreements with respect to this project. No oral representation or change to this Agreement shall be binding upon either party unless agreed to in writing. Neither party is liable for failing to fulfill its obligations due to acts of God. civil or military authority, war. riots, strikes, fire or other causes beyond its reasonable control. Waiver of any contract provision shall not be deemed a waiver of future enforcement of thai or any other provision. Section 7. I SIGNOFF Agieed and Accepted By: The Village of Sleepy Hollow. NetSoft Solutions, Inc. By: By: James Santo Signature: Signature: Title: Title: President Dale: Dale: I Village (if Sleepy ITolhm Web Services Agreement September 2(KI7 Page 3 I �4sS Meeting Date: Resolution #: 10/02/07 10/184/07 WHEREAS, by prior action the Mayor and Board of Trustees made certain interim appointments in the Treasurer's office pending results of Civil Service Examinations in the Treasurer's Office; and WHEREAS, Paula McCarthy is currently in the Civil Service title of Secretary to the Village Administrator and has taken Test #02-501 Entry Level Clerical/Steno/Typist and received a score of 100% placing her at the top of the list, and the Finance Committee recommends a lateral move to Civil Service job class code 0202 with no change in salary; and WHEREAS, the Finance Committee recommends that Yasmid Cohan's position be changed to Secretary to the Village Administrator, which is a lateral move with no change in salary; and WHEREAS, Yasmid Cohan provides general assistance to both the Treasurer's Office and the Village Administrator and is qualified to take the title of Secretary to the Village Administrator. NOW, THEREFORE, BE IT RESOLVED that the above appointments are hereby approved and are subject to a probationary period of up to 52 weeks. Moved: Trustee Murray Seconded: Trustee Morales Vote: Unanimous �Meeting Date: Resolution #: 10/0207 10/183/07 Resolution of the Mayor and Board of Trustees of the Village of Sleepy Hollow Establishes Special Session to Review Draft Special Permit Conditions for the Lighthouse Landing Project BE IT RESOLVED that the Mayor and Board of Trustees herein establishes a Special Session on Tuesday, October 9, 2007, at 7:00 p.m. to continue the review of the Draft Special Permit Conditions for the Lighthouse Landing project. No formal action on the Special Permit is anticipated for this meeting. Moved: Trustee Murray Seconded: Trustee Morales 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-2007 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_2007-10-02 Subject The topic of the resource Board of Trustees Minutes-2007 Date A point or period of time associated with an event in the lifecycle of the resource 2007 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