https://sleepyhollow.localarchives.org/files/original/a32083d52be8cd00d9aabf298f309b86.pdf 6a230561329c0a695d5c90745a6f3483 PDF Text Text 4M VILLAGE OF SLEEPY HOLLOW VILLAGE TRUSTEES REGULAR MEETING October 23, 2007 The meeting was called to order by Mayor Phil Zegarelli at 8:00 p.m. Present: Mayor Phil Zegarelli Deputy Mayor Mario DiFelice Trustee Wray Trustee Grala Trustee Morales Trustee DeMilia-Powers Trustee Murray Absent: None Also Present: Dwight Douglas /Village Administrator Robert Ponzini (Gaines, Gruner, Ponzini & Novick/Village Attorney) Diane Jacobson / Village Treasurer The meeting was started with a prayer and a pledge to the flag. Announcements: Mayor Zegarelli stated that the Trustees entered into executive session to discuss matters of litigation. No action was taken. a) Approval of minutes: 09/18/07. 10/2/07. 10/16/07The minutes for 09/18/07 were held over to the next meeting. The minutes for 10/2/07 reviewed. Trustee Murray made a motion to approve the minutes as submitted subject to any typographical errors and non-material corrections. Trustee Grala seconded. It was approved (6-0). Trustee DeMilia-Powers abstained. The minutes for 10/16/07 were reviewed. Trustee DiFelice made a motion to approve the minutes as submitted subject to any typographical errors and non-material corrections. Trustee Murray seconded. It was unanimous (7-0). b) Approval of Warrants: 10/23/07 Trustee Murray made a motion to approve warrant OCT23 in the amount of $561,594.70 and warrant OCT23A in the amount of $262,309.40 subject to the review, approval, and signatures of the Mayor, Department heads and Village Treasurer. Trustee DeMiliaPowers seconded. It was unanimous (7-0) H �c) Mayor's Announcements The Mayor stated that the Village has received a submission of a lawsuit from Silverman & Zalentis on behalf of the Village of Tarrytown for issues related to the Roseland Development. The Mayor acknowledged receiving a lawsuit regarding the Sleepy Hollow Police Department. He stated that he has declined media request for comments based on the Westchester County Police Act. d) Public Comments Mary Ann Hogan (95 Beekman Ave) stated that the residents are concerned about the location of the proposed cellular tower. She stated that it should be moved away from the new Senior Center. She stated that the cellular tower could be placed at Douglas Park instead of Barnhardt Park. Mayor Zegarelli responded that Douglas Park has very significant deed restrictions that will not permit this type of use. He stated that the cellular tower can be installed in a park but a comparable amount of parkland must be set aside. He stated that alternative uses are being evaluated. Mary Ann Hogan stated that many seniors will not attend meetings if the tower is built at this location. Mayor Zegarelli responded that the Village is actively seeking an alternative site. Mary Ann Hogan stated that there are many data sources that have shown that these cellular towers are not safe. She stated that the Village should adopt a Resolution that will restrict cell tower installations in residential neighborhoods. Bruce Lozito (President of Ichabod's Landing Homeowners Association) requested that the members would like the opportunity to discuss the municipal refuse and recycling service as well as the jitney service for the Ichabod's Landing condominium development. A woman read a petition objecting to residents of Margotta Courts receiving parking tickets along Valley Street based on the lack of parking due to the construction of the new Affordable Senior Housing building. Mayor Zegarelli responded that this matter will be reviewed with the Police Chief. He stated that the village has discussed restricting parking on village streets to village residents but it is a decision that needs to be presented to the State Legislature. Mario Bellanich (153 North Washington St) stated that agenda indicates that public comments are restricted to agenda items only. He stated that there should be no restriction on public comments. Village Trustees Regular Meeting, October 23, 2007 2 �4^W Mayor Zcgarelli stated that the Board will consider his comments. Mario Bellanich stated that the cellular tower should not be built near the senior center. He stated that there are alternative sites can be used. Mayor Zegarelli responded that alternatives are being explored. e) Trustee Report - I Trustee DiFelice acknowledged a letter from the Police Chief regarding a dog control officer. The letter indicates that the Village needs to appoint a dog control officer. Dwight Douglas responded that he will investigate the matter. Trustee DiFelice also stated that the Village Code needs to be amended to include the dog fees associated with the dog park. Trustee DeMilia-Powers stated that the administration committee met on October 15, 2007. She also stated that the Village cell phone policy was evaluated. She stated that employees can use cell phones for emergencies. Trustee Murray stated that the downtown revitalizations program is underway. He stated that BIDNET is also starting to assist the Village in getting better pricing. He stated that the ambulance recovery efforts have met their target goal of $50,000. Trustee Grala stated that there is a renovation of the Library lobby underway. She stated that the Housing Authority met last week. She stated that the residents had several issues regarding the senior housing construction. She read the DPW report (see attached). Trustee Morales stated that the Halloween parade is on October 31 st . She stated that the Village is encouraging voter registration. I Trustee Wray stated that the Village Intergovernmental Affairs committee is meeting on October 29 th . f) Administrator's Report Dwight Douglas stated that the Village is working on finalizing the signage for the river walk. He stated that Barnhardt Park renovations are underway. He stated that the Village has applied for neighborhood revitalization areas for several areas in the Village. He stated that several revolvers were located in the archaeological studies performed at Barnhardt Park improvement site. Village Trustees Regular Meeting, October 23, 2007 I �4li>'^ g) Resolutions See attached. h) Mayor's Report Mayor Zegarelli stated that there is a meeting on November 8, 2007 with the Westchester Municipal Officials on Intergovernmental Relations. Mayor Zegarelli acknowledged receiving a letter from May Carpenter regarding the December 7 th Hall of Fame meeting. Mayor Zegarelli noted receiving a memo from Dwight Douglas regarding putting parttime non-union employees in the handbook. Dwight Douglas stated that the Board would need to take action to grant these part-time non-union employees any vacation time. Trustee Wray asked if the Board had taken action previously to take away these benefits. Dwight Douglas responded that it is in the prior handbook. Trustee Wray asked for a cost for providing these benefits. It was agreed that an estimated cost would be provided to the Trustees. Mayor Zegarelli stated that the MTA might be rehabilitating the Philipse Manor train station. i) Old Business ••• There was none. j) New Business - Trustee Wray stated that the some of the Volunteer ambulance and fire department staff were inquiring about a pension plan. Robert Ponzini responded that the State Comptroller's office has offered to take over these pension plans. He briefly explained how the pension plans work. He stated that he prepared a lengthy memo detailing this pension process. Mayor Zegarelli stated that the memo would be circulated. k) Communications, petitions and Requests Mayor Zegarelli acknowledged that Neil Robnang (Sleepy Hollow Wine and Spirits) is renewing his liquor license Village Trustees Regular Meeting, October 23, 2007 4 I �A<J>8 Mayor Zegarclli acknowledged that Sleepy Hollow Tavern Corp (175 Valley Street) is intending to apply for a liquor license. 1) Public Comments Mario Bellanich (153 North Washington St) asked for a suggestion box to be used for Village comments. Since there was no further business, Trustee DiFelice made a motion to adjourn. Trustee Morales seconded. It was unanimous (7-0). Adjourned at 9:32 pm Respectfully Submitted Anthony DelVecchio Village Trustees Regular Meeting, October 23, 2007 5 �ItA Meeting Date: Resolution #: 10/23/07 10/187/07 Resolution of the Board of Trustees of the Village of Sleepy Hollow Authorizing the Sleepy Hollow Downtown Revitalization Corp. to Administer the Federal Home Loan Bank Board Business Financing WHEREAS, the Village of Sleepy Hollow (Village) has entered into an arrangement with the Community Initiatives Development Corporation (CIDC) to provide below market interest rate financing to qualified businesses in the Village of Sleepy Hollow; and WHEREAS, by separate action, the Sleepy Hollow Downtown Revitalization Corp. (SHDRC) has applied for and been successful in obtaining a grant through the Quality Communities Program to provide staff funding in support of the aforesaid business loan program; and WHEREAS, the Village now wishes to utilize the services of SHDRC to ensure that area businesses take full advantage of this preferred financing. NOW, THEREFORE, BE IT RESOLVED that the Mayor and Board of Trustees of the Village of Sleepy Hollow hereby designates the Sleepy Hollow Downtown Revitalization Corporation as the entity responsible for the implementation and execution of the Sleepy Hollow business financing program. Moved: Trustee Murray Seconded: Trustee DeMilia-Powers Vote: Unanimous �Meeting Date: 10/23/07 Resolution #: 10/188/07 Be it resolved that the Village of Sleepy Hollow has the following eleven election districts in the Village Election to be held on March 18, 2008; also resolved that the following polling places be open from 7AM-9PM on Election Day. Is1 Election District Union Hose Co. Firehouse, Corner of Cortlandt St. and Cedar St. Sleepy Hollow, NY 2nd Election District Union Hose Co. Firehouse, Corner of Cortlandt St. and Cedar St. Sleepy Hollow, NY 3 rd Election District Fire Headquarters,28 Beekman Avenue Sleepy Hollow, NY 4th Election District Fire Headquarters, 28 Beekman Avenue Sleepy Hollow, NY 5th Election District Sleepy Hollow Ambulance Building 29 Andrews Lane, Sleepy Hollow, NY 6"' Election District Hudson Valley Writers' Center 300 Riverside Dr. Sleepy Hollow, NY 7,h Election District Fraternal Order of Eagles 322 N. Broadway, Sleepy Hollow, NY 8th Election District Fraternal Order of Eagles 322 N. Broadway, Sleepy Hollow, NY 9th Election District Holy Cross Hall, 116 Beekman Avenue Sleepy Hollow, NY 10th Election District Hudson Valley Writers' Center 300 Riverside Drive Sleepy Hollow, NY 11th Election District The Commons Building Kendal-on-Hudson 1 Kendal Way, Sleepy Hollow, NY Moved: Trustee Grala Seconded:Trustee Morales Vote:7-0 �11 Meeting Date: Resolution #: 10/23/07 10/189/07 Resolution of the Board of Trustees of the Village of Sleepy Hollow Setting a Public Hearing for a Proposed Cable TV Franchise with the Verizon WHEREAS, by prior action, the Mayor and Board of Trustees designated Trustee Grata and Village Administrator Dwight Douglas to enter into preliminary negotiations with Verizon for a new cable TV franchise and to participate in a consortium of municipalities in undertaking said negotiations; and WHEREAS, draft franchise terms have been developed at a stage where the Village Board would now like to solicit comment from the public at large. NOW, THEREFORE, BE IT RESOLVED that the Mayor and Board of Trustees herein set a public hearing date for 8 p.m. on November 27, 2007 in the Village Board Room to obtain citizen comments on the draft franchise agreement; and BE IT FURTHER RESOLVED that the draft franchise agreement be transmitted to the Communication Advisory Committee to solicit their review and recommendations. Moved: Trustee Morales Seconded: Trustee Grala Vote: Unanimous �472Meeting Date: Resolution #: 10/23/07 10/190/07 Resolution of the 3oard of Trustees of the Village of Sleepy Hollow Adopting Revised Cell Phone Policy I WHEREAS, minor modifications have been proposed for the Village's existing cell phone policy to better regulate the use of personal cell phones; and WHEREAS, said draft modifications have been prepared and reviewed by the Administration Subcommittee of the Board of Trustees and the attached draft herein reflects their recommended changes. NOW, THEREFORE, BE IT RESOLVED that the attached cell phone policy is herein approved to replace the prior cell phone policy of the Village of Sleepy Hollow; and BE IT FURTHER RESOLVED that said policy be distributed to all employees of the Village. Moved: Trustee DeMilia-Powers Seconded: Trustee DiFelice I I Vote: Unanimous �7 ? APPENDIX C (AMENDED) Policy on the Use of Cellular Telephones Certain employees of the Village may be issued Village-owned cellular telephones for use on the job. Other Village employees own their own cellular telephones that they may sometimes use for the Village. This Policy governs the usage of cellular telephones that are owned by the Village and the usage of privately-owned cellular telephones while an employee is on Village business: 1. Except as provided below, Village-owned telephones may not be used while the speaker is driving a motor vehicle, and Village business may not be conducted on a telephone while the speaker is driving a motor vehicle. Moreover, a personal telephone conversation cannot take place while an employee is driving on Village business, even if the cell phone used is not owned by the Village. If it is necessary to have a telephone conversation while the speaker is driving, the driver should first pull over to a parking lot or to a shoulder that permits safe reentry onto the road. 2. Employees who are issued Village-owned cellular telephones may receive work-related calls while they are driving, but only if they are using a hands-free apparatus. If the call lasts for more than one minute, the driver should pull over to a parking lot or to a shoulder that permits safe reentry onto the road. 3. Village-owned cellular telephones may not be used except for Village business. Personal calls may be made in emergencies only. 4. Employees may use personal eel! phones only on non-working time except in a case of emergency. 5. All users of Village-owned cellular telephones and all users of private cellular telephones on Village business must comply with all federal, state and local regulations at all times. 6. Employees may be subject to disciplinary action, up to and including suspension or termination for failure to comply with this policy. �41 q Meeting Date: Resolution #: 10/23/07 10/191/07 Resolution of the Board of Trustees of the Village of Sleepy Hollow To Re-affirm Adoption of Investment Policy WHEREAS, General Municipal Law requires the governing body of every municipality to adopt an investment policy; and WHEREAS, the Village's existing investment policy (annexed hereto) applies to all moneys and other financial resources available for investment on behalf of the Village of Sleepy Hollow or on behalf of any other entity controlled by the Village of Sleepy Hollow; and WHEREAS, it is the recommendation of the Village Treasurer that this existing policy be adopted for fiscal year 2007/2008, and reviewed on a yearly basis before re-adoption every year thereafter. NOW, THEREFORE, BE IT RESOLVED, that the Board of Trustees of the Village of SleepyHollow hereby adopts the attached investment policy which is intended to be applied to all Village financial resources available for investment. Moved: Trustee Murray Seconded: Trustee DeMilia-Powers Vote: Unanimous �6 iNVESTMIWrTOLICy jon TJ-CT yiLLAQT Oy SLTTTy 3lOLL(TW _ I I. SCOTT This investment policy applies to all moneys and other financial resources available for investment on behalf of the Village of Sleepy Hollow, NY, or on behalf of any other entity controlled by the Village of Sleepy Hollow. II. OZ TTCTTVTS T h e p r i m a r y objectives of the local government's investment activities are, in priority order, a to conform with all applicable federal, state and other legal r e q u i r e m e n t s (legal); • to adequately safeguard principal (safety); a to provide sufficient liquidity to meet all operating requirements (liquidity); a n d Q to obtain a reasonable rate of return (yield). III- TtTLTGAffiON I OT JA.ZLT3-f01U7\1 The governing b o a r d ' s responsibility for administration of t h e investment p r o g r a m is delegated to the Village T r e a s u r e r (chief fiscal officer), who shall establish written procedures for the operation of the investment program consistent with these investment guidelines. Such procedures shall include an adequate internal control structure to provide a satisfactory level of accountability based on a data base or records incorporating description and amounts of investments, t r a n s a c t i o n dates, and other relevant information and regulate the activities of subordinate employees. I �410) IV T'RUWENCE All participants in the investment process shall seek to act responsibility as custodians of the public trust and shall avoid any transaction that might impair public confidence in the Village of Sleepy Hollow, NY to govern effectively. Investments shall be made with j u d g m e n t and care, under circumstances then prevailing, which persons of prudence, discretion, and intelligence exercise in the management of their own qffairs, not for speculation, but for investment, considering the safety of the principal as well as the probable income to be derived. All participants involved in the investment process shall refrain from personal business activity that could conflict with proper execution of the investment p r o g r a m , or which could impair their ability to make impartial investment decisions. V. T)iyX'BSITICJAfiyO!K It is the policy of the Village of Sleepy Hollow, NY to diversify its deposits and investments by financial institution, by investment i n s t r u m e n t , and by m a t u r i t y scheduling. VI. I INteXMAL COJsfTlLOLS It is the policy of the Village of Sleepy Hollow, NY for all moneys collected by any officer or employee of the Village to transfer those funds to the Village T r e a s u r e r within 5 days of receipt, or within the time period specified in law, whichever is shorter. The Village Treasurer is responsible for establishing and maintaining an internal control structure to provide reasonable, but not absolute, assurance that deposits and investments are safeguarded against loss from unauthorized use or disposition, that transactions are executed in accordance with m a n a g e m e n t ' s authorization a n d recorded properly, and are managed in compliance with applicable laws and regulations. I �yiL VTSIGNSA170N OT JDT'POSITOIUTS The banks and trust companies authorized for the deposit of monies up to the m a x i m u m amounts are: Depository NameSleepy Hollow Bank Wachovia (Former First Union Bank) The Dank of Now York 6 r W s e Htidson Volley Batik T D £ * W ^ ^D/?~~rU F4ect Dank S 1&/0/* Tt> £•£• Hudoon United-Bank Union State Bank yilL CO£LJA.1tEJlA£IZIShPG OT Maximum Amount 10,000,000.00 10,000,000.00 10,000,000.00 10,000,000.00 10,000,000.00 10,000,000.00 10,000,000.00 l DXTOSIrtS In accordance with the provisions of General Municipal L a w , §10, all deposits of the village of Sleepy Hollow, NY, including certificates of deposit and special time deposits, in excess of the amount insured under the provisions of the Federal Deposit Insurance Act shall be secured: 1. By a pledge of "eligible securities" with an aggregate " m a r k e t value" as provided by G M L §10, equal to the aggregate amount of deposits from the categories designated in Appendix A to the policy. 2. By an eligible "irrevocable letter of credit" issued by a qualified b a n k other than the b a n k with the deposits in favor of the government for a t e r m not exceed 90 days with an aggregate value equal to 1 4 0 % of the aggregate a m o u n t of deposits and the agreed upon interest, if any. A qualified b a n k is one whose commercial paper and other unsecured short-term debt obligations are rated in one of the three highest rating categories by at least one nationally recognized statistical rating organization or by a b a n k that is in compliance with applicable federal minimum risk-based capital requirements. �473 3. By an eligible surety bind payable to the government for an a m o u n t at least equal to 1 0 0 % of the aggregate amount of deposits and the agreed upon interest, if any, executed by a n insurance company authorized to do business in New York State, whose claims - paying ability is rated in the highest rating category by at least two nationally recognized statistical rating organizations. I IX. SJATIJCTT'PIWG JAND COLLJATl^JAXIZJATTO^r Eligible securities used for t collateralizing deposits shall be held by the depositary and/or a third party b a n k or trust company subject to security and custodial agreements T h e security agreement shall provide that eligible securities are being pledged to secure local government deposits together with agreed upon interest, if any, and any costs or expenses arising out of the collection of such deposits upon default. It shall also provide the conditions u n d e r which the securities may b e sold, presented for payment, substituted or released and the events which will enable the local government to exercise its rights against the pledged securities. In t h e event t h a t the securities are n o t registered or inscribed in the name of the local government, such securities shall be delivered in a form suitable for transfer o r with an assignment in • blank to the Village of Sleepy Hollow, NY or its custodial b a n k . T h e custodial agreement shall provide that securities held by the b a n k or trust company, or agent of a n d custodian for, the local government, will be kept separate and a p a r t from the general assets of the custodial b a n k or trust c o m p a n y and will not, in any circumstances, be commingled with or become p a r t of the backing fro any other deposit or other liabilities. The agreement should also describe that the custodian shall confirm the receipt, substitution or release of securities. The agreement shall provide for the frequency of revaluation of eligible securities and for the substitution of securities when a change in the rating of a security may cause ineligibility. Such agreement shall include all provisions necessary to provide the local government a perfected interest in the securities. I �X. TTIWUTT'IT) UNyxSTMTNlS As authorized by General Municipal Law, §11. the Village of Sleepy Hollow, NY authorizes the Village T r e a s u r e r to invest moneys not required for immediate expenditure for terms not to exceed its projected cash flow needs in the following types of investments: Q Special time deposit accounts; Q Certificates of deposit; Q Obligations of the United States of America; • Obligations guaranteed by agencies of the United States of America where the payment of principal and interest are guaranteed by the United States of America; D Obligations of the State of New York Q Obligations issued p u r s u a n t to L F L §24.00 or 25.00 (with approval of the State Comptroller by any municipality, school district corporation other than the Village of Sleepy Hollow, NY; D Obligations of public authorities, public housing authorities, u r b a n renewal agencies and industrial development agencies w h e r e the general State statutes governing such entities or whose specific enabling legislation authorizes such investments. D Certificates of Participation (COPs) issued p u r s u a n t to G M L §109-b. D Obligations of this local government, but only with any moneys in a reserve fund established p u r s u a n t to G M L §§6-c, 6-d, 6-e, 6-g, 6-h, 6-j, 6-k, 6-1, 6-m, or 6-n. �4$o All investment obligations shall be payable o r redeemable at the option of the Village of Sleepy Hollow, NY within such times as the proceeds will be needed to meet expenditures for purposes for which the moneys were provided and, in the case of obligations purchased with the proceeds of bonds or notes, .shall be payable or-redeemable at the option of .the Village of Sleepy I Hollow, NY within two years of the date of purchase. XI. JAZliy-COTUZTV TINAJsrCIJl£ INS?77%LTlOWS JAWD UTJALTRS The Village of Sleepy Hollow, NY shall maintain a list of financial institutions and dealers approved for investment purposes and establish appropriate limits to the amount of investments which can be made with each Financial institution or dealer. All financial institutions with which the local government conducts business must be credit worthy. Banks shall provide their most recent Consolidated Report of Condition (Call Report) at the request of the Village of Sleepy Hollow. Security dealers not affiliated with a bank shall be required to be classified as reporting dealers affiliated with the New York Federal Reserve Bank, as primary dealers. The Village Treasurer is responsible for evaluating the financial position and maintaining a listing of proposed depositaries, trading partners and custodians. Such listing shall be evaluated at least annually. I XII. TWRChCJAST OT IMVTST'MZNrS The Village Treasurer is authorized to contact for the purchase of investments: 1. Directly, including through a repurchase agreement, from an authorized trading partner. 2. By participation in a cooperative investment program with another authorized governmental entity pursuant to Article 5G of the General Municipal Law where such program meets all the requirements set forth in the Office of the State Comptroller Opinion no. 88-46, and the specific program has been authorized by the governing board. I �3. By utilizing an ongoing investment program with an authorized trading p a r t n e r pursuant to a contract authorized by the governing b o a r d . All purchased obligations, unless registered or inscribed in t h e name of the local government, shall be purchased through, delivered to and held in the custody of a b a n k or trust company. Such obligations shall be purchased, sold or presented for redemption or payment by such bank o r trust company only in accordance with prior written authorization from the officer authorized to m a k e the investment. All such transactions shall be confirmed in writing to the Village of Sleepy Hollow, NY by the bank or trust company. Any obligations held in the custody of a bank or trust company shall be help pursuant to a written custodial agreement as described in General Municipal Law, §10. The custodial agreement shall provide that securities held by the b a n k or trusts company, as agent of and custodian for, the local government, will be kept separate and a p a r t from the general assets of the custodial b a n k or t r u s t company and will not, in any circumstances, be commingled with or become p a r t of the backing for any other deposit or other liabilities. The agreement shall describe how the custodian shall confirm the receipt and release of the securities. Such agreement shall include all provisions necessary to provide the local government a perfected interest in the securities. XIII. niTUR.CJjJAS'E JAGRTTMEWTS R e p u r c h a s e agreements are authorized subject to the following restrictions: • All repurchase agreements must be entered into subject to a Master Repurchase Agreement. Q T r a d i n g partners are limited to b a n k s or trust companies authorized to do business in New York State and p r i m a r y reporting dealers. a Obligations shall be limited to obligations of the United States of America and obligations guaranteed by agencies of the United States of America. • No substitution of securities will be allowed. o T h e c u s t o d i a n shall be a p a r t y o t h e r t h a n t h e t r a d i n g p a r t n e r . �4%^ U/VESTMENT TOLICy fOH T3<£ yiLLJAQT. Of SLXXT\J tfO££OlV, JATTTNDIX SartTDULT I I I Ny JA Of TIJQl'BL'Z S'ECUTWTlXS (i) Obligations issued or fully insured or guaranteed as to the payment of principal and" interest,!?}'The "United States of America, all "agency thereof or a United States government sponsored corporation. (ii) Obligations issued or fully guaranteed by the International Bank for Reconstruction and Development, the Inter-American Development Bank, the Asian Development Bank, and the African Development Bank. (iii) Obligations partially insured or guaranteed by any agency of the United States of America, at a proportion of the Market Value of the obligation that represents the amount of the insurance or guaranty. (iv) Obligations issued or fully insured or guaranteed by the State of New York, obligations issued by a municipal corporation, school district or district corporation of such State or obligations of any public benefit corporation which under a specific State statute may be accepted as security for deposit of public moneys. (v) Obligations issued by states (other than New York) of the United States rated in one of the three highest rating categories by at least one nationally recognized statistical rating organization. (vi) Obligations of Puerto Rico rated in one of the three highest rating categories by at least one nationally recognized statistical rating organization. (vii) Obligations of counties, cities and other governmental entities of a state other than New York having the power to levy taxes that are backed by the full faith and credit of such governmental entity and rated in one of the three highest rating categories by at least one nationally recognized statistical rating organization. (viii) Obligations of domestic corporations rated in one of the three highest rating categories by at least one nationally recognized statistical rating organization. (ix) Any mortgage related securities, as defined in the Securities Exchange Act of 1934, as amended, which may be purchased by banks under the limitations established by bank regulatory agencies. (x) Commercial paper and bankers' acceptance issued by a bank, other than the Bank, rated in the highest short term category by at least one nationally recognized statistical rating organization and having maturities of not longer than 60 days from the date they are pledged. (xi) Zero coupon obligations of the United States government marketed as "Treasury strips". �Kb Meeting Date: Resolution #: 10/23/07 10/192/07 Resolution of the Board of Trustees of the Village of Sleepy Hollow Authorizing Mayor to enter into an Agreement with BidNet WHEREAS, the Village of Sleepy Hollow is required by municipal law to follow purchasing policies; and WHEREAS, an internet service would expand the competitive base for bidding and purchasing; and WHEREAS, the Village would provide BidNet with the Village's vendor information and pay for the distribution of letters to our vendors to join BidNet. NOW, THEREFORE, BE IT RESOLVED that the Board of Trustees hereby authorize the Mayor to sign an agreement with BidNet for internet bidding and purchasing Moved: Trustee Murray Seconded: Trustee DeMilia Vote: Unanimous �484 BidNet: a division of INTERNATIONAL DATA BASE CORPORATION Address: Post Office Box 5600, Albany, New York 12205 I'honctt: (800)677-1997 Fax#: (800)721-6985 Website: www.govbids.com E-mail: lgardner@bidnet.com AGREEMENT FOR SERVICES I 1. Parties to this Agreement: This Agreement is hereby made by and between BidNet's eProcurement Division located at 20A Railroad Avenue, Post Office Box 5600, Albany, New York, 12205-0600, and the Village of Sleepy Hollow, located at 28 Beekman Avenue, Sleepy Hollow, NY 10591, hereinafter referred to as the Participating Agency. 2. 3. Description of Services: 2.1. System Membership: The Participating Agency has agreed to join the Hudson Valley Municipal Purchasing Group (HVMPG). It is understood that BidNet's e-Procurement Division will provide the Participating Agency with access to the Hudson Valley Bid System, not BidNet's National Bid Alert™ System. 2.2. Promotion of System Name: To avoid confusion with the Participating Agency staff and supplier community, the Participating Agency agrees that any endorsement or advertising it may do internally or externally, will promote the Hudson Valley Bid System, not BidNet's name. Term of Agreement: Thirty six (36) months to begin upon the execution of this Agreement by both parties. The period of this Agreement may be extended in one-year increments, upon the mutual agreement of both parties. 4. Payment for Services: 4.1. I I Participating Agency Fees: 4.1.1. Subscription Fees: There will be no subscription fees incurred by the Participating Agency under this Agreement. 4.1.2. Mailing Fees: BidNet*' will send an invoice to the Participating Agency for reimbursement of postage fees incurred to produce the mailing to suppliers. 4.1.3. Programming Fees: The Participating Agency agrees to use The Hudson Valley Bid System on an "as is" basis. Any customized work to the system requested by the Participating Agency shall be made available at $95 per hour. 4.1.4. Surplus Auction Fees: Should the Participating Agency choose to use the Surplus Auctions program to sell unwanted goods and equipment, a 5% commission will be paid to BidNet's e-Procurement Division for items sold. 4.1.5. Future Enhancements: BidNet* reserves the right to offer future services to the Participating Agency which may or may not include service fees. �/\V? 4.2. Supplier Registration Fees: 4.2.1. No Notification: This option gives suppliers access to search for documents of interest for all Participating Agencies actively using the Hudson Valley Bid System at no charge, but requires them to remember to login frequently to ensure they catch opportunities before they close. This includes bids, addendums and awards. 4.2.2. Automatic Notification: Suppliers that choose to register for automatic notification will be charged a nominal annual subscription fee. This includes notification from all Participating Agencies when bids, addendums and awards are posted on the Hudson Valley Bid System that matches their profile. 4.2.3. Future Enhancements: BidNet® reserves the right to offer future services to all registered suppliers which may or may not include separate service fees. 5. Termination: This Agreement may be terminated by either party upon sixty (60) days notice. Notice shall be in writing, sent by certified mail, return receipt requested. 6. Entire Agreement: This Agreement constitutes the entire understanding of the parties and the parties agree that there are no other understandings, representations or warranties, either expressed or implied, whether written or oral, made by either party, except as stated within this agreement. 7. Amendments: No alteration of this Agreement shall be valid unless made in writing and signed by the parties and no oral understanding or agreements not incorporated herein shall be binding on the parties. 8. Governing L a w : This Agreement shall be governed by the laws of the State of New York. 9. Severability: If any provision of this Agreement will be held to be invalid or unenforceable for any reason, the remaining provisions will continue to be valid and enforceable. 10. Work Product Ownership: Any copyrightable works, ideas, discoveries, inventions, patents, products, or other proprietary information developed in whole or in part by BidNet® in connection of this Agreement, will be the exclusive property of BidNet®. The Participating Agency supplier database is not subject to this Work Product Ownership provision, and remains the property of the Participating Agency. I I 11. Unauthorized Use: The Participating Agency agrees to require each user obtain a username and password to gain access the Hudson Valley Bid System. Sharing of usernames and passwords is strictly prohibited. The Participating Agency also agrees to obtain written consent from BidNet® prior to showing demonstrations of the Hudson Valley Bid System to any third party. 12. Mutual Indemnification: To the extent permitted by law, BidNet® agrees to indemnify and hold Participating Agency, and all of Participating Agency's officers, employees, agents, and representatives, hannless for any losses, claims, causes of action or other liabilities, as well as any costs, expenses and attorney fees incurred by Participating Agency which arise from the acts or omissions of BidNet*', if and only to the extent any such claim, cause of action or other liability is not caused by a tortuous or negligent act or omission of Participating Agency, or by breach of the terms of this Agreement by Participating Agency. To the extent permitted by law, Participating Agency agrees to indemnify and hold BidNet®, and all of BidNet's^ officers and employees, hannless for any losses, claims, causes of action or other liabilities, as well as any costs, expenses and attorney fees incuned by BidNet® which arise from the acts or omissions of Participating Agency, if and only to I �48<° the extent any such claim, cause of action or other liability is not caused by a tortuous or negligent act or omission of BidNet®, or by breach of the terms of this Agreement by BidNet®. 13. Warranty: BidNet®1 shall provide its services and meet its obligations under this Agreement in a timely muniier, using knowledge for performing the services which meet a standard of care equal to service providers similar to BidNet* on similar projects. In Witness Whereof, the parties hereto, by their duly authorized representatives, have executed this Agreement effective the day and year written under the Participating Agency below. I I I Village of Sleepy Hollow RidNet , a division of INTERNATIONAL DATA BASE CORP Name: Name: Danielle Ansell Title: Title: Executive Vice President Date: Date: October 2, 2007 Signature: Signature: �A V/] Provided by BidNet's e-Procurement Division Hudson Valley Municipal Purchasing Group |o mo ( Bid Opportunities f Vendor Login | Registration | Participating Agencies | Preys Releases j Surplus Auctions (Support Account Profile for Hudson Valley Municipal Purchasing Group Member Agencies I Key BidNet Staff Assigned to This Account Contact to Assist Agency with Creating an Account Contact to Provide Ongoing Support to Agency Staff Janine Rossi Janine Rossi Government Relations Manager Government Relations Manager 800-677-1997, Ext #227 800-677-1997, Ext #227 jrossitV/ 'bidnet.com irossi(o>,bidnet.com To Be Completed By BidNet's c-Procurenient Division Account Executive Requesting Changes Account Lxec Info: New Client Information Janine Rossi Today's Date: Government Relations Manager Agency N a m e : Village of Sleepy Hollow 800-677-1997, Ext #227 Bid System ID#: 1029 irossi(«}bidnet.com Agency ID#: I Introduction Please complete the information below. BidNet will customize the appropriate programs to ensure your preferences are incorporated into the system as buyers issue new solicitations. If you have any questions or need assistance completing this form, please contact your account executive shown above. The information contained in this document is proprietary and confidential. Any copying or distribution is prohibited without the prior written consent of BidNet*. Copyright © International Data Base Corp. 2007 - All rights reserved. I �4zs Hudson Valley Municipal Purchasing Group Provided by BidNel's c-Procurement Division Please E n t e r I n f o r m a t i o n H e r e G e n e r a l Agency I n f o r m a t i o n Name: (P) (E) Main Contact Name: Is this agency accepting formal bids online? YES NO If YES, Date Approved: Is there a $ threshold for construction projects? Rw hat is your fiscal year cycle? PVVhat is your total estimated annual budget? What amount is budgeted for construction? What time zone is your office located in? Eastern Central Does your office observe daylight savings time? YES NO Mountain Pacific Other Key Contacts For This Agency Name: Title: Key Contact #2 Information: * Include salutation Phone: Fax: E-mail: Name: 1• v e y Contact #3 Information: ™ Include salutation Title: Phone: Fax: E-mail: Name: Authorized users to enter secure Access Management area * Include salutation Name: Name: Name: Name: If other key contacts do not have an account to access the system, add them with a username and password. Make notes here along with security levels: The information contained in this document is proprietary and confidential. Any copying or distribution is prohibited without the prior written consent of BidNet*. Copyright © International Data Base Corp. 2007 - All rights reserved. I �A%CJl Hudson Valley Municipal Purchasing Group Provided by BidNet's e-Procurement Division M i s c e l l a n e o u s P r o g r a m m i n g O p t i o n s O f f e r e d a t No C h a r g e 1. Add Document Acronym to Bid N u m b e r ? YES NO 2. Add Buyer Initials to Bid N u m b e r ? YES NO 3. Add P r o g r a m to Auto Number Quotes? YES NO 4. Add Program to Auto Number Bids? YES NO 5. Add Default Delivery Point to All Notices? YES NO If Yes, Enter Here: Sleepy Hollow, NY 10591 6. Add Default Delivery Date to All Notices? YES NO If Yes, Enter Here: 7. OK to Show Link to Responses at Closing? YES NO 8. Add Program to Add Default Delivery Address? * Only applies to notices published by line item YES NO Delivery Contact: 8a. If Yes, Please Enter Address Information: Delivery A d d r e s s l : Delivery Address2: City, State, Zip: 9. Add Program to Import Line Items? YES NO 10. Other General Comments Regarding Line Items: All fields are required for each line item. 11. Add Program to Upload Standard Attachments? YES NO BIDS QUOTES 11a. If Yes, Does this apply to Bids and Quotes? BOTH l i b . If Yes, Please List Files: * Include filename and link description Other Important Notes The information contained in this document is proprietary and confidential. Any copying or distribution is prohibited without the prior written consent of BidNet"1'. Copyright © International Data Base Corp. 2007 - All rights reserved. �490 Provided by BidNefs c-Procurement Division [udson Valley Municipal Purchasing Group Selection Document Description Document Acronym Request for Quote RFQ Request for Qualifications RFQ 1 Request for Inquiry PNQ 1 Invitation for Quote IFQ Invitation to Quote ITQ Solicitation for Quote SFQ Quotation Request QR Informal Bid INF Request for Bid RFB Invitation to Bid ITB Invitation for Bid IFB Notice Inviting Bids NIB Competitive Sealed Proposal CSP Request for Information RPI Request for Proposal RFP Request for Construction RFC Statement of Qualifications SOQ Request for Offer R.FO Advance Notice of Intent to Waive Competition IWC Invitation to Negotiate 1TN 1 Vsc RuJcs for Formal Bids? Require Attachment? Type of Responses Allowed Allow Buyer Override v Default Close Time? The information contained in this document is proprietary and confidential. Any copying or distribution is prohibited without the prior written consent of BidNet"'. Copyright © International Data Base Corp. 2007 - All rights reserved. I �4Q» Hudson Valley Municipal Purchasing Group Provided by BidNet's e-Procurement Division Completion of Programming Custom Options Date Manager Approved: Manager's Name: Date Programming Done: Programmer/Developer: Danielle Ansell Completion of Client Review Date Reviewed w/Agency: Agency Contact N a m e : Account Exec Name: Other Contacts Included: * Refer to System Access Form I The information contained in this document is proprietary and confidential. Any copying or distribution is prohibited without the prior written consent of BidNet"'. Copyright ©International Data Base Corp. 2007 - All rights reserved. �U s e r #1 I n f o r m a t i o n User #1 name (include salutation) User//1 title User #1 phone # (include area code and extension) User #1 fax # (include area code) Uscr//1 e-mail address User #1 username (4 to 10 chaiacters) I Iscr #1 password (4 to 10 characters) Security Level U s e r #2 I n f o r m a t i o n Please Enter Information Sere Please Enter Information Here 4q^ .; . i . •User #2 name (include salutation) •User #2 title User #2 phone # (include area code and extension) User #2 fax # (include area code) User #2 e-mail address User #2 username (4 to 10 characters) User ;72 password (4 to 10 characters) Security Level User #3 Information User #3 name (include salutation) User #3 title User #3 phone # (include area code and extension) User #3 fax # (include area code) User #3 e-mail address User #3 username (4 to 10 characters) User #3 password (4 to 10 characters) Security Level U s e r #4 I n f o r m a t i o n Please Enter Information Here Please Enter Information Ktere'•"'',•" . User #4 name (include salutation) •User #4 title •User #4 phone # (include area code and extension) •User #4 fax # (include area code) User #4 e-mail address User #4 username (4 to 10 characters) User #4 password (4 to 10 characters) Security Level User #5 Information User #5 name (include salutation) User #5 title User #5 phone # (include area code and extension) User #5 fax # (include area code) User #5 e-mail address User #5 username (4 to 10 characters) User #5 password (4 to 10 characters) Security Level I Please Enter IufprniationHcire �User #6 Information User #6 name (include salutation) User #6 title User #6 phone it (include area code and extension) User #6 Tax it (include area code) User #6 e-mail address User #6 username (4 to 10 characters) User #6 password (4 to 10 characters) Security Level User #7 Information Please Enter Information Here Please Enter Information Here User #7 name (include salutation) User ft! title User ftl phone if (include area code and extension) User ftl fax ft (include area code) User ftl e-mail address User ftl username (4 to 10 characters) User ftl password (4 to 10 characters) Security Level User #8 Information Please Enter Information Here :, User #8 name (include salutation) User #8 title User #8 phone it (include area code and extension) User #8 fax ft (include area code) User #8 e-mail address User #8 username (4 to 10 characters) User #8 password (4 to 10 characters) Security Level User #9 Information Please Enter Information Here User #9 name (include salutation) User #9 title User #9 phone ft (include area code and extension) LIser #9 fax ft (include area code) ' User #9 e-mail address User #9 username (4 to 10 characters) I User #9 password (4 to 10 characters) I Security Level User #10 Information Please Enter Information Here ^: ^ '•' User #10 name (include salutation) User #10 title User #10 phone ft (include area code and extension) User #10 fax ft (include area code) User #10 e-mail address User #10 username (4 to 10 characters) User #10 password (4 to 10 characters) Security Level • If you have more than 10 Users, please attach and additional page to include their information... �494 BidNet n division of INTERNATIONAL DATA KASE CORPORATION Address: 20A Railroad Avenue, .Albany, New York 12205 Phonetf: (800)677-1997 Fax#: ' ( 8 0 0 ) 7 2 1 - 6 9 8 5 Website: www.bidnet.com E-mail: lgardner@bidnct.com Steps to "Go Live" on the Representative: I I 1 Step U Date: Janine Rossi Description 10/2/2007 Date Completed 1 Complete an initial presentation of a BidNet system to the appropriate agency staff to ensure the functionality meets the agency's needs. 2 For new systems, BidNet will document any changes discussed in the presentation. Changes will be sent to the agency for approval and show cost areas if applicable. Not Applicable 3 Agency authorizes the changes to be made and sends confirmation to BidNet. Not Applicable 4 BidNet will e-mail all necessary forms to the main contact to initiate the process of either designing a new system, or allow an agency to join an existing system. (Steps to Go Live, Agreement, Sample Letters to Vendors, and Agency Contact Form). 5 Agency signs agreement and sends confirmation to BidNet. We must agree that there will be enough vendors on the agency's vendor list if a new system is being developed. If there are not enough vendors, the agency agrees to allow other agencies to join in order to ensure BidNet will be able to collect enough revenue to support the new system. 6 Agency sends their vendor database to BidNet. Formats we can easily work with are: Excel, dbase, ascii delimited, or fixed length text file. Please call for clarification if necessary. Please ensure Federal ID and SSN numbers are included. �s BidNet cleans database (mail errors, duplicates and non vendors etc.) • 8 Once database is cleaned BidNet sends the clean version and a Key Code Sheet, which describes the abbreviations and codes used to designate the companies we believe we should send a letter to (final count). Agency sends enough #10 window envelopes and letterhead for BidNet to process the mailing. Please ensure we receive window envelopes. • If agencies need to order these supplies, please order them quickly to ensure BidNet has enough time to distribute all letters before buyers begin using the system. • Agency sends PO or a check to reimburse BidNet for postage costs. 9 Agency and BidNet choose a target date to allow vendors to start registering on the system. BidNet will use this date to plan when to send the release letters to vendors. 10 Pick a date to train the appropriate staff at your office. If this helps, we usually schedule training sessions 2 or 3 weeks after your mailing goes out. This way your vendors will have plenty of time to register, and they will be in the database on the web site when you begin issuing documents. Training takes the better part of a day, usually 6 hours. 11 If you have a web page, add a link to the web page that points people to the system. Agencies usually add a link that says "Vendor Registration" or "Bidding Opportunities" to their home page and point it to the web address of the system. BidNet will provide the website address to be used. Frequently, new vendors who may not know about the system will go to your web page to look for bidding information. 12 Agency completes the attached Agency Contact Form. This information is needed before we can begin any programming to either create a new system or add your agency to an existing system. If you have questions on this form, please call your representative. When completed, please email it back for processing. �BidNet, 4% Address: Post Office Box 5600, Albany, New York 12205 Phonefl: (800)677-1997 Fax#: (800)721-6985 Website: www.govbids.com E-mail: lgardncr@bidnet.com ii division of INTh'HNA'I IGNAL DATA HASB CORPORATION Agency Information Form - Part 1 of 3 This Block is for BidNet Use Only Account Exec Name: Jimine Rossi Main System Name: HVMrG Agency ID# (on e-p server): Main System ID Number: 1029 Juris Status @, BidNet: I Juris ID#@. BidNet: Date Blocked for Msgs - INT: Date Blocked for Msgs -BA: Please Enter Information Here General Agency Information Agency name Department name Address Address City, State, Zip Village of Sleepy Hollow Finance Department 28 Beekman Avenue Time Zone Eastern Does your office observe daylight savings time? YES Sleepy Hollow, NY 10591 Central Mountain Pacific NO Docs your organization use NIGP codes internally? Yes No, but interested No, not interested Please circle (or highlight) your interests. Surplus Sales Property Sales Reverse Auctions Co-op Bids Electronic Receipt of Formal Documents J.Vhat is the $ threshold for quotes vs. formal bids? 1 Your website address where a link will be added for vendors to register from your website What date will letters to vendors be mailed? What date will agency go live? (training date) �4°n Agency Information Form - Part 2 of 3 Please provide a list of all departments that your organization purchases for below. A link to this information will be displayed on the "vendor registration options" page. Please be as thorough as possible. Examples: Police Department, Controllers Office, Public Works Department, etc. �49* BidNet a division of INI l-KNATIONAL DATA BASH CORPORATION Address: Post Office Box 5600, Albany, New York 12205 Phnne#: (800)677-1997 Fax//: (800)721-6985 Website: www.govbids.coin E-mail: lgardner@bidnct.com Agency Information Form - Part 3 of 3 Agency Name: I Village of Sleepy Hollow Agency ID# (on e-p server): If the main and/or technical contact will also be issuing documents on the system, please repeat their information in the User area. All fields are mandatory for each contact, so please do not leave any information blank. Main Contact Information Please Enter Information Here Main contacts name (include salutation) Main contacts title Main contacts phone # (include area code and extension) Main contacts fax # (include area code) Main contacts e-mail address Technical Contact Information ^Technical contacts name (include salutation) 1 mTechnical echnical contacts contacts phone title # (include area code and extension) Technical contacts fax # (include area code) Technical contacts e-mail address I Please Enter Information Mere ; �/\C\Q\ User #1 Information Please Enter Information Here User#l name (include salutation) User#l title User #1 phone # (include area code and extension) User #1 fax U (include area code) User#l e-mail address User#l username (4 to 10 characters) User//1 password (4 to 10 characters) Security Level U s e r #2 Information PieaseEnter Information Here User #2 name (include salutation) User #2 title User #2 phone # (include area code and extension) User #2 fax # (include area code) User #2 e-mail address User #2 username (4 to 10 characters) User #2 password (4 to 10 characters) Security Level User # 3 Information Please Enter Information Here : User #3 name (include salutation) User #3 title User #3 phone # (include area code and extension) User #3 fax # (include area code) LIser #3 e-mail address User #3 username (4 to 10 characters) User #3 password (4 to 10 characters) Security Level User #4 Information Please Enter Information Here : User #4 name (include salutation) User #4 title User #4 phone # (include area code and extension) User #4 fax # (include area code) User #4 e-mail address User #4 username (4 to 10 characters) User #4 password (4 to 10 characters) Security Level User #5 Information User #5 name (include salutation) User #5 title User #5 phone # (include area code and extension) User #5 fax # (include area code) User #5 e-mail address User #5 username (4 to 10 characters) User #5 password (4 to 10 characters) Security Level Please Enter Information Here �^DD User #6 Information Please Enter Information Here User//6 name (include salutation) User #6 title User //6 phone H (include area code and extension) I Ir>cr #6 fax # (include area code) I Iscr #6 e-mail address User//6 uscmame (4 to 10 characters) User #6 password (4 to 10 characters) Security Level User #7 Information Please Enter Information Here | • Iser HI name (include salutation) • .Iscr #7 title User 111 phone ft (include area code and extension) User 111 fax # (include area code) User HI e-mail address I Iscr ill uscmame (4 to 10 characters) User ill password (4 to 10 characters) Security Level User #8 Information Please Enter Information Here User #8 name (include salutation) User #8 title User #8 phone # (include area code and extension) User #8 fax # (include area code) User #8 e-mail address User #8 uscmame (4 to 10 characters) User #8 password (4 to 10 characters) Security Level User #9 Information Please Enter Information Here J Jscr #9 name (include salutation) B Iser #9 title J j s e r #9 phone # (include area code and extension) User #9 fax # (include area code) User #9 e-mail address User #9 uscmame (4 to 10 characters) User #9 password (4 to 10 characters) Security Level User #10 Information Please Enter Information Here I Iser #10 name (include salutation) User #10 title User #10 phone # (include area code and extension) User #10 fax # (include area code) User #1 0 e-mail address User # 1 0 usernamc (4 to 1 0 characters) User # 1 0 password (4 to 10 characters) Securitv Level • If you have more than 10 Users, please attach and additional page to include their I information... �Oc t - 1 7 - 0 7 01:38pm From-Ga i lies.Gruner.Ponzin i&Novi ck,LLP - Resolution No: Date: 10/23/07 10/193 +914 288 0850 T-956 P 002/002 F-475 /07 RESOLUTION ADOPTING THE TOWN OF MOUNT PLEASANT TAX MAP IDENTIFERS AND THE GIS MAPPING SYSTEM WHEREAS, the Village of Sleepy Hollow ("Sleepy Hollow**) is in the process of reassessing and revaluing the properties located within its boundaries, and WHEREAS, Sleepy Hollow will continue to maintain it& role as an assessing unit after such revaluation, and I WHEREAS, the Town of Mount Pleasant ("Mount Pleasant") has incurred the expense of converting and adopting itii tax maps and has started the development of a GIS system, a substantial cost that Sleepy Hollow would save by adopting the tax maps and identifiers of Mount Pleasant, and WHEREAS, by Sleepy Hollow, by adopting the tax maps and identifiers of Mount Pleasant will eliminate the confusion cause by using different tax maps and identifiers, and WHEREAS, the adoption by Sleepy Hollow of the Mount Pleasant tax maps and identifiers will also assist in ihe efficiency and implementation of the Sleepy Hollow revaluation, and WHEREAS, this change has been recommended by the Sleepy Hollow Assessor, NOW THEREFORE BE IT RESOLVED, that Sleepy Hollow does hereby adopt the Town of Mount Pleasant Tax Map identifiers and the GIS mapping system for implementation with the revaluation of the tax assessment roll of February 1, 2008. Moved: T r u s t e e Grala Seconded: T r u s t e e Morales flH| U Vote: Unanimous I �SOZi Meeting Date: Resolution #: 10/23/07 10/194/07 Resolution of the Board of Trustees of the Village of Sleepy Hollow Granting Relief to Ichabod's Landing Condominium for Jitney Service WHEREAS, the Mayor and Board of Trustees received a letter dated September 20, 2007 and further letter dated OctoberlO, 2007 (attached) requesting relief from the requirement that jitney service be provided for residents of Ichabod's Landing to access the Tarrytown train station, citing the low numbers of commuter residents of Ichabod's Landing requiring this service; and WHEREAS, pursuant to discussion with the Village Administrator and review of the special permit condition additional relief is herein viewed as warranted. NOW, THEREFORE, BE IT RESOLVED that the Mayor and Board of Trustees herein grants Ichabod's Landing Condominium relief from the requirement of providing jitney service for the period July 1, 2007 through June 30, 2010. Moved: Trustee DeMilia-Powers Seconded: Trustee Murray Vote: Unanimous �^r;3 ^7 Meeting Date: 10/23/07 Resolution #: 10/195/07 Be it Resolved, the Board of Trustees of the Village of Sleepy Hollow does hereby approve the following income scale for the partial property tax exemption for senior citizens for the 2008 Assessment Roll according to Section 467 of the Real Property Tax Law. Maximum Level of Income Percent of Exemption $27,000. 50% M o r e than $27,000. Less than $28,000. 45% Starting at 28,000 Less than 29,000. 29,000. 30,000. 30,000. 30,900. 30,900. 31,800. 31,800. 32,700. 32,700. 33,600. 33,600. 34,500. 34,500. 35,400. 40% 35% 30% 25% 20% 15% 10% 5% I n determining eligibility and levels of income, senior citizen applicants may deduct un-reimbursed medical and prescription drug expenses and/or veteran's disability compensation when calculating the "Total Income" of the owners. Moved: Trustee M u r r a y I I Seconded:Trustee DiFelice Vote: 7-0 I �Meeting Date: Resolution #: 10/23/07 10/196/07 Resolution of the Board of Trustees of the Village of Sleepy Hollow Authorizing Record Retention Beyond the New York State Required Period WHEREAS, the New York State Archives under the State Education Department awarded the Village of Sleepy Hollow a Local Government Records Management Improvement Fund grant for 2006/2007; and WHEREAS, the Village of Sleepy Hollow used this grant to undertake a project culling and organizing the Village's inactive records in the basement and attic storage rooms, during which many records were determined to be beyond the retention period required by the New York State Records Retention and Disposition Schedule MU-1, and of no further administrative use to the Village and were therefore destroyed in accordance with the MU-1; and WHEREAS, certain records were identified that the Village has determined should be maintained for our own administrative purposes for longer than is required by the MU-1. NOW, THEREFORE, BE IT RESOLVED that the Village herein adopts a policy of maintaining records for longer than is required by the New York State Records Retention and Disposition Schedule MU-1, or other records retention and disposition schedules as may apply to certain documents, when those records are deemed to be potentially useful for administrative purposes or as a record of historic events. Moved: Trustee DeMilia-Powers Seconded: Trustee Grala Vote: Unanimous �o^ Meeting Date: Resolution #: 10/23/07 10/197/07 Resolution of the Board of Trustees of the Village of Sleepy Hollow To Accept an Archive Scanning Grant WHEREAS, the Village has been awarded from the NYS Local Government Records Management an Archives Grant totaling $6,958.00 for scanning and indexing meeting minutes. NOW, THEREFORE, BE IT RESOLVED that the Village of Sleepy Hollow accepts the terms and conditions for reimbursement of qualifying purchases and amends the General Fund budget to reflect the award of the Archives Grant. Moved: Trustee DeMilia-Powers Seconded: Trustee Murray Vote: Unanimous �c> 0(0 Meeting Date: Resolution No.: 10/23/07 10/198/07 Resolution of the Board of Trustees of the Village of Sleepy Hollow Accepting Resignation/Retirement of Angela Everett I WHEREAS, the Village Clerk Angela Everett, by letter dated October 12, 2007, submitted her resignation for the purpose of retirement to Mayor Philip E. Zegarelli ("Zegarelli") effective January 12, 2008, and WHEREAS, said resignation/retirement must be formally accepted by the Village of Sleepy Hollow Board of Trustees ("Village"), and WHEREAS, the Village, by resolution number 07/138/03 dated July 15, 2003, adopted a policy for employee termination and rehire ("Policy"), and NOW, THEREFORE, BE IT RESOLVED, that the Village accepts the resignation of Angela Everett, dated October 12, 2007 and effective January 12, 2008, and finds that the termination/rehire policy of July 15, 2003 applies, and BE IT FURTHER RESOLVED, that a copy of the policy be forwarded to Angela Everett and a copy be placed in her personnel record with proof of service and that we wish her well in her retirement. I I Moved: Trustee Grala Seconded: Trustee Morales Vote: Unanimous �o''\ Village of Sleepy Hollow Dwight H. Douglas Administrator (914)366-5105 Philip H. Zegardli Mayor (1J14) 306-5107 Angela Everett Village Clerk (014)366-5106 Mario DiFelicc Deputy Mayor (0 14) 366-M07 TRUSTKlfS Maria Rose DeMilia Kay Brown dial a Sam Ira Morales Andrew T. Murray Kenneth Ci. Wray (014) 366-5107 ' To: Diane L. Jacobson Treasurer (914)366-5144 flew \fork 1S74 Robert Ponzini Village Attorney More than a Zegend I Mayor and Board of Trustees From: Angela Everett \X&_L£ CK_ 0YX/v ( M-^3 Date: October 12, 2007 This letter is to inform you that effective January 12, 2008,1 will be retiring from the Village of Sleepy Hollow after thirty years of service as Assistant to the Public Works Department and Village Clerk. Cc: Dwight Douglas, Village Administrator Diane Jacobson, Village Treasurer I 28 Beekman Avenue • Sleepy Hollow, New York 10591 Telephone (914) 366-5100 • Fax (914) 631-5880 www.villageofsleepyhollow.org I �3o§ Meeting Date: Resolution No.: 10/23/07 10/199/07 Resolution of the Board of Trustees of the Village of Sleepy Hollow Accepting Resignation/Retirement of Joe DeFeo • WHEREAS, Superintendent of Public Works Joe DeFeo, by letter dated October 12, 2007, submitted his resignation for the purpose of retirement to the Mayor and Board of Trustees, effective January 12, 2008, and WHEREAS, said resignation/retirement must be formally accepted by the Village of Sleepy Hollow Board of Trustees, and WHEREAS, the Village, by resolution number 07/138/03 dated July 15, 2003, adopted a policy for employee termination and rehire ("Policy"), and NOW, THEREFORE, BE IT RESOLVED, that the Village accepts the resignation of Joe DeFeo, dated October 12, 2007 and effective January 12, 2008, and finds that the termination/rehire policy of July 15, 2003 applies, and BE IT FURTHER RESOLVED, that a copy of the policy be forwarded to Joe DeFeo and a copy be placed in his personnel record with proof of service and that we wish him well in his retirement. Moved: Trustee Grala I I Seconded: Trustee Murray Vote: Unanimous �Q\ ir> O Village of Sleepy Mollow (914)366-5107 Dwight H. Douglas Administrator (914) 366-5105 Mario Pi Felice Deputy Mayor (014)366-5107 Angela Everett Village Clerk (914) 366-5106 Philip V,. Zegarelli Mayor TRUSTURS Maria Rose DeMilia Kay Brown (irala Sandra Morales Andrew T. Murray Rennet!1 G. Wray (014)366-5107 ' New J/cii' 1S74 More than a JCcgend To: Mayor and Board of Trustees Diane L. Jacobson Treasurer (914) 366-5144 Robert Ponzini Village Attorney • tb/d?> From: Joseph DeFeo Date: October 12, 2007 This letter is to inform you that pursuant to my employment agreement, effective January 12, 2008,1 will b e retiring from the Village of Sleepy Hollow as Superintendent of Public Works, after a combined service of forty years with the Village and other municipalities. Cc; Dwight Douglas, Village Administrator Diane Jacobson, Village Treasurer 28 Reekman Avenue • Sleepy Hollow, New York 10591 Telephone (914) 366-5100 • Fax (914) 631-5880 www.villageofsleepYhollow.org I �Meeting Date: Resolution #: 10/23/07 10/200/07 Resolution of the Mayor and Board of Trustees of the Village of Sleepy Hollow Expressing Appreciation for the Work of Angela Everett WHEREAS, on October 12, 2007, the Village received a letter from Angela Everett detailing her resignation for the purpose of retirement effective January 12, 2008; and WHEREAS, Ms. Everett began her term of service to the Village on December 3, 1979 and has been a dedicated, faithful and conscientious employee for the Village from that time forward; and WHEREAS, on September 15, 1987, Ms. Everett was appointed Deputy Village Clerk in addition to her duties as secretary to Public Works; and WHEREAS, on April 6, 1998, Ms. Everett was promoted to the position of Village Clerk which title she has held until the present; and WHEREAS, Ms. Everett has filled both titles of Village Clerk and secretary to Public Works and carried out both functions commendably; and WHEREAS, Ms. Everett has ably overseen the upgrading and professionalization of the Clerk's Office bringing it to a high level of service and functioning; and WHEREAS, the Mayor and Board of Trustees desire to convey their high regard for the work that Ms. Everett has performed on behalf of the Village and wish her the best of times in her retirement, in health and happiness for many years to come. NOW, THEREFORE, BE IT RESOLVED the Mayor and Board of Trustees herein express their appreciation for Ms. Everett's work and thanks her for many years of valuable service; and BE I T FURTHER RESOLVED that by proclamation of the Mayor, January 11, 2008 is herein established as "Angela Everett Day" in the Village of Sleepy Hollow; and BE I T FURTHER RESOLVED that an original framed copy of this resolution be prepared and presented to Ms. Everett on her last day of work as a small token of our appreciation. Moved: Trustee DeMilia-Powers Seconded: Trustee DiFelice Vote: Unanimous �\l Meeting Date: Resolution #: 10/23/07 10/201/07 Resolution of the Mayor and Board of Trustees of the Village of Sleepy Hollow Expressing Appreciation for the Work of Joe DeFeo WHEREAS, on October 12, 2007, the Village received a letter from Joe DeFeo detailing his resignation for the purpose of retirement effective January 12, 2008; and WHEREAS, Mr. DeFeo began his term of service to the Village as Assistant Road Maintenance Foreman of the Village of North Tarrytown on August 3, 1989 and on July 8, 1992 he was appointed General Foreman serving with distinction under this title helping to professionalize the Department of Public Works, developing the talents and skills to a level of functioning similar to an outside contractor in terms of road paving, street maintenance, parks construction, sidewalk construction, etc.; and WHEREAS, at the same time under Mr. DeFeo's leadership, the department was able to continue to provide an enviably high level of service in the routines of sanitation pickup, street sweeping, tree trimming and most particularly in snow removal; and WHEREAS, subsequently on February 13, 2002, Mr. DeFeo was appointed Superintendent of Public Works pursuant to civil service which title he has held to the present; and WHEREAS, Mr. DeFeo has continued to perform the function of Superintendent of Public Works at a high level through to this impending retirement; and WHEREAS, the Mayor and Board of Trustees wish to convey their strong regard for the work that Mr. DeFeo has performed on behalf of the Village and wish him the best of times in his retirement, in health and happiness for many years to come. NOW, THEREFORE, BE IT RESOLVED the Mayor and Board of Trustees herein express their appreciation for Mr. DeFeo's work and thank him for him many years of service; and BE IT FURTHER RESOLVED that by proclamation of the Mayor, January 12, 2O08, is herein established as "Joe DeFeo Day" in the Village of Sleepy Hollow; and BE IT FURTHER RESOLVED that an original framed copy of this resolution be prepared and presented to Mr. DeFeo on his last day of work as a small token of our appreciation. Moved: Trustee DiFelice Seconded: Trustee Gra I a Vote: Unanimous �c s\^x. Meeting Date: Resolution No.: 10/23/07 10/202/07 Resolution of the Board of Trustees of the Village of Sleepy Hollow Accepting Resignation of Grace Virola I WHEREAS, Part Time Intermediate Clerk Grace Virola, by letter dated October 22, 2007, submitted her resignation to her Supervisor, Robin Pell ("Pell") effective October 27, 2007, and WHEREAS, said resignation must be formally accepted by the Village of Sleepy Hollow Board of Trustees ("Village"), and WHEREAS, the Village, by resolution number 07/138/03 dated July 15, 2003, adopted a policy for employee termination and rehire ("Policy"). NOW, THEREFORE, BE IT RESOLVED, that the Village accepts the resignation of Grace Virola, dated October 12, 2007 and effective October 27, 2007, and finds that the termination/rehire policy of July 15, 2003 applies, and BE IT FURTHER RESOLVED, that a copy of the policy be forwarded to Grace Virola and a copy be placed in her personnel record with proof of service and that we wish her well in her future endeavors. Moved: Trustee Murray I I Seconded: Trustee Grala Vote: Unanimous �October 22, 2007 Dear Robin, I want to take this opportunity to thank you for all the years we have worked together. It lias been a good experience and I will always remember the great work that I was involved in for the community of Sleepy Hollow. 1 am resigning from my position in the Recreation department effective at the close of business on Saturday, October 27, 2007 evening following the "Great" Sleepy Hollow Hayride event. Robin, thanks once again for all the good years. ^A^NIJJU^ �Meeting Date: 10/23/07 Resolution : 10/203/07 Be it Resolved that the Board of Trustees does hereby confirm the Mayor's appointment of the following seasonal laborer in the Public Works Department at an hourly salary of $11.00 effective October 24, 2007 through February 22, 2008. Matthew Herlihy 2 Eklof Court Moved:Trustee DiFehce Croton-on-Hudson, New York 10520 Seconded:Trnstee DeMilia-Powers Vote: 7-0 �<> Meeting Date: Resolution #: 10/23/07 10/204/07 Resolution of the Board of Trustees of the Village of Sleepy Hollow Approval for Philipse Manor Halloween Parade/Celebration WHEREAS, the Mayor and Board of Trustees of the Village of Sleepy Hollow received a request to conduct the Annual Philipse Manor Halloween Parade/Celebration on Saturday, October 27, 2007, beginning at 1:00 p.m. which parade route would start on the corner of Bellwood and Millard Avenues and extend to Merlin Avenue in the center block. NOW, THEREFORE, BE I T RESOLVED that the Mayor and Board of Trustees herein approves said Halloween Parade/Celebration request for Saturday, October 27, 2007, beginning at 1:00 p.m. and authorizes the Department of Public Works to provide barriers to block the appropriate roads and authorize the Police Department to assist with the safe operation of the parade. Moved: Trustee Grala Seconded: Trustee DeMilia-Powers Vote: Unanimous �S\(p RECEIVED Santorini Tavern Corp. dba Santorini Greek Restaurant 175 Valley Street Sleepy Hollow, NY 10591 (914)631-4300 S E P J 9 ?0Q7 VILLAGE C L E R K CERTIFIED MAIL RETURN RECEIPT Village of Sleepy Hollow Attn: Village Clerk 28 Beekman Avenue Sleepy Hollow, NY 10591 September 18,2007 Re: Notice of Intent to File an Application for on premises On Premises Liquor License with NYS Liquor Authority (modifies and replaces prior notice of intent to file different class of license sent July 5, 2007) Dear Village Clerk. I, George Samaras, President of Santorini Tavern Corp. d/b/a Santorini Greek Restaurant, located at 175 Valley Street, Sleepy Hollow, NY 10591, hereby send notice as required by law, to the Village of my intent to file an application for an on premises Liquor License with the New York State Liquor Authority for the new restaurant located at said premises. This request modifies and replaces the prior norice of intent to file a different class of license sent on July 5, 2007. Very truly yours, SANTORINI TAVERN CORP. By George Samaras, President �1 er^.CLU^J v —^-—- I September 20, 2007 Village of Sleepy Hollow 38 Beekman Ave Sleepy Hollow, NY 10591 Attention Board Members; Nilrod Lounge, Inc dba/ Village Wine & Spirits Shoppe is renewing its liquor license Serial # 1051127 located at 31 Beekman Ave Sleepy Hollow, NY 10591. The liquor Authority has informed me that we have to inform the Village of our license renewal, this is a rule that has to be followed by the applicant. Please review this letter and verify as to its content to renew license. I A signed copy of receipt Is necessary of proof 30 days prior of renewing. Liquor License expiration date 11/30/2007. Sincerely; Rodrigu; * side i SEP f 9 2(107 � 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_2007-10-23 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