https://sleepyhollow.localarchives.org/files/original/699971109e8dbbb10a97278944356407.pdf 946d3ab5f0f71724fe03c2cf702b61a5 PDF Text Text An Organizational Meeting took place on Monday, April 6, 2009, at 7:00 p.m. in Village Hall, 28 Beekman Avenue, Sleepy Hollow, New York. Present: Mayor Kenneth G. Wray Thomas Capossela Bruce R. Campbell Barbara J. Carr David L. Schroedel Evelyn R. Stupel Karin T. Wompa, Trustees Also Present: Anthony Giaccio, Village Administrator Diane Jacobson, Village Treasurer Sean McCarthy, Building Inspector Richard Gross, General Foreman Janet Gandolfo, Village Attorney Mayor Wray called the meeting to order with a pledge to the flag. The Mayor called for a moment of silence for Sleepy Hollow resident, Vic McCartney, who recently passed. Agenda and Appointments - See Part I & Part II (attached). Committees of the Board of Trustees - See Part III (attached). Year 2009-2010 Operational and Procedural Resolutions See Part IV (attached). The Board moved into Work Session at 7 p.m. Respectfully submitted, �Organizational Meeting • m%Mm m^m%M]g ff ffQmfw SB %JPg mm\ff\ffm& C82P i ^ p ^ l B Vn%8 &flSv3%JI P2|f+ 9%£B * m\ffi\& Bu B T 1. Organization Meeting Called to Order: Mayor Wray 2. Pledge of Allegiance; Mayor Wray 3. Welcome and Opening Statement: Mayor Wray 4. Official Parliamentary Procedure: Roberts Rules of Order shall prevail in all deliberations of the Village Board and Village Board Committees, statutory boards, organizations and/or committees. 5. Official Newspapers/Publications: Gannett Newspapers Hudson Independent 6. Official Depository of Funds: TD Bank North, J.P. Morgan Chase, Signature Bank, Mahopac National Bank, subject to the review and report of Finance Committee. 7. Comments by Members of the Board of Trustees 8. Abbreviated Business Session: See Agenda �Part I I - Abbreviated 1. Appointment of Village Officials. Mayor Nominates, Trustees Confirm* A. B. C. D. E. F. G. Village Attorney: Janet Gandolfo, Esq. Moved: Trustee Stupel Seconded: Trustee Schroedel Vote: 7-0 Deputy Mayor: Trustee Capossela Moved: Trustee Wompa Seconded: Trustee Stupel Vote: 7-0 Acting Village Justice: Alphonse L. Naclerio, Esq. Moved: Trustee Carr Seconded: Trustee Capossela Vote: 7-0 Village Historian: Henry Steiner Moved: Trustee Campbell Seconded: Trustee Carr Vote: 7-0 Police Surgeon: Dr. Robert Raniolo Moved: Trustee Wompa Seconded: Trustee Capossela Vote: 7-0 Official Photographer: Margaret Fox Moved: Trustee Carr Seconded: Campbell Vote: 7-0 Registrar of Vital Statistics Filomena Fallacaro Moved: Trustee Carr Seconded: Trustee Capossela Vote: 7-0 In the interests of time and to enable the Board of Trustees to review the following appointments, be it resolved that a motion is hereby made to extend the following said appointments until official action is taken by the Mayor and Board of Trustees. H. Village Clerk I. Deputy Village Clerk J. Village Treasurer K. Deputy Clerk/Treasurer L. Village Assessor M. Fire Inspector N. Village Engineers for VSH and Boards O. Code Enforcement Officer P. Plumbing Inspector Q. Electrical Inspector R. Building Inspector Moved: Trustee Carr Seconded: Trustee Campbell Vote: 7-0 �I r Ci iTis JLiLJL Committees of the Board of Trustees: Committee: Chairperson: Members: Administration; Wompa Campbell, Stupel (Communications/Franchises) Campbell Can-, Schroedel Finance/Special Projects (501c3): Schroedel Capossela, Carr Governmental Relations/Special Projects: Stupel Wompa, Campbell Public Safety: Schroedel Wompa, Capossela Public Works: Capossela Stupel, Schroedel Recreation and Parks: Capossela Campbell, Stupel Senior Citizens & Senior Center: Can- Capossela, Wompa Community Relations Sub-Committees GM Committee: Wray Schroedel, Wompa Housing Committee: Schools Field Group: Noise Level (Leaf Blower) Committee: Moved: Trustee Schroedel Seconded: Trustee Wompa Vote: 7-0 �Part 1 w Year 2009-2010 Operational and Procedural Resolutions: 1. Be It resolved that for the month of ApriE 2009, the Board of Trustees of the Village of Sleepy Hollow shall hold their regular Village Board of Trustees work session on Wednesdays, ApriE 15 and ApriE 29, at 7:00 PM and hold their Regular and Official Village Board Meeting on Wednesday, April 22, at 7:00 PM; and commencing May 2009, the Board of Trustees of the Village of Sleepy Hollow shall set the first and third Tuesday at 7:00 PM, for their regular Village Board of Trustees work sessions and second and fourth Tuesday of each month at 7:00 PM for the purpose of holding its Regular and Official Village Board Meeting. On each such Tuesday and upon due notice, announced official business and/or an executive session (s) may be held, if deemed necessary. Moved: Trustee Wompa 2. Seconded: Trustee Carr Vote: 7-0 Seconded: Trustee Stupe! Vote: 7-0 Be it resolved that Members of the Board of Trustees may participate in work sessions and executive sessions telephonically in cases of ill health, acknowledged hardship or significant distance of travel. This shall apply to up to two members of the Board of Trustees and shall not be counted for quorum purposes. Documentation of all votes on any items binding or otherwise committing the Board of Trustees to any action, commitment or proposal must be decided in person in the officially designated location within the Village of Sleepy Hollow at said meeting. No proxy may be granted or utilized in any vote and/or action of the Board of Trustees or individually by the Mayor or any Trustee. Moved: Trustee Capossela 5. Vote: 7-0 Be it resolved that the Board of Trustees establishes that special and/or emergency meetings of the Board may be held at the call and notice of the Mayor to the entire Board of Trustees at least forty-eight (48) hours in advance of said meeting. Such notice shall be presented in person, via e-mail address currently on file with the Village Clerk or be presented at their place of residence at least forty-eight (48) hours prior to the start of the meeting. Moved: Trustee Wompa 4. Trustee Campbell Be it resolved that any Executive Session requested by the Mayor must be approved by the consent of a majority of the Board of Trustees in order for the Board to take any vote on such subjects pertaining to said executive sessions. Unless advised by counsel to the contrary, all decisions reached by the Board of Trustees during any Executive Session are to be confirmed by a vote in an open, public session immediately thereafter. Moved: Trustee Wompa 3. Seconded: Seconded: Trustee Carr Vote: 7-0 Continuing Resolution. Be it resolved that any member of any appointed board, committee, or commission of the Village of Sleepy Hollow having a term of office, �seat or position in excess of one (1) year and who is absent from or does not attend any three (3) regularly scheduled sessions of such hoard, committee or commission shall be subject to removal. Removal shall be deemed declared by the Mayor and must be confirmed by a majority of the Board of Trustees at its next regularly scheduled Board of Trustees session. The Mayor shall then be empowered to appoint (and confirmed by the Board of Trustees, if necessary) a person to fill such vacancy for the unexpired term there remaining. Members of the Board of Trustees are exempt from this resolution. Moved: Trustee Capossela Seconded: Trustee Campbell Vote: 7-0 Village Justice Court Resolution: Be it resolved that in the event of the inability or unavailability of the Sleepy Hollow Village Justice and/or the Acting Village Justice to perform her/his duties, that judicial coverage shall be requested first from the Village of Tarrytown and thereafter from the Town of Mt. Pleasant. Moved: Trustee Capossela Seconded: Trustee Campbell Vote: 7-0 Be it resolved that the Mayor and Board of Trustees shall constitute a Committee of the Whole to meet, discuss, add, delete, revise or otherwise complete the year 2009-2010 budgetary process as prescribed by law. Moved: Trustee Campbell Seconded: Trustee Wompa Vote: 7-0 In the payment of bills, invoices and warrants of the Village of Sleepy Hollow, be it resolved that it shall be the responsibility of the Department Heads to review and approve all such bills; that the Chairpersons of the respective Trustee Committees to review and approve all such bills, if found correct and valid; that the Treasurer shall cause the bills to be presented to the Board of Trustees for their review and approval at an official session of the Board of Trustees; that upon approval by the Board of Trustees, the Treasurer shall cause the bills to be processed and signed; and that the Mayor shall review and hand sign each bill (but shall delegate the use of the facsimile signature in those cases as necessary) prior to final authorization to pay, subject to the review of the Procurement Policy by the Finance Committee and subsequently by the Board of Trustees. Moved: Trustee Campbell Seconded: Trustee Schroedel Vote: 7-0 Notwithstanding any resolutions to the contrary, in the interests of timely payment to selective service providers, the Treasurer and the Mayor shall be authorized to pay the village's various public utilities, United States Postal Service, freight and express charges as received. All such claims must be presented at the next regular meeting for audit and the claimant and the officer occurring or approving the claims are jointly and severally liable for any amount the Board of Trustees may disallow. Moved: Trustee Campbell Seconded: Trustee Carr Vote: 7-0 For the purposes of mileage reimbursement for the use of private vehicles in the course of official, approved and documented events, the Village of Sleepy Hollow hereby adopts the official and prevailing IRS mileage reimbursement rate, per mile. Moved: Trustee Carr Seconded: Trustee Campbell Vote: 7-0 �11. Village of Sleepy Hollow Purchasing and Procurement Policy. Section 104-b of the General Municipal Law (GML) requires every village in the State of New York to adopt a series of internal policies and procedures governing all procurement of goods and services not subject to the bidding requirements of GML, Section 103 or any other laws. Provided herein is a copy of the policy based on the comments and suggestions as solicited from various Officers of the Village of Sleepy Hollow specifically involved with purchasing and the procurement of goods and services, of which policy is hereby officially adopted and will continue subject to the review of the Finance Committee and report to the Board of Trustees by said committee. Moved: Trustee Carr 12. Seconded; Trustee Schroedel Public Comments Rules. I t is the official policy of the Sleepy Hollow Village Mayor and Board of Trustees to seek out and encourage opportunities for public comment and commentary during the ordinary course of governmental business. I n balancing this desire in soliciting public comment and discussion, there is also a need for good order in providing for the administration of good government at official Village Board Meetings. The Mayor and Board of Trustees have adopted Robert's Rules of Order for the conduct of business for our Board meetings. Moved; Trustee Carr 13. Votes 7-0 Seconded; Trustee Campbell Vote; 7-0 Be it resolved, that the Village Board be and hereby establishes the following as a Standard workday for elected and appointed officials for the purpose of determining days worked reportable to the New York State and Local Employees' Retirement System: All Elected Officials: Five (5) days per month - Mayor, Trustees and Judge. Appointed Officials: Five (5) day work week, seven (7) hour day: Treasurer, Administrator, Deputy Clerk/Treasurer, Village Clerk, and Deputy Village Clerk. Village Attorney and Acting Village Justice; Five (5) days per month. Moved: Trustee Schroedel 15. Vote: 7-0 Attendance at Conferences: Whereas, there is t o be held during the coming official year conferences offered for municipal officers, employees and elected officials; and Whereas, attendance by certain municipal officials, employees and elected officials a t one or more of these meetings, conferences or schools benefits the municipality; Be it Resolved, t h a t prior authorization is needed before any reimbursement for the expenses related t o these meetings, conferences, or schools occur. Moved: Trustee Schroedel 16. Seconded: Trustee Carr Seconded: Trustee Carr Vote: 7-0 Capitalization Policy: Whereas, pursuant to General Municipal Law-99, the Village will adopt internal policies and procedures governing a threshold for the capitalization of fixed assets; and Whereas, the monetary threshold for capitalization of fixed assets for the Village of Sleepy Hollow will be established at $5,000 to permit the application of the Governmental Account Board Statement No. 34; and Whereas, all assets purchased for $5,000 or more must be �recorded in the Village of sleepy HolBow fixed Asset Ledger and a property ledger card must be maintained; and Whereas, the Village of Sleepy Hollow also will use the straight line method to calculate depreciation of capital assets. Be it resolved that the Village of Sleepy Hollow does hereby adopt the Capitalization Policy as outlined and will continue subject to the review of the Finance Committee and report to the Board of Trustees by said committee. Moved: Trustee Schroedel Seconded; Trustee Carr Vote: 7-0 Investment Policy: Be it resolved that the attached Investment Policy which applies to all moneys and other financial resources available for investment on its own behalf or on behalf of any other entity or individual is hereby adopted and will continue subject to the review of the Finance Committee and report to the Board of Trustees by said committee. Moved: Trustee Seconded: Trustee Vote: This resolution was put over to next meeting to allow for review of policy. �March 23, 2009 VILLAGE OF SLEEPY HOLLOW PURCHASE ORDER & PROCUREMENT POLICY VILLAGE QF SLEEPY HQLLQW PURCHASE ORDER PQL8CY Maintenance of an accurate expenditure system provides the Village with proper budgetary control. According to New York State Audit & Control municipalities must maintain an encumbrance system of accounting, thereby allowing the administrator to know exactly how much of any given budget appropriation remains unexpended. Expenditures for goods and services are initiated by the creation of a purchase order (PO). This includes most villages expenditures including purchasing of merchandise, bid Items, contractual payments, and insurance. When a bid is accepted and goes to contract, a purchase order should be written. The same applies to insurance premiums. A purchase order must be obtained prior to incurring an expense The following procedure must be followed: 1. The department fills out a requisition form before a purchase is completed for all aggregate purchases over $1000. Include: • correct budget appropriation code • vendor number, vendor name and address, ® description of merchandise - quantity, unit price, extend totals, final total and any other pertinent information. • Department head's signature • State or county contract # if applicable & pertinent information ® Board resolution if the purchase is a bid item The Department will use the current claim form or the Treasurer's department form as the requisition form to fill out this information and submit this to the Treasurer's Department. If this is a new vendor the Department will be required to submit the following information to the Treasurer's Department before a purchase order can be provided: • Vendor name, address ® W-9 for vendors 2. The department approved requisition form is submitted to the Treasurer's Department for verification that there are funds remaining in the budget code and that proper purchasing policy's have been followed (see below - such as quotes were obtained if the aggregate purchase was over $1000). After the Treasurer and the Administrator signs all requisitions, a purchase order with a purchase order # will be submitted to the Department PURCHASE ORDER & PROCUREMENT POLICY 1 4/7/2009 �3. The Department will submit the purchase order number or a copy of the purchase order to the vendor. The purchase order number must be written on the claim form when submitted for payment. 4. If the expenditure is over-budget, the Requisition is returned to the Department of origin. Departments must code the expenditures to the correct line and if overbudget then a budget line transfer is completed. A budget transfer form will be submitted indicating which appropriation line to transfer the budget amount from and to. 5. When a purchase order must be changed or adjusted, the Treasurer must increase or decrease the appropriate encumbrance. If the decision to cancel a purchase order is made, the Treasurer is notified on a timely basis so the budget can be adjusted accordingly. A monthly report of all open purchase orders will be submitted to the department for review. 6. When materials are received by the department, the contents are verified against the packing slip; the originator and receiving copies are marked "received", dated, initialed and the receiving copy and packing slips are then forwarded to the Treasurer Department along with the invoice, purchase order number and voucher. This completed claim form must be in the Treasurer's office by or before the Thursday of the week prior to the board's work session - these claims (if submitted correctly) will be paid at the next board meeting. No special requests will be accepted between board meetings except for emergency situations. 7. When all verification is in place, the invoice and documentation will be audited and entered on a warrant. The total warrant will be presented to the Board of Trustees for approval and the Mayor's signature. If a Board member takes exception to a particular claim, it will be noted at the board meeting 8. The paid claims will be filed numerically by check number in the Treasurer's office for the current fiscal year and then stored per records management standards. 9. Blanket Purchase Orders may be used for repeat vendors. A purchase order is requested for a dollar amount that is expected to be used over the next 2 months and the department can re-use the same PO until it is fully expended. The PO form must be attached to the voucher until the PO is used up. The final PO form will be submitted with the last invoice that fully receives the PO & mark close PO) (such as Staples or the local hardware store, salt for roads). NOTE: When reimbursable expenses are incurred by village personnel, it is important to remember that the village is tax exempt. There must be receipts for all reimbursed expenses other than mileage. PURCHASE ORDER & PROCUREMENT POLICY 2 4/7/2009 �VILLAGE OF SLEEPY HOLLOW PROCUREMENT POLICY Every prospective purchase of goods or services shall be evaluated to determine the applicability of GML, Section 103. Every village officer, board, department head or other personnel with the requisite purchasing authority (hereinafter Purchaser) shall estimate the cumulative amount of the items of supply or equipment needed in a given fiscal year. That estimate shall include the canvass of other village departments and past history to determine the likely yearly value of the commodity to be acquired. The information gathered and conclusions reached shall be documented and kept with the file or other documentation supporting the purchase activity, which will be maintained by the purchaser. ® All aggregate purchases of supplies or equipment which will exceed $10,000 in the fiscal year or public works contracts over $20,000 shall be formally bid pursuant to GML, Section 103. ® All estimated aggregate purchases of: ® Less than $10,000 but greater than $3,000 requires a written request by purchaser to vendors for a proposal (RFP) and written/fax/internet quotes from 3 vendors. ® Less than $3,000 but greater than $1,000 requires an oral request by purchaser to vendors for the prices of goods and oral/fax/internet quotes from 2 vendors. ® Less than $1,000 left to discretion of the department manager. a) All estimated public works contracts of: • Less than $20,000 but greater than $5,000 requires a written RFP and written/fax/internet quotes from 3 contractors. ® Less than $5,000 but greater than $3,000 requires a written RFP and written/fax/internet quotes from 2 contractors. ® Less than $3,000 but greater than $1,000 requires an oral request by purchaser to vendors for contract prices and oral/fax/internet quotes from 2 contractors. ® Less than $1,000 is left to the discretion of the purchaser. VERBAL QUOTATIONS: The telephone log or other record should record at a minimum: date, item or service desired and any other pertinent details or descriptions, price quoted, name of vendor, name of vendor's representative. WRITTEN/FAX/INTERNET QUOTATIONS: Vendors should provide at a minimum: date, description of item or details of services to be provided, and price. PURCHASE ORDER & PROCUREMENT POLICY 3 4/7/2009 �REQUEST FOR PROPOSALS: A request for proposals and evaluation of proposals can consider price plus other factors like experience, availability, staffing and suitability for needs. The process involves making a request for proposals from various firms or professionals, and then evaluating the proposals received. Depending on the complexity of the situation, you may prepare the RFP in-house or you may need to obtain a consultant to help you prepare it. A well-planned solicitation effort is needed to identify a sufficient number of qualified firms. To locate qualified firms, you may advertise in trade journals, check listings of professionals, internet advertising, talk to other local governments, etc. Any written RFP shall describe the desired goods, quantity and the particulars of delivery. The Purchaser shall compile a list of all vendors from whom written/fax/oral quotes have been requested and the written/fax/oral quotes offered. References to catalogs or price lists in appropriate cases may be substituted for obtaining verbal quotes. Also if quoted prices are below State or County Contracts price, no further quotes are required. All information gathered in complying with the procedures of this Guideline shall be preserved and filed with the documentation supporting the subsequent purchase or public works contract. Each purchaser will be responsible for obtaining and producing this documentation. ® The lowest responsible proposal or quote shall be awarded the purchase or public works contract unless the Purchaser prepares a written justification providing reasons why it is in the best interest of the village and its taxpayers to make an award to other than the low bidder. If a bidder is not deemed responsible, facts supporting that judgment shall also be documented and filed with the record supporting the procurement. ® A good faith effort shall be made to obtain the required number of proposals or quotations. If the Purchaser is unable to obtain the required number of proposals or quotations, the Purchaser shall document the attempt made at obtaining the proposals. In no event shall the inability to obtain the proposals or quotes be a bar to the procurement. • Except when directed by the Village Board, no solicitation of written proposals or quotations shall be required under the following circumstances: o Purchases under State or County contracts. o Acquisition of professional services** o Emergencies as determined by Village Board resolution. o Sole source situations (for example patented or monopoly items). o Goods purchased from agencies for the blind or severely handicapped; o Goods purchased from correctional facilities. PURCHASE ORDER & PROCUREMENT POLICY 4 4/7/2009 �**Generally professional services involve specialized expertise, of professional judgment and/or high degree of creativity. For those items not subject to competitive bidding such as professional services, emergencies, purchases under State or County contracts or procurements from sole sources, documentation could include a memo to the files which details why the procurement is not subject to competitive bidding and include: ® a description of the facts giving rise to the emergency and that they meet the statutory criteria ® a description of the professional services ® copies of state or county contracts • opinion of municipal attorney ® a description of sole source items and how such determinations were made. PROFESSIONAL SERVICES: An effective way to award contracts for professional services is to award them only after at least two professionals are contacted and asked to submit written proposals. Such as architects, engineers, accountants, lawyers, underwriters, fiscal consultants and computer consultants. EMERGENCIES: An exception to the competitive requirement exists for emergency situations. There are three basic statutory criteria to be met in order to fall within this exception. These are that 1) the situation arises out of an accident or unforeseen occurrence or condition; 2) public buildings, public property or the life, health, safety or property of the political subdivision's residents are affected; and 3) the situation requires immediate action which cannot await competitive bidding. Even when an emergency exists, the public interest dictates that purchases are made at the lowest possible costs, seeking competition by informal solicitation of quotes or otherwise, to the extent practicable under the circumstances. SOLE SOURCE: Competitive bidding is not required under section 103 of the General Municipal Law in those limited situations when there is only one possible source from which to procure goods and services required in the public interest such as in the case of certain patented goods or services or public utility services. In making these determinations, the purchaser should document, among other things, the unique benefits of the patented item as compared to other items available in the marketplace; that no other item provides substantially equivalent or similar benefits; and that considering the benefits received, the cost of the item is reasonable. In addition that, as a matter of fact, there is no possibility of competition for the procurement of the goods. This policy shall be reviewed annually by the Village Board at its organizational meeting or as soon thereafter as is reasonably practicable. PURCHASE ORDER & PROCUREMENT POLICY 5 4/7/2009 �VBLLAGE OF SLEEPY HOLLOW PURCHASING & PROCUREMENT POLICY Whereas, Section 104-b of the General Municipal Law (GML) requires every village to adopt internal policies and procedures governing all procurement of goods and services not subject to the bidding requirements of GML, section 103 or any other law; and Whereas, comments have been solicited from those officers of the Village involved with procurements; NOW, THEREFORE, be it Resolved, that the Village of Sleepy Hollow does hereby adopt the following procurement and purchase order policies and procedures: ADDENDUM TO PURCHASING POLICY 3/23/09 "Per Chapter 402 of the Laws of 2007 requires that municipalities, by January 1, 2009, amend their procurement policies required under NYS General Municipal Law section 104(b) to include the names and titles of the individuals responsible for purchasing. The law also requires that this listing be updated annually." (NYS GFOA Newsletter Volume 29 #4) The following people are responsible for purchasing in the Village of Sleepy Hollow for their appropriate departments: Larry Cassidy Anthony Giaccio Rich Gross Jimmy Hayes William Hennesey Diane Jacobson Sean McCarthy Robin Pell Jimmy Warren Sonja Goldstein-Suss Court Clerk Administrator General Forman - DPW Ambulance Captain Fire Chief Treasurer Building Inspector Recreation Supervisor Police Chief Village Clerk PURCHASE ORDER & PROCUREMENT POLICY 6 Court Various DPW, Water, Sewer, Sanitation Ambulance Fire Department Various Capital and Safety Inspections Recreation Police and Parking Clerk's Office 4/7/2009 � 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-2009 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_2009-04-06a Subject The topic of the resource Board of Trustees Minutes-2009 Date A point or period of time associated with an event in the lifecycle of the resource 2009 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