https://sleepyhollow.localarchives.org/files/original/22ef74ccb5763febd4dcccb2c7c98de1.pdf 3265fde44dde464ff71d66340b11ec18 PDF Text Text Meeting date: 09/11/2012 Resolution: 09/100-A/2012 Resolution of the Mayor and Board of Trustees of the Village of Sleepy Hollow Authorizing Salary Adjustments for Non-Union Employees Whereas, the Board of Trustees has reviewed the job performance of the following non-union full-time employees; and Whereas, it has been determined that a salary increase is appropriate at this time; Now, therefore, be it resolved, effective June l r ?n 17 the annual salary of the following employees shall be increased by 2%: Gregory Camp, Paula McCarthy Sara DiGiacomo, Richard Gross, Sean McCarthy, Rae Lee, Joe Paiva, Arlene Morel Christopher Scelza and Alyson DePaolo. Moved; Trustee Carr Seconded: Trustee Campbell Vote: 4-0 Absent: Deputy Mayor Wompa and Trustee Stupel Meeting date: Resolution: 09/11/2012 09/100-B/2012 Resolution of the Mayor and Board of Trustees of the Village of Sleepy Hollow Granting Vacation Entitlement Increase Whereas, the vacation entitlement for Paula McCarthy and Anthony Giaccio is not at the same level as other Department Heads; and Whereas, the Board of Trustees is desirous of establishing parity of the vacation entitlement for these employees; Now, therefore, be it resolved, effective June 1, 2012, the vacation entitlement of Paula McCarthy and Anthony Giaccio shall be increased by one (1) week. Move: Trustee McFarlane Second: Trustee Lobato-Church Absent: Deputy Mayor Wompa and Trustee Stupel Vote: 4-0 �Meeting date: Resolution: 09/11/2012 09/100-A/2012 Resolution of the Mayor and Board of Trustees of the Village of Sleepy Hollow to retain O'Connor Davies Munns and Dobbins, LLP WHEREAS, the Village is required to retain auditors to provide an independent financial audit for the Village's 2011/2012 fiscal year; and WHEREAS, the Village Treasurer is recommending the firm of O'Connor Davies Munns and Dobbins, LLP; NOW, THEREFORE, BE IT RESOLVED the Board of Trustees authorizes the Mayor to execute the attached retainer agreement with O'Connor Davies Munns and Dobbins, LLP, to provide the Village with an independent financial audit for the 2011/2012 fiscal year at a cost of $32,600.00 Moved: Trustee Carr Seconded: Trustee MacFarlane Absent: Deputy Mayor Wompa and Trustee Stupel Vote: 4-0 �Village ofSleepy Hollow Kenneth G, Wray Mayor (914)366-5107 Anthony P. Giaccio Village Administrator (914) 366-5105 Karin Wompa Deputy Mayor (914) 366-5107 Paula A. McCarthy Village Clerk (914) 366-5106 TRUSTEES Bruce R. Campbell Barbara J. Carr Jennifer Lobato-Church Susan McFarlane Evelyn R. Stupel (914) 366-5107 1874 More than a Legend 28 Beekman Avenue Sleepy Hollow, New York 10591 (914) 366-5100 • Fax (914) 332-7074 vvww.sleepyholIowny.gov I'O: Mayor Wray and Board of Trustees CC: Anthony Giaccio FROM: Sara DiGiacomo. Village Treasure DATF.: September 4. 2012 RK: Approve ODMD Auditors for 2011 -2012 Sara A. DiGiacomo Village Treasurer (914)366-5144 Janet Gandolfo Village Attorney (914)366-5107 Our current auditors, O'Connor, Davics, Munns and Dobbins, were previously approved for a one-year term of a five year engagement (see attached) at the end of 2011. This was for fiscal year ending May 31, 201 1. which should be completed by the end of this month. The firm has been very knowledgeable' and professional during our engagement, and is a great improvement over our last auditors, used for the 20092010 fiscal year. I would like to begin working on fiscal year ending 2011-2012 as soon as possible; therefore, I am requesting that the Board please approve ODMD for an additional year, at the annual fee of $32,600.00. If you have any questions, please let me know. I appreciate your consideration in this matter. Thank you. �O ' C o n n o r Davies M u n n s & Dobbins, lip October 19,2011 Mr. Anthony Giaccio Village Administrator Village of Sleepy Hollow 28 Beekman Avenue Sleepy Hollow, New York 10591 Dear Mr. Giaccio: We are pleased to confirm our understanding of the services we are to provide the VHIage of Sleepy Hollow, New York {"Village") for the year ended May 31, 2011 with If opt J°"°! a ° n e y° ar renewat for each of the years ended May 31, 2012 mroitgh 2015 The partner-in-charge of the engagement will be Susan Barossi We wiH audit the financial statements of the governmental activities, the business-type acflvities each major fund, and the aggregate remaining fund information, which collectively comprise the basic financial statements of the Village as of and for the years I 1 ' ? ? I V ? 1 2 , 2 0 1 3 ' 2 0 1 4 a n d 2 0 1 5 - Accounting standards generally accepted in the United States provide for certain required supplementary information (RSI), such as management's discussion and analysis (MD&A), to accompany the Villages basic financial statements. Such information, although not a part of the basic financial statements, is required by the Governmental Accounting Standards Board who considers it to be an essential part of financial reporting for placing the basic financial statements in an appropriate operational, economic, or historical context. As part of our engagement we will apply certain limited procedures to the Village's RSI in accordance with auditing standards generally accepted in the United States of America These limited procedures will consist of inquiries of management regarding the methods of preparing the information and comparing the information for consistency with management's responses to our inquiries, the basic financial statements, and other knowledge we obtained during our audit of the basic financial statements. We will not express an opinion or provide any assurance on the information because the limited procedures do not provide us with sufficient evidence to express an opinion or provide any assurance. The following RSI is required by generally accepted accounting pnnciples and will be subjected to certain limited procedures, but will not be audited: 1. Management's Discussion and Analysis. Supplementary information other than RSI also accompanies the Village's financial statements. We will subject the following supplementary information to the auditing procedures applied in our audit of the financial statements and certain additional procedures, including comparing and reconciling such information directly to the underlying accounting and other records used to prepare the financial statements or to the financial statements themselves, and other additional procedures in accordance SCO Mamaraneck Avenue, Harrison. NY 10528 Tel: 914-381-89(30 Fax: 914-381-8910 www.ODMD.com �with auditing standards generally accepted in the United States of America and will provide an opinion on it in relation to the financial statements as a whole: 1. Combining and Individual Fund Financial Statements and Schedules 2. Schedule of expenditures of federal awards (if applicable) Audit Objective The objective of our audit is the expression of opinions as to whether your basic financial statements are fairly presented, in all material respects, in conformity with U S generally accepted accounting principles and to report on the fairness of the supplementary information referred to in the second paragraph when considered in relation to the financial statements as a whole. The objective also includes reporting • Internal control related to the financial statements and compliance with laws regulations, and the provisions of contracts or grant agreements, noncompliance with which could have a material effect on the financial statements in accordance with Government Auditing Standards. • Internal control related to major programs and an opinion (or disclaimer of opinion) on compliance with laws, regulations, and the provisions of contracts or grant agreements that could have a direct and material effect on each major program in accordance with the Single Audit Act Amendments of 1996 and OMB Circular A-133, Organizations. Audits of States, Local Governments, and Non-Profit The reports on internal control and compliance will each include a statement that the report is intended solely for the information and use of management, the body or individuals charged with governance, others within the entity specific legislative or regulatory bodies, federal awarding agencies, and if applicable, pass-through entities and is not intended to be and should not be used by anyone other than these specified parties. Our audit will be conducted in accordance with auditing standards generally accepted in the United States of America; the standards for financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States; the Single Audit Act Amendments of 1996; and the provisions of OMB Circular A-133, and will include tests of accounting records, a determination of major program(s) in accordance with OMB Circular A-133, and other procedures we consider necessary to enable us to express such opinions and to render the required reports. If our opinions on the financial statements or the Single Audit compliance opinions are other than unqualified, we will fully discuss the reasons with you in advance. If, for any reason, we are unable to complete the audit or are unable to form or have not formed opinions we may decline to express opinions or to issue a report as a result of this engagement ' 2 �Management Responsibilities Management is responsible for Hie basic financial statements and ail aRmmnanuinn i^TrfJh," 7 f i a " rePrese^tions contained therein. ManagemenT is S responsible for identifying government award programs and understanding and complying with the compliance requirements, and for preparation of the schedule of expenditures of federal awards in accordance with the requirements of OMB Circular A133. As part of the audit, we will assist with preparation of your financial statements schedule of expenditures of federal awards, and related notes. You are responsible for making all management decisions and performing all management functions relating to the(financial statements, schedule of expenditures of federal awards, and related notes and for accepting full responsibility for such decisions. You will be required to acknowledge in the management representation letter our assistance with preparation of the financial statements and the schedule of expenditures of federal awards and that you have reviewed and approved the financial statements, schedule of expenditures of federal awards, and related notes prior to their issuance and have accepted responsibility for them. Further, you are required to designate an individual with suitable skill knowledge, or experience to oversee any nonaudit services we provide and for evaluating the adequacy and results of those services and accepting responsibility for Management is responsible for establishing and maintaining effective internal controls ™ n 9 ' n t emal controls over compliance, and for evaluating and monitoring ongoing activities, to help ensure that appropriate goals and objectives are met and that there is reasonable assurance that government programs are administered in compliance with compliance requirements. You are also responsible for the selection and application of accounting principles; for the fair presentation in the financial statements of the respective financial position of the governmental activities, the business-type activities the aggregate discretely presented component units, each major fond and the aggregate remaining fond information of the Village and the respective changes in financial position and, where applicable, cash flows in conformity with U.S generally accepted accounting principles; and for compliance with applicable laws and regulations and the provisions of contracts and grant agreements. , n Management is also responsible for making all financial records and related information available to us and for ensuring that management and financial information is reliable and properly recorded. Your responsibilities also include identifying significant vendor relationships in which the vendor has responsibility for program compliance and for the accuracy and completeness of that information. Your responsibilities include adjusting the financial statements to correct material misstatements and confirming to us in the representation letter that the effects of any uncorrected misstatements aggregated bv us during the current engagement and pertaining to the latest period presented are immaterial, both individually and in the aggregate, to the financial statements taken as a whole. You are responsible for the design and implementation of programs and controls to prevent and detect fraud, and for informing us about all known or suspected fraud or fflegal acte affecting the government involving (1) management. (2) employees who have significant roles in internal control, and (3) others where the fraud or illegal acts �coutd have a material effect on the financial statements. Your responsibilities include informing us of your knowledge of any allegations of fraud or suspected fraud affecting the government received in communications from employees former employees grantors, regulators, or others. In addition, you are responsible for identifying and ensunng that the entity complies with applicable laws, regulations, contracts agreements, and grants. Additionally, as required by OMB Circular A-133 it is management's responsibility to follow up and take corrective action on reported audit findings and to prepare a summary schedule of prior audit findings and a corrective action plan. The summary schedule of prior audit findings should be available for our review upon commencement of the audit You are responsible for the preparation of the supplementary information in conformity with U.S. generally accepted accounting pnnaples. You agree to include our report on the supplementary information in any document that contains and indicates that we have reported on the supplementary information. You also agree to present the supplementary information with the audited financial statements or make the audited financial statements readily available to users of the supplementary information no later than the date the supplementary information is issued with our report thereon. With regard to using the auditor's report, you understand that you must obtain our prior written consent to reproduce or use our report in any bond offering official statements or other documents. The fees discussed below do not include the Village's anticipation of the preparation of one or more official statements in connection with the sale of debt securities which will contain the general purpose financial statements and ODMD's Auditors' report thereon. The fee for the hours pertaining to ODMD's issuance of "consent and citation of expertise" and any necessary "comfort letters" would be discussed with the Village. With regard to the electronic dissemination of audited financial statements, including financial statements published electronically on your website, you understand that electronic sites are a means to distribute information and, therefore, we are not required to read the information contained in these sites or to consider the consistency of other information in the electronic site with the original document. Management is responsible for establishing and maintaining a process for tracking the status of audit findings and recommendations. Management is also responsible for identifying for us previous financial audits, attestation engagements, performance audits or other studies related to the objectives discussed in the Audit Objectives section of' this letter. This responsibility includes relaying to us corrective actions taken to address significant findings and recommendations resulting from those audits, attestation engagements, performance audits, or studies. You are also responsible for providina management's views on our current findings, conclusions, and recommendations as well as your planned corrective actions, for the report, and for the timing and format for providing that information. 4 �Audit Procedures—General An audit includes examining}, on 0 test basis, evidence supporting tli© amounts and disclosures in the financial statements; therefore, our audit will involve judgment about the number of transactions to be examined and the areas to be tested. We will plan and perform the audit to obtain reasonable rather than absolute assurance about whether the financial statements are free of material misstatement, whether from (1) errors (2) fraudulent financial reporting, (3) misappropriation of assets, or (4) violations of laws or governmental regulations that are attributable to the entity or to acts by management or employees acting on behalf of the entity. Because the determination of abuse is subjective. Government Auditing Standards do not expect auditors to provide reasonable assurance of detecting abuse. Because an audit is designed to provide reasonable, but not absolute assurance and because we will not perform a detailed examination of all transactions, there is a risk that material misstatements or noncompliance may exist and not be detected by us In addition, an audit is not designed to detect immaterial misstatements or violations of l a m or governmental regulations that do not have a direct and material effect on the financial statements or major programs. However, we will inform you of any material errors and any fraudulent financial reporting or misappropriation of assets that come to our attention. We will also inform you of any violations of laws or governmental regulations that come to our attention, unless clearly inconsequential, and of any matenal abuse that comes to our attention. We will include such matters in the reports required for a Single Audit. Our responsibility as auditors is limited to the period covered by our audit and does not extend to any later periods for which we are not engaged as 8 auditors. Our procedures will include tests of documentary evidence supporting the transactions recorded in the accounts, and may include tests of the physical existence of inventories, and direct confirmation of receivables and certain other assets and liabilities by correspondence with selected individuals, funding sources, creditors, and financial institutions. We will request written representations from your attorneys as part of the engagement, and they may bill you for responding to this inquiry. At the conclusion of our audit, we will require certain written representations from you about the financial statements and related matters. Audit Procedures—Internal Controls Our audit will include obtaining an understanding of the entity and its environment including internal control, sufficient to assess the risks of material misstatement of the financial statements and to design the nature, timing, and extent of further audit procedures. Tests of controls may be performed to test the effectiveness of certain controls that we consider relevant to preventing and detecting errors and fraud that are matenal to the financial statements and to preventing and detecting misstatements resulting from illegal acts and other noncompliance matters that have a direct and matenal effect on the financial statements. Our tests, if performed, will be less in scope than would be necessary to render an opinion on internal control and, accordingly no opinion will be expressed in our report on internal control issued pursuant to Government Auditing Standards. 5 �As required by OMB Circular A-133 (if applicable), we will perform tests of controls over compliance to evaluate the effectiveness of the design and operation of controls that we const er re evant to preventing or detecting materia! noncompliance with compliance requirements applicable to each major federal award program. However, our tests will be less in scope than would be necessary to render an opinion on those controls and accordingly, no opinion will be expressed in our report on internal control issued pursuant to OMB Circular A-133. An audit is not designed to provide assurance on internal control or to identify significant deficiencies. However, during the audit, we will communicate to management and those charged with governance internal control related matters that are required to be and O M B C C i f a j l a r ? i 3 3 C P A professional standards . Government Auditing Standards, Audit Procedures—Compliance As part of obtaining reasonable assurance about whether the financial statements are free of matenal misstatement, we will perform tests of the Village's compliance with applicable laws and regulations and the provisions of contracts and agreements including grant agreements. However, the objective of those procedures will not be to provide an opinion on overall compliance and we will not express such an opinion in our report on compliance issued pursuant to Government Auditing Standards. OMB Circular A-133 (if applicable) requires that we also plan and perform the audit to obtain reasonable assurance about whether the auditee has complied with applicable laws and regulations and the provisions of contracts and grant agreements applicable to major programs. Our procedures will consist of tests of transactions and other applicab e procedures described in the OMB Circular A-133 Compliance Supplement and related addenda for the types of compliance requirements that could have a direct and matenal effect on each of the Village's major programs. The purpose of these procedures will be to express an opinion on the Village's compliance with requirements to OMB C i r c u l a r V 133 m a j ° r pr °9rams i n o u r re P° r t on compliance issued pursuant Audit Administration, Fees, and Other We understand that your employees will prepare all cash, accounts receivable or other confirmations we request and will locate any documents selected by us for testing. We will provide copies of our reports to the Village; however, management is responsible for distribution of the reports and the financial statements. Unless restricted by law or regulation, or containing privileged and confidential information, copies or our reports are to be made available for public inspection. TTie audit documentation for this engagement is the property of O'Connor Davies Munns & Dobbins, LLP and constitutes confidential information which protects the Village from any non-authorized disclosure of town information by our staff However ! a w ° r re9u,ations- w e be requested to make certain audit documentation available to the cognizant agency or its designee, a federal agency �5 ° b b i n f ' > L P p e r s o n n e l ' F ^ e r m o r e , upon request we may provide cop 2 f C ™ t a t i 0 n t 0 t h e aforementioned parties. These partes may intend, or decide, to d«stribute the copies or information contained therein to others including other governmental agencies. ' nf 1 , J J p f r « U a C l ? 0 t K T e n t a I i 0 n !° r t h i s e n 9 a 9 e m e n t will be retained for a minimum of seven rel ase date or for addi onal rnnn-Jn?^8 t « P®** requested by me VerS,ght A g e n c y for A u d i t or ° P^s-through Entity. If we are aware f r f l l 31 a V r, a r d , " g a 9 * n c y > Pass-through entity, or auditee is contesting an S c L n t o L i ^ m * ° U i S t a f f , . i n . a c c o r d a n c e w i t h Parameters established by the Comptroller's Office. The preliminary phase will be conducted prior to the end of the fiscal year, generally in the latter part of June. The components of our fees for the next five years are detailed below: 2011 TOTAL ALL-INCLUSIVE MAXIMUM PRICE FOR AUDIT S 30.000 Village Justice Court Audit Fee Subtotal Less: Additional 1st Year Discount 2012 S 2013 31.000 $ 2014 32.000 $ 2015 33.000 $ 34,000 tSOO 1.600 1.650 1.70Q j.750 31.500 32,600 33,650 34.700 35.750 (1,900) TOTAL ALL-INCLUSIVE MAXIMUM PRICE FOR AUDIT AND JUSTICE COURT EXCLUSIVE OF SINGLE AUDIT 8 29 600 5 32.600 I 33,650 S 34.700 $ 35,750 Single Audit {if applicable) - OMB Circular A-133 Audit Fee (per program) 3 2.500 S 2.600 $ 2,700 $ 2,800 $ 2,300 ' In the event that the Village spends $500,000 or more in Federal Assistance a Sinale t f i t ^ S S S ? p u r s u a n t 1 0 0 M B A " m f 0 u r f e e s f o r ^ ! e s f o r t h ese services are due and payable under the payment schedule which ! ' T C e S ! ° r a d d i t i o n a l a m o u n t s ^at may be incurred for these and ottfer services will be rendered as such work progresses and are payable upon pmseStation 7 �Payments will be due Percentage Upon completion of our audit field work Upon submission of the final report and management letter 50% 25% 100% Our hourly rates for any additional services for the initial year of the engagement are detailed below. This rate will increase by 3 %% each year in the subsequent years. Standard Senior Partner Partner Senior Manager Managers Supervisor Senior Accountants Staff Assistants $ Rates 290 245 200-225 175 170 150 100-110 $ Quoted 250 225 190 150 145 130 90 The fee is based on anticipated cooperation from your personnel, audit condition of the books and records and the assumption that unexpected circumstances will not be encountered during the audit If significant additional time is necessary, we will discuss it with you and arrive at a new fee estimate before we incur the additional costs. As you may know, it is typical for us to assign staff and schedule their time for a client engagement well in advance of the actual performance of the services. This advanced scheduling allows us to ensure that staff is available to accommodate the technical requirements of the engagement; any preferences you may have as to the professionals assigned and that all your deadlines can be met. From time to time we may be required to cancel and/or reschedule the on-site services due to your inability to provide the documentation and schedules required prior to our beginning our work or a change in the availability of your staff or simply at your request. Without proper notification of such required rescheduling, it is typical for us to incur additional fees not originally planned with the scope of our engagement and within the related fees quoted in this letter. You may request that we perform additional services not addressed in this engagement letter. If this occurs, we will communicate with you regarding the scope of the additional services and the estimated fees. We also may issue a separate engagement letter covering the additional services. In the absence of any other written communication from us documenting such additional services, our services will continue to be governed by the terms of this engagement letter. We appreciate the opportunity to continue to be of sen/ice to the Village and believe this letter accurately summarizes the significant terms of our engagement. If you have any 8 �questions please let us know. If you agree with the terms of our engagement as described .n this letter, please sign the enclosed copy and return it to us The te?m of this agreement shall be for work for five (5) fiscal years commencing May 31 2011 and ending on May 31, 2015. Either party may cancel this agreement upon thirty (30) davs i n r t u r i ^ n 0 ^ 6 , ° t h f - T h e f 0 r 9 ° i n S n o t i C e * e r i ° d s h a » n o * affect or limit our aS s e n t e n c e o f t h e first O w l ^ ^ , P a r a 9 r a P h with the caption "Audit e v e n t of e x e r c , s e of this n nt ^ , '9W by the Village, it shall pay for any billed and unbilled fees for completed work as of the date of the cancellation /Ml rights and obhgat,ons set forth herein shall become the rights and obligations of any successor U m S & D bbinS of otherwise ° ' LLP merger, acquisition or We appreciate the opportunity to continue to be of service to the Village and believe this rtifnCcUra e,y S U , T a r i 2 e S the questions, please let us know. Si9nificant terms o f o u r engagement. If you have any If you agree with the terns of our engagement as h,S ett r p , e a s e si 0 1 5 e n c , o s e d C and return it to us I h T S t continue in effect until cancelled by either party. i ' f, ' 9" °PV wl Very truly yours, O'Connor Davies Munns & Dobbins, L L P ^Ui/Jjpvy / Susan M. Barossi, C P A Partner Response: May 3 ? X " ^ By: Title: Date: v m p c I ^ r ^ h p - r 1. T i n 9 °f ^ H0 "0W i n * d �Meeting date: Resolution: 09/11/2012 09/100-A/2012 Resolution of the Board of Trustees of the Village of Sleepy Hollow Accepting Engineering Proposal for the Route 9 Streetscape Project WHEREAS, Hahn Engineering submitted a proposal to complete the Route 9 Streetscape Project design and construction drawings (attached); and WHEREAS, the proposed cost for this work is $60,000; and WHEREAS, the Village Board has reviewed the proposal and has found it to be acceptable; NOW, THEREFORE, BE IT RESOLVED that the Board of Trustees accepts a proposal from Hahn Engineering to complete the Route 9 Streetscape Project design and construction drawings at a cost not to exceed $60,000 and authorizes the Mayor to take any and all such steps as are necessary to effectuate the intent of this resolution. Move: Trustee MacFarlane Second: Trustee Campbell Absent: Deputy Mayor Wompa and Trustee Stupel Vote: 4-0 �Putnam Business Park 1689 Route 22 Brewster, NY 10509 jhahn@hahn-eng.com Tel: 845-279-2220 Fax: 845-279-8909 September 25,2012 Mr. Anthony Giaccio Village Administrator Village of Sleepy Hollow Sleepy Hollow, NY 10591 Re: Broadway Sidewalk Improvements Project Village of Sleepy Hollow Dear Mr. Giaccio: Thank youforthis opportunity to submit our proposal of Engineering Services consisting of this letter and a six (6) page proposal to design a sidewalk along Route 9 at Wildey Street to Gordon Avenue m the Village of Sleepy Hollow for your review and approval. Hahn Engineering is pleased to have this opportunity to offer our engineering design and construction inspection expertise to the Village of Sleepy Hollow, New York. Hahn Engineering has completed numerous sidewalks and curbs replacement projects since 1980 located throulout Westchester and Putnam Counties. Our firm has demonstrated expertise in the realization and improvement of Westchester County communities for over thirty-two (32) years. Hahn Engineering is staffed with personnel with extensive experience in sidewalk and curbs design and state-of-the-art AutoCAD equipment to provide professionally designed projects Our office will stave to achieve all Village goals with practical and economical engineering solutions. opportunity for Hahn Engineering to provide engineering services for the Village of Sleepy Hollow. e n v i r o n m e n t a l S T U D I E S ASCE . a n d c i v i l R E P O R T S E N G I N E E R I N G . D E S I G N WEF �Mr. Anthony Giaccio Broadway Sidewalk Improvements Project Village of Sleepy Hollow September 25,2012 Page Two If you approve this proposal, please sign below and return to Hahn Engineering If you have any questions concerning the above, please do not hesitate to contact me at your earliest convenience. James J. Hahn, P.E. ACCEPTED & APPROVE BY: DATED: t , <> JH: y f Enclosure P:\VILLAGE OF SLEEPY HOLLOW\BROADWAY SIDEWALK-2012\PROPOSAL\A GIACCIO.DOC �GENERAL PROVISIONS DEFINITIONS Client Village of Sleepy Hollow Engineer Habn Engineering Project Broadway Sidewalk Improvements Project Village of Sleepy Hollow SECTION I - SERVICES OF THE ENGINEER The scope of engineering services will be to design a sidewalk along Route 9 at Wildey Street to Gordon Avenue on Conceptual Plan dated 9/21/10 and revised 1/21/11 as shown on Westchester County Department of Planning Division of Design in the Village of Sleepy Hollow, New York. Included will be the design of curbs and sidewalks for the installation of curbs, any required retaining walls and landscaping as required. Design Perform site visits as required to become familiar with the project site. Attend meetings as required. Prepare a conceptual sidewalk layout plan which will establish a recommended route for the pedestrian path location. Amend conceptual layout plans based on comments from meetings held with the public and Town Officials. Prepare preliminary construction plans pursuant to accepted conceptual plans. Upon approval of preliminary plans, prepare final construction drawings and specifications suitable for the Town of New Castle to publicly bid this project. Obtain New York State Department of Transportation (NYSDOT) permit for construction in the R.O.W. -1- �Assist in the bidding and selection of the lowest responsible bidder. Construction Administration Inspect the project for compliance with plans, specifications and any permits from the NYSDOT. • Review shop drawings as required. • Recommend approval of Contractor payment requisitions based on inspection ofthe project. • Approve any required Change Orders and related costs thereto. • Develop a final punch list for Contract completion. • Final close out of the Contract. SECTION II - ADDITIONAL SERVICES OF THE ENGINEER Any work not included in Section I of this Agreement will be paid for by CLIENT as indicated in Section IV or as negotiated at a later date. Some of these items could include, but are not limited to the following: 1. Services resulting from significant changes in general scope of the PROJECT or its design including, but not limited to, changes in size, complexity, or character of construction. 2. Revising previously accepted design drawings when revisions are due to causes beyond ENGINEER'S control. 3. Engineering reports, Environmental Impact studies or parts thereof, studies required by authorities having jurisdiction, and not deemed to be apart of this Contract, i.e., traffic studies, etc. SECTION III - PERIOD OF SERVICE The services called for in the design of this PROJECT will commence upon authorizationtoproceed from CLIENT. -2- �ENGINEER'S obligation to continue services herein will extend for a period which may reasonably be required for the design, any extra work that might be nccessary and required extensions thereto. If CLIENT has requested significant modifications or changes in the scope of the PROJECT, the time of performance of ENGINEER'S services shall be adjusted appropriately. SECTION IV - PAYMENT TO THE ENGINEER Design Fees Fees for the work described in Section I work will be $60,000.00. This work will be billed on a prorata ratio as the work progresses. Construction Administration A proposal for this work will be submitted after successful bidding of the work and prior to construction start-up. The ENGINEER shall submit monthly statements for Services rendered and for reimbursable expenses incurred. The CLIENT shall pay the ENGINEER for additional services rendered under Section II, if applicable, as follows: 1. Extra work required by the CLIENT will be negotiated and proposed fees will be approved by CLIENT prior to extra work commencing. Fees for this work will be included in monthly statements. 2. Additional services not negotiated but approved by the CLIENT as work required, payments will be made on the basis of salary schedule attached. Fees will be included in monthly statements. 3. All reimbursable expenses such as the reproduction costs of drawings, specifications and similar items a factor of 1.15. 4. The CLIENT shall pay all fees not generally considered to be engineering services. -3- �SECTION V - CLIENT'S RESPONSIBILITIES Assist ENGINEER by placing at his disposal all available information pertinent to the Project including previous reports and any other data relative to design or construction. Give prompt notice to ENGINEER whenever CLIENT observes or otherwise becomes aware of any development that affects the scope or timing of ENGINEER'S services. Furnish, or direct ENGINEER to provide, necessary Additional Services as stipulated in Section II of this Agreement or other services as required. The CLIENT is responsible for paying any and all fees and any other costs not deemed included in the Engineering fees as proposed herein. Provide for all surveys as required including topographical and property line work. Pay for all testing including equipment rentals and lab costs. SECTION VI - GENERAL CONSIDERATIONS Termination This Agreement may be terminated by either party upon seven (7) days written notice in the event of substantial failure by the other party to perform in accordance with the terms hereof through no fault of the terminating party. Estimates of Costs Since ENGINEER has no control over the cost of labor, materials or equipment, or over the Contractor's methods of determining prices, or over competitive bidding, his opinions of probable PROJECT cost are to be made on the basis of his experience and qualifications, and represent his best judgment as a design professional familiar with the construction industry, but ENGINEER cannot and does not guarantee that construction cost will not varyfromopinions of probable cost prepared by Mm. Reuse of Documents All documents including Drawings and Specifications prepared by ENGINEER pursuant to this Agreement are instruments of service in respect of the PROJECT. They are not intended or represented to be suitable for reuse by CLIENT or others on extensions of the PROJECT or on any other project -4- �Any reuse without written verification or adaptation by ENGINEER for the specific purposes intended will be at CLIENT'S sole risk and without liability or legal exposure to ENGINEER; and OWNER shall indemnify and hold harmless ENGINEER from all claims, damages, losses and expenses including attorney's fees arising out of or resulting there from. Any such verification or adaptation will entitle ENGINEER to further compensation of rates to be agreed upon by CLIENT and ENGINEER. Late Payment If CLIENT fails to make any payment due ENGINEER for services and expenses within sixty days after receipt of ENGINEER'S bill therefore, the amounts due ENGINEER shall include a charge at the rate of 1.5% per month from said sixtieth day. The CLIENT shall also pay for any legal fees the ENGINEER incurs in obtaining late or tardy payments. Successors and Assigns CLIENT and ENGINEER each binds himself and his partner, successors, executors, administrators, and assigns to the other party of the Agreement and to the partners, successors, executors, administrators and assigns of such other part, in respect to all covenants ofthe Agreement; except as noted above, neither CLIENT nor ENGINEER shall assign, sublet or transfer his interest in this Agreement without the written consent of the other. Nothing herein shall be construed as creating any personal liability on the part ofany officer or agent of any public body which may be a party hereto, nor shall it be construed as giving any rights or benefits hereunder to anyone other than the CLIENT and the ENGINEER. -5- �It is agreed and understood that Hahn Engineering upon receiving a signed copy of this Proposal, shall receive compensation for services as contained in the following schedule. Compensation for these services shall be based on an hourly wage multiplied by an overhead and profit factory (OH&P) listed in the following table. SALARY SCHEDULE Salary $/Hr. Principal $175.00 Project Manager $125.00 Chief Designer $115.00 Project Engineer $105.00 Engineer $100.00 Technical/Inspector $ 92.50 AutoCAD Operator $ 92.50 -6 �Meeting Date: Resolution #: 09/11/12 09/103/12 Resolution of the Board of Trustees of the Village of Sleepy Hollow To Adopt a Minority and Woman Owned Business Enterprises Equal Employment Opportunity Policy Statement WHEREAS, The Village of Sleepy Hollow will be soliciting bids for the Horseman Pier Study Project; and WHEREAS, To assure that the bid process is conducted fairly, The Village Board is desirous of adopting an equal employment opportunity policy statement; and, WHEREAS, The Village Board has reviewed the attached Minority and Woman Owned Business Enterprises Equal Employment Opportunity Policy Statement and has found it to be acceptable; NOW, THEREFORE, BE IT RESOLVED that the Sleepy Hollow Board of Trustees adopts the attached Minority and Woman Owned Business Enterprises Equal Employment Opportunity Policy Statement for the Horseman Pier Study Project and authorizes the Mayor to take any and all such steps as are necessary to effectuate the intent of this resolution. Moved: Trustee Campbell Seconded: Trustee Lobato-Church Absent: Deputy Mayor Wompa and Trustee Stupel Vote: 4-0 �Appendix C - Attachment 4 (10 pages total) FORMA MINORITY AND WOMEN-OWNED BUSINESS ENTERPRISES - E Q U A L EMPLOYMENT OPPORTUNITY POLICY STATEMENT M/WBE AND EEO POLICY STATEMENT ^ ^ W £ the (awardee/contractor) f o l l o w , n u c l i d e s w i t h M o e c t to the project being developed or services rendered at agree to adopt the This organization will and will cause its M/WBE (a) This organization will not discriminate EEO . .. contractors and subcontractors to take good against any employee or applicant for farth actions to achieve the M/WBE contract participations goals set by the State for that area in which the State-funded project is employment because of race, creed, color, national origin sex age, disability or marital status, will undertake or continue existinq located, by taking the following stepsprograms of affirmative action to ensure that minority group members are afforded equal employment opportunities without (1) Actively and affirmatively solicit bids for contracts and discrimination, and shall make and document its conscientious subcontracts from qualified State certified MBEs or WBEs and active efforts to employ and utilize minority group members including solicitations to M/WBE contractor associations and women in its work force on state contracts. (2) Request a list of State-certified M/WBEs from AGENCY (b)This organization shall state in all solicitation or advertisements and solicit bids from them directly. for employees that in the performance of the State contract all Ensure that plans, specifications, request for proposals (3) and other documents used to secure bids will be made qualified applicants will be afforded equal employment available in sufficient time for review by prospective opportunities without discrimination because of race creed color national origin, sex disability or marital status. M/WBEs. (c) At the request of the contracting agency, this organization (4) Where feasible, divide the work into smaller portions to enhanced participations by M/WBEs and encourage the shall request each employment agency, labor union or formation of joint venture and other partnerships among authorized representative will not discriminate on the basis of race, creed, color, national origin, sex, age, disability or marital M/WBE contractors to enhance their participation. (5) Document and maintain records of bid solicitation status and that such union or representative will affirmatively including those to M/WBEs and the results thereof' S S r 1 6 i n < h e i m p , e m e n t a t i o n o f t h i s organization's obligations Contractor will also maintain records of actions that its subcontractors have taken toward meeting M/WBE (d) Contractor shall comply with the provisions of the Human Rights Law, all other State and Federal statutory and contract participation goals. constitutional non-discrimination provisions. Contractor and (6) Ensure that progress payments to M/WBEs are made on a subcontractors shall not discriminate against any employee or timely basis so that undue financial hardship is avoided applicant for employment because of race, creed (religion) color and that bonding and other credit requirements are waived sex, national origin, sexual orientation, military status' age' ? L T r o p m t e a , t e r n a t 'ves developed to encourage disability, predisposing genetic characteristic, marital status or domestic violence victim status, and shall also follow the M/WBE participation. requirements of the Human Rights Law with regard to nondiscrimination on the basis of prior criminal conviction and prior arrest. (e) This organization will include the provisions of sections (a) through (d) of this agreement in every subcontract in such a manner that the requirements of the subdivisions will be binding upon each subcontractor as to work in connection with the State contract Agreed to Print: \£JW€% ( ? . \ki) Title: �Q o^c,c,xo (Name of Designated Liaison) responsible for administering the Minority Opportunity (M/WBE-EEO) program. is designated as the Minority Business Enterprise Liaison and Women-Owned Business Enterprises- Equal Employment M/WBE Contract Goals 20% Minority and Women's Business Enterprise Participation % Minority Business Enterprise Participation % Women's Business Enterprise Participation EEO Contract Goals % Minority Labor Force Participation % Female Labor Force Participation (Authorized-Representative) Date: \\ ^ - L - o V L . �Meeting date: Resolution: 09/11/2012 09/100-A/2012 Resolution of the Board of Trustees of the Village of Sleepy Hollow Authorizing Fire Department Open House Day Whereas, the Sleepy Hollow Fire Department is requesting permission for a street closing to hold their "Annual Open House Day" to kick off National Fire Prevention Week; and Whereas, the annual open house day will be held on Sunday, October 7, 2012; and Whereas, temporary closure of certain streets is necessary in order to safely facilitate the event, and for traffic control. Now, therefore, be it resolved, that the Board of Trustees of the Village of Sleepy Hollow hereby gives permission to close Beekman Avenue, from Lawrence Avenue to North Broadway, on Sunday, October 7, 2012 from 10:00 AM to 2:00 PM, and Be it further resolved that a copy of this resolution be forwarded to the Police and Fire Department. Moved: Trustee Lobato-Church Second: Trustee Campbell Vote: 4-0 �Fire Patrol Co. No. 1 Organized. 1876 William F. Ryan Chief Engineer Pocantico Hook & Ladder Co. No. Organized. 1878 Patrick S. Haggerty 1si- Assistant Chief Rescue Hose Co. No. 1 Organized. 1887 John E. Korzelius 2 Assistant Chief Union Hose Co. No. 2 Organized. 1887 Columbia Hose Co. No. 3 Organized. 1899 s t n d 1876 More than a Legend 28 Beekman Avenue Sleepy Hollow, New York 10591 Phone (914) 366-5119 • Fax (914) 332-1307 Email- sleepyhollowfire@villageofsleepyhollow.org September 4, 2012 Mayor Kenneth G. Wray Village of Sleepy Hollow 28 Beekman Avenue Sleepy Hollow, NY 10591 Dear Mayor Wray: The Fire Department would like to hold its 2 nd Annual Open House Day on Sunday October 7, 2012 from 10AM to 2PM to kick off Fire Prevention week. Demonstrations to include vehicle extrication, window bailout, burn barrel, hose lines and fire extinguishers. I am respectfully requesting Beekman Avenue to be closed between Lawrence Avenue and North Broadway throughout the event. If you have any questions or concerns please feel free to contact me at 914-522-7396. Respectfully, William F. Ryan Chief Engineer �Meeting date: 09/11/2012 Resolution: 09/100-A/2012 Resolution of the Board of Trustees Authorizing Block Party Be It Resolved the Board of Trustees hereby authorizes the Farrington Avenue block party on September 22, 2012 from 4:30 pm to 11:00 pm between Bellwood and Monroe Avenues; and Be It Further Resolved the Board of Trustees directs the Chief of Police to coordinate the public safety issues with the applicants for the block party. Moved: Trustee MacFarlane Seconded: Trustee Carr Absent: Deputy Mayor Wompa and Trustee Stupel Vote: 4-0 �154 Farrington Ave, Sleepy Hollow, NY 10591 914-631-1909 Village Clerk Village of Sleepy Hollow Beekman Ave. Sleepy Hollow, NY 10591 Septembers, 2012 Re: Request for block party To whom it may concern, Neighbors of Farrington Avenue between Bellwood and Munroe would like permission to close the street to car traffic for a block party on: Saturday evening, September 22 nd from 4:30pm until 11pm This would entail the town's delivery and pick-up of "horses'* to close each end of the street. Thank you for your consideration. Sincerely, Cynthia Ofer Farrington Ave, Neighbors' representative �Meeting date: 09/11/2012 Resolution: 09/100-A/2012 Resolution of the Board of Trustees of the Village of Sleepy Hollow Appointing a Member for Recreation Advisory Committee. The Board of Trustees hereby confirms the Mayor's appointment of Vishal Brown for a term of 4 years, said term to end on March 31, 2016. Moved: Trustee Campbell Seconded: Trustee MacFarlane Absent: Deputy Mayor Wompa and Trustee Stupel Vote: 4-0 �Meeting date: 09/11/2012 Resolution: 09/100-A/2012 Resolution of the Board of Trustees of the Village of Sleepy Hollow Accepting Resignation Whereas, Shelly Florence-Glover has tendered her resignation as Captain of the ambulance Corp effective 9/06/2012; Now, therefore be it resolved the Board of Trustees accepts the resignation of Shelly Florence-Glover, with many thanks and appreciation. Moved: Trustee Carr Second: Trustee MacFarlane Absent: Deputy Mayor Wompa and Trustee Stupel Vote: 4-0 ��Meeting date: 09/11/2012 Resolution: 09/100-A/2012 Resolution of the Board of Trustees of the Village of Sleepy Hollow Confirming the Actions of the Ambulance Corps Whereas, the Board of Trustees confirms the actions of the members of the Ambulance Corps Officers for the 2012-2013 term pursuant to the attached correspondence. Moved: Trustee Campbell Second: Trustee Lobato-Church Vote: 4-0 Absent: Trustee Stupel and Deputy Mayor Wompa �September 10, 2012 Mayor Kenneth Wray Village Of Sleepy Hollow 28 Beekman Avenue Sleepy Hollow, NY 10591 Dear Mayor Wray and Board of Trustees: On September 8, 2012, a special election was held at our Ambulance Corps headquarters to elect new officers of the Sleepy Hollow Ambulance Corps. The newly elected officers are as follows: Captain/Chief: Edgar J Brennen 111-914-263-6281 1st Lieutenant: Shelley Robinson 914-479-7537 (Cell) 914-631-7028 (Home) 2nd Lieutenant: Sun Pak - 914-844-7818 3rd Lieutenant: Ryan Murray 914-564-1606 Chief Driver: Manuel Cantillana - 347-203-1280 Secretary: Elena Brennen - 914-263-6280 Treasurer: Angela Martello - 914-262-1901 Thank you. Respectfully Submitted, Elena Brennen Secretary �Meeting date: Resolution: 09/11/2012 09/100-A/2012 Resolution of the Board of Trustees of the Village of Sleepy Hollow Confirming Mayor's Appointment Whereas, Christopher Scelza currently holds the position of Telephone Operator/Clerical Class code #0202-01, and Whereas, the Village Administrator has recommended a lateral transfer of Mr. Scelza to Civil Service Job Class Code #0023-03, Secretary to Administrator to assist with Administrative tasks for the Village Administrator. Now, therefore, be it resolved the Board of Trustees confirms the Mayor's appointment of Christopher Scelza to the position of Secretary to Administrator at an annual salary of $37, 128.00 is hereby approved effective September 12, 2012, subject to any merit increase pursuant to resolution 09/100/2012. Said appointment is subject to the approval of the Westchester County Department of Human Resources and a probationary period of twelve to fifty two weeks. Moved: Trustee Lobato-Church Seconded: Trustee Campbell Absent: Trustee Stupel and Deputy Mayor Wompa Vote: 4-0 � Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource Board of Trustees Meeting Minutes & Resolutions-2012 Text A resource consisting primarily of words for reading. Examples include books, letters, dissertations, poems, newspapers, articles, archives of mailing lists. Note that facsimiles or images of texts are still of the genre Text. Dublin Core The Dublin Core metadata element set is common to all Omeka records, including items, files, and collections. For more information see, http://dublincore.org/documents/dces/. Title A name given to the resource MINS_TRUST_2012-09-11_RES-100-110 Subject The topic of the resource Board of Trustees Minutes-2012 Date A point or period of time associated with an event in the lifecycle of the resource 2012 Rights Information about rights held in and over the resource Village of Sleepy Hollow All Rights Reserved. Type The nature or genre of the resource Text