https://sleepyhollow.localarchives.org/files/original/f8c244910fa791c72cf816eabddc22d7.pdf e691c707824042049b7daea2faa55d9d PDF Text Text 3 A regular meeting of the Board of Trustees of the Village of Sleepy Hollow was held on Tuesday, January 14, 2003 at 8 pm in Village Hall, 28 Beekman Avenue, Sleepy Hollow, New York. Present: Mayor Philip Zegarelli Mario DiFelice Richard Spota Donald Stever Richard Zieja James Hart Trustees Also Present: Dwight Douglas, Village Administrator Brian Murphy, Village Attorney Absent: Trustee Robert Higle Dwight Douglas, Village Administrator Mayor Zegarelli called the meeting to order with a prayer and pledge to the flag. Approval of Minutes Trustee Hart moved, seconded by Trustee Spota to approve the minutes of December 10,2002, motion carried unanimously. Trustee Zieja moved, seconded by Trustee Stever to approve the minutes of the Special Meeting of December 23,2002, motion carried unanimously. Mayor Zegarelli asked that a motion be made to adjust the agenda to vote on resolutions first; Trustee Hart moved, seconded by Trustee DiFelice and carried. Resolutions-Attached Approval of Warrants Trustee DiFelice moved, seconded by Trustee Spota to approve the warrant of January 14th and authorize the treasurer to pay the bills subject to review by the Village Treasurer and Mayor and the Mayor's signature, motion carried unanimously. Total of the General Fund is $543,988.09, total of the Water & Sewer fund is $22,721.10 and the Capital fund total is $144,756.83. Mayor's Announcements Mayor Zegarelli commented that we are in the process of acquiring the former Duracell property and will be meeting with residents living in the area close to the former Duracell property to get their input on what the village is proposing to do with this property. The meeting will be held at the Sokol Club at 6 pm on January 28th and asked that we also hold the regular board meeting at the Sokol Club; Trustee DiFelice so moved, seconded by Trustee Hart, motion carried. Mayor Zegarelli re-appointed Alphonse Naclerio as Acting Village Justice for the remainder of his term until April 2003 explaining he had been called to duty after 9/11 and is now back. �Public Comments Mario Belanich commented several firemen told him that they are very disappointed that the group that wants to keep the old Union Hose fire truck are not being allowed to do so. The Mayor explained why the village could not do this, citing certain issues such as insurance. Mr. Belanich had comments regarding Sleepy Hollow wanting Patriots Park stating we don't need more parks and commented that resolutions should not be passed at work sessions. The Mayor explained that there are certain items that need to be voted on during work sessions due to certain time frames. Trustee Reports Trustee DiFelice read the attached Public Works Report. Trustee Spota read a letter of resignation from Police Officer Kevin Donnelly who will be transferring to the White Plains Police Department. Trustee Spota moved to accept his resignation with regrets, seconded by Trustee Hart and carried. Trustee Spota reported that the Public Safety Committee will be meeting on January 27th at 7:30 pm in Village Hall. Trustee Hart had no report. Trustee Zieja read the Fire Wardens correspondence electing Paulo Texeira of Holland Avenue as a new member of Rescue Hose. Trustee Zieja moved, seconded by Trustee Spota confirming the actions of the Fire Wardens, motion carried. Trustee Zieja read the attached memo regarding the TCBL 8th grade Boys Team. Mayor's Report Mayor Zegarelli was in receipt of copy of a letter from Hugh Jones to Department of Transportation regarding the updating of signs. He received correspondence from Tim Judge regarding tax exemption. Mayor Zegarelli praised the Public Works Department for the great job they did during the snow storm on Christmas Day. He also mentioned that there was a water main break during the storm and the men took care of that also. He commented that he received so many calls and e-mails regarding the great work. A public hearing was held by the NYS Thruway Authority and Metro North at the Sleepy Hollow High School with regard to the Tappan Zee Bridge. The Mayor was in receipt of correspondence from Leonard Andrew regarding Sleepy Hollow Cemetery. There is a parcel of that is bounded by the brook and �3<r?> another strip that they are willing to cede over to the village as part of Douglas Park. (Discuss at work session) We are in receipt of correspondence from Westchester County Department of Human Resources regarding residency requirements for employees in the Court. We have officially stamped as- built plans to the IBM water connection. The Mayor received a letter of thanks from Open Door for our contributions. We have received a copy of a letter that the draft of the waterfront linkage study has been reviewed by the Department of State and is acceptable. Mayor Zegarelli commented that we will be having a series of public hearings open to the public regarding the development of the GM site. Old Business-None New Business-None Communications, Petitions & Requests Village Clerk read correspondence from George Tierney, T-4-2 Club, 42 Clinton Street, National Sokol, Inc., 155 Beekman Avenue and Embassy Bar, Inc., 134 Cortlandt Street informing the village of their intent to renew their liquor licenses. (Copies to Police Chief) Village Clerk read correspondence from State of New York Licensing Services informing the village that an On-Premise license application wasfiledwith the State Liquor Authority for C.N.A, of New York, Inc. located at 60 Clinton Street. (Copy to Police Chief. There being no further business, Trustee DiFelice moved, seconded by Trustee Spota to adjourn the meeting, carried. Respectfully submitted, Angela Everett Village Clerk 3 �3*7 Meeting Date; 01/14/03 Resolution # 01/06/03 Resolution of the Board of Trustees of the Village of Sleepy Hollow Accepting Draft Procurement Policy for Circulation Whereas, the Village Treasurer has prepared a draft procurement policy (attached hereto) to guide Village purchasing and procurement activity, and Whereas, this Board has reviewed said policy and now wishes to circulate it for input and commentfromthe heads of various village departments, Now, Therefore, Be It Resolved that, the Village Board herein accepts said procurement policy for circulation to Village Department Heads, and Be It Further Resolved, that the Village Board herein indicates its desire to take up this policy for further discussion at the Board'sfirstwork session in February. Moved: T r u s t e e Hart S e c o n d e d t r u s t e e D i F e l i c e V o t e : 6-0 �"5« i Procurement Policy WHEREAS, Section 104-b of the General Municipal Law requires the governing body of every municipality to adopt a procurement policy for all goods and services which are not required by law to be publicly bid, and WHEREAS, comments have been solicited from all officers in the Village of Sleepy Hollow involved in the procurement process, now, therefore, be it RESOLVED, that the Village of Sleepy Hollow does hereby adopt the following procurement policy which us intended to apply to all goods and services which are not required by law to be publicly bid. Procurement Policy for the Village of Sleepy Hollow 1. Every purchase to be made must be initially reviewed to determine whether it is a purchase contract or a public works contract. Once that determination is made, a good faith effort will be made to determine whether it is known or can reasonable be expected that the aggregate amount to be spent on the item of supply or service is not subject to competitive bidding, taking into account past purchases and the aggregate amount to be spent in a year. The following items are not subject to competitive bidding pursuant to Section 103 of the General Municipal Law: Purchase contracts under $10,000 and public works contracts under $20,000; emergency purchases; certain municipal hospital purchases; items purchased from agencies for the blind or severely handicapped; goods purchased from correctional institutions; purchases under State and county contracts; and surplus and secondhand purchases from other governmental entity. The individual making the purchase will document in writing that the purchase is not subject to competitive bidding. Such documentation may include written or verbal quotes from vendors, a memo form the purchaser indicating how the decision was made, a copy of the contract indicating the sources which makes the item or service exempt, a memo from the purchaser detailing the circumstances which let to an emergency purchase, or any other written documentation that is appropriate. 2. All goods and services will be secured by use of written requests for proposals, written quotations, verbal quotations, or any other method that assures that goods will be purchased at the lowest price and that favoritism will be avoided, except in the following circumstances: Purchase contracts over $10,000 and public works contracts over $20,000; goods purchased from agencies for the blind or severely handicapped pursuant to Section 175-b of the State Finance Law; goods purchased from correctional institutions pursuant to Section 186 of the Correction Law; purchases under State contract pursuant to Section 104 of the General Municipal Law; or purchases pursuant to subdivision 6 (six) of this policy. �3. The following method of purchase will be used when required by this policy in order to achieve the highest savings: Estimated amount of Purchase Contract Method (Purchase Orders Required for Purchases Over $1,000) $ 0 to$ 999 $1,000 to $2,999 $3,000 to $10,000 Over $ 10,000 Department Manager Discretion (2) Verbal Quotations (3) Written/FAX Quotations or Written Request for Proposals (RFP) Purchase Requires Bidding Estimated amount of Public Works Contract Method (Purchase Orders Required for Purchases Over $1,000) $0 to $ 999 $1,000 to $2,999 $3,000 to $4,999 $5,000 to $20,000 Over $20,000 Department Manager Discretion (2) Verbal Quotations (2) Written/FAX Quotations (3) or More written/FAX Quotations or Written Request for Proposals (RFP) Purchase Requires Bidding 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 will document the attempt made at obtaining the proposals. In no event shall failure to obtain the proposals be a bar to the procurement. 4. Documentation is required for each action taken in connection with all procurement. 5. Documentation and explanation are required whenever a contract is awarded to other than the lowest responsible offeror. This documentation will include an explanation of how the award will achieve savings or how the offeror was not responsible. A determination that the offeror is not responsible shall be made by the purchaser and may not be challenged under any circumstance. 6. Pursuant to General Municipal Law Section 104-b(2)(f), the procurement policy may contain circumstances when, or types of procurement for which, in the sole discretion of the governing body, the solicitation of alternative proposals or quotations will no be in the best interest of the municipality. In the following circumstances it may not be in the best interest of the Village of Sleepy Hollow to solicit quotations to document the basis for not accepting the lowest bid: �a. Professional services or services requiring special or technical skill, training or expertise. The individual or company must be chosen based on accountability, reliability, or responsibility, skill, education, training, judgment, integrity, and moral worth. These qualifications are not necessarily found in the individual or company that offers the lowest price and the nature of these services are such that they do not readily lend themselves to competitive procurement procedures. In determining whether a service fits into this category, the Village of Sleepy Hollow Board of Trustees shall take into consideration the following guidelines: a) whether the services are subject to State licensing or testing requirements; b) whether substantial formal education or training is a necessary prerequisite to the performance of the services; and c) whether the services require a personal relationship between the individuals and municipal officials. Profession or technical services shall include but not be limited to the following: services of a certified public accountant; investment management services; printing services involving extensive writing; editing or art work; management of municipality owned property; and computer software or programming services for customized programs, or services involved in substantial modification and customization of pre-packaged software. b. Emergency purchases pursuant to Section 103(4) of the General Municipal Law. Due to the nature of this exception, these goods and services must be purchased immediately and a delay in order to seek alternate proposals may threaten the life, health, safety and welfare of the residents. This section does not preclude alternate proposals if time permits. c. Purchases of surplus and second-hand goods from any source. If alternate proposals are required, the Village of Sleepy Hollow is precluded from purchasing surplus and second-hand goods at auctions or through specific advertised sources where the best prices are usually obtained. It is also difficult to try to compare process of used goods and a lower price may indicate an older product. d. Goods or services under $1,000. The time and documentation required to purchase through this policy may be more costly than the item itself and would therefore not be in the best interest of the taxpayer. In addition, it is not likely that such de minim contracts would be awarded based on favoritism. e. This policy shall go into effect annually. and will be reviewed �•3 S3 DEC.20.2002 12:50PM Meeting D a t e : KEANE & BEANE NO.199 01/14/03 P.2/2 R e s o l u t i o n #: 01/0^Z/03 i RESOLUTION WHEREAS, in conjunction with certain approvals granted by the Village Board of Trustees and the Planning Board in regard to the County House Road subdivision certain easement agreements and declarations and offers are required to be executed by the applicant and the Village and filed in the Division of Land Records of the Westchester County Clerks Office as a condition of approval; and WHEREAS, such documents have beenreceivedby the Village and have been reviewed by the Village's special counsel and planning consultant and said documents have been found to be acceptable; WHEREAS, the final subdivision plat for County House Road LLC eleven lot subdivision was filed in the Division of Land Records of the Westchester County Clerk's Office on October 9,2002 as Map No. 27043, NOW, THEREFORE, it is resolved that the Mayor of the Village of Sleepy Hollow is authorized to execute an agreement with respect to the Dedication of Open Space and a Utility and Drainage Easement Agreement with County House Road LLC and; it is further i RESOLVED, that the aforementioned Utility and Drainage Easement Agreement and Agreement with respect to Dedication of Open Space as well as an irrevocable Offer of Cession in regard to a proposed road to be constructed on the County House Road LLC property are to be recorded in the Division of Land Records of the Westchester County Clerk's Office. Moved: Trustee Stever SEconded: Trustee Zieja Vote: 6-1 i 147C/02/1S1416VI 1I/20/M I W �Meeting Date: January 14,2003 Resolution #: 01/8/03 Resolved: That, Voting machines be used in the forthcoming Village Election on March 18, 2003. Moved: Trustee PiFelice Seconded:Trustee Spota Vote: 6-0 Resolution #: 01/09/03 I Resolved: That the Village Clerk be directed to pay to each polling district location the sum of $100.00. Moved: Trustee Spota Seconded : Trustee Hart Vote: 6-0 Resolution#: 01/10/03 Resolved: That, the Village Clerk be authorized to publish and post the proper Election Day notices and also purchase the necessary supplies. Moved :Trustee Hart Seconded: Trustee Zieia Vote: 6-0 Resolution #: 01/11/03 Resolved: That, Inspectors of Election for the Village of Sleepy Hollow be appointed to serve on Election Day, March 18, 2003 in accordance with Section 15-116 (1) of the Election Law. Inspectors will be paid $130.00 for the day and J the Chairperson of each district will be paid $140.00 for the day. Moved: Trustee Zieia Seconded: Trustee Stever Vote: 6-0 �3& i Meeting Date: 01/14/03 REsolution #: 01/12/03 Resolution of the Board of Trustees of the Village of Sleepy Hollow Authorizing Contract with Munis for Accounting software Whereas, the Village Treasurer has reviewed current software needs within the department and recommended (see attached) that two system applications be acquired now, and Whereas, the cost of purchasing Munis software for the Water fund application is $30,000 and the cost for Payroll/Personnel Application is $35,000, and Whereas, these upgrades will produce identified cost savings to the ongoing administration of both functions, and Whereas, funds to undertake these upgrades exist in the Water Fund ($41,550) and General Fund ($23,450), Now, Therefore, Be It Resolved that, the Village Board herein authorizes the Mayor to execute an agreement with Munis of 370 U.S. Route One, Falmouth, Maine 04105, for the purchase and support of this software and to take any other steps necessary to effectuate the intent of this resolution. Moved: Trustee Hart Seconded: Trustee Zieja Vote: 6-0 �^>rfe Meeting Date: 01/14/03 Resolution #: 01/13/03 Resolution of the Board of Trustees of the Village of Sleepy Hollow Authorizing Execution of Contract with Ad-Tech Enterprises, LTD of 3860 Boston Road, Bronx, New York 10475 For the Fremont Pond Sedimentation Control Project Whereas, bids from qualified contractors were solicited to undertake drainage improvements as part of the overall Fremont Pond dredging project andfourbids were received by the deadline date, and Whereas, the bid proposals were duly opened and the low bidder, Ad-Tech Enterprises, LTD of 3860 Boston Road, Bronx, New York 10475 was identified as the tow bidder and determined to have submitted a responsive bid proposal, complying with all terms and requirements of the bid documents, and Whereas, said low bid of One Hundred and seven thousand and two hundred and fifteen dollars ($107,215) was reviewed against the project's estimated cost and determined to be reasonable, Now, Therefore, Be It Resolved that, the Village Board herein accepts the bid proposal of Ad-Tech Enterprises for the Fremont Pond Sedimentation Control project at a total price of $107,215 to be funded with Village capital funds to match DEC grant funds received for another portion of the overall project, and Be It Further Resolved, that the Village Board herein authorizes the Mayor to execute a contract for said work, and to take other such steps as are necessary to effectuate the intent of this resolution. Moved: Trustee Spota Seconded: T trustee Hart Vote: 6-0 �3S"? i Meeting Datoi 01/14/03 R e s o l u t i o n #: 0 1 / 1 4 / 0 3 Resolution of the Board of Trustees of the Village of Sleepy Hollow Authorizing Execution of Contract with JJC Construction Corp of 66 MacGregor Drive, Mahopac, New York 10541 For the Platform Tennis Construction Project Whereas, bids from qualified contractors were solicited to undertake construction^ platform tennis courts and two bids were received by the deadline date of December 16th, 2002, and Whereas, the bid proposals were duly opened and one bid submission, by JJC ^ Construction Corporation of 66 MacGregor Drive, Mahopac, New York was deemed a responsive bid proposal, complying with all terms and requirements of the bid documents, and Whereas, said bid for two courts with piers totaling One Hundred and nineteen thousand and four hundred dollars ($119,400) was reviewed against the project's estimated cost and determined to be reasonable, Now, Therefore, Be It Resolved that, the Village Board herein accepts the bid proposal of JJC Construction Corp. for the Platform Tennis Construction project at a total price of $119,400 to be funded with Village capital funds, and I Be It Further Resolved, that the Village Board herein authorizes the Mayor to execute a contract for said work, and to take other such steps as are necessary to effectuate the intent of this resolution. Moved: Trustee Spbta Seconded:. Trustee Stever Vote: 6-0 i �I Meeting Date: 01/14/03 Resolution #: 01/15/03 Be it Resolved that the Board of Trustees does hereby ratify the Mayor's appointment of Jose Quinoy, 44 Depeyster Street, Sleepy Hollow, New York to the position of Police Detective, effective December 30,2002 at an annual salary of $69,276.00. Mr. Quinoy has been notified that there are no contractual problems. I Moved: Trustee DiFelice Seconded: Trustee Spota Vote:6-0 �*>*7 i Meeting Date: 01/14/03 Resolution #: 01/16/03 BE IT RESOLVED, that after review of the MEU Step 2 grievance dated November 25,2002, the Board of Trustees of the Village of Sleep Hollow does hereby ratify the Mayor's issuance of the Step 2 denial letter dated January 10,2003. Moved: Trustee Stever Seconded: Trustee DiFelice Vote: 6-0 I Meeting Date: 1/14/03 Resolution #: 01/16A/03 RESOLVED, that the Mayor is authorized to sign, on behalf of the Village of Sleepy Hollow, the Transfer and Conveyance Agreement in the form tendered to the Village on January 9,2003 by counsel for the Gillette Company, subject to minor alterations resulting from final review by counsel, and to return the signed Agreement to Gillette's attorney as soon as Exhibits B and C are affixed thereto, said signature to be affixed and said Agreement returned to Gillette before January 31, 2003. Moved: Trustee Stever; Seconded: Trustee Zieja; Vote: 6-0 �PUBLIC WORKS REPORT JANUARY 14,2003 PLEASE NOTE!!!!! MONDAY, JANUARY 20 T H VILLAGE OFFICES WILL BE CLOSED IN OBSERVANCE OF MARTIN LUTHfcR KING. MONDAY'S GARBAGE WILL BE PICKED UP ON TUESDAY, TUESDAY'S GARBAGE WILL BE PICKED U£ ON WEDNESDAY ALONG WITH RECYCLING. THE REST OF THE WEEK REMAINS THE SAME. CHRISTMAS TREES PLACED AT THE CURB WILL BE PICKED UP EVERY DAY FOR THE NEXT COUPLE OF WEEKS. CHRISTMAS DECORATIONS ARE IN THE PROCESS OF BEING REMOVED. PATCHING POT HOLES THROUGHOUT THE VILLAGE. REPAIRED WATER MAIN BREAK ON FREMONT CIRCLE DURING RECENT SNOWSTORM. WE ARE IN THE PROCESS OF REVIEWING NEW STREET SIGN DESIGNS. STREET LITE REPAIRS ARE ONGOING. TREE REMOVAL/PRUNING WILL START AGAIN THIS WEEK, WEATHER PERMITTING. �Memo to Joe Arduino and Robin Pell on TCBL 8* Grade Boys Team VIA FAX 631-5880 631-2733 •^J-i41 January 14,2003 "" ~"\ \ » v ^ ; H**'*1^ The Tarrytown/Sleepy Hollow Tri-County Basketball League 8th Grade Boy's Team (Horsemen) resumed play on Friday, January 10th following a 20 day break. Facing the top rated Lincoln Hall, Greg Fitzgerald scored 22 points in a losing effort. The weekend witnessed our participation in the HoopFest Tournament at Lincoln Hall. Drawing last year's TCBL champion Westchester Hawks on Saturday and a very experienced Don Bosco Team on Sunday, our local heroes suffered two losses in valiant efforts against far more experienced teams. The experience was priceless as the Horsemen faced very stiff competition in a playoff type atmosphere. Our 8th Grade Horsemen resume regularly scheduled TCBL games this Friday, January 17* against Mt. Vernon with a home game at Washington Irving School at 7:15 pm. � 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-2003 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_2003-01-14 Subject The topic of the resource Board of Trustees Minutes-2003 Date A point or period of time associated with an event in the lifecycle of the resource 2003 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