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HomeMy WebLinkAbout2015-04-28 - Board of Trustees Meeting Documents VILLAGE OF RYE BROOK BOARD OF TRUSTEES MEETINGS VILLAGE HALL, 938 KING STREET TUESDAY,APRIL 28, 2015 7:00 P.M. —EXECUTIVE SESSION: 7:30 P.M. —REGULAR MEETING: PLEDGE OF ALLEGIANCE: REPORT/PRESENTATIONS: Sustainable Westchester Presentation AFFORDABLE HOUSING: PUBLIC HEARINGS: RESOLUTIONS: 1) Considering adoption of the Village of Rye Brook 2015-2016 Annual Budget 2) Considering awarding the bid for the purchase of Police Vehicles 3) Considering a snow and ice agreement extension with New York State Department of Transportation for the 2015-2016 snow and ice season 4) Considering an appointment to the Recreation Council 5) Considering the temporary closure of the cul-de-sac on Wyman Street on May 3, 2015 6) Considering setting a public hearing regarding the rezoning of property located at 80 Bowman Ave for May 28, 2015 7) Considering an amendment to the Surplus Equipment Bid awarded on January 13, 2015 8) Considering an amendment to the Village's Credit Card Policy 9) Considering the approval of Minutes from March 24, 2015 ADMINISTRATOR'S REPORT OLD BUSINESS NEW BUSINESS DISCUSSION ITEMS ACTION ON NON-AGENDA MATTERS SUBJECT TO THE CONSENT OF THE TRUSTEES PRESENT AT THE MEETING THE NEXT SPECIAL AND REGULAR TRUSTEES MEETINGS May 12 and May 26, 2015 April 28,2015 R- 2 RESOLUTION CONSIDERING AWARDING THE BID FOR CONTRACT#15-06 2015 FORD UTILITY POLICE INTERCEPTORS AWD WHEREAS, the Village of Rve Brook has solicited bids for Contract#15-06, 2015 (or newer)Ford Utility Police Interceptors AWD;and, WHEREAS, the bid for Contract#15-06 was advertised in the lFestmore Neave as the Official Newspaper of the Village of Rye Brook on March 13,2015,and was also made available on the Empire State Purchasing Group bid system;and WHEREAS, at 10 am on Wednesday,April. 1, 2015 the Village Administrator opened five(5) sealed bids as summarized below: Contractor Base Bid Alternate A Alternate B Alternate C General Sales Admin/ t/a Major Police Supply $ - $ 15,015.00 $ 19,029.00 $ - Beyer Ford $ 28,902.00 $ 15,192.00 $ 18,660.00 $ - Citp World Ford $ 30,294.00 $ 15,483.00 $ 19,698.00 $ - Carbone Auto Group $ 27,854.00 $ 16,415.14 $ 19,718.80 $ 16,415.14 Vance County Ford $ 27,920.00 $ 15,297.00 $ 18,917.00 $ - AND WHEREAS,the Village has two police vehicles included in the 2014-15 Adopted Budget and would like to outfit one vehicle with the items in Alternate A and the other with the items in Alternate B, and also plans to purchase additional police vehicles in fiscal year 2015-16;and WHEREAS,the bid specifications and requirements provide that a contractor's bid pricing must remain valid for one year following the date of die award;and WHEREAS,the bid specifications and requirements provide that the contracts awarded shall be available to other municipalities or government agencies for purchasing through Piggybacking in accordance with General Municipal Law 103 (16) and that the contractor must honor the pricing listed to any municipality or government agency allowed by law to Piggyback. NOW,THEREFORE BE IT RESOLVED that following review of the bids by the Village Administrator and Village Fngincer,the Village Board of Trustees hereby determines that the lowest responsible bidders meeting all the requirements of the bid document are the following contractors: Base Bid: Carbone Auto Group: $27,854.00 Alternate A: General Sales Administration,Inc. t/a Major Police Supply: $15,015.00 Alternate B: Beyer Ford: $18,660.00 Alternate C: Carbone Auto Group: $16,415.14 AND BE IT FURTHER RESOLVED, that that the Village of Rye Brook Board of Trustees hereby awards the Base Bid for Contract #15-06 to Carbone Auto Sales in the amount of$27,854.00 per vehicle;and BE IT FURTHER RESOLVED,that that the Village of Rye Brook Board of Trustees hereby awards Alternate A for Contract #15-06 to General Sales Administration,Inc. t/a Major Police Supply in the amount of$15,015.00 per vehicle; and BE IT FURTHER RESOLVED,that that the Village of Rye Brook Board of Trustees hereby awards Alternate B for Contract#15-06 to Beyer Ford in the amount of$18,660.00 per vehicle. April 28, 2015 —R--3— RESOLUTION CONSIDERING A SNOW AND ICE AGREEMENT WITH THE NEW YORK STATE DEPARTMENT OF TRANSPORTATION FOR THE 2015/2016 SNOW SEASON RESOLVED, that the Village of Rye Brook is authorized to enter into extensions of the indexed lump sum municipal snow and ice agreement (#D010779) with the State of New York, Department of Transportation until June 30, 2016 under which the Village of Rye Brook will receive an estimated payment of$16,934 for the 2015/16 snow season for snow and ice control on King Street and Westchester Avenue; and be it further RESOLVED, that the Mayor is authorized to execute and deliver all documents necessary or appropriate to accomplish the purpose of this Resolution. NEW YORK STATE DEPARTMENT OF TRANSPORTATION RESIDENCY 8-9 1 Dana Road Valhalla, NY 10595 Phone: 914 592 6557/Fax: 914 592 4956 William Gorton,P.E. Joan McDonald Regional Director Commissioner March 19, 2015 Mr. Michal J. Nowak Village Engineer Dept. of Public Works Village of Rye Brook 938 King Street Rye Brook,NY 10573 Re: Snow and Ice Agreement Extension 2015/16 Snow & Ice Season Dear Mr. Nowak: Enclosed are the following forms, which need to be filled out and signed by the appropriate representatives. Please return all original copies to my Office at the above address for processing: 1. Agreement to Extend Indexed Lump Sum Municipal Snow and Ice Agreement for the 2015/16 Snow Season (Please fill out both sides and sign as required)— 4 copies 2. Maps with color-coded mileage responsibility(Please sign all Map tags) --- 6 copies 3. Appendix A— 1 copy In addition to the above, six original copies of completed resolutions for the Snow Season (certified and signed) with a raised seal from the Municipality's governing body authorizing a Municipal Official to enter into the above extended agreement must be returned to this Office. If you have any question, please feel free to contact me. Truly yours, /yanajasingham, P.E. Acting Resident Engineer Contract# Municlpallty Ext.season Region# D010779 Village of Rye Brook/S.Westchester County 2015/16 8 AGREEMENT TO EXTEND INDEXED LUMP SUM MUNICIPAL SNOW AND ICE AGREEMENT This Agreement made this day of by and between THE PEOPLE OF THE STATE OF NEW YORK(hereinafter referred to as"STATE"),acting by and through the Commissioner of Transportation of the State of New York (hereinafter referred to as "COMMISSIONER") ,and the of the Village of Rye Brook of S. Westchester County(hereinafter referred to as "MUNICIPALITY") as follows: WHEREAS, the COMMISSIONER and the MUNICIPALITY have entered into an Agreement No. D010779 entitled "Indexed Lump Sum Snow and Ice Agreement between the New York State Department of Transportation and the Municipality of Village of Rye Brook dated December 2, 1997 ;and WHEREAS, the term of the said Agreement is for a period of three years commencing July 1,1996 and the said Agreement provides that the parties may at the end of each year of the term of the Agreement extend such term for an additional year; and WHEREAS. the present term of the Agreement, as extended, expires June 30, 2015; and WHEREAS, Section 7 of the said Agreement provides that the COMMISSIONER shall furnish the MUNICIPALITY with a suitable map for each term of the Agreement,or for any extended term thereof, modified to show the changes,if any,to the State Highways affected by this Agreement. WHEREAS, Section 9 of the said Agreement provides for an annual update of the estimated expenditure to be determined by the COMMISSIONER subject to the provisions of Section 9 at the time for extension of the Agreement; WHEREAS,Section 9 of the said Agreement also provides for an adjustment to the actual payment amount based on the intensity and severity of the winter season; NOW, THEREFORE, in consideration of the mutual covenants and benefits between the parties, WITNESSETH: 1. The aforementioned"Indexed Lump Sum Snow and Ice Agreement Between New York State Department of Transportation and the MUNICIPALITY"is hereby extended for a period of one year;now to expire on June 30,2016,unless further extended. 2. The State Highways or parts thereof affected by this Agreement are as delineated on the attached map, agreed upon by the COMMISSIONER and the MUNICIPALITY, which shall be effective for the remainder of the term of the Agreement commencing July 1, 2015, unless changed by future agreement between the COMMISSIONER and the MUNICIPALITY. 3. All the terms and conditions of the original contract remain in effect except as follows. The indexed lump sum estimated expenditure specified in Section 9 of the aforementioned Agreement shall be$ $1,512.00 per lane mile for 11.20 lane miles for a total of$ $16,934.40 for the 2013/14 season and for the remainder of the term of the Agreement commencing July 1, 2013, unless changed by future update. IN WITNESS WHEREOF,This Agreement has been executed by the State,acting by and through the duly authorized representative of the COMMISSIONER,and the MUNICIPALITY,which has caused this Agreement to be executed by its duly authorized officer on the date and year first above written. over : Agency Certification Contract No. D010779 "In addition to the acceptance of this.contract, I also certify that original copies of this signature page will be attached to all other exact copies of this contract." THE PEOPLE OF THE STATE OF NEW YORK MUNICIPALITY BY BY_____ for Commissioner of Transportation ATTORNEY GENERAL'S SIGNATURE COMPTROLLER'S SIGNATURE Dated Dated STATE OF NEW YORK ) SS: COUNTY OF S. Westchester County ) On the day of in the year before me personally came to me known who,being by me duly sworn,did depose and say that he resides in _ , New York; that he is the _--Of--- _the municipality described in and which executed the above instrument;that he executed said instrument by order of the Governing Body of said municipality pursuant to a resolution which was duly adopted on ; a certified copy of such resolution attached hereto and made a part hereof. Notary Public April 28, 2015 R-5 RESOLUTION CONSIDERING THE TEMPORARY CLOSURE OF WYMAN STREET WHEREAS,Anthony and Giselle Cotter of 5 Wyman Street have requested the use of the Wyman Street cul-de-sac on May 3, 2015 between the hours of 1:00 PM and 7:00 PM for the purpose of a children's birthday party;and WHEREAS,Anthony and Giselle Cotter will work with the Rye Brook Police Department to coordinate the street closure with proper barricades and safety precautions;and NOW,THEREFORE BE IT RESOLVED, that the Rye Brook Board of Trustees authorizes Anthony and Giselle Cotter to use the Wyman Street cul-de-sac on May 3,2015;and be it FURTHER RESOLVED,that this approval is subject to Anthony and Giselle Cotter following the coordination and direction of the Rye Brook Police Department at all times to minimize any traffic control and safety problems that may arise. RESOLUTION TO SET A PUBLIC HEARING ON AN APPLICATION FOR A ZONE CHANGE IN CONNECTION WITH AN APPLICATION FOR A LOT MERGER AND SITE PLAN APPROVAL TO CONSTRUCT A MIXED-USE BUILDING AT 80 BOWMAN AVENUE WHEREAS, an application has been submitted by Frank and Virginia Madonna, for Bowridge Realty, LLC, for approval of a lot merger and site plan approval to construct a three-story, mixed-use building, consisting of ground-floor retail space, residential apartments and associated parking, on property located at the southeast corner of the intersection of Bowman Avenue and Barber Place in the FAH District. Said premises being further identified as Section 141.27, Block 1, Lots 26, 31, and 32 on the Town of Rye Tax Assessor's Map; and WHEREAS, the Application includes a request to revert the zoning designation for the subject property from the FAH to the C-1 District; and WHEREAS, the Application is an Unlisted Action pursuant to the State Environmental Quality Review Act (SEQRA); and WHEREAS, the Planning Board, upon issuance of a Notice of Intent to Declare Lead Agency and expiration of the required thirty day period, declared itself Lead Agency, by resolution adopted February 5, 2015, for purposes of a coordinated review pursuant to SEQRA; and WHEREAS, the Board of Trustees is the approval authority on the zone change component of the Application; and WHEREAS, on November 10, 2014, the Board of Trustees referred the request for zone change to the Rye Brook Planning Board for report and recommendation thereon, and such report and recommendation was adopted by the Planning Board and referred to the Board of Trustees on April 9, 2015. NOW THEREFORE, BE IT RESOLVED, that the Village of Rye Brook Planning Board shall hold a Public Hearing on May 26, 2015 at 7:30 p.m., at Village Hall, 938 King Street, Rye Brook, New York to consider the application for approval; and BE IT FURTHER RESOLVED, that the Applicant is directed to comply with Section 250-40 of the Village Code regarding notification. April 9, 2015 _APPROVED 5-0_ RESOLUTION AUTHORIZING SUBMISSION OF A REPORT AND RECOMMENDATION TO THE BOARD OF TRUSTEES ON AN APPLICATION SEEKING REZONING OF PROPERTY LOCATED AT 80 BOWMAN AVENUE IN CONNECTION WITH A PENDING APPLICATION FOR LOT MERGER AND SITE PLAN APPROVAL TO CONSTRUCT A MIXED USE MULTI-FAMILY/RETAIL BUILDING BE IT RESOLVED, that the Rye Brook Planning Board hereby adopts the attached Report and Recommendation to the Rye Brook Board of Trustees on an application by Bowridge Realty, LLC to rezone property located at 80 Bowman Avenue from FAH to C-1 in connection with a pending application to the Rye Brook Planning Board for approval of a lot merger and site plan to construct a mixed use multi- family/retail building. On motion by Ms. Schoen, seconded by Mr. Goodman, Mr. Michael Nowak, Superintendent of Public Works, called the roll: APPROVING THE REFERRAL RESOLUTION: Ayes: GOODMAN, GRZAN, SCHOEN, TARTAGLIA, ZUCKERMAN Nays: Abstain: Excused: ACCURSO, LAUFER REPORT AND RECOMMENDATION FROM THE RYE BROOK PLANNING BOARD TO THE RYE BROOK BOARD OF TRUSTEES ON AN APPLICATION SEEKING REZONING OF PROPERTY LOCATED AT 80 BOWMAN AVENUE IN CONNECTION WITH A PENDING APPLICATION FOR LOT MERGER AND SITE PLAN APPROVAL TO CONSTRUCT A MIXED USE MULTI- FAMILY/RETAIL BUILDING I. APPLICATION OVERVIEW The Rye Brook Board of Trustees (the "BOT") is currently considering an application by Bowridge Realty, LLC seeking rezoning of property located at 80 Bowman Avenue (the "Property") from FAH to C-1 in connection with Bowridge Realty's pending application to the Rye Brook Planning Board for lot merger and site plan approval to construct a new, mixed use multi-family and retail building with associated parking. On November 10, 2014, the BOT referred the application to the Village of Rye Brook Planning Board for consideration and for a report and recommendation thereon pursuant to Section 209-3 of the Village Code. II. BACKGROUND On November 27, 2012, the BOT granted an application by Bowridge Commons, LLC seeking to rezone the Property from C-1 to FAH in connection with Bowridge Common's plan to construct a new affordable housing development on the site. Pursuant to Section 250-26.1(E)(5) of the Village Code, the rezoning is due to expire automatically on November 27, 2015, and revert back to C-1, unless construction of the project is commenced by that date. After obtaining rezoning of the Property in November, 2012, Bowridge Commons was unable to obtain the necessary funding for the affordable housing development and was forced to abandon that project. As a result the Property remained undeveloped. In or about August 2014, Bowridge Realty, LLC submitted the instant application seeking to development the Property as a mixed use multi-family and retail building. Because the new proposal will not function as affordable housing, the Property must be reverted back to the original C-1 District. Accordingly, Bowridge Realty has submitted an application to the BOT requesting that the zoning be changed back to C-1 prior to November 27, 2015. III. DISCUSSION The Planning Board discussed the rezoning component of Bowridge Realty's project at its meeting on April 9, 2015, during which Village consultants and staff also provided input. IV. CONCLUSIONS Based on the foregoing, the Planning Board finds that Bowridge Realty's request to rezone the Property back to C-1 prior to November 27, 2015 is appropriate. Bowridge Common's earlier plan to develop the Property as an affordable housing development has been abandoned and will not go forward. Consequently, the FAH zoning designation will inevitably revert back to C-1 on November 27, 2015 pursuant to Section 250- 26.1(E)(5) of the Village Code. -3- Bowridge Realty's new plan to develop the Property as a mixed use, residential and retail building will put the Property to beneficial use and will advance objectives set forth in the Village's recently adopted Comprehensive Plan. In contrast, leaving the Property zoned FAH will serve no purpose and will only delay the Property's development. Therefore, the BOT should affirmatively rezone the property back to C-1 so development of the Property can proceed. V. RECOMMENDATIONS Based on discussions at its April 9th, 2015 meeting, the Planning Board hereby recommends to the BOT that it approve Bowridge Realty's application seeking re-zoning of the Property from FAH back to the C-1 District. Dated: Rye Brook, New York April 9, 2015 On motion by Ms. Schoen, seconded by Mr. Goodman, Mr. Michael Nowak, Superintendent of Public Works, called the roll: APPROVED AT THE APRIL 9, 2015 MEETING OF THE RYE BROOK PLANNING BOARD BY A VOTE OF 5- to -0 ACCEPTING THE REPORT AND RECOMMENDATION: Ayes: GOODMAN, GRZAN, SCHOEN, TARTAGLIA, ZUCKERMAN Nays: Abstain: Excused: ACCURSO, LAUFER -4- April 28,2015 R- 7 RESOLUTION CONSIDERING AN AMENDMENT TO THE SURPLUS EQUIPMENT BID AWARDED ON JANUARY 13,2015 WHEREAS,On January 13, 2015 the Village Board awarded bids to various vendors for surplus equipment totaling $48,891 utilizing the Municibid program; and, WHEREAS,the 2009 Crown Victoria was awarded to Kimberley Keen of 12 Two Penny Run,Pilesgrove,NJ in the amount at$3,433;and WHEREAS,the Village has made numerous,failed attempts to reach the Kimberley Keen and as such,it has been requested that the Village Board award the bid to the next highest bidder;and WHEREAS,the next highest bidder is Jack Boisvert of DEP Auto Sales, 172 Hamburg Turnpike,Bloomingdale,NJ in the amount of$3,333 NOW,THEREFORE BE IT RESOLVED,that the January 13,2015 bid award for the 2009 white Crown Victoria is hereby amended and the vehicle is awarded to Jack Boisvert in the amount of$3,333. Michal Nowak From: Heather Fink <heather@municibid.com> Sent: Wednesday, March 04, 2015 4:17 PM To: Michal Nowak Subject: Re: Need some Assistance Hi Michal, I reached out to Kim on Friday but still have not heard a response. We have restricted her account from future use. I apologize for the headache this has caused. Let me know if you would like me to reach out to the second highest bidder or if you would like to re-list the item. If you have any questions, let me know. Thanks! Heather Heather Fink Online Services Manager I Municibid 800.531.6074 x705 Facebook I twitter I Linkedln I Blog On Fri, Feb 27, 2015 at 2:13 PM, Michal Nowak<MNowakgryebrook.org>wrote: Heather, I cannot contact Kimberley Keen, did you guys get payment from her?? I cannot get through on the number and have sent numerous emails 2009 Ford Crown Victoria Police Interceptor(4032153) Thanks .MicPd J. Nowt& Superintendent of Public Works 1 Village Engineer ISA Arborist Village of Rye Brook 938 King Street Rye Brook,NY 10573 P: 914-939-0753 x 2965 F: 914-939-5801 "J ub&Wo ab —J he heatt6eat of thb `UiPPac " z Michal Nowak From: Heather Fink <heather@municibid.com> Sent: Friday, February 27, 2015 3:23 PM To: Michal Nowak Subject: Re: Need some Assistance Hi Michal, Sorry to hear you're having trouble contacting Kimberly. We will attempt to reach out to her and remind her that not paying or picking up items is a violation of our terms and conditions, which will result in forfeiture of buyers fees, expulsion from using Municibid in the future, and possible legal action. This usually puts a fire under them to finish the sale. I will copy you on the email. Let me know if you need anything in the meantime. Thanks! Heather Heather Fink Online Services Manager I Municibid 800.531.6074 x705 Facebook I twitter I Linkedln I Blog On Fri, Feb 27, 2015 at 2:13 PM, Michal Nowak<MNowakgryebrook.org>wrote: Heather, I cannot contact Kimberley Keen, did you guys get payment from her?? I cannot get through on the number and have sent numerous emails 2009 Ford Crown Victoria Police Interceptor(4032153) Thanks .tic d J. Nowt& Superintendent of Public Works 1 Village Engineer ISA Arborist Village of Rye Brook 938 King Street Rye Brook,NY 10573 P: 914-939-0753 x 2965 F: 914-939-5801 "J ub&Wo ab —J he heatt6eat of thb `UiPPac " z Michal Nowak From: DEP Auto Sales <depautonj@yahoo.com> Sent: Friday, April 10, 2015 4:37 PM To: Michal Nowak Subject: Re: RE:Vehicle purchase I am interested will call your office monday Sent from Yahoo Mail on Android From:"Michal Nowak" <MNowak(a)ryebrook.org Date:Fri, Apr 10, 2015 at 4:11 PM Subject:RE: Vehicle purchase Jack, Please give me a call. I need to discuss with you the possibility of you getting another car we have. The highest bidder has not taken the vehicle and may be a absentee bidder. So I want to know if you are still interested. You were high bidder at 3333. Let me know Michal J. Nowak Superintendent of Public Works Village Engineer ISA Arborist Village of Rye Brook 938 King Street Rye Brook,NY 10573 P: 914-939-0753 x 2965 F: 914-939-5801 "Public Works—The heartbeat of this Village" 1 From: DEP Auto Salcs [mailto:depautonjgyahoo.com] Sent: Tuesday, January 06,2015 1:05 PM To: Michal Nowak Subject: Vehicle purchase To whom it may concern: We are DEP Fleet Services a division of DEP Auto Sales a New Jersey Licensed reseller, located at 172 hamburg Tpk Bloomingdale NJ 07430. We have been in business 30 plus years and have bought and sold police vehicles for as many years. We resale law enforcement vehicles to law enforcement, security, taxi and civilians. We are aware of the importance of not letting emergency equipment fall into the wrong hands and verify all information and permits required before reselling this equipment. most recently we sold a 2008 Dodge Charger to a county officer, Mr Balcik 201-640-7113. We also use a U.S. Dept. of the Treasury Office of Foreign Assets Control program that allows us to verify that purchasers are not on terrorist watch list. In addition all cars with Emergency equipment are taken directly at intake to have all writing and emblems removed and all lights and sirens are disabled until vehicle is sold or removed as sale constitutes. If you have questions feel free to contact 2 April 28,2015 R- 8 RESOLUTION CONSIDERING AN AMENDMENT TO THE VILLAGE'S CREDIT CARD POLICY WHEREAS,the Village Administrator has recommended certain amendments to the Village's credit card policy in order to both meet the needs of the Village and protect the Village's finances; NOW,THEREFORE BE IT RESOLVED,that the Village Board hereby approves the proposed changes to the Village's Credit Card Policy and authorizes the Village Administrator to implement those changes as appropriate. VILLAGE OF RYE BROOK CREDIT CARD POLICY A Village credit card for use by department heads will be kept by the Treasurer's Office for limited use for Village purposes. Department heads needing to use the credit card for Village purposes must request it from the Deputy Treasurer or Treasurer. The card must be signed out and returned to the Deputy Treasurer or Treasurer within one business day, or as otherwise authorized by this policy. The employee must state, in writing, what the credit card is being used for, the name of the vendor and an estimated amount of the purchase. The limit for each employee is $1,500 per use or purchase. Receipts of credit card sales must be given to the Deputy Treasurer or Treasurer when the card is returned. Employees will be held personally liable for reimbursement of any charges appearing on the credit card statement which do not have an original charge receipt and which have not complied with this policy. AUTHORIZED USE AND EMPLOYEE RESPONSIBILITIES • The following employees are authorized to use a Village credit card: Village Administrator Assistant Village Administrator Assistant to the Village Administrator Deputy Clerk/Seniors Coordinator Treasurer Deputy Treasurer Communications Services Coordinator Building Inspector Supt. of Public Works/Engineering General Foreman Supt. of Parks and Recreation Police Chief Police Lieutenant • Employees using the credit card must follow the Village's Procurement Policy and must follow all budgetary guidelines so that sufficient funds are available for any purchase. • Lost or stolen credit cards must be reported to the Treasurer's Office immediately. • The credit card can be used for the purchase of goods, software and other materials that require prepayment through the Internet. • The credit card can be used for airfare and hotel room payments for out-of-town conferences authorized by the Village Administrator or Police Chief. • While attending an out-of-town conference, the only authorized use of the card is to pay the balance of the hotel room charge. No meal,program fees, supplies, textbooks or other charges shall be paid using the credit card while attending the conference unless it is included in the hotel rate for the conference or event. • Vendors must be notified that the credit card transaction is exempt from New York State sales tax. Adopted by Village Board Resolution on January 28, 2014 The credit card must be returned within one business day of signing out the credit card or the first day back to work when returning from an out-of-town conference. INELIGIBLE USES OF THE CREDIT CARD • Personal expenses • Meal expenses with the exception of the Deputy Clerk/Seniors Coordinator who may use the Credit Card for senior program-related meals at off-site locations. • Gratuities • Gasoline for personal vehicles • Cash advances • Alcoholic beverages • Vendors for which the Village already has credit cards or accounts with and listed in Appendix A of this Credit Card Policy • Vendors who accept purchase orders TREASURER'S OFFICE RESPONSIBILITIES • Maintaining a record of issuance and retrieval of the credit card in accordance with the requirements of this Credit Card Policy, including written record of the date and time the credit card was issued, purpose for use of credit card, name of vendor, and estimated purchase amount. Such record shall be signed by the employee. • Overseeing compliance with the Credit Card Policy. • Accounting and payment of expenses. All documentation must accompany invoices before payment is made. • The balance, including interest due on an extension of credit under the credit card arrangement, shall be paid within 30 days of the initial statement date. Employees who have inappropriately used the credit card will be required to reimburse the Village for all costs associated with such improper use. Violations of the Credit Card Policy will result in no further use of the credit card and possible further action, including possible disciplinary action, subject to the terms of any applicable collective bargaining agreement. Adopted by Village Board Resolution on January 28, 2014 VILLAGE OF RYE BROOK CREDIT CARHOLDER AGREEMENT Requirements for use of the Village of Rye Brook's credit card: • The credit card is to be used only to make purchases at the request of, and for the legitimate business benefit of the Village of Rye Brook in accordance with the Village's Procurement Policy and budgetary guidelines. • The credit card must be used in accordance with the provisions of the Credit Card Policy established by the Village of Rye Brook, as attached hereto. Employees will be held personally liable for any inappropriate uses of the credit card. Violations of the Credit Card Policy will result in no further use of the credit card and possible further action, including possible disciplinary action, subject to the terms of any applicable collective bargaining agreement. Credit Card Account Number: Received by: Name (Please Print) I acknowledge receipt of the attached Credit Card Policy and agree to abide by said policy. Signature: Date: Adopted by Village Board Resolution on January 28, 2014 Appendix A AAA Emergency Supply Co., Inc. Amazon Anaconda Sports, Inc. Argento & Sons, Inc. Ben Romeo Co., Inc. Carquest Auto Parts Costco County Coach Corp. Dell Feinsod Floral Fashions Gabrielli Truck Sales Ltd. Galls Goodyear Tire &Rubber Company Grainger, Inc. Greenwich Blueprint LLC Home Depot Marciano's Mendel's Truck& Auto Parts Oriental Trading Company, Inc. Rye Ford-Subaru S & S Worldwide Shemin's Smith Party Rentals, LLC Staples Trius Inc. W. B. Mason Wallauer's Adopted by Village Board Resolution on January 28, 2014 April 28, 2015 R-9 RESOLUTION CONSIDERING THE APPROVAL OF MINUTES: MARCH 24, 2015 NOW, THEREFORE BE IT RESOLVED, that the Village of Rye Brook Board of Trustees hereby certifies the approval of the minutes for the meeting held on March 24, 2015.