Legislative Meeting

AGENDA VILLAGE OF OSSINING BOARD OF TRUSTEES REGULAR MEETING IN PERSON AT Birdsall-Fagan Police Court Facility 86-88 Spring Street Ossining, NY 10562 and VIA ZOOM Members of the public can view the meeting via computer or mobile app: https://us06web.zoom.us/j/87556650879 Members of the public can listen to the meeting by dialing in via phone: +1 929 205 6099 Webinar ID: 875 5665 0879 **Please note that by dialing in, your phone number will be visible to the host, participants, and attendees of the meeting.** Wednesday, May 7, 2025 7:30 PM MAYOR Rika Levin BOARD OF TRUSTEES Robert M. Fritsche Omar Lopez Dana White Patrick Yost I. CALL TO ORDER – PLEDGE OF ALLEGIANCE – ROLL CALL II. PUBLIC HEARING IN THE MATTER OF: A. Approval of Cable Television Franchise Renewal Agreement between the Village of Ossining and Verizon New York, Inc. Village of Ossining NY Franchise Renewal(3044906.1) B. Proposed Local Law -2025 titled “A Local Law amending chapter 62 (Affordable Housing) of the Village of Ossining Code.” LL-2025 (Chapter 62) (April 2025) III. MAYOR’S AND TRUSTEES’ ANNOUNCEMENTS IV. ADMINISTRATIVE REPORTS A. Village Manager Karen D'Attore B. Corporation Counsel Stuart Kahan C. Police Chief Aaron Zimmerman V. ORGANIZATION ANNOUNCEMENTS Announcements shall be event related only, shall be no longer than two (2) minutes in length. VI. PUBLIC COMMENT ON AGENDA ITEMS Visitors shall be accorded one (1) four (4) minute opportunity to address the Board on any of the resolutions on the agenda. VII. VISITOR RECOGNITION Visitors shall be accorded one (1) three-minute opportunity to address the Board on issues not relating to the Agenda, but of relevance to the common good of the Village. VIII. VILLAGE BOARD RESOLUTIONS A. Approval of Minutes - April 17. 2025 Legislative Meeting May 7, 2025 Page 1 of 8  RESOLVED, that the Board of Trustees of the Village of Ossining hereby approves the Minutes of the April 17, 2025 Regular Meeting as presented. Legislative Meeting - Apr 17 2025 - Minutes - Pdf Legislative Meeting - Apr 17 2025 - Minutes - Html B. Approval of Voucher Detail - May 07, 2025 RESOLVED, that the Board of Trustees of the Village of Ossining hereby approves the Voucher Detail Report dated May 07, 2025 in the amount of $564,579.76. Detail Regular ABS050725 C. Approval of IBWTP Voucher Detail - May 07, 2025 RESOLVED, that the Board of Trustees of the Village of Ossining hereby approves the IBWTP Voucher Detail Report dated May 07, 2025 in the amount of $ 1,504,266.02. Detail IBWTP ABSIBWTP050725 D. Call for Public Hearing-Approval of Administrative Plan for the Housing Choice Voucher Program (Section 8) RESOLVED, that the Board of Trustees of the Village of Ossining hereby calls for a Public Hearing to take place at 7:30 pm on June 4, 2025 at the Birdsall Fagan Police- Court Facility, 86-88 Spring Street, Ossining, New York regarding the updated Administrative Plan for the Housing Choice Voucher Program (Section 8); and be it further RESOLVED, that a copy of the updated Administrative Plan is available for public review on the village’s website or by visiting the Housing Choice Voucher- Section 8 office at 16 Croton Avenue (Rear); and be it further RESOLVED, that members of the public are invited to attend the public hearing in- person at the above-referenced location; and be it further RESOLVED, that those members of the public requiring a reasonable accommodation to participate in the public hearing due to that person’s disability, shall notify the Corporation Counsel no later than seven (7) days before the public hearing (kahan@villageofossiningny.gov) to afford the village sufficient time to provide the reasonable accommodation; and be it further RESOLVED, that for those members of the public who want to attend/participate in the public hearing remotely, access will be available via the Zoom platform; and be it further RESOLVED, that comments regarding the proposed local law will be accepted by the Board of Trustees and the Section 8 office at BOT@villageofossiningny.gov and Section8@villageofossiningny.gov. Please click on this URL to join: https://us06web.zoom.us/j/87556650879 Via Phone: +19292056099 Webinar ID: 875 5665 0879 E. DPW - Award of Bid – Joseph G. Caputo Center HVAC and Dehumidification Upgrades RESOLVED, that, subject to review by Corporation Counsel, the Board of Trustees of the Village of Ossining hereby awards the bid for Contract No. DPW-25-02, Joseph G. Caputo Center HVAC and Dehumidification Upgrades, to Carey & Walsh, Inc., 529 North State Road, Briarcliff Manor, NY 10510 for the bid amount of $1,417,000.00 as the lowest bid received from a responsive and responsible bidder. F. DPW - Award of Bid – Joseph G. Caputo Center Roof Replacement RESOLVED, that, subject to review by Corporation Counsel, the Board of Trustees of the Village of Ossining hereby awards the bid for Contract No. DPW-25-03, Joseph G. Caputo Center Roof Replacement, to C.C. Roofing Co., Inc., 2006 Albany Post Road, Croton-on-Hudson, NY 10520 for the bid amount of $558,300.00 as the lowest bid received from a responsive and responsible bidder. Legislative Meeting May 7, 2025 Page 2 of 8  G. DPW - Award of Bid – Birdsall-Fagan Police Court Facility Roof Replacement RESOLVED, that, subject to review by Corporation Counsel, the Board of Trustees of the Village of Ossining hereby awards the bid for Contract No. DPW-25-04, Birdsall Fagan Police-Court Facility Roof Replacement, to DiPaterio Contracting, Inc., 17 Rick Lane, Cortlandt Manor, NY 10567 for the bid amount of $218,000.00 as the lowest bid received from a responsive and responsible bidder. H. Appointment to Community Development Advisory Group RESOLVED, the Board of Trustees appoints Brian Granoff as the village’s representative to the Community Development Advisory Group (CDAG) for a term of at least one year; and be it further RESOLVED, that the Board of Trustees gratefully acknowledges the service of Katherine Quizhpi who served as the village’s CDAG representative for the past few years. I. Revised Records Access Policy WHEREAS, pursuant to section 87(1)(a) of the Public Officers Law, “the governing body of each public corporation shall promulgate uniform rules and regulations for all agencies in such public corporation pursuant to such general rules and regulations as may be promulgated by the committee on open government in conformity with the provisions of this article, pertaining to the administration of this article”; and WHEREAS, in September 2020 the Board of Trustees adopted the village’s Records Access Policy; and WHEREAS, Public Officers Law section 87 recently was amended adding a new subsection 6 (“All agencies subject to the requirements of this article shall develop a policy regarding providing notification to public employees in the event that the agency is responding to a request for such employee’s disciplinary records”); now therefore be it RESOLVED, that the Village’s Records Access Policy is amended adding a new section 5(f) providing, “If an employee’s disciplinary records are requested as part of a FOIL request, the Village’s FOIL Officer will notify the subject employee within a reasonable amount of time of the request and prior to producing that employee’s disciplinary records in response to the request”; and be it further RESOLVED that the revised Records Access Policy shall be posted at village-owned buildings. RECORDS ACCESS POLICY PUBLIC ACCESS TO RECORDS OF THE VILLAGE OF OSSINING Section 1. Purpose and scope Section 2. Designation of records access officer Section 3. Location Section 4. Hours for public inspection Section 5. Requests for public access to records Section 6. Subject matter list Section 7. Denial of access to records Section 8. Fees Section 9. Public notice Section 10. Severability Section 1 Purpose and scope: (a) The people’s right to know the process of government decision-making and the documents and statistics leading to determinations is basic to our society. Access to such information should not be thwarted by shrouding it with the cloak of secrecy of confidentiality. (b) These regulations provide information concerning the procedures by which records may be obtained. (c) Personnel shall furnish to the public the information and records required by the Freedom of Information Law, as well as records otherwise available by law. Legislative Meeting May 7, 2025 Page 3 of 8  (d) Any conflicts among laws governing public access to records shall be construed in favor of the widest possible availability of public records. Section 2 Designation of records access officer: (a) The Village of Ossining Board of Trustees is responsible for insuring compliance with the regulations herein, and designates the following person(s) as records access officer(s): Village Clerk 16 Croton Avenue, 1st Floor Ossining, New York 10562 sdonnelly@townofossining.com (b) The records access officer is responsible for insuring appropriate agency response to public requests for access to records. The designation of a records access officer shall not be construed to prohibit officials who have in the past been authorized to make records or information available to the public from continuing to do so. The records access officer shall insure that agency personnel: (1) Maintain an up-to-date subject matter list. (2) Assist persons seeking records via telephone to identify the records sought, if necessary, and when appropriate, indicate the manner in which the records are filed, retrieved or generated to assist persons in reasonably describing records. (3) Contact persons seeking records when a request is voluminous or when locating the records involves substantial effort, so that personnel may ascertain the nature of records of primary interest and attempt to reasonably reduce the volume of records requested. (4) Upon locating the records, take one of the following actions: (i) Make records available for inspection; or, (ii) Deny access to the records in whole or in part and explain in writing the reasons therefor. (5) Upon request for copies of records: (i) Make a copy available upon payment or offer to pay established fees, if any, in accordance with Section 8; or, (ii) Permit the requester to copy those records. (6) Upon request, certify that a record is a true copy ; and (7) Upon failure to locate records, certify that; (i) Village of Ossiningis not the custodian for such records, or (ii) The records of which Village of Ossining is a custodian cannot be found after diligent search. Section 3 Location: Records shall be available for public inspection and copying at: Village Clerk 16 Croton Avenue, 1st Floor Ossining, New York 10562 For Building and Planning Department Records John-Paul Rodrigues Ossining Operations Center 101 Route 9A Ossining, New York 10562 Section 4 Hours for public inspection: Requests for public access to records shall be accepted and records produced during all hours regularly open for business. These hours are: Village Clerk- 8:30 am-4:30 pm Building and Planning Departments 9:00 am-3:30 pm Section 5 Requests for public access to records: (a) A request for records should be submitted electronically at Legislative Meeting May 7, 2025 Page 4 of 8  village.foil@villageofossining.org. The FOIL Submission Form can be accessed from the Village of Ossining website at www.villageofossining.org. (b) If records are maintained on the internet, the requester shall be informed that the records are accessible via the internet and in printed form either on paper or other information storage medium. (c) A response shall be given within five business days of receipt of a request by: (1) informing a person requesting records that the request or portion of the request does not reasonably describe the records sought, including direction, to the extent possible, that would enable that person to request records reasonably described; (2) granting or denying access to records in whole or in part; (3) acknowledging the receipt of a request in writing, including an approximate date when the request will be granted or denied in whole or in part, which shall be reasonable under the circumstances of the request and shall not be more than twenty business days after the date of the acknowledgment, or if it is known that circumstances prevent disclosure within twenty business days from the date of such acknowledgment, providing a statement in writing indicating the reason for inability to grant the request within that time and a date certain, within a reasonable period under the circumstances of the request, when the request will be granted in whole or in part; or (4) if the receipt of request was acknowledged in writing and included an approximate date when the request would be granted in whole or in part within twenty business days of such acknowledgment, but circumstances prevent disclosure within that time, providing a statement in writing within twenty business days of such acknowledgment specifying the reason for the inability to do so and a date certain, within a reasonable period under the circumstances of the request, when the request will be granted in whole or in part. (d) In determining a reasonable time for granting or denying a request under the circumstances of a request, personnel shall consider the volume of a request, the ease or difficulty in locating, retrieving or generating records, the complexity of the request, the need to review records to determine the extent to which they must be disclosed, the number of requests received by the agency, and similar factors that bear on the ability to grant access to records promptly and within a reasonable time. (e) A failure to comply with the time limitations described herein shall constitute a denial of a request that may be appealed. Such failure shall include situations in which an officer or employee: (1) fails to grant access to the records sought, deny access in writing or acknowledge the receipt of a request within five business days of the receipt of a request; (2) acknowledges the receipt of a request within five business days but fails to furnish an approximate date when the request will be granted or denied in whole or in part; (3) furnishes an acknowledgment of the receipt of a request within five business days with an approximate date for granting or denying access in whole or in part that is unreasonable under the circumstances of the request; (4) fails to respond to a request within a reasonable time after the approximate date given or within twenty business days after the date of the acknowledgment of the receipt of a request; (5) determines to grant a request in whole or in part within twenty business days of the acknowledgment of the receipt of a request, but fails to do so, unless the agency provides the reason for its inability to do so in writing and a date certain within which the request will be granted in whole or in part; (6) does not grant a request in whole or in part within twenty business days of the acknowledgment of the receipt of a request and fails to provide the reason in writing explaining the inability to do so and a date certain by which the request will be granted in whole or in part; or (7) responds to a request, stating that more than twenty business days is needed to grant or deny the request in whole or in part and provides a date certain within which that will be accomplished, but such date is unreasonable under the circumstances of the request. (f) If an employee’s disciplinary records are requested as part of a FOIL request, the Village’s FOIL Officer will notify the subject employee within a reasonable amount of time of the request after receiving the request and prior to producing that employee’s disciplinary records in response to the request. Legislative Meeting May 7, 2025 Page 5 of 8  Section 6 Subject matter list: (a) The records access officer shall maintain a reasonably detailed current list by subject matter of all records in its possession, whether or not records are available pursuant to subdivision two of section eighty-seven of the Public Officers Law. (b) The subject matter list shall be sufficiently detailed to permit identification of the category of the record sought. (c) The subject matter list shall be updated annually. The most recent update shall appear on the first page of the subject matter list. Section 7 Denial of access to records: (a) Denial of access to records shall be in writing stating the reason therefor and advising the requester of the right to appeal to the individual or body designated to determine appeals, and that person or body shall be identified by name, title, business address and business phone number. (b) If requested records are not provided promptly, as required in Section 5 of these regulations, such failure shall also be deemed a denial of access. (c) The following person or persons or body shall determine appeals regarding denial of access to records under the Freedom of Information Law: Village of Ossining Corporation Counsel 16 Croton Avenue, 2nd Floor Ossining, New York 10562 914-941-3554 ext. 101 (d) Any person denied access to records may appeal within thirty days of a denial. (e) The time for deciding an appeal by the individual or body designated to determine appeals shall commence upon receipt of a written appeal identifying: (1) the date and location of requests for records; (2) a description, to the extent possible, of the records that were denied; and (3) the name and return address of the person denied access. (f) A failure to determine an appeal within ten business days of its receipt by granting access to the records sought or fully explaining the reasons for further denial in writing shall constitute a denial of the appeal. (g) The person or body designated to determine appeals shall transmit to the Committee on Open Government copies of all appeals upon receipt of appeals. Such copies shall be addressed to: Committee on Open Government Department of State One Commerce Plaza 99 Washington Avenue, Suite 650 Albany, NY 12231 (h) The person or body designated to determine appeals shall inform the appellant and the Committee on Open Government of its determination in writing within ten business days of receipt of an appeal. The determination shall be transmitted to the Committee on Open Government in the same manner as set forth subdivision (f) of this section. (i) A final denial of access to a requested record, as provided for in subdivision (g) of this section, shall be subject to court review, as provided for in article 78 of the Civil Practice Law and Rules. Section 8 Fees: (a) There shall be no fee charged for: (1) inspection of records; (2) search for, administrative costs of, or employee time to prepare photocopies of records; (3) review of the content of requested records to determine the extent to which reco0rds must be disclosed or may be withheld; or (4) any certification pursuant to this part. (b) Copies may be provided without charging a fee. (c) Fees for photocopies of records may be charged, provided that: (1) the fee for copying records shall not exceed 25 cents per page for photocopies not exceeding 9 by 14 inches; Legislative Meeting May 7, 2025 Page 6 of 8  (2) the fee for photocopies of records in excess of 9 x 14 inches shall not exceed the actual cost of reproduction; or (3) an agency has the authority to redact portions of a paper record and does so prior to disclosure of the record by making a photocopy from which the proper redactions are made. (d) The fee an agency may charge for a copy of any other record is based on the actual cost of reproduction and may include only the following: (1) an amount equal to the hourly salary attributed to the lowest paid employee who has the necessary skill required to prepare a copy of the requested record, but only when more than two hours of the employee’s time is necessary to do so; and (2) the actual cost of the storage devices or media provided to the person making the request in complying with such request; or (3) the actual cost to the agency of engaging an outside professional service to prepare a copy of a record, but only when an agency’s information technology equipment is inadequate to prepare a copy, and if such service is used to prepare the copy. (e) When an agency has the ability to retrieve or extract a record or data maintained in a computer storage system with reasonable effort, or when doing so requires less employee time than engaging in manual retrieval or redactions from non-electronic records, the agency shall be required to retrieve or extract such record or data electronically. In such case, the agency may charge a fee in accordance with paragraph (d)(1) and (2) above. (f) The records access officer shall inform a person requesting a record of the estimated cost of preparing a copy of the record if more than two hours of an agency employee’s time is needed, or if it is necessary to retain an outside professional service to prepare a copy of the record. (g) An agency may require that the fee for copying or reproducing a record be paid in advance of the preparation of such copy. (h) An agency may waive a fee in whole or in part when making copies of records available. Section 9 Public notice: A notice containing the title or name and business address of the records access officer and appeals person and the location where records shall be made available for inspection and copying shall be posted in a conspicuous location wherever records are kept and/or published in a local newspaper of general circulation. Section 10 Severability: If any provision of these regulations or the application thereof to any person or circumstances is adjudged invalid by a court of competent jurisdiction, such judgment shall not affect or impair the validity of the other provisions of these regulations or the application thereof to other persons and circumstances. J. Referral of Honorary Street Naming Request to Village Historian WHEREAS, a request was received on April 15, 2025 from Doug Turshen, President, The Jug Tavern of Sparta, Inc. seeking the honorary street naming of the corner of Revolutionary Road and Rockledge Avenue in honor of Captain Lewis Brady; and WHEREAS, pursuant to the Village of Ossining Honorary Street Naming Policy, where the request meets basic criteria including: a) the proposed honorary street name; b) contributions to the Village of Ossining by the proposed honoree; c) the length of time the proposed honoree resided or continues to reside in the village; d) the name of the existing street to have the honorary street name; e) whether the street already has an honorary street name; f) a map identifying the location of the street to receive the honorary street name; and g) the proposed honoree’s connection to the street where the honorary street naming is sought; and WHEREAS, this request meets the basic criteria for honorary street naming; now therefore be it Legislative Meeting May 7, 2025 Page 7 of 8  RESOLVED that the request for an honorary street naming for Captain Lewis Brady is referred to the Village Historian in accord with the Village of Ossining Honorary Street Naming Policy and that the Village Historian shall present her report to the Board of Trustees within forty-five (45) days of this referral. Street Naming. K. Fire Department – Appointment – Independent Hose. Co. No. 6 RESOLVED, that upon the recommendation of the Fire Chief, the following members, Ossining, NY, were elected as active firefighters of Independent Hose. Co. No. 6.  Pablo Fabian Guaman  Khaleel Cadet  Brayden Hill  Marvin Salazar Brayden hill Khaleel Cadet Marvin Salazar Pablo Guaman L. Fire Department – Appointment – Ossining Fire Police & Emergency Squad RESOLVED, that upon the recommendation of the Fire Chief, Jephie Perez, Ossining, NY, was elected as active firefighter member of Ossining Fire Police & Emergency Squad. Jephie Perez M. Fire Department Transfer – Ossining Hose Co. #1 RESOLVED, that upon the recommendation of the Fire Chief, James Nevins, Ossining, NY transferred his membership from Holla Hose Co. #5 to Ossining Hose Co. #1. James Nevins N. Fire Department –Removal from Active Rolls – Holla Hose Company #5. RESOLVED that the Board of Trustees of the Village of Ossining hereby removes the following members from the active rolls of the Ossining Fire Department – Holla Hose Company #5.  Angel Perez  Jason Rios Angel Perez and Jason Rios O. Fire Department –Removal from Active Rolls – Ossining Hose Company #1. RESOLVED that the Board of Trustees of the Village of Ossining hereby removes Sol Cruz from the active rolls of the Ossining Fire Department – Ossining Hose Company #1. Sol Cruz P. DPW - Authorization to Advertise for Bids - Services for 7/3/2025-7/2/2027 RESOLVED, that subject to review by Corporation Counsel, the Village Clerk is authorized to advertise for bids for the following biennial Materials, Supplies and Services contracts for the period 7/3/2025-7/2/2027, such bids to be returnable to the Village Clerk: Services Elevator Repair and Maintenance Garage Door Repair and Maintenance Lead Water Service Line Replacement IX. CONTINUING BUSINESS OF THE BOARD X. NEW BUSINESS OF THE BOARD XI. ADJOURNMENT Legislative Meeting May 7, 2025 Page 8 of 8