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MARI(P. PATTISON
DEPUTY COMPTROLLER
DI\,TSION OF LOCAL GO\ERNMENT SER\4CES
AND ECONOMIC DEVELOPMENT
Tel: (518)474-4037 Fax: (518)486-6479
4t7t2006
Village Clerk
Village of Cayuga Heights
836 Hanshaw Rd
Caytga Heights NY 14850
Dear Village Clerk:
The Office of the State Comptroller frequently contacts local governments to cany out transactions
between our organizations. The Division of Local Govemment Services and Economic Development has
the responsibility to rnaintain local government contact information on behalf of our agency.
It is important that we have complete and current contact information to ensure that our communications
are delivered to the proper official on a timely basis. Therefore, we are asking you to confirm the
information we currently have on file, provide us with necessary corrections and provide supplemental
information.
The attached roster forms present the information currently on file for the Village of Cayuga Heights. We
have provided a blank roster form to collect information for personnel not currently listed on the roster.
We have also attached an instruction/directions sheet to assist you with completing the Village roster.
In particular, we are requesting fax numbers and e-mail addresses, in addition to the traditional mailing
and telephone information, to expand the options for communicating with you. We are also asking you to
confirm that we have properly identified officials in key roles for your Village.
To help us focus on revisions that need to be made, please note all corrections and updates directly on the
enclosed forms. Please retum the corrected rosters and part 1 of the certification page by 61612006.If no
updates are required, fill out part 2 on the certification page and return only that page.
A self-addressed envelope has been enclosed for your convenience in responding to this request. As an
altemative, the certification and any corrected roster pages may be faxed to 518-402-4436.
Ifyou have any questions about the roster or this request, please contact us by phone (518-474-6975) or
e-mail (Losalgpit@.osc.state.n;,'.us). Also, please notify our office of any changes that occur throughout
the year. Thank you for your cooperation.
Sincerely,
L\ I \A/^ll/nL(Jl
Gregory L. Smith
Division CIO
ALAN G. HE\'ESI
COMPTROLLER
STATE OFNEWYORK
OFFICE OF THE STATE COMPTROLLER
IlO STATE STREET
ALBANY,NEWYORK 12236
2006 Village Roster Instructions
Certification
The "Certification of trformation" provides us with assurance that the rosters have been
reviewed and approved by appropriate village personnel. If changes have been noted, complete
part I of the certification and return with those roster forms that show changes. If no changes are
required, complete part2 and retum just the "Certification of Information."
Officials Covered
At a minimum, we are requesting contact information for all village officials in each of the
following functions:
Function Common Titles
Executive or Administration Village Mayor, Administrator,
Manager
Governing board Villaee Trustee
Finance Village Treasurer, Clerk-Treasurer,
Village Auditor
Clerk Vi lage Clerk. Villaee Clerk-Treasurer
Legal Counsel Vi lage Attorney
Justices Village Justice, Acting Village .Iustice,
Villaee Court Clerk
Public Works Village Commissioner of Public
Works/Ilighway Superintendent
See guidance on page 2 on Role for officials in key positions.
Required Information
Please provide information for all boxes on the roster form marked with an asterisk (*). To
expand the options for contacting village officials, the fields for Fax and E-Mail have now been
designated as required fields. If an individual does not have a designated fax nurnber or an e-mail
address, simply enter "N/A" into the applicable field.
Specific Fields
Additional guidance concerning information needed for Official Address, Secondary Address,
E-Mail, Title and Role follows below:
Official Address: All information in this section relates to the mailine address of the location
where the individual routinely performs his/her official duties (e.g.,
accepts payments, maintains and stores official records, rneets with
citizens to discuss local government issues, etc).
o Box at Post Office : PO Boxo Other mailboxes (e.g., rural delivery, building, etc.) are part of the
street address. For example: 1500 Village Road Box l2
Page I of2 See Other Side April2006
2006 Village Roster Instructions
Secondary Address: This section may be used to identify an alternate location for contacting an
official (e.g. home or second office).
E-mail address: The electronic mail address of the local official listed, not a website.
Title: The title of the person listed. This would be the title used on official
letterhead, stationery and correspondence.
Role: The designation for a function that is common to all local govemments regardless of the
official title used for that person in your village. The key roles that should be identified
on the roster forms are: Chief Executive Officer (CEO), Chief Fiscal Officer (CFO), and
Governing Board. Please designate only one person as CEO and one as CFO. The chart
below shows the titles most commonly associated with the roles; however, other titles
may be appropriate pursuant to your charter or local law.
Role Most Frequentlv Used
Chief Executive Officer (CEO)
The term "Chief
Executive officer" shall mean:
In the case of villages, the mayor, except
that in those villages having a president or
manager, it means such latter officer.
Village Mayor, Administrator,
Manager
Chief Fiscal Oflicer (CFO)
The term "Chief Fiscal officer" shall mean:
In the case of villases. the villaee treasurer
Village Treasurer or Clerk-Treasurer
Clerk V llage Clerk, Village Clerk-Treasurer
Governing Board V llage Trustee
Page 2 of 2 See Other Side April2006