Mayor & Village Board of Trustees

VILLAGE OF PELHAM BOARD OF TRUSTEES REGULAR MEETING TUESDAY, JANUARY 27, 2009– 7:30 PM VILLAGE HALL – 195 SPARKS AVENUE, PELHAM, NY AGENDA 1. Call To Order 2. Pledge of Allegiance 3. Mayor’s Report 4. Trustees’ Reports 5. Village Administrator’s Report Approximate 6. Public Comment Starting Time # Agenda Items: of Discussion Land Use Applications and Issues 7:50 p.m. Site Plan Application by Cahill for 149 Elderwood Avenue for a new Tabled by 7. single family home and garage – PENDING REVIEW AND A agreement VOTE TO APPROVE OR DENY AT THE JANUARY 21ST ARB w/applicant MEETING; This matter will return to the ARB by agreement with the applicant. Grants 7:50 p.m. Authorizing a Grant Application to the NYS Archives and Records Authorized 8. Administration to fund the implementation of a Geographical Information System (GIS) for a GIS Mapping system to enhance records management. Authorizing a grant agreement with NYS DCJS for equipment, in Authorized 9. the form of a license plate reader (no amounts listed, equipment only). Business 8:00 p.m. 10. Authorizing the renewal of an agreement with the City of New Authorized Rochelle for organic waste dumping. 11. Authorizing the use of Village streets and assistance for traffic Approved control for the Annual Little League Parade. Discussion and availability to answer questions by CRP Discussed 12. Representatives of Cost Savings Measures related to the Garbage and Recycling Collection Contract, including a formal cost proposal for savings that could be realized by eliminating rear-yard garbage collection, and having garbage collected only at the curb. Grants and Projects 8:40 p.m. 13. Review and status report on ongoing Grants and Projects Discussed Housekeeping 9:00 p.m. 14. Authorizing the Accounts Payable Authorized 15. Other Business – Executive Session matter(s) Approved 16. Minutes: Nov. 5, Nov. 18, Dec. 2 and Dec. 16, 2008; Jan 13, 2009 Tabled 9:30 p.m. 17. Adjournment Adjourned Next Scheduled Board Meetings are Tuesdays February 10 and February 24, 2009 Note – Due to holidays and school breaks in 2009, the Board of Trustees Meetings will be the Second and Fourth Tuesdays, January through April, 2009. 1st and 3rd Tuesday Meetings resume in May, 2009. * All meetings start at 7:30 p.m. unless otherwise noted. The Agenda is subject to change. Board Of Trustees Meeting Minutes Tuesday, January 27, 2009 Page 2 VILLAGE OF PELHAM BOARD OF TRUSTEES REGULAR MEETING MINUTES TUESDAY, JANUARY 27, 2009 – 7:30 P.M. VILLAGE HALL – 195 SPARKS AVENUE, PELHAM, NY Item #1 – Meeting called to order: The meeting of the Board of Trustees was called to order by Mayor Edward Hotchkiss at 7:35 p.m. The following members of the Board of Trustees were present: Mayor Edward Hotchkiss, Trustees Breskin, Homan, Lewis, and Potocki. Trustees Morris and Weinstein were absent. Village staff in attendance: Administrator/Treasurer Richard Slingerland and Administrative Aide Devron Wilson. Item #2 – Pledge of Allegiance: The Pledge of Allegiance was led by Mayor Edward Hotchkiss. Item #3 – Mayor’s Report: Mayor Hotchkiss had nothing to report that was not included on the agenda. Item #4 – Trustees’ Reports: Trustee Breskin reported that the working group for green spaces in the village will be having their first meeting next week to discuss the Boston Westchester property and other green spaces in the village. Trustee Homan had nothing to report. Trustee Lewis had nothing to report. Trustee Morris had nothing to report. Trustee Potocki reported there was an attempted robbery recently to downtown store. The person who tried to rob the store was later apprehended. He also mentioned that a perpetrator was observed breaking into a car last week. The suspect was chased and caught. Police Officer Sean McDowell was injured during the chase. Trustee Potocki further mentioned that residents swift action to call the police when they see something suspicious has helped the Village apprehend suspects. Trustee Potocki thanked the police department for a job well done, and the entire Board and the Administrator wished Officer McDowell a speedy recovery. Trustee Potocki reminded village residents to program the Pelham Police Department’s phone number in their cell phones. The number for the Pelham Police Department is 738-2000. Item #5 – Village Administrator’s Report: Administrator Slingerland circulated the Statement of Expenditures and Revenues with the agenda package. Board Of Trustees Meeting Minutes Tuesday, January 27, 2009 Page 3 Administrator Slingerland reported that he had attended a site based council meeting at Colonial Elementary School to improve safety for students, parents, and pedestrians around the schools. Mr. Slingerland said he would follow-up on the issues raised with the Police Chief and Trustee Potocki. Item #6 – Public Comment: John Cassone of 7th Avenue asked about the status of the property where Milk and Things use to be. He stated that something needs to be done because that property is unkempt and is an eyesore. Trustee Lewis mentioned that dumpsters were removed from the property. Administrator Slingerland reported that Building Inspector Len Russo is working with the property owner to push for construction and development of the property. Mayor Edward Hotchkiss gave the oath of office to Alan Carden for his appointment to the position of member of the Zoning Board of Appeals (ZBA). Item #7 – Site Plan Application by Cahill for 149 Elderwood Avenue for a new single family home and garage – PENDING REVIEW AND A VOTE TO APPROVE OR DENY AT THE JANUARY 21ST ARB MEETING; This matter will return to the ARB by agreement with the applicant: This topic was tabled as per agreement with the applicant. Item #8 – Authorizing a Grant Application to the NYS Archives and Records Administration to fund the implementation of a Geographical Information System (GIS) for a GIS Mapping system to enhance records management: A motion was made by Trustee Lewis, with a second by Trustee Homan, to adopt the resolution. The resolution was approved by vote of five in favor, none opposed. Trustees Morris and Weinstein were absent. RESOLUTION AUTHORIZING A GRANT APPLICATION TO THE NEW YORK STATE ARCHIVES AND RECORDS ADMINISTRATION, THROUGH THE LOCAL GOVERNMENT RECORDS MANAGEMENT IMPROVEMENT FUND, IN THE AMOUNT OF $47,170 TO FUND THE IMPLEMENTATION OF A GIS DATA AND INFRASTRUCTURE MANAGEMENT SYSTEM FOR THE VILLAGE OF PELHAM WHEREAS; The Village Board has identified that an Implementation Plan is needed to apply the benefits of Geographic Information Systems (GIS) in municipal operations and planning, and to convert maps from single-copy historic maps, which if lost contain information that is extremely valuable; and WHEREAS, GIS systems allow municipalities to establish and maintain better maps and records of critical infrastructure, and of incidents, events and accidents that occur all around the Village; and Board Of Trustees Meeting Minutes Tuesday, January 27, 2009 Page 4 WHEREAS; upon preparation of a User Needs Assessment, and the current public bid and assessment of this initiative, the Village requests funds to complete the implementation of a Geographic Information System (GIS) for the Village of Pelham, based on the GIS feasibility and User Needs Assessment (UNA) performed and funded with a prior SARA grant. NOW, THEREFORE, BE IT RESOLVED; that the Mayor and Board of Trustees of the Village of Pelham authorize the submission of an application for a grant in the amount of forty seven thousand one hundred and seventy dollars ($47,170) by the Village of Pelham to the New York State Archives and Records Administration (SARA); and be it FURTHER RESOLVED; that the Village Administrator is authorized to submit the application, sign all the necessary documents and make all the appropriate and necessary assurances for this application. Item #9 – Authorizing a grant agreement with NYS DCJS for equipment, in the form of a license plate reader (no amounts listed, equipment only): There was a brief discussion, including comments that the Police Department had advised the Village Administration Office that no monetary match is required, except for a laptop computer, which was anticipated to cost between $500 and $1,000. A motion was made by Trustee Homan, with a second by Trustee Breskin to adopt the resolution. The resolution was approved by vote of five in favor, none opposed. Trustees Morris and Weinstein were absent. RESOLUTION AFFIRMING A GRANT AGREEMENT WITH THE NYS DCJS FOR EQUIPMENT IN THE FORM OF A LICENSE PLATE READER VILLAGE TO PROVIDE A DEDICATED LAPTOP COMPUTER RESOLVED, that the Mayor and Board of Trustees hereby authorize the Village of Pelham to enter into a grant agreement with the NYS DCJS for the Village to receive License Plate Reader Equipment valued at approximately twenty four thousand six hundred and eight dollars ($24,608) which will be utilized by the Village of Pelham Police Department, with the Village Police Department required to provide a dedicated laptop computer to be utilized with this equipment; and BE IT FURTHER RESOLVED, that the Mayor, the Village Administrator, the Police Chief, and all other appropriate officials are authorized to take the necessary action to file and endorse this grant agreement. Board Of Trustees Meeting Minutes Tuesday, January 27, 2009 Page 5 ** Mayor Edward Hotchkiss gave the oath of office to Joe Marty to the position of member of the Planning Board. Item #10 – Authorizing the renewal of an agreement with the City of New Rochelle for organic waste dumping: The Board had a brief discussion of the issue. The Village Administrator provided the following back-up information to the Board. Per the Department of Environmental Facilities, the current County rates are and will be: Organic Waste: -- $13.49 per ton through 2009 Garbage: -- $25 per ton through 2009 Organic Waste is going up to $15 per ton w/new IMA. Garbage w RESCO contract going up, but not sure about exact amount. Should stay at $25 throughout 2009. RESCO contract expires in 2009, but new tipping fee will apply in 2010. It is also important to note that this is not an exclusive agreement with New Rochelle – we can dump the organic waste at another facility if we can find a cheaper one than New Rochelle’s. A motion was made by Trustee Breskin, with a second by Trustee Potocki to adopt the resolution. The resolution was approved by vote of five in favor, none opposed. Trustees Morris and Weinstein were absent. RESOLUTION AUTHORIZING RENEWAL OF AN AGREEMENT BETWEEN THE CITY OF NEW ROCHELLE AND THE VILLAGE OF PELHAM FOR THE DISPOSAL OF ORGANIC WASTE INCLUDING YARD WASTE AND FALL LEAVES AT THE CITY OF NEW ROCHELLE’S WASTE TRANSFER STATION BE IT RESOLVED, that the Board of Trustees of the Village of Pelham hereby authorize the renewal of an agreement between the Village of Pelham and the City of New Rochelle for the Disposal of Organic Waste, including Yard Waste, Leaves, Brush, Logs and other similar acceptable organic waste, at the City of New Rochelle Waste Transfer Station, per the agreement provided for by the City of New Rochelle (attached hereto and made a part hereof), which will cost the Village of Pelham $20.31 per ton dumped during 2009; and BE IT FURTHER RESOLVED, that the Mayor and the Village Administrator are authorized to sign this agreement and to take the necessary and appropriate actions to effect this agreement. Board Of Trustees Meeting Minutes Tuesday, January 27, 2009 Page 6 Item #11 – Authorizing the use of Village streets and assistance for traffic control for the Annual Little League Parade: A motion was made by Trustee Homan, with a second by Trustee Breskin to adopt the resolution. The resolution was approved by vote of five in favor, none opposed. Trustees Morris and Weinstein were absent. RESOLUTION AUTHORIZING THE ANNUAL PELHAM LITTLE LEAGUE PARADE ROUTE AND VILLAGE ASSISTANCE (POLICE, FIRE, DPW) AS NECESSARY BE IT RESOLVED, by the Board of Trustees of the Village of Pelham that the Annual Pelham Little League Parade on Saturday, April 18, 2009, with streets closed from 8 a.m. to 11 a.m., for the parade to take place from 8:30 a.m. until 10:30 a.m. on 5th Avenue from Lincoln Avenue through Wolfs Lane to the High School, with a staging area on 3 rd Street between 5th Avenue and 7th Avenue; and BE IT FURTHER RESOLVED, that the Village Administrator, Police Chief, Fire Chief and General Foreman are authorized to take the necessary and appropriate actions to implement the plan and make arrangements for this parade. Item #12 – Discussion and availability to answer questions by CRP Representatives of Cost Savings Measures related to the Garbage and Recycling Collection Contract, including a formal cost proposal for savings that could be realized by eliminating rear-yard garbage collection, and having garbage collected only at the curb: Ronnie Carbone from CRP spoke about ways the village can save money with the current garbage contract. The Board was anticipating that the Village could save two to three hundred thousand dollars by eliminating rear-yard garbage collection, based on comments made by CRP several years ago, when the current contract was out to bid. Mr. Carbone submitted current figures by letter which stated that the Village could potentially save $91,000 a year if the village changed from rear-yard garbage pickup to front-yard garbage pickup, and also makes some changes to pickup schedule for Marbury Corners. He noted that in the past the savings could have been greater, but that staff and equipment cuts had already been made, and because of that the savings were much less than they were in the past. Trustee Lewis expressed concern about the cuts, and did not want to reduce services if the savings were so low. Trustee Homan asked about the amount of savings the village will experience if it were to reduce garbage pickup to once a week. Mr. Carbone responded by stating that the village will create more work for garbage men if garbage pickup were reduced to once a week, because the garbage has will have more time to accumulate during the week. Board Of Trustees Meeting Minutes Tuesday, January 27, 2009 Page 7 Mayor Hotchkiss asked about the possibility of establishing a pay-as-you-throw system, with homeowners provided with rolling garbage cans and the specially equipped trucks picking up the garbage using one man per truck. Mr. Carbone said such systems work, and can save money, but there are substantial up-front capital expenditures required to buy the trucks. John Cassone of 7th Avenue asked Mr. Carbone why the garbage men pickup paper and then come back to pickup bottles on recycling days, which seems wasteful. Mr. Carbone mentioned that residents had a lot of paper for pickup after the holidays. Now that the holidays are over, the garbage men will go back to picking up paper and bottles together. Ronnie Carbone asked the board if it would consider allowing garbage and recycling pickup at 6 am in the commercial district on 5th Avenue and Wolfs Lane. The Board agreed to allow this on a trial basis, to proceed for ninety (90) days, after which it would revisit the issue if any problems or complaints arose. The Board agreed to schedule the renewal of the garbage contract on the next Board Meeting agenda. Item #13 – Review and status report on ongoing Grants and Projects: All of the ongoing grants and projects were discussed, and updates were provided by the Administrator and Assistant to the Mayor and Board. Item #14 – Authorizing the Accounts Payable: Trustee Breskin had audited the vouchers, and all questions were answered. A motion was made by Trustee Breskin, with a second by Trustee Lewis to adopt the resolution. The resolution was approved by vote of five in favor, none opposed. Trustees Morris and Weinstein were absent. RESOLUTION WHEREAS, pursuant to Section 5-524 of the New York State Village Law, the Board of Trustees shall audit all claims against the Village. NOW, THEREFORE, BE IT HEREBY RESOLVED, that the Board of Trustees after audit of the following claims, authorizes payment for services rendered and materials received, for the following items that have been submitted to the Treasurer's Office for payment and authorized by the Village Administrator: Fund Name: Amount General Fund $ 148,937.71 Water Fund $ 1,941.00 Capital Projects Fund $ 41,658.54 Trust and Agency Fund $ 506.25 H3 Fund $ 0.00 Grand Total $ 193,043.50 Board Of Trustees Meeting Minutes Tuesday, January 27, 2009 Page 8 NOW, THEREFORE, BE IT RESOLVED, that this Board hereby approves payment of the above-mentioned claims and authorizes payment thereof. Item #15 – Other Business ADDENDUM AGENDA ITEM – BET CONSULTANTS: Administrator Slingerland reported that village has received a proposal from BET Consultants for design work for Lot 1 on First Street. Mr. Slingerland stated that he will mention to BET Consultants that the final design should incorporate thirty (30) new spots at minimum. A motion was made by Trustee Lewis, with a second by Trustee Breskin to adopt the resolution. The resolution was approved by vote of five in favor, none opposed. Trustees Morris and Weinstein were absent. RESOLUTION AUTHORIZING AN AGREEMENT BETWEEN THE VILLAGE OF PELHAM AND BET ENGINEERING CONSULTANTS FOR THE PREPARATION OF BID-READY DESIGN SPECIFICATIONS AND PLANS FOR IMPROVEMENTS TO THE LOT 1 PARKING LOT RESOLVED, that the Mayor and Board of Trustees of the Village of Pelham authorize the Village to make use of the services of BET Engineering Consultants, of East Hanover, NJ, in relation to the design and construction of Lot 1 (village-owned land between the current Post Office at 1 Fifth Avenue and the Marbury Corners Lofts property on the south side of First Street); and BE IT FURTHER RESOLVED, that the Mayor and/or the Village Administrator are authorized to sign an agreement with BET, and the appropriate Village officials are authorized to enter into this agreement with BET Engineering Consultants to prepare a design and prepare the complete bid package for the demolition and reconstruction of the Lot 1 property(ies) to expand available parking in the lot, at an amount not to exceed $24,500, for a minimum of thirty (30) new spots to be created. Item #16 – Minutes: Nov. 5, Nov. 18, Dec. 2 and Dec. 16, 2008; Jan 13, 2009: The minutes were tabled until the next scheduled Board of Trustees meeting. Item #17 – Adjournment: On the motion of Trustee Breskin, seconded by Trustee Homan, the Board voted to adjourn the public portion of the board meeting and go into Executive Session at 8:45 p.m. to discuss personnel matters and a matter of potential litigation, after which it would adjourn. The motion was approved by vote of five in favor, none opposed. Trustees Morris and Weinstein were absent. Respectfully submitted, Devron Wilson, Administrative Aide Richard Slingerland, Administrator/Deputy Clerk