Mayor & Village Board of Trustees

VILLAGE OF PELHAM BOARD OF TRUSTEES REGULAR MEETING WEDNESDAY, MARCH 16, 2011, 7:30 PM VILLAGE HALL – 195 SPARKS AVENUE, PELHAM, NY Minutes* 1. Call To Order 2. Pledge of Allegiance 3. Mayor’s Report 4. Trustees’ Reports 5. Village Administrator’s Report 6. Public Comment Approximate Starting Time # Agenda Items of Discussion Non-Recurring Items 7:45p.m. 7. Resolution Scheduling the Budget Hearing on the Village of Approved Pelham’s FY 2011-2012 Proposed Village Budget to be Held on April 12, 2011 8. Resolution Authorizing An Inter-Municipal Agreement Tabled Between The Village Of Pelham And the Village of Sleepy Hollow and Other Participating Municipalities To Work Cooperatively To Apply For and Implement A Grant Program Associated With MS4 Phase II Stormwater Management Projects 9. Continuing a Public Hearing Regarding Recognition of Approved Hillside and Brookside Avenues as Public Streets- Postponed 10. Local Law to Provide for the Licensing and Identification of Tabled Dogs and to Amend the Existing Dog Control Law- Postponed 11. Resolution to Establish Fees for Dog Licensing in the Village Tabled Of Pelham-Postponed Grants, Monthly Budget Review & Other Business 8:30p.m. 12. Grants- Status Report Discussed 13. Monthly Budget Review Discussed 14. Other Business Discussed Recurring Items 9:00p.m. 15. Authorizing Accounts Payable Approved 16. Authorizing Minutes of: February 15, 2011, March 1, 2011 Tabled 17. Adjournment to Executive Session 9:30p.m. Next Scheduled Board Meetings are: Budget Work Sessions Monday, March 21, 2011-Police Tuesday, March 22, 2011-Fire Thursday, March 24, 2011-DPW Thursday, March 31, 2011-Expense/Review, Building, Admin. Board Of Trustees Meeting Tuesday, March 16, 2011 Page 2 Next Regularly Scheduled BOT Meeting: Tuesday, April 12, 2011-Organizational Meeting and Budget PH All meetings start at 7:30 p.m. unless otherwise noted. The Agenda is subject to change Item #1 – Meeting called to order: The meeting of the Board of Trustees was called to order by Mayor Edward Hotchkiss at 7:30 p.m. The following members of the Board of Trustees were present: Mayor Edward Hotchkiss, Trustees Bullock, Breskin, Lewis, Morris, Mohan (arrived at 8:10 pm) The following members of the Board of Trustees were absent: Trustee Marty Village staff in attendance: Village Administrator Robert Yamuder, Secretary to the Village Administrator Peter Bonington Item #2 – Pledge of Allegiance: The Pledge of Allegiance was led by Mayor Hotchkiss Reports Mayor Hotchkiss Report- Mayor Hotchkiss announced the start of loose leaf pickup season which began on Tuesday, March 15 and will continue through Friday, April 29. He said loose leaves may be left at the curb to be picked up by the DPW; no other yard waste will be accepted. Administrator Yamuder stated that if residents have any questions they can call Village Hall. The Mayor also stated that 11 copies of the RFP have been collected by potential bidders. He reminded the public that these are only the bidders that have registered at Village Hall, there may be others. He said the bid opening will be on Monday, April 25 at 4:00 pm. Trustees Reports: Trustee Breskin- Board Of Trustees Meeting Tuesday, March 16, 2011 Page 3 None Trustee Bullock- None Trustee Lewis- None Trustee Marty- None Trustee Mohan- Absent (arrived at 8:10 pm) Trustee Morris- None Village Administrator’s Report- None Item #6– Public Comment- John Cassone of 7th Avenue congratulated the Mayor and Trustees on their reelection. He said unfortunately the voter turnout was minimal this year as it was last year. He recommended changing the election dates from March to November. He said having an election in November that coincides with the County will be more cost effective. Item #7–Resolution Scheduling the Budget Hearing on the Village of Pelham’s FY 2011-2012 Proposed Village Budget to be Held on April 12, 2011 Mayor stated this resolution is for scheduling the hearing dates for the budget of each village department. As a brief overview he stated New York State has mandated certain percentages which must be paid into the retirement system and health insurance premiums. He said these costs are before the Village even pays a salary to their employees. He reminded the public to expect a tough fiscal year. Board Of Trustees Meeting Tuesday, March 16, 2011 Page 4 A motion was made by Trustee Bullock and seconded by Trustee Morris to adopt the resolution. The vote was approved by a vote of five in favor, none opposed. Trustees Marty and Mohan were absent. VILLAGE OF PELHAM SCHEDULING A PUBLIC HEARING ON THE 2011-2012 TENTATIVE PROPOSED BUDGET BE IT RESOLVED, that pursuant to Section 5-508 of the NYS Village Law, the Board of Trustees of the Village of Pelham hereby gives notice that there will be a Public Hearing held on Tuesday, April 12, 2011, at 7:30 p.m. in Village Hall, 195 Sparks Avenue, Pelham, New York, on the Tentative Proposed Budget of the Village of Pelham for Fiscal Year 2011-2012. A copy of the budget is available at the office of the Village Clerk in compliance with New York State Law after 4 p.m. Friday, March 11, 2011 and any interested person may inspect the proposed budget there or request a copy during normal office hours of 8 a.m. to 4:30 p.m. As required by State Law, notice is hereby made that the compensation of the Mayor and Board of Trustees is as follows: Title Positions Annual Compensation Mayor (1) $5,000 Trustees (6) $2,000 * Note: The Budget hearing may be continued for more than one meeting, but must be adjourned on or before April 20, 2011. By NYS Law, the Budget must be adopted on or before May 1, 2011. By Order Of Mayor Edward Hotchkiss And Board Of Trustees Wednesday, March 16, 2011 Terri Rouke Village Clerk Item #8–Resolution Authorizing An Inter-Municipal Agreement Between The Village Of Pelham And the Village of Sleepy Hollow and Other Participating Municipalities To Work Cooperatively To Apply For and Implement A Grant Program Associated With MS4 Phase II Stormwater Management Projects Administrator Yamuder said this resolution pertains to Pelham’s possible inclusion in a consortium with Sleepy Hollow and several other municipalities. He said the purpose of combining in this consortium is that the DEC is requiring an accurate mapping of all outfalls in Board Of Trustees Meeting Tuesday, March 16, 2011 Page 5 towns and villages throughout Westchester. Mr. Yamuder said Pelham’s contribution would amount to $2,400. Mayor Hotchkiss asked if Leonard Jackson could do this same mapping work for a lesser amount. Mr. Yamuder said he would look into the matter further but typically it is more cost effective to enter into a multiple municipal consortium. The Board chose to table this decision until the next meeting. RESOLUTION Resolution Authorizing An Inter-Municipal Agreement Between The Village Of Pelham And the Village of Sleepy Hollow and Other Participating Municipalities To Work Cooperatively To Apply For And Implement A Grant Program Associated With MS4 Phase II Stormwater Management Projects BE IT RESOLVED, that the agreement with the Village Of Pelham And the Village of Sleepy Hollow and Other Participating Municipalities To Work Cooperatively To Apply For And Implement A Grant Program Associated With MS4 Phase II Stormwater Management Projects is hereby accepted and the agreement is authorized by the Board of Trustees of the Village; and BE IT RESOLVED, that the term of this agreement is for twenty-five (25) months commencing on December 1, 2010 and terminating on December 31, 2012;and THEREFORE BE IT FURTHER RESOLVED, that the Mayor and the Village Administrator are authorized to take the necessary and appropriate actions to effect this agreement. Item #9–Continuing a Public Hearing Regarding Recognition of Hillside and Brookside Avenues as Public Streets- Postponed Mayor Hotchkiss reported that the Board is still conducting legal research on this matter. Trustee Breskin asked if this ongoing issue is holding up the plans for the Picture House. Mayor Hotchkiss said that it was probably not affecting them yet but it needs to be addressed sooner rather than later. A motion was made by Trustee Lewis and seconded by Trustee Bullock to adopt the resolution. The vote was approved by a vote of five in favor, none opposed. Trustees Marty and Mohan were absent. VILLAGE OF PELHAM, NY Public Hearing Regarding Recognition of Hillside and Brookside Avenues as Public Streets Board Of Trustees Meeting Tuesday, March 16, 2011 Page 6 Public Hearing Pursuant To The Provisions Of Village Law §6-612 And Village Law §7-732 In Regard To The Recognition Of Brookside Avenue From Wolfs Lane To Its Terminus At The Hutchinson River And Hillside Avenue From Carol Avenue To Its Terminus At The Hutchinson River As Public Streets In The Village Of Pelham. Item #10–Local Law that Amends the Village Code to Provide for the Licensing and Identification of Dogs and to Amend the Existing Dog Control Law Mayor Hotchkiss the Board is still examining the options for having the Town take over the dog licensing. He said Village Clerk Terri Rouke is in contact with the Town Clerk about how this transfer of duties would take place. The Board chose to table this decision until the next Board meeting. Item #11–Resolution to Establish Fees for Dog Licensing in the Village Of Pelham-Postponed The Board chose to table this decision until the next Board meeting. RESOLUTION Resolution to Establish Fees for Dog Licensing in the Village of Pelham BE IT RESOLVED, that the Board of Trustees hereby establishes the fee for dog licenses issued pursuant to Local Law 1 of 2011 ( see fees below) and; BE IT FURTHER RESOLVED, that in addition to the license fee established, each applicant for a dog license shall pay a surcharge of at least one dollar for a spayed or neutered dog or if the dog is unaltered, a surcharge of at least three dollars to the New York State Department of Agriculture and Markets for the animal population control fund THEREFORE BE IT FURTHER RESOLVED, that the Village Administrator and Village Clerk are authorized to take the necessary and appropriate actions to effect these fees. Annual Licensing Fees Village Fee State Fee Total Fee Spayed or Neutered $15.00 $1.00 $16.00 Unaltered (4 months old and older) $$20.00 $3.00 $23.00 Replacement Tag $5.00 $5.00 Board Of Trustees Meeting Tuesday, March 16, 2011 Page 7 Item #12–Grants- Status Report Secretary Bonington gave the grants status report. He reported that the funds from the FTA grant for the DPW Yard Project has been received in full and pending a final inspection in May should be successfully closed out. The status for the flooding grants are that the 2009 and 2010 grants have been successfully submitted to SEMO and are currently under review. The 2008 LPDM has to be resubmitted to the Village for revision due to technical difficulties on the part of the SEMO E-Grants submission site. The EPA grant application is being completed and will be submitted to that authority shortly. With regard to the $50,000 Member Item grant from Senator Klein’s office; the awarded funds of which were for equipment for the Village Police and Fire Departments, has been submitted to the NYS Department of State for review. The Village has already been awarded the funds for the Police Department and the Fire Department portion is currently under review. Mr. Bonington stated he hoped to have news from the Department of State in the next few weeks. Trustee Breskin asked about the new funding round for the Assistance to Firefighter’s Grants (AFG). Mr. Bonington reported he had spoken to the authority and was told the 2011 funding round would not be available until late April or early May of this year. Trustee Breskin said to be aware of the application dates so the Fire Department can assist in preparing a grant application. Item #13– Monthly Budget Review Mayor Hotchkiss asked Administrator Yamuder to make a brief report on the budget. Mr. Yamuder reported that the Village is in the 9th month of its fiscal year and are approximately 78% spent. He made several comments regarding budget lines that are over or under their expected amounts. He said the Fire overtime is at the lowest amount of the year. He said the Village currently under budget on parking fees and mortgage tax. The Village is over spent in the areas of snow removal and legal consultation. With regard to the fund balance, the Village at the beginning of the year had approximately $631,000. He said with three months left in this fiscal year, based on current projections, the Village will have to use approx. $400,000 of that fund to balance the budget. Trustee Lewis asked what expenses could cause such a dip into the fund balance. Mr. Yamuder stated an example would be the Fire overtime which is 130% over what was budgeted. Trustee Mohan advocated an end to all discretionary spending until the end of the year. Mayor Hotchkiss responded that this would not be generating any real savings for the Village but only deferring the cost. He stressed that at the budget negotiations is where the real savings can be discussed with the Village Department heads. Board Of Trustees Meeting Tuesday, March 16, 2011 Page 8 Trustee Bullock asked how soon the RFP would yield a payment from the sale of the land to a potential developer. Trustee Breskin responded the money the Village would get from the payment of the land may be as far as two years away when all other factors are considered. He said ultimately the RFP will solve numerous problems for the Village but not for this fiscal year. Trustee Bullock thanked Trustees Breskin and Lewis for putting this request together which may have long lasting rewards for the Village. Item #14– Other Business Trustee Breskin commented on a thank you letter the Village received from St. Catherine’s Church on 2nd Avenue after the Pelham Fire Department was called in the perform some preventative measures in the past few weeks. He said the Fire Department and DPW were commended for their conduct in the letter. Trustee Bullock asked if the Mayor had spoken to John DeCicco Jr. regarding the changing of the day of the Farmer’s Market. Mayor Hotchkiss responded that he had spoken to John DeCicco Sr. and he did not have any objections to the Market being changed to Saturday. Trustee Bullock said the Board should render a decision at the next Board meeting. Item #15– Authorizing the Accounts Payable Trustee Mohan audited the Accounts Payable. After some discussion, a motion was made by Trustee Mohan and seconded by Trustee Lewis to adopt the resolution. The vote was approved by a vote of six in favor, none opposed. Trustee Marty was 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 $16,716.73 Water Fund $ 51,663.96 Capital Projects Fund $162,343.86 Trust and Agency Fund $0.00 H3 Fund $ 0.00 TE Expand Trust Fund $ 0.00 Board Of Trustees Meeting Tuesday, March 16, 2011 Page 9 Grand Total $230,724.55 NOW, THEREFORE, BE IT RESOLVED, that this Board hereby approves payment of the above mentioned claims and authorizes payment thereof. Item #16– Authorizing Minutes of: February 15, 2011, March 1, 2011 The Board chose to table the minutes from both the meetings until the comments can be incorporated. February 15, 2011- Tabled March 1, 2011- Tabled Item #17– Adjournment to Executive Session A motion was made by Trustee Breskin with a second by Trustee Mohan to adjourn the public portion of the board meeting at 9:00 p.m. and go into Executive Session to discuss personnel and litigation matters, which the Board would adjourn for the evening. The motion was approved by vote of six in favor, none opposed. Trustee Marty was absent. Respectfully submitted, Peter Bonington, Secretary to the Village Administrator