Mayor & Village Board of Trustees

VILLAGE OF PELHAM BOARD OF TRUSTEES REGULAR MEETING TUESDAY, OCTOBER 18, 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 7:40 p.m. 7. Resolution Establishing a Standard Work Day for Appointed Officials Approved 8. Site Plan Application for 15 Fourth Avenue for a proposed two car garage Approved 9. Tax Certiorari Settlement and Payment Authorizations for Broadview Approved Properties 17 Fifth Avenue 10. Resolution Authorizing Reassignment of Section 8 Housing to HTFC Discussed 11. KVS Information Systems Update Discussed 12. Property Tax Cap Update Discussed Reports and other Business 8:30 p.m. 13. Monthly Budget Review Discussed 14. Grants- Status Report Discussed 15. Other Business Discussed Recurring Items 9:15 p.m. 16. Authorizing Accounts Payable Approved 17. Authorizing Minutes of: September 20, 2011 Approved 18. Adjournment to Executive Session 9:30 p.m. Next Scheduled Board Meetings are: Tuesday, November 1, 2011 Tuesday, November 15, 2011 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 7:35 p.m. The following members of the Board of Trustees were present: Mayor Hotchkiss, Trustees Lewis, McGoldrick, and Morris The following members of the Board of Trustees were absent: Trustees Marciona, Marty, and Mohan Board Of Trustees Meeting Tuesday, October 18, 2011 Page 2 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’s Report Mayor Hotchkiss reported on the events that took place in Pelham on Saturday, October 15, 2011. He said the Chamber of Commerce held its Fall Street Fair which took place between Lincoln Avenue and the Metro North Railroad Bridge. He added that the Pelham Children’s Center 5K Fun Run and Farmer’s Market were also operating that day along 5th Avenue. He said he attended these events and said he felt they were successful. The Mayor then referenced the gasoline truck explosion which occurred in Pelham Manor on Secor Road. He said it was a very dangerous situation that was successfully contained by the Pelham Manor Fire Department with the help of the Village of Pelham’s Fire Department and other municipalities as well. Mayor Hotchkiss finished his report by saying that loose leaf pickup season has begun as of Saturday, October 15. He said residents may leave leaves loose in a pile at the curb along with other properly bagged and bundled organic matter and it will be picked up on a roving five-day pickup schedule. He stated any resident with questions regarding this arrangement should contact the Village Hall. Trustees Reports: Trustee Lewis None Trustee Marciona Absent Trustee Marty Absent Board Of Trustees Meeting Tuesday, October 18, 2011 Page 3 Trustee McGoldrick None Trustee Mohan Absent Trustee Morris None Village Administrator’s Report Administrator Yamuder said he attended a Shared Services Conference for municipal officials and vendors. He said the conference was very helpful in suggesting ways that municipalities can share services in order to save money. He said the Village has already begun purchasing salt in great quantities with Pelham Manor for winter maintenance for savings. He said he has already making preparations to bring the Village’s electronics under one maintenance provider. Item #6– Public Comment- Susan Mutti of Highbrook Avenue gave the Board an application for a block party on Highbrook Avenue for the coming weekend for the Pelhamwood Association. Administrator Yamuder stated that these applications are required ten days in advance in order for the Village to process these applications. Ms. Mutti stated she believed that because the Association held the event last year that it would not be an issue with applying this year. Mr. Yamuder said he would accept the application and review it tomorrow morning and get back to her with an answer. Item #7–Resolution Establishing a Standard Work Day for Appointed Officials Administrator Yamuder stated that as part of the Village’s annual reporting of hours worked, the Village is continuing its tracking of appointed officials time sheets. He said it is for good record keeping and it makes it easier to report this information to the State of New York. A motion was made by Trustee McGoldrick and seconded by Trustee Morris to adopt the resolution. The vote was approved by a vote of four in favor, none opposed. Trustees Marty, Marciona, and Mohan were absent. Standard Work Day and Reporting Resolution Board Of Trustees Meeting Tuesday, October 18, 2011 Page 4 BE IT RESOLVED, that the Village of Pelham hereby establishes the following as standard work days for appointed officials and will report the following days worked to the New York State and Local Employees' Retirement System based on the record of activities maintained and submitted by these officials to the clerk of this body: Title Name Standard Term Participates in Days/Month Work Day Begins/Ends Employer’s Time Keeping (based on (Hrs/day) System Record of Activities) (Y/N) April 2011 to Village Robert March 2012 N/A Administrator Yamuder 8 Y April 2011 to March 2012 N/A Village Clerk Terri Rouke 8 Y April 2011 to Deputy Deborah March 2012 Treasurer DelGrosso 8 Y N/A April 2011 to Deputy Village March 2012 N/A Clerk Sandra Shriman 8 Y Secretary to the April 2011 to Village March 2012 Administrator Peter Bonington 8 Y N/A Item #8–Site Plan Application for 15 Fourth Avenue For A Proposed Two Car Garage Ralph Palmer of 15 4th Avenue spoke to the Board about the nature of this project. He said the project is for a two car garage. Administrator Yamuder reminded the Board that the Village Building Inspector, Planning Board, and Architectural Review Board have written statement letters in support of this project. A motion was made by Trustee McGoldrick and seconded by Trustee Morris to adopt the resolution. The vote was approved by a vote of four in favor, none opposed. Trustees Marty, Marciona, and Morris were absent. RESOLUTION AUTHORIZING THE SITE PLAN FOR PROPOSED TWO CAR GARAGE (PALMA) AT 15 FOURTH AVENUE RESOLVED, that the application for a Site Plan to construct a proposed two car garage building is approved, based on the review and recommendations by the Planning Board and the Architectural Review Board; and Board Of Trustees Meeting Tuesday, October 18, 2011 Page 5 BE IT FURTHER RESOLVED that conditions apply as follows: 1. That the garage must be built in accordance with plans received by the Village and approved by the Planning Board in their memo dated October 14, 2011; 2. That the Garage must be built in accordance with plans received by the Village and approved by the Architectural Review Board in their memo dated October 12, 2011; 3. That Grading and Drainage on the sites as shown on the plans approved by the Planning Board; 4. All construction activity must comply with the Village Noise Ordinance and all construction activity must only take place on the days and times as per Village Noise Ordinance; 5. Any other actions deemed necessary by the Mayor, Village Administrator, Building Inspector, and other officials of the Village of Pelham; 6. That the application and permit shall remain subject to the continued jurisdiction of the Board of Trustees ; and 7. At no time may construction commence and not strictly adhere to the construction timeline this will be considered a violation of the Planning Board approval; AND, BE IT FURTHER RESOLVED, that this application for a site plan by Palma for 15 Fourth Avenue, is subject to the procedures, regulations and requirements of the Pelham Village Code and Pelham Building Department; and BE IT FURTHER RESOLVED, that the Mayor, Village Administrator, Building Inspector and officials of the Village of Pelham are authorized to take the necessary and appropriate actions to effect this site plan approval. MEMO Date: October 14, 2011 To: Village of Pelham Board of Trustees From: Village of Pelham Planning Board Re: 15 Fourth Avenue Application for new 2 car garage Applicant: Ralph Palma The Village of Pelham Planning Board (recommends that the Village of Board of Trustees approve the application for the construction of a new 2 car garage at 15 Fourth Avenue, subject to receipt and/or confirmation of: a) construction schedule/time line, b) letter from Leonard Russo confirming adequacy of drainage. The Planning Board unanimously (5-0) Board Of Trustees Meeting Tuesday, October 18, 2011 Page 6 approved the application and the requested items have been received and the subject to conditions have been satisfied. Work shall be performed as shown on Project Drawings Sheets A-1, A-2, A-3, A-4, A-5 and T-001 (dated May 11, 2011), prepared by Joseph Mucciolo, R.A. RV for the Planning Board MEMO Date: October 12, 2011 To: Village of Pelham Board of Trustees From: Village of Pelham Architectural Review Board Re: Application for proposed Garage The Architectural Review Board (ARB) recommends that the Village of Pelham Board of Trustees (BOT) approve the application submitted by Ralph Palma, for a proposed garage at 15 Fourth Avenue. Work shall be performed as shown on drawings T-001.00, A-001.00, A-002.00, A-003.00, A-004.00, A-005.00, dated 5/11/11 with revisions for ARB dated 9/19/11. Item #9–Tax Certiorari Settlement and Payment Authorizations for Broadview Properties 17 Fifth Avenue Mayor Hotchkiss stated that this is one of the larger tax certioraris the Village has paid this year. He said the amount comes to $38,000 tax refund. Trustee McGoldrick stated this is a result of an over assessment of the property value for this particular lot. Trustee Lewis said the assessment was very apparently far above from the actual value. Administrator Yamuder stated he is checking with the Town Assessor’s office to see if there may be anymore tax certioraris this year. He said he was hopeful that this is the last for this fiscal year. A motion was made by Trustee Morris and seconded by Trustee McGoldrick to adopt the resolution. The vote was approved by a vote of four in favor, none opposed. Trustees Marty, Marciona, and Morris were absent. Board Of Trustees Meeting Tuesday, October 18, 2011 Page 7 AUTHORIZING A TAX CERTIORARI JUDGMENT FOR BROADVIEW PROPERTIES, 17 FIFTH AVENUE (APARTMENT BUILDING AND PARKING LOT) AS AUTHORIZED BY THE TOWN OF PELHAM FOR ASSESSMENT YEARS 2002 THROUGH 2010 (CORRESPONDING TO FY 2003-2012) BE IT RESOLVED, that the Board of Trustees of the Village of Pelham hereby authorize the court ordered settlement and payment for a refund of taxes and reduction in assessment to Broadview Properties LLC pursuant to the Court Order and Judgment for the properties at the following address for the following amounts: Address: Tax Lot ID Number: Assessment Years: Amount: 17 Fifth Ave. 163.44-1-26 2002 364.35 2003 352.80 2004 213.11 2005 194.31 2006 117.88 2007 115.52 2008 141.36 2009 125.25 2010 219.84 Total: $1844.42 Address: Tax Lot ID Number: Assessment Years: Amount: 17 Fifth Ave. 163.44-1-29 2002 7,724.22 2003 7,479.36 2004 4,612.14 2005 4,201.25 2006 2546.76 2007 2,521.68 2008 3,085.28 2009 2,760.40 2010 2,987.99 Total: $37,919.08 In the total amounts of one-thousand eight hundred forty-four and forty-two cents ($1,844.42) and Thirty-seven thousand nine hundred, nineteen dollars and eight cents ($37,919.08) and authorizes the Mayor, the Village Attorney and the Village Administrator/Treasurer to sign these agreement and take the necessary and appropriate actions to effect this Court Order and refund these taxes. Board Of Trustees Meeting Tuesday, October 18, 2011 Page 8 Item #10–Resolution Authorizing Reassignment of Section 8 Housing to HTFC Mayor Hotchkiss suggested the Board table this resolution regarding the Section 8 Housing office. He said there are some late breaking developments and he wanted to time to review that information. He stated the housing program has approximately 150 vouchers. He said most likely the Village will be handing over the administration to the County or the State. Item #11–KVS Information Systems Update Mayor Hotchkiss stated that the Board had approved of purchasing new accounting software at a previous meeting. He asked the Administrator to give a summary of events since that meeting. Administrator Yamuder stated the contracts have been signed and KVS has submitted a questionnaire to gain insight into Pelham’s accounting system. He said there is some training involved and it will require the computer server to be upgraded. He said the server is on state contract so the Village can purchase it soon. Mayor Hotchkiss stated the Village needs to automate their financial system to a greater degree. Item #12– Property Tax Cap Update Mayor Hotchkiss stated the Village is faced with the possibility of having to budget with a 2% tax cap mandated from the State of New York. The Village is considering enacting a local law through resolution to opt out of having to be constrained by a 2% cap on taxes. The passing of a local law requires presenting the law to the public through public hearings and review by counsel. Administrator Yamuder stated there is some information available to the Board members. He suggested they review the information and begin the process of passing this local law as soon as possible. Item #13–Monthly Budget Review Mayor Hotchkiss stated that in addition to the regular monthly report, he had an additional spreadsheet related to the Fire Department for this review of the finances. Administrator Yamuder stated the Fire Department is approximately a third of the way through the fiscal year. He said most of the money paid so far has been salaries to the Board Of Trustees Meeting Tuesday, October 18, 2011 Page 9 employees. He said there was overtime that was related to Hurricane Irene. He stated the Village will be applying to FEMA for reimbursement of this overtime. In terms of new initiatives related to the Village’s purchasing policy, Administrator Yamuder stated the Village Department heads will be using a new form to help monitor purchases. The Department Heads will now fill out which line they will be purchasing from as well as the budget line they will be taking funds from. Mayor Hotchkiss stated the Village fund balance is approximately $520,084.97. He said the Board wants to increase this amount over the next fiscal year. Trustee McGoldrick asked if the Village ends the year with a surplus, where would that money go. Mayor Hotchkiss responded that it could go into the General Fund or it could be used to alleviate the tax burden on the Village residents. Trustee McGoldrick said the Village should be looking forward to the pension contributions that it may have to pay in the future. Mayor Hotchkiss said the Board will have to assess that possibility when the time comes. Administrator Yamuder reminded the Board that the winter months are coming and the Board should begin to consider which the infrastructure and what can be upgraded. He said the Village had received AIM state aid as well. Item #14– Grants- Status Report Secretary Bonington began his report by describing several projects the Village has begun since the last meeting. He stated the DPW Yard Project is nearing completion and the newly re-opened Lot #7 will be open to permit holders for parking soon. He said the First Street Parking Lot project which is being funded by a grant from Senator Jeff Klein’s Office is under way. The construction will begin on Monday, October 24, 2011. The Secretary added that Lot #3 will be undergoing renovations for the first time in its structural history. He said notices have been sent out to permit parkers and the lot will be empty for approximately four weeks. He finished his project report by saying there will be street milling and paving taking place on Colonial Avenue from Wolfs Lane to just short of Corlies Avenue. This maintenance is being funded by the County Community Highway Improvement Program (CHIPS) funds. The Secretary began the grants report by stating that the Village is pursuing the Multi-Modal #4 grant for $12,500 to assist in payments for the DPW Yard Project. The Village’s application is currently being reviewed by the NYS Department of Transportation budgetary committee. He said the Village currently has four grants related to flooding. The contracts for the $340,000 EPA administered grant with a 45% match from the Village of Pelham are being reviewed by the EPA. Administrator Yamuder said once these contracts are executed the Village can begin the planning phase of this project. The other three Local Pre-Disaster Mitigation (LPDM) grants which are being administered through FEMA are under review at the Federal level. Mayor Hotchkiss and Administrator Yamuder are working with FEMA and Board Of Trustees Meeting Tuesday, October 18, 2011 Page 10 SEMO to confirm that there are no other outstanding requirements. The first grant from 2008 for $125,000 with a 25% match from the Village will be the first awarded if FEMA approves the funding. The Village has two grants being administered by the Dormitory Authority of the State of New York. The First Street Parking Lot project is being funded by one of these grants from Senator Klein’s Office for $100,000. The Secretary reported he has been contacting the Dormitory Authority contact for updates on the status of the grant. He said the current response has been that the Dormitory Authority is still working internally on the grant funds. The other Dormitory Authority grant is for $647,000 and is intended for development within Wolfs Lane Park. The proposal for reallocating the funds to the Village Green and Memorial Garden is being revised after which it will be submitted for approval from the Authority. The Secretary stated the Police Department had received and purchased a new vehicle with the funds from a $25,000 Justice Assistance Grant (JAG) grant. The Village Tree Committee had applied for an Urban Forestry grant which unfortunately the Village was denied for. The reason given was too many applications were submitted for the available funds. The Secretary concluded his report by saying the Village’s Community Development Block Grant (CDBG) application is progressing. Photographs and estimates of the Village’s sewers were sent to the County contact for his files regarding Pelham’s projects. Item #15– Other Business Mayor Hotchkiss stated the Town and the Village have signed the inter-municipal agreement for Trotta Park. He said he wanted to have the Village Planning Board look at the plans for the Park. Item #16–Authorizing the Accounts Payable Trustee Morris audited the Accounts Payable. After some discussion, a motion was made by Trustee Morris and seconded by Trustee Lewis to adopt the resolution. The vote was approved by a vote of four in favor, none opposed. Trustees Marty, Marciona, and Mohan 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 Board Of Trustees Meeting Tuesday, October 18, 2011 Page 11 following items that have been submitted to the Treasurer's Office for payment and authorized by the Village Administrator: Fund Name: Amount General Fund $ 219,472.47 Water Fund $154,323.58 Capital Projects Fund $10,352.36 Trust and Agency Fund $0.00 CD NYS Main Street Fund $ 0.00 H3 Fund $0.00 TE Expand Trust Fund $ 0.00 Grand Total $384,148.41 NOW, THEREFORE, BE IT RESOLVED, that this Board hereby approves payment of the above mentioned claims and authorizes payment thereof. Item #17–September 20, 2011, October 4, 2011 After some discussion, a motion was made by Trustee McGoldrick and seconded by Trustee Lewis to adopt the resolution. The vote was approved by a vote of four in favor, none opposed. Trustees Marty, Marciona, and Mohan were absent. September 20, 2011- Approved October 4, 2011- Tabled Item #18– Adjournment to Executive Session The Mayor mentioned that the next Board of Trustees meeting will take place on Tuesday, November 1, 2011 at 7:30 p.m. A motion was made by Trustee McGoldrick with a second by Trustee Lewis to adjourn the public portion of the board meeting and go into Executive Session to discuss contractual matters at 9:20 p.m. after which time the Board would adjourn for the evening. The motion was approved by vote of four in favor, none opposed. Trustees Marty, Marciona, and Mohan were absent. Respectfully submitted, Peter Bonington, Secretary to the Village Administrator