Mayor & Village Board of Trustees

VILLAGE OF PELHAM BOARD OF TRUSTEES REGULAR MEETING TUESDAY, OCTOBER 21, 2014, 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 # Agenda Items: Non-Recurring Items 7. O’Connor Davies Presentation of Audited Financial Statement for FY2013- Discussed 2014 8. Authorizing the Appointment of a Firefighter In the Pelham Fire Approved Department 9. Resolution Establishing a Standard Work Day for Elected and Appointed Approved Officials 10. Resolution Authorizing an Agreement with United Water New Rochelle, Approved Inc. for the Provision of Water Service and Conveyance of Assets of the Village of Pelham’s Water Facilities 11. Resolution to Accept Donations for the Pelhamwood Greenspaces Approved 12. Resolution To Accept A Donation From The Pelham Preservation And Approved Garden Society And To Award The Project To The Lowest Bidder To Perform Work On The Harmon Clock Tower And Gates 13. Presentation on Wolfs Lane Park Re-Design Discussed 14. Other Business Discussed Recurring Items 15. Authorizing Accounts Payable Approved 16. Authorizing Minutes of: October 7, 2014 Approved 17. Adjournment to Executive Session Approved Next Regularly Scheduled BOT Meetings: Thursday, November 6, 2014 Tuesday, November 18, 2014 All meetings start at 7:30 p.m. unless otherwise noted. Item #1 – Meeting called to order: The meeting of the Board of Trustees was called to order by Deputy Mayor Volpe at 7:30 p.m. Board of Trustees Regular Meeting Tuesday, October 21, 2014 The following members of the Board of Trustees were present: Deputy Mayor Volpe, Trustees Senerchia, Mutti, Marty, Reim, and Kagan The following members of the Board of Trustees were absent: Mayor Cassidy 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 Deputy Mayor Volpe. Reports: Mayor Cassidy Report Absent Trustees Reports: Trustee Kagan Trustee Kagan asked for an update from the Administrator regarding the change in filing with NYSHIP to bring our NYSHIP filing in-line with our Employee Handbook. Administrator Yamuder responded that he is awaiting a letter format from NYSHIP to update our status. Trustee Marty Trustee Marty commented that EcoPel is working on a Village-wide cleanup program. He said he recently learned the Governor will not be attending the Pelham Picture House as was previously reported. Trustee Mutti Page 2 Board of Trustees Regular Meeting Tuesday, October 21, 2014 Trustee Mutti thanked Assemblywoman Amy Paulin for helping to arrange an onsite meeting with the MTA to discuss the track noise issues. She said there will be an open MTA meeting on Monday, October 27th at 8:30 a.m. She said any concerned residents should arrive approximately 15 minutes early to register for an opportunity to speak. She said she is working to address resident concerns regarding the Children’s Park in Wolfs Lane Park. Trustee Reim Trustee Reim stated he was happy to see so many community events taking place here in Pelham. Trustee Senerchia Trustee Senerchia stated there have been a number of chamber events such as the Fabulous Finds on the Green and the Pumpkin Festival and 5K Fun-Run. He said the ribbon cutting ceremony for J. Phillip Realty was held recently. Trustee Senerchia stated the Police negotiations are ongoing and he has a conference call scheduled with the Mayor to discuss matters with the Police Union. Deputy Mayor Volpe Deputy Mayor Volpe thanked Sid Thayer for working with the Trustees on adjusting the route for the Fun-Run. Village Administrator’s Report Administrator Yamuder stated that it is the 50th anniversary of La Gravinese being in Pelham. He said he is aware of an organization called Sustainable Westchester that specializes in creating healthy and vibrant community environments. He said it is a $1,000 cost to participate. The Administrator said FEMA has begun releasing the disaster relief money due to the Village. He said the reimbursement amounts to approximately $16,000. He added that the State will be taking on the Village share of 10%. Page 3 Board of Trustees Regular Meeting Tuesday, October 21, 2014 Item #6– Public Comment None Item #7– O’Connor Davies Presentation of Audited Financial Statement for FY2013-2014 Tom Kennedy and Yulia Kelly of O’Connor Davies gave the Village financial presentation. Mr. Kennedy stated his firm has conducted past reports for the Village as their independent auditing firm. He said O’Connor Davies has been working in the Village for five years. He thanked Village Administrator Yamuder and Finacnial Advisor Shirley Brown for their cooperation during the audit. He said his firm is delivering an unmodified opinion on the Village finances and practices and would notify the Board of any deficiencies. He stated that this year’s report has no comments or deficiencies. Yulia Kelly detailed the Village finances noting the Village’s fund balance. She said at year’s end it is expected through prudent spending and increased revenues, the Village should have added approximately $140,000 to the fund balance. Deputy Mayor Volpe stated that the Village did not spend that $140,000 as originally budgeted. He said it will be going back into the fund balance. Trustee Reim asked about any effect GASB 68 will have on O’Connor Davies’ calculations. Mr. Kennedy responded that GASB 68 does not really effect their calculations. GASB 68 is an assessment that the State must provide the Village on its obligations to retirees. Deputy Mayor Volpe stated the Board will post the financial report on the Village website. Hard copies will be available at Village Hall. Item #8– Authorizing the Appointment of a Firefighter in the Pelham Fire Department Deputy Mayor Volpe stated the Village is hiring a new firefighter in response to some recent retirements. He said this firefighter is a transfer from the Mount Vernon Fire Department named Anthony Morello. He is a Pelham resident and very happy to begin work in his hometown. He will be reporting for duty tomorrow morning. A motion was made by Trustee Senerchia and seconded by Trustee Marty to approve the resolution. The vote was approved by a vote of six in favor, none opposed. Mayor Cassidy was absent. Page 4 Board of Trustees Regular Meeting Tuesday, October 21, 2014 BE IT RESOLVED, that the Board of Trustees of the Village of Pelham authorize the appointment by the Mayor of Anthony Morello of Pelham, New York, to the position of firefighter, at an annual salary of Firefighter Third Grade without EMT and effective date of employment to be determined by the requirements of Civil Service, for a probationary period of six (6) months, conditioned upon the satisfactory completion of a pre-employment medical examination, subject to the requirements of Civil Service, and authorizes the Mayor, the Village Administrator and the Fire Chief to take the necessary and appropriate actions to effect this appointment. Item #9– Resolution Establishing a Standard Work Day for Elected and Appointed Officials Administrator Yamuder stated this resolution pertains to all elected and non-elected officials for retirement reporting. Deputy Mayor Volpe stated that some officials are not listed who are not involved in the retirement system. A motion was made by Trustee Marty and seconded by Trustee Reim to approve the resolution. The vote was approved by a vote of five in favor, none opposed. Trustee Kagan abstained. Mayor Cassidy was absent. Standard Work Day and Reporting Resolution BE IT RESOLVED, that the Village of Pelham hereby establishes the following as standard work days for elected and 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 Begins/Ends Employer’s Day Time Keeping (based on (Hrs/day) System Record of Activities) (Y/N) April 2014- 4.10 Village Trustee Adam Kagan 6 March 2016 N April 2014 to Village Robert March 2015 N/A Administrator Yamuder 8 Y April 2014 to March 2015 N/A Village Clerk Terri Rouke 8 Y Deputy Deborah 8 April 2014 to Y N/A Page 5 Board of Trustees Regular Meeting Tuesday, October 21, 2014 Treasurer DelGrosso March 2015 April 2014 to Deputy Village March 2015 N/A Clerk Sandra Shriman 8 Y Secretary to the April 2014 to Village March 2015 Administrator Peter Bonington 8 Y N/A Item #10– Resolution Authorizing an Agreement with United Water New Rochelle, Inc. for the Provision of Water Service and Conveyance of Assets of the Village of Pelham’s Water Facilities Deputy Mayor Volpe said the Board has been negotiating with United Water for the past 18 months to transfer the Heights water district to them. Trustee Kagan gave a presentation on the negotiations and positons of the Village and United Water. John Cassone of 7th Avenue asked when this agreement would take effect when it is signed. Trustee Kagan stated the agreement is subject to Public Service Commission approval. Trustee Reim asked if the Board needed to have a public hearing on this issue. Trustee Kagan stated he felt the Village has been open about this process and does not want to lose momentum. He said however that another check in the process would not hurt. Trustee Mutti said the Board has discussed these negotiations at past meetings and no one has objected. She said she feels there is little confusion on this issue. Deputy Mayor Volpe said this agreement holds a significant number of benefits for the Village. He stated he has not heard any pushback on the Village divesting itself of the water district. Trustee Reim responded that it was procedural question. He said these are all good arguments and supports these continued negotiations. A motion was made by Trustee Kagan and seconded by Trustee Marty to approve the resolution. The vote was approved by a vote of six in favor, none opposed. Mayor Cassidy was absent. WHEREAS, the Village has requested UWNR to undertake all actions necessary, including, but not limited to, extension of service territory, to supply and provide adequate water service, currently provided by the Village, to 535 customers in Pelham Heights located in the Village of Pelham, Westchester County; Page 6 Board of Trustees Regular Meeting Tuesday, October 21, 2014 BE IT RESOLVED, that the Mayor and Board of Trustees of the Village of Pelham hereby authorize an Agreement with United Water New Rochelle, Inc. for the Provision of Water Service and Conveyance of Assets of the Village of Pelham’s Water Facilities; BE IT RESOLVED, that the agreement is subject to further approval by the New York State Public Service Commission; and BE IT RESOLVED, that the Mayor and Board of Trustees of the Village of Pelham hereby authorize the Mayor, the Village Attorney and the Village Administrator to negotiate and sign the necessary contracts and agreements to obtain these services. Item #11– Resolution to Accept Donations for the Pelhamwood Greenspaces Administrator Yamuder stated that volunteers with the Pelhamwood Association assisted with the Pelhamwood Greenspaces cleanup. He said supplies amounting to $216.00 were donated to the Village. He said the Board must accept the donation by resolution. Trustees Mutti and Senerchia thanked the volunteers for their efforts. A motion was made by Trustee Mutti and seconded by Trustee Senerchia to approve the resolution. The vote was approved by a vote of six in favor, none opposed. Mayor Cassidy was absent. WHEREAS the Pelhamwood green spaces – the Benedict Fountain, Harmon Clock Tower and Young Avenue Field has been pruned by volunteers and mulched by high school students looking for volunteer community service hours with supplies donated by the Pelhamwood Association; BE IT RESOLVED, that the Mayor and Board of Trustees of the Village of Pelham authorize the acceptance of the following donations; a value in the amount of $216.00 for mulch and plants from the Pelhamwood Association and wishes to thank the Association for the donation and the volunteers for their time and effort in this beautification effort. Item #12– Resolution To Accept A Donation From The Pelham Preservation And Garden Society And To Award The Project To The Lowest Bidder To Perform Work On The Harmon Clock Tower And Gates Deputy Mayor Volpe stated this resolution accepts a donation from the Pelham Preservation and Garden Society for maintenance to the Harmon Clock Tower and Gates. He said the PPGS received four proposals for the work and will be paying for all improvements. Page 7 Board of Trustees Regular Meeting Tuesday, October 21, 2014 Trustee Mutti added that the PPGS chose from a variety of services from all the contractors. A motion was made by Trustee Senerchia and seconded by Trustee Mutti to approve the resolution. The vote was approved by a vote of six in favor, none opposed. Mayor Cassidy was absent. BE IT RESOLVED, that the Mayor and Board of Trustees of the Village of Pelham authorize the acceptance of the following donation by the Pelham Preservation and Garden Society in the amount of $3,445.00 to be appropriated to the budget account A.5112.400, Permanent Improvement Contractual, for work to be done at the Harmon Clock Tower and Gates at Harmon Avenue and wishes to thank the Garden Society for the donation for this beautification effort; and BE IT FURTHER RESOLVED, Village of Pelham requested and received four (4) written quotes for a contract to paint and repair the Harmon Clock Tower and Gates with the donation from the Pelham Preservation and Garden Society; and WHEREAS, on reviewing the proposals, the bids were as follows: Base Bid 1. All State Interior and Exterior Contractors $ 3,445.00 2. Kitay’s Custom Painting. $6,200.00 3. AG Williams $7,925.00 2. P.J. McGoldrick $12,530.00 WHEREAS, Administrator Robert Yamuder has determined that the lowest responsible bid that meets requirements is All State Interiors; and NOW, THEREFORE, BE IT RESOLVED, that the Board of Trustees of the Village of Pelham hereby awards the contract to All State Interiors at the total bid cost of three thousand four hundred forty-five dollars ($3445.00), and BE IT FURTHER RESOLVED, that the Mayor and Village Administrator are authorized to take the necessary and appropriate actions to effect and execute this contract with the requirement that the Village of Pelham be provided with the insurance satisfactory to the Village for this contract. Item #13– Presentation on Wolfs Lane Park Re-Design Page 8 Board of Trustees Regular Meeting Tuesday, October 21, 2014 Trustee Mutti said the Village is working on a re-design of Wolfs Lane Park. She said this concept was originally put forward on the 2008 Pelham Comprehensive Plan. She stated the Village has signed a memorandum of understanding with the Junior League to help design and fund the renovation. She stated the Village currently has a $647,000 grant from Senator Jeff Klein’s office which is being rewritten to encompass a new scope of work. She added that she has retained Sean Jancski as the consulting landscape architect. Deputy Mayor Volpe asked how the move this project forward. Trustee Mutti said this design concept will be posted on the Village website. This will give the public a chance to comment and the Board can review those comments. Mary Quinten, a Pelham resident, stated that she is very supportive of this plan. John Cassone of 7th Avenue stated that he felt rest stops should be included on the design schematic. Item #14– Other Business Administrator Yamuder gave a brief summary of the Village budget to date. He said the Village is on a good track so far as compared to last year. He cited revenues collected at 85% as compared to 82% at the same time last year. He said he is monitoring the overtime for all departments which do appear to be tracking on budget at this time. Item #15– Authorizing the Accounts Payable Trustee Reim audited the Accounts Payable. A motion was made by Trustee Mutti and seconded by Trustee Senerchia to approve the resolution. The vote was approved by a vote of six in favor, none opposed. Mayor Cassidy 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 Page 9 Board of Trustees Regular Meeting Tuesday, October 21, 2014 items that have been submitted to the Treasurer's Office for payment and authorized by the Village Administrator: Fund Name: Amount General Fund $165,382.50 Water Fund $83,270.14 Capital Projects Fund $0.00 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 $248,652.64 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: October 7, 2014 The Board decided to table these minutes until a later meeting. September 30, 2014- Tabled October 7, 2014- Tabled Item #17– Adjournment to Executive Session A motion was made by Trustee Kagan with a second by Trustee Senerchia to adjourn the public portion of the Board meeting at 9:30 pm and go into Executive Session to discuss a potential litigation matter after which time the Board would adjourn for the evening. The motion was approved by vote of six in favor, none opposed. Mayor Cassidy was absent. Respectfully submitted, Peter Bonington, Secretary to the Village Administrator Page 10