Mayor & Village Board of Trustees

VILLAGE OF PELHAM BOARD OF TRUSTEES REGULAR MEETING TUESDAY, AUGUST 15, 2017, 7:30 PM VILLAGE HALL – 195 SPARKS AVENUE, PELHAM, NY 10803 MINUTES 1. Call To Order 2. Pledge of Allegiance 3. Roll Call 4. Mayor’s Report 5. Trustees’ Reports 6. Interim Village Administrator’s Report 7. Public Comments # Agenda Items: Non-Recurring Items 8. Resolution Authorizing Fundraiser in Wolfs Lane Park for The Bereavement Center of Westchester on October 13, 2017 9. Resolution Authorizing the Pelham Children’s Center Pumpkin Festival, 5K Race and Kid’s Fun Run on October 14, 2017 10. Resolution Establishing a Standard Work Day for Elected Officials Participating in the New York State and Local Retirement Systems 11. Resolution Authorizing Professional Engineering Design Services Agreement with Antonucci & Associates Architects & Engineers, LLP for the Wolfs Lane Park Fountain 12. Resolution Authorizing the Installation of a Village Wide Video Surveillance System 13. Other Business Recurring Items 14. Authorizing Accounts Payable 15. Authorizing the Minutes of: 16. Adjournment to Executive Session (if needed) Next Regularly Scheduled BOT Meetings: Tuesday, September 12, 2017 Tuesday, September 26, 2017 All meetings start at 7:30 p.m. unless otherwise noted. *The Agenda is subject to change.* Board of Trustees Regular Meeting Tuesday, August 15, 2017 Item # 1 – Meeting called to order: The meeting of the Board of Trustees was called to order by Deputy Mayor Kagan at 7:30 p.m. Item # 2 – Pledge of Allegiance: The Pledge of Allegiance was led by Deputy Mayor Kagan. Item # 3 – Roll Call: Present were Trustees Ferrara, Kagan, Mullen, Potocki, and Spira-Cohen. Trustee Reinke and Mayor Volpe arrived late. Interim Village Administrator Gallagher and Assistant to the Village Administrator Scelza were present. Mayor’s Report: Mayor Volpe attended the Pelham Senior Citizen’s Club Meeting on Monday, July 24th, so he thanked John Cassone, and the administration for inviting him. Mayor Volpe read a note from the corresponding secretary, Ms. Bori, who thanked him for his donation, the pastries, and for the Board’s excellent work. Mayor Volpe reported that the Interim Village Administrator Gallagher, Trustee Kagan, and himself met with key personnel from Board of Education concerning traffic calming measures, but they will meet again in the future. Mayor Volpe reported that the road resurfacing will begin this week as specified under our Inter- Municipal Agreement with the City of New Rochelle, so ELQ Industries will be resurfacing the north end of Fifth Avenue on Friday, August 18th from 6:00pm to 6:00am. Mayor Volpe stated that a notice was sent to the community, but he would like the Interim Village Administrator to follow up with the Police Department because it is important to keep the community informed on this matter. Mayor Volpe reported that he met with Mayor Thomas of Mount Vernon to discuss the concert series at Hutchinson Field. Mayor Volpe stated that Mayor Thomas has taken steps to address the noise issues emanating from the concert series; Mayor Thomas will reposition the speakers for future concerts to lessen the overall impact of the speakers. Mayor Volpe stated that Mayor Thomas has proposed zoning changes in Mount Vernon to spur mixed-used development in their community. Mayor Volpe thanked Mayor Thomas for being a partner and colleague in the efforts to revitalize Mount Vernon. Page 2 Board of Trustees Regular Meeting Tuesday, August 15, 2017 Trustees’ Report: Trustee Ferrara offered her condolences on behalf of the Board to the Shriman family; Sandra Shriman, the Deputy Village Clerk, lost her mother. Trustee Ferrara reported that she is working with Trustee Spira-Cohen to launch a Sustainability Committee. Trustee Ferrara reported that Trustee Spira-Cohen is working on a draft, so hopefully they will have something to present at the next meeting. ******** Trustee Kagan reported that the Westchester County Legislature passed a sanctuary type bill on Monday, August 7th, but the Westchester County Executive Robert Astorino vetoed it. Trustee Kagan reported that the Westchester County Legislature does not have enough votes to override the veto, so the County has not adopted the sanctuary bill. Trustee Kagan reported that the City of Rye has passed their own version of a sanctuary bill in July, and Trustee Kagan believes the Village can learn from this document because they made meaningful adjustments to the Attorney General’s guidelines. Trustee Kagan reported that the Village had a draft bill, but the Board was divided on its language, so they could not yet move forward. Trustee Kagan will try to have a draft ready by the next Board of Trustees meeting. As the Police Liaison, Trustee Kagan made an announcement concerning a hit and run accident between Nyac Avenue and Boulevard that occurred on Monday, August 14 th at approximately 9:22 a.m. Trustee Kagan reported that the Village of Pelham Police are looking for the driver of a tan GMC van, which hit a 15 year old male teen, so if you have any information on the driver please call Detective Benedetto. ******** Trustee Mullen announced that Fire Chief DiNapoli, Fire Lieutenant Benkwitt, and Police Lieutenant Pallet entered in an agreement with the Eastchester Volunteer Ambulance Corps (EVAC) to become a designated training center, so residents will be able to train with the staff and take ambulatory courses. Trustee Mullen said he hopes to have a plan by the next Board of Trustees meeting on how to address and move forward with the blockage in the storm water drainage system. Trustee Mullen reported that Dolph Rotfeld will complete the bid documents for the Fourth Avenue drain at the end of the month for a fall bid date. Trustee Mullen reported that the plan for 6 th Street will be before the Board at the next Board of Trustees meeting, and the 3 rd street bid documents are being prepared by Leonard Jackson, so the goal is to have them out by the 5th for a bid date of the 26th. Trustee Mullen thanked the Interim Village Administrator John Gallagher and Assistant to the Village Administrator Chris Scelza for their work on this project. Page 3 Board of Trustees Regular Meeting Tuesday, August 15, 2017 ******** Trustee Potocki met with members of leadership in New Rochelle to discuss the overflow situation in Glenwood lake. Trustee Potocki reported that the meeting was productive and they devised a plan to lower the lake in New Rochelle. Trustee Potocki reported that a resident expressed concerns about the signage on the Hutchinson River Parkway exit ramp (Northbound towards Cross County Parkway), so Trustee Potocki is looking into clarify the signage because it can be confusing. ******** Trustee Reinke reported a resident’s complaint about the poor television transmission/streaming quality of the Village Board of Trustees meetings. ******** Trustee Spira-Cohen reported on the LED street light project process, and revealed that one of the procurement packages is a community managed Request for Proposals (RFP), which will include an RFP for the aggregate purchase of the LED street lights and an RFP for the installment and management. Trustee Spira-Cohen also reported that our Department of Public Works General Foreman or Village Administrator can serve as the project manager on the project. Trustee Spira- Cohen is working on the street light audit and she will have more information available later. Trustee Spira-Cohen reported that Sustainable Westchester has secured a special offer for a $10,000 discount on the 2017 Nissan Leaf. Trustee Spira-Cohen reported this program is available to all who live, work, or do business in Sustainable Westchester communities, including students or employees of Westchester college who live outside the County. Trustee Spira-Cohen reported that Dan Welsh, the Program Director from Westchester Power, will be attending the next Board of Trustees meeting to discuss updates in the Community Choice Aggregation program in anticipation for our potential contract renewal next year. Interim Village Administrator’s Report: There was no report. Page 4 Board of Trustees Regular Meeting Tuesday, August 15, 2017 Item # 7 – Public Comments John Cassone, 312 7th Avenue, stated there is an issue with the television transmission/streaming, but it seems to only affect cablevision subscribers. Mr. Cassone wanted to inform the Board of a caller ID spoofing scam, so be careful. Gilyanna Jones, 135 Nyac Avenue, reported that her daughter was hit by a car at the intersection of Nyac Avenue and Boulevard on Wednesday, June 7th, and as a result she has sustained several injuries that require oral and plastic surgery. Ms. Jones requested a crossing guard to be placed at that intersection during the morning and afternoon because it is a dangerous intersection. Page 5 Board of Trustees Regular Meeting Tuesday, August 15, 2017 Non-Recurring Items Item # 8 – Authorizing Fundraiser in Wolfs Lane Park for The Bereavement Center of Westchester on October 13, 2017 Janet Lyons, Marketing and Development, Division of Bereavement at New York Presbyterian Lawrence Hospital, 316 Central parkway, Mount Vernon, is hosting a fundraising event at the Pelham Picture House on October 13th at 6:30 p.m. The fundraiser is a cocktail party and a premiere of the movie Wonderstruck, and there will be a short wine reception at Wolfs Lane Park before the movie showing starting at 6:30 p.m. and ending at 7:30 p.m. Mayor Volpe stated this fundraiser is a collaborative effort between Wolfs Lane Park, The Pelham Picture House, and the Bereavement Center. Mayor Volpe reminded Ms. Lyons of her obligation to reimburse the Village for the costs incurred as a result of the event. Resolution Authorizing Fundraiser in Wolfs Lane Park for The Bereavement Center of Westchester on October 13, 2017 Whereas, New York Presbyterian Lawrence Hospital has requested permission to hold a Fundraiser in Wolfs Lane Park on Friday, October 13, 2017 (copy attached); and Whereas, New York Presbyterian Lawrence Hospital shall reimburse the Village for all costs incurred by the Village as a result of the event, including but not limited to Police Department and Department of Public Works overtime, and provide a certificate of liability insurance naming the Village as an additional insured in a form and amount satisfactory to the Village. Now, therefore, be it resolved, that the Board of Trustees of the Village of Pelham herein authorizes the New York Presbyterian Lawrence Hospital the use of the section of Wolfs Lane Park directly across from the movie theatre to conduct a fundraising event to benefit The Bereavement Center of Westchester; and Be it further resolved, that the Board of Trustees authorize the appropriate Village officials and staff to take the necessary and appropriate actions to effectuate the intent of this resolution. Motion by: Trustee Mullen Seconded by: Trustee Ferrara Vote: 7-0 Page 6 Board of Trustees Regular Meeting Tuesday, August 15, 2017 Item # 9 – Authorizing the Pelham Children’s Center Pumpkin Festival, 5K Race and Kid’s Fun Run on October 14, 2017 Resolution Authorizing the Annual Pumpkin Festival, 5K Race and Kid’s Fun Run on October 14, 2017 Whereas, the Pelham Children’s Center has requested permission to hold the annual Pumpkin Festival, 5K Race and Kid’s Fun Run in the Village on Saturday, October 14, 2017; and Whereas, the temporary closure of certain streets is necessary in order to safely facilitate the event, and for traffic control; and Whereas, the Pelham Children’s Center shall reimburse the Village for all costs incurred by the Village as a result of the event, including but not limited to Police Department and Department of Public Works overtime, and provide a certificate of liability insurance naming the Village as an additional insured in a form and amount satisfactory to the Village. Now, therefore, be it resolved, that the Board of Trustees of the Village of Pelham herein authorizes the annual Pelham Children’s Center Pumpkin Festival, 5K Race and Kid’s Fun Run on Saturday, October 14, 2017 from 7:00 a.m. to 10:00 a.m., with the 5K race beginning at 8:00 a.m. starting and ending at Michael Schwerner Way and Fifth Avenue and the Fun Run starting at 9:00 a.m. at Franklin Field, running ½ mile up Wolfs Lane and Fifth Avenue, and finishing up at Fifth Avenue and Michael Schwerner Way, with the request that Michael Schwerner Way be closed for the entire event to stage the Pumpkin Festival and games and; Be it further resolved, that the Board of Trustees authorize the appropriate Village officials and staff to take the necessary and appropriate actions to effectuate the intent of this resolution. Motion by: Trustee Kagan Seconded by: Trustee Ferrara Vote: 7-0 Page 7 Board of Trustees Regular Meeting Tuesday, August 15, 2017 Item # 10 – Establishing a Standard Work Day for Elected Officials Participating in the New York State and Local Retirement Systems Mayor Volpe explained that this resolution is necessary under the New York State and Local Retirement System rules. Mayor Volpe stated the Village has to adopt a standard work day for anyone who is elected or appointed to office, and report it. Mayor Volpe asked Trustee Mullen to recuse himself from voting. Resolution Establishing a Standard Work Day for Elected Officials Participating in the New York State and Local Retirement Systems Whereas, New York State Employees’ Retirement System Rule 315.4 requires reporting to the Retirement System, on a form prepared by the State Retirement System, with respect to work days for certain elected officials who are members of the Retirement System and who are being reported for service credit and for whom the Village does not maintain time records; and Whereas, Rule 315.4(b) requires that the Board of Trustees adopt a resolution establishing a standard work day for each such elected or appointed office or position if the holder of that office or position is a member of the Retirement System for whom service credit is being reported. 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) Elected Official April 2017 to Village Trustee Chance Mullen 6 March 2019 N 3 Now, therefore, be it resolved, that the Board of Trustees of the Village of Pelham hereby establishes the above as standard work days for elected 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 Village Clerk of this body; and Be it further resolved, that a copy of this resolution be posted on the Village’s website for a minimum of 30 days; and Be it further resolved, that a certified copy of this resolution be filed with the New York State Retirement System within 15 days after the posting period. Motion by: Trustee Ferrara Seconded by: Trustee Reinke Vote: 6-0-1 Page 8 Board of Trustees Regular Meeting Tuesday, August 15, 2017 Item # 11 – Authorizing Professional Engineering Design Services Agreement with Antonucci & Associates Architects & Engineers, LLP for the Wolfs Lane Park Fountain By August 31, 2017 Mayor Volpe wondered if these services were covered under the grant, but the Interim Village Administrator said the grants funds are exhausted, and the Village has $4,500.00 budgeted for this under the Wolfs Lane Park project. Since professional engineering services do not need to go out for bid, the Interim Village Administrator Gallagher and Assistant to the Village Administrator Scelza met with the firm on site, got a proposal, and presented it to the Board. Assistant to the Village Administrator Scelza reported potentially there could be a box on the ground for the above grade installation, but they are hoping that the Westchester County Department of Health will not require it. Suez recommended a backflow prevention device that will be in the meter pit itself, where the water service line and backflow would be connected, so they are hoping the Westchester County Department of Health would approve this alternate plan. Mayor Volpe asked about the project’s funding sources, so Assistant to the Village Administrator Scelza revealed the project was funded by the grant, donations, and fund balance. The original bid proposal for the project was under budget, so now the Village has $4,500.00 to spend. Trustee Kagan and Mayor Volpe wondered if the work could be completed by August 31st, but the firm would need to file with the Westchester County Department of Health and Suez, which is a 30 day process on each side. Assistant to the Village Administrator Scelza stated the preparation of the drawings and specifications can be done right away, but the water component would take some time because Suez has to dig up the street and bring the connection to the line that we install in the ground, so most likely by October. Mayor Volpe would like to see a drawing by the end of August. Resolution Authorizing Professional Engineering Design Services Agreement with Antonucci & Associates Architects & Engineers, LLP for the Wolfs Lane Park Fountain Be it resolved, that the Board of Trustees of the Village of Pelham herein authorizes the Acting Village Administrator to execute the attached Professional Engineering Design Services Agreement with Antonucci & Associates Architects & Engineers, LLP to assist the Village with the preparation of engineered drawings and specifications for filing the water fountain in Wolfs Lane Park with County of Westchester Department of Health and Suez Water of Westchester in amount not to exceed $4,500.00; and Be it further resolved, that the Board of Trustees authorize the appropriate Village officials and staff to take the necessary and appropriate actions to effectuate the intent of this resolution. Motion by: Trustee Kagan Seconded by: Trustee Ferrara Vote: 7-0 Page 9 Board of Trustees Regular Meeting Tuesday, August 15, 2017 Item # 12 - Authorizing the Installation of a Village Wide Video Surveillance System Mayor Volpe stated that the Village has cameras installed around various locations in the community, and tonight the Board will be voting on a resolution to complete this project. Mayor Volpe stated the installation of the video surveillance system has been going on for three years, and Guardian Security and Surveillance Corp has installed almost all of the cameras. Mayor Volpe stated the Village wide video surveillance system is in public places and is legal, and business owners have expressed support for this project. Mayor Volpe reported that these cameras are a deterrent to crime, and one of the crimes in our community would not have been solved without the surveillance footage from the cameras. Mayor Volpe reported that the Chief of Police, Joseph Benefico, has awarded the bid to Guardian Security, so they will be installing the last phase of the project. Resolution Authorizing the Installation of a Village Wide Video Surveillance System Whereas, the Village wishes to continue with the installation of a Village-wide video surveillance system; and Whereas, a video surveillance system can be a deterrent to criminal activity; and Whereas, funding is available in the Villages Capital Budget Account # H.3120.206; and Whereas, the Village received three (3) written quotes for the purchase and installation of video surveillance equipment as follows: Base Bid 1. Guardian Security & Surveillance Corp. $12,875.00 2. Montgomery Electrical Contracting Corp. $18,550.00 3. Belway Electrical Contracting Corp. $19,025.00 Whereas, the Chief of Police recommends awarding the lowest qualified bidder Guardian Security & Surveillance Corp. Now, therefore, be it resolved, that the Board of Trustees of the Village of Pelham herein authorizes the Chief of Police to execute an agreement with Guardian Security & Surveillance Corp of Pelham, NY for the purchase and installation of video surveillance equipment in an amount not to exceed $12,875.00 incorporating the terms of the attached proposal; and Be it further resolved, that the Mayor, Acting Village Administrator and Chief of Police are authorized to take the necessary and appropriate actions to effect this resolution. Motion by: Trustee Potocki Seconded by: Trustee Ferrara Vote: 7-0 Page 10 Board of Trustees Regular Meeting Tuesday, August 15, 2017 Item # 13 – Other Business Retiree Medical Actuarial Valuation for the September 26th meeting Mayor Volpe stated in the past Edward Echeverria, senior actuary at Danziger & Markhoff LLP would present, so Mayor Volpe would like to invite Mr. Echeverria to the Board of Trustees meeting on Tuesday, September 26th to discuss the retirement medical actuarial valuation. 101 Wolfs Lane Update Mayor Volpe stated the developers from 101 Wolfs Lane presented their proposal to the Board, but they did not make a referral to the land use boards. Mayor Volpe, Trustee Kagan, Trustee Reinke, and the Interim Village Administrator Gallagher met with the developers of 101 Wolfs Lane and two architects on the project, so they are waiting on additional information regarding the easement before they can move forward with the project. Mayor Volpe stated the Board cannot encumber land purchased with bonds until they get more information on how much land the easement would require, so the Board’s land use counsel will reach out to the developers’ counsel to reach an agreement on how much of an easement over land would be required. Capital Projects Discussion Trustee Ferrara asked about the capital projects discussion, but Mayor Volpe said some of the department heads were unavailable for this meeting, so the discussion will be postponed. Mayor Volpe said there is time in the Fall to refinance the bond debt to pave the streets, repair sidewalks, and tackle other projects. Mayor Volpe asked Trustee Kagan, Trustee Ferrara, and Trustee Mullen to request the presence of their respective department heads at the next Board of Trustees meeting on Tuesday, September 12th to discuss their budget priorities. Trustee Mullen asked if there is a number to give to the Fire Chief, so Mayor Volpe said there is a draft document to consult. Mayor Volpe said the department should submit their capital requests, and if necessary the Village can bond some of those items. Mayor Volpe would like to formalize a long term capital project plan, so the Village could decrease the cost of the projects over time. Mayor Volpe said the department heads should come prepared to the capital projects discussion. Shared Services Mayor Volpe stated he has another shared services meeting to attend in September. Page 11 Board of Trustees Regular Meeting Tuesday, August 15, 2017 Recurring Items Item # 14 - Authorizing the Accounts Payable Trustee Kagan audited the Accounts Payable. Resolution Authorizing the Accounts Payable Whereas, pursuant to § 5-524 of the New York State Village Law, the Board of Trustees shall audit all claims against the Village. Now, therefore, be it resolved, that the Board of Trustees after audit of the following vouchers, 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 Deputy Village Treasurer: Fund Name: Amount General Fund $424,264.98 Capital Projects Fund $24,598.94 Trust and Agency Fund $195.00 TE Expandable Trust Fund $0.00 Grand Total $449,058.92 Be it further resolved, that this Board hereby approves payment of the above mentioned claims and authorizes payment thereof. Motion by: Trustee Reinke Seconded by: Trustee Ferrara Vote: 7-0 Page 12 Board of Trustees Regular Meeting Tuesday, August 15, 2017 Item # 15 – Authorizing the Minutes of: There were no minutes. Item # 16 – Adjournment to Executive Session The public portion of the Board meeting was adjourned at 8:44 pm to enter into Executive Session to discuss three personnel matters after which time the Board would adjourn for the evening. Page 13