Mayor & Village Board of Trustees

VILLAGE OF PELHAM BOARD OF TRUSTEES ORGANIZATIONAL MEETING MONDAY, APRIL 2, 2018, 7:30 PM VILLAGE HALL – 195 SPARKS AVENUE, PELHAM, NY 10803 MINUTES 1. Call To Order 2. Pledge of Allegiance # Agenda Items: Non-Recurring Items 3. Oath of Office for Elected Trustees by Mayor Volpe, Annual Organizational Meeting and Mayoral Appointments to Land Use Boards, Appointments of Committee Chairpersons, and Assignment for Board Liaisons Next Regularly Scheduled BOT Meetings: Tuesday, April 10, 2018 (Note: Public Hearing on Fiscal Year 2018-19 Tentative Budget) Tuesday, April 24, 2018 (Note: Fiscal Year 2018-19 Budget Adoption) All meetings start at 7:30 p.m. unless otherwise noted. *The Agenda is subject to change.* Board of Trustees Annual Organizational Meeting Monday, April 2, 2018 Item # 1 – Meeting called to order: The meeting was called to order by Melanie Potocki at 7:30pm. Item # 2 – Pledge of Allegiance: The pledge of allegiance was led by Rami Kamal. Item # 3 - Oath of Office for Elected Trustees by Mayor Volpe, Annual Organizational Meeting and Mayoral Appointments to Land Use Boards, Appointments of Committee Chairpersons, and Assignment for Board Liaisons Swearing in of Elected Officials Trustee Adam Kagan Trustee Hanan Kamal Eldahry Trustee Peter Potocki Note: Appointments by the Mayor of Village officials and staff, and appointments by the Mayor to Land Use Boards, require Board of Trustees approval. ANNUAL ORGANIZATIONAL MEETING RESOLUTIONS 2018-19 RESOLUTIONS OF APPOINTMENT OF THE FOLLOWING OFFICIALS 1. Be it resolved, that Adam Kagan is appointed by the Mayor as Deputy Mayor and while so acting is vested with all of the powers and shall perform all of the duties of Mayor pursuant to New York State Village Law § 4-400; in the event Mayor Volpe and Deputy Mayor Kagan are unavailable due to absence or disability pursuant to New York State Village Law § 4-400 (2), Trustee Potocki shall serve as Mayor and while so acting shall be vested with all of the powers and shall perform all of the duties of Mayor. Motion: Trustee Mullen Seconded: Trustee Spira-Cohen Vote: 5-0 Absent: Trustee Ferrara Abstention: Trustee Kagan 2. Be it resolved, that John Gallagher, of, Pelham, NY, is hereby re-appointed as Village Administrator pursuant to Village Code Chapter 2. Motion: Trustee Mullen Seconded: Trustee Kagan Vote: 6-0 Absent: Trustee Ferrara Page 2 Board of Trustees Annual Organizational Meeting Monday, April 2, 2018 3. Be it resolved, that John Gallagher, of Pelham, NY, is hereby re-appointed as Village Treasurer pursuant to New York State Village Law § 4-408. Motion: Trustee Mullen Seconded: Trustee Spira-Cohen Vote: 6-0 Absent: Trustee Ferrara 4. Be it resolved, that Christopher Scelza, is hereby re-appointed as Assistant Village Administrator pursuant to Village Code Chapter 2. Motion: Trustee Mullen Seconded: Trustee Kagan Vote: 6-0 Absent: Trustee Ferrara 5. Be it resolved, that Spolzino, Smith, Buss & Jacobs, Edward A. Smith as Counsel, is hereby appointed as Village Attorney. Motion: Trustee Mullen Seconded: Trustee Potocki Vote: 6-0 Absent: Trustee Ferrara 6. Be it resolved, that Martha L. Conforti, Esq., is hereby appointed as Village Prosecuting Attorney. Motion: Trustee Mullen Seconded: Trustee Kamal Eldahry Vote: 6-0 Absent: Trustee Ferrara 7. Be it resolved, that Robert G. Wise, Esq., is hereby appointed as Counsel to the Zoning Board of Appeals. Motion: Trustee Mullen Seconded: Trustee Potocki Vote: 6-0 Absent: Trustee Ferrara 8. Be it resolved, that Michele Cassandra, Assessor for the Town of Pelham, is hereby re-appointed as the Assessor for the Village of Pelham. Motion: Trustee Mullen Seconded: Trustee Kamal Eldahry Vote: 6-0 Absent: Trustee Ferrara 9. Be it resolved, that Catherine Mazzaro, Receiver of Taxes for the Town of Pelham, is hereby re- appointed as Receiver of Taxes for the Village of Pelham. Motion: Trustee Mullen Seconded: Trustee Spira-Cohen Vote: 6-0 Absent: Trustee Ferrara Page 3 Board of Trustees Annual Organizational Meeting Monday, April 2, 2018 10. Be it resolved, that Deborah DelGrosso is hereby re-appointed as Deputy Village Treasurer, Deputy Village Clerk and Deputy Registrar of Vital Statistics. Motion: Trustee Mullen Seconded: Trustee Potocki Vote:6-0 Absent: Trustee Ferrara 11. Be it resolved, that Terri Rouke is hereby re-appointed as Village Clerk and Registrar of Vital Statistics pursuant to New York State Village Law § 4-402. Motion: Trustee Mullen Seconded: Trustee Spira-Cohen Vote: 6-0 Absent: Trustee Ferrara 12. Be it resolved, that the Second (2nd) and Fourth (4th) Tuesdays of every month are hereby designated as the Regularly Scheduled meeting nights of the Village of Pelham Board of Trustees (meetings will begin at 7:30 p.m.), except as the schedule may be otherwise amended from time to time; and Be it further resolved, that the public notice of the time and place of the regular meetings, special meetings and work sessions of the Village Board of Trustees of the Village of Pelham as established by this Resolution, be given to the news media as required by Public Officers Law, Article 7, § 104 of the State of New York and that a calendar of Board of Trustees meetings shall be forthwith posted conspicuously on the bulletin board in the lobby of the Village Hall at 195 Sparks Avenue, Pelham, New York, as well as the Village website at www.pelhamgov.com and remain conspicuously posted during the Village official year 2018-19. Motion: Trustee Mullen Seconded: Trustee Kamal Eldahry Vote: 6-0 Absent: Trustee Ferrara DESIGNATION OF SIGNATORIES Be it resolved, that the Mayor, the Deputy Mayor, the Village Administrator/Treasurer, and the Deputy Village Treasurer are hereby authorized to sign checks on behalf of the Village of Pelham. Motion: Trustee Mullen Seconded: Trustee Kamal Eldahry Vote: 6-0 Absent: Trustee Ferrara Page 4 Board of Trustees Annual Organizational Meeting Monday, April 2, 2018 DESIGNATION OF OFFICIAL DEPOSITORY OF FUNDS Be it resolved, that pursuant to New York State Village Law § 4-412 (3)(2) that JP Morgan Chase Bank, N.A., and Sterling National Bank are hereby designated as depositories for the Village of Pelham respecting various accounts the Village of Pelham maintains in the ordinary course of its business. Motion: Trustee Mullen Seconded: Trustee Potocki Vote: 6-0 Absent: Trustee Ferrara DESIGNATION OF OFFICIAL VILLAGE NEWSPAPER Be it resolved, that the Journal News is hereby designated as the official newspaper of the Village of Pelham for the ensuing official year. Motion: Trustee Mullen Seconded: Trustee Spira-Cohen Vote: 6-0 Absent: Trustee Ferrara DESIGNATION OF BOND COUNSEL Be it resolved, that the Law Offices of Jeffrey E. Storch, Esq., is hereby designated as Bond Counsel for the Village of Pelham for the period of June 1, 2018 through May 31, 2019 per the attached proposal dated February 6, 2018; and Be it further resolved, that the Board of Trustees of the Village of Pelham hereby authorizes the Mayor to execute the attached Letter of Engagement with The Law Offices of Jeffrey E. Storch, Esq., for the period of June 1, 2018 through May 31, 2019. Motion: Trustee Mullen Seconded: Trustee Potocki Vote: 6-0 Absent: Trustee Ferrara DESIGNATION OF FINANCIAL ADVISOR Be it resolved, that Capital Markets Advisors, LLC is hereby designated as Financial Advisors for the Village of Pelham for the period of June 1, 2018 through May 31, 2019; and Be it further resolved, that the Board of Trustees of the Village of Pelham hereby authorizes the Mayor to execute the attached Financial Advisory Services Agreement with Capital Markets Advisors, LLC for the period of June 1, 2018 through May 31, 2019. Motion: Trustee Mullen Seconded: Trustee Spira-Cohen Vote: 6-0 Absent: Trustee Ferrara Page 5 Board of Trustees Annual Organizational Meeting Monday, April 2, 2018 RESOLUTION ADOPTING PROCUREMENT & PURCHASING POLICY FOR FISCAL YEAR 2018- 19 Whereas, New York State General Municipal Law § 104-b (4) requires the Village Board of Trustees to review its procurement policies and procedures on an annual basis; and Whereas, staff reviewed and discussed the Procurement and Purchasing Policy and does not recommend any changes to the existing policy. Now, therefore, be it resolved, that the Purchasing and Procurement Policy be adopted in accordance with the attached April 2, 2018 document, hereto referred to as “Procurement and Purchasing Policy and Procedures, Dated April 2, 2018”. Motion: Trustee Mullen Seconded: Trustee Kamal Eldahry Vote: 6-0 Absent: Trustee Ferrara Page 6 Board of Trustees Annual Organizational Meeting Monday, April 2, 2018 VILLAGE TRUSTEE ASSIGNMENTS & LIAISON APPOINTMENTS Note: Trustee Liaison and Committee Appointments by the Mayor do not require Board action for advice and consent by the Board, but are included here to be entered into the minutes. Public Safety (Fire, Police, Crossing Guards) & Parking Availability, Restrictions & Enforcement & Labor Relations Chair Trustee Kagan 1. Police Liaison == Adam Kagan 2. Fire Liaison == Chance Mullen 3. Parking Issues == Hanan Kamal Eldahry Downtown Revitalization, Building Department, Code Improvements, Chamber of Commerce, Pelham Business Council & Land Use Boards Chair Mayor Volpe 1. Building Department == Peter Potocki 2. Code Enforcement/Improvements == Ariel Spira-Cohen 3. CofC and PBC == Xaira Ferrara 4. Attracting Commercial Businesses == Hanan Kamal Eldahry Public Works, Parks, Utilities, Sanitation & Flooding Issues Chair Trustee Xaira Ferrara 1. DPW Liaison/Parks, Trees & Green Spaces == Xaira Ferrara 2. Sustainability & EcoPel == Ariel Spira-Cohen 3. Metro North Liaison == Chance Mullen 4. FEMA Grants/Flooding == Chance Mullen Village Administrative Functions, Budgeting, Financial & Strategic Planning & Inter- Governmental Relations Chair Trustee Potocki Page 7 Board of Trustees Annual Organizational Meeting Monday, April 2, 2018 1. Office Staff Liaison == Peter Potocki 2. Public Communications = Chance Mullen 3. Financial & Strategic Planning, Accountability & Shared Services == Mayor Volpe and Ariel Spira-Cohen 4. Intergovernmental Relations == Hanan Kamal Eldahry (including but not limited to the Village of Pelham Manor, Town of Pelham, City of Mount Vernon, City of New Rochelle, County of Westchester and the Westchester Municipal Officials Assocation) LAND USE BOARD APPOINTMENTS To be determined at a later date. Other Business Trustee Spira-Cohen reported there are two upcoming Solarize Pelham workshops Solarize Pelham Workshop at the Manor Club, on Thursday, April 26th, 7:00-8:30 pm and at the Town of Pelham Public Library, on Saturday May 5th, 2:00-3:30 pm. The organizational meeting was closed at 8:06pm, after a motion by Trustee Mullen and seconded by Trustee Kamal Eldahry, vote 6-0 Page 8