Mayor & Village Board of Trustees

VILLAGE OF PELHAM BOARD OF TRUSTEES REGULAR MEETING TUESDAY, DECEMBER 10, 2019, 7:30 PM VILLAGE HALL – 195 SPARKS AVENUE, PELHAM, NY 10803 AGENDA 1. Call to Order 2. Pledge of Allegiance 3. Roll Call 4. Trustees’ Reports 5. Village Administrator’s Report 6. Mayor’s Report 7. Public Comments # Agenda Items: Non-Recurring Items 8. Resolution Authorizing Additional Free Parking to Shoppers and Diners in Lot 7 Behind Village Hall on Sparks Avenue 9. Resolution Encouraging the Use and Replacement of Village Fleet Vehicles with Hybrids and Electric Vehicles and Adopting the Installation of EV Stations in Municipal Lots 10. Resolution Appointing Deputy Mayor 11. SAB Annual Update 12. Discussion Regarding Non-Rep Benefits 13. Other Business Recurring Items 14. Authorizing Budget Amendment and Transfers for Fiscal Year 2019-20 15. Authorizing Accounts Payable 16. Authorizing Minutes of: 17. Adjournment to Executive Session Next Regularly Scheduled BOT Meetings: Tuesday, January 14, 2020 Tuesday, January 28, 2020 All meetings start at 7:30 PM unless otherwise noted. *The agenda is subject to change* Board of Trustees Regular Meeting Tuesday, December 10, 2019 Item # 1 – Meeting called to order: Mayor Mullen called the meeting to order at 7:30PM. Item # 2 – Pledge of Allegiance: Mayor Mullen lead the room in the Pledge of Allegiance. Item # 3 – Roll Call: Attendee Name Present Absent Late Mayor Mullen ☒ ☐ ☐ Trustee Carpenter ☒ ☐ ☐ Trustee Hill-Ries ☒ ☐ ☐ Trustee Kamal Eldahry ☒ ☐ ☐ Trustee Potocki ☐ ☒ ☐ Trustee Spira-Cohen ☒ ☐ ☐ Village Administrator Small ☒ ☐ ☐ Asst. Village Administrator Scelza ☒ ☐ ☐ Asst. to the Village Admin. Farrell ☒ ☐ ☐ Trustees’ Report: Trustee Carpenter had nothing to report. Trustee Hill-Ries had nothing to report. Trustee Kamal Eldahry had nothing to report. Trustee Potocki was absent. Trustee Spira-Cohen mentioned a survey distributed by the Pelham Public School District in coordination with the Pedestrian Safety and Traffic Calming Committee and the PTA. Village Administrator’s Report: Mr. Small had nothing to report. Mayor’s Report Mayor Mullen acknowledged a card from local businesses thanking the Board of Trustees and the Building/DPW Superintendent for the holiday wreaths and decorations along Wolfs Lane. He also noted the switch in garbage service providers. Mayor Mullen also mentioned the weather predictions and noted that the DPW is prepared and ready to treat the roads as needed. Board of Trustees Regular Meeting Tuesday, December 10, 2019 Item # 7 – Public Comments There was no public comment on items not on the agenda. Board of Trustees Regular Meeting Tuesday, December 10, 2019 Non-Recurring Items Item # 8 – Resolution Authorizing Additional Free Parking to Shoppers and Diners in Lot 7 Behind Village Hall on Sparks Avenue Resolution Authorizing Additional Free Parking to Shoppers and Diners in Lot 7 Behind Village Hall On Sparks Avenue Whereas, Lot 7 behind Village Hall on Sparks Avenue is currently 24-hour permit holder parking with free parking from 5:00 p.m. to 2:00 a.m. Monday through Friday for shoppers and diners; and Be it resolved, that Parking Lot # 7 shall remain 24-hour permit parking with free parking Monday through Friday 5:00 pm to 2 am and additional free parking shall be added on Saturday and Sunday from 8:00 a.m. to 2:00 a.m. for diners and shoppers and the Village is to furnish and install new signage accordingly; and Be it further resolved, that the Mayor, Village Administrator and Department of Public Works Superintendent are authorized to take the necessary and appropriate actions to affect this resolution. Vote Record - Item # 8 – Resolution Authorizing Additional Free Parking to Shoppers and Diners in Lot 7 Behind Village Hall On Sparks Avenue Village of Pelham Board of Trustees Regular Meeting Tuesday, December 10, 2019 Yes/Aye No/Nay Abstain Absent ☐Approved Mayor Mullen ☒ ☐ ☐ ☐ ☐Approved as Trustee Carpenter Motion ☒ ☐ ☐ ☐ Amended Trustee Hill-Ries ☒ ☐ ☐ ☐ ☐Tabled Trustee Kamal Eldahry Second ☒ ☐ ☐ ☐ ☐Withdrawn Trustee Potocki ☐ ☐ ☐ ☒ ☐Discussed Trustee Spira-Cohen ☒ ☐ ☐ ☐ Board of Trustees Regular Meeting Tuesday, December 10, 2019 Item # 9 – Resolution Encouraging the Use and Replacement of Village Fleet Vehicles with Hybrids and Electric Vehicles and Adopting the Installation of EV Stations in Municipal Lots Resolution Encouraging the Use and Replacement of Village Fleet Vehicles with Hybrids and Electric Vehicles and Adopting the Installation of EV Stations in Municipal Lots Whereas, The Board of Trustees of the Village of Pelham has created a Sustainability Advisory Board (“SAB”) to advise the Village on matters relating to environmental, social and economic sustainability; and Whereas, the SAB is cognizant of the environmental benefits afforded by electric vehicles in terms of reduced air pollutant emissions; and Whereas, the SAB has recommended to the Board of Trustees that the Village should take economically reasonable steps to support the use of electric vehicles by Village personnel and the residents of the Village; and Whereas, the Village Board of Trustees has duly considered the recommendation and has determined that the increased use of electric vehicles in the Village would enhance the quality of life of its residents by reducing localized air pollution in and around the Village; and Whereas, by encouraging the use of electric vehicles the Village would be contributing to the global effort to reduce the emission of greenhouse gases causing dangerous climate change; Whereas, the increased use of electric vehicles by Village personnel may also have economic benefits for the Village; Whereas, Village officials have consulted with representatives of the New York State Energy Research and Development Authority (“NYSERDA”) and the New York State Department of Environmental Conservation to identify technical and/or financial assistance that may be available to support the increased use of electric vehicles in the Village, and will continue to do so; and Whereas, the Village Administrator is performing an inventory of the vehicle fleet owned and operated by the Village to identify the function of each of those vehicles and determine whether, upon its retirement it would be appropriate to replace such vehicle with an electric vehicle; Now therefore be it resolved, that the Village Board of Trustees finds and determines as follows: 1. It is the goal of the Village that: (a) new fleet vehicles, including but not limited to those vehicles acquired to replace the Village’s currently-owned vehicles at the end of their useful life, will be plug-in hybrid or battery-powered electric vehicles, as and to the extent that the responsible Village official (including the Village Administrator, the Chief of Police, the Commissioner of Public Works or other official whose duties include the procurement of fleet vehicles) determines that: (i) the vehicle acquired will properly serve the operational needs of the Department for which it is acquired; and (ii) such vehicle can be acquired by purchase or Board of Trustees Regular Meeting Tuesday, December 10, 2019 lease in accordance with the fiscally responsible administration of the Department, taking into account the whole life cost of such vehicle; (b) the Village will install on Village facilities sufficient charging stations to provide for the convenient operation of fleet vehicles acquired in accordance with this resolution; (c) the Village will encourage developers of major new residential, commercial or mixed-use buildings to equip parking facilities provided in connection with such developments with: (1) Electrical infrastructure and the wiring to provide (“Level 2”) electric service to a minimum of 20 percent of the total parking spaces within the covered parking facility; (2) wiring needed to equip at least 20 percent of the parking spaces within such parking facility with the infrastructure needed for the future connection of Level 2 electric vehicle supply equipment; and (3) at least 10 percent of the parking spaces provided for commuter parking by the Village will be equipped with Level 2 electric vehicle supply equipment. 2. The Village Administrator shall contact responsible officials at the MetroNorth Commuter Railroad (“MetroNorth”) to determine the feasibility of installing additional electric charging stations at the lots operated by MetroNorth, and report the results of that inquiry to the Board for further consideration and action. Vote Record - Item # 9 – Resolution Encouraging the Use and Replacement of Village Fleet Vehicles with Hybrids and Electric Vehicles and Adopting the Installation of EV Stations in Municipal Lots Village of Pelham Board of Trustees Regular Meeting Tuesday, December 10, 2019 Yes/Aye No/Nay Abstain Absent ☐Approved Mayor Mullen ☒ ☐ ☐ ☐ ☒Approved as Trustee Carpenter ☒ ☐ ☐ ☐ Amended Trustee Hill-Ries Second ☒ ☐ ☐ ☐ ☐Tabled Trustee Kamal Eldahry Motion ☒ ☐ ☐ ☐ ☐Withdrawn Trustee Potocki ☐ ☐ ☐ ☒ ☐Discussed Trustee Spira-Cohen ☒ ☐ ☐ ☐ Board of Trustees Regular Meeting Tuesday, December 10, 2019 Item # 10 - Resolution Appointing Deputy Mayor Resolution Appointing Deputy Mayor Whereas, Adam Kagan tendered his resignation as a member of the Village Board of Trustees, said resignation effective November 12, 2019. Be it resolved, that Peter Potocki 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; Vote Record - Item # 10 – Resolution Appointing Architectural Review Board Member Village of Pelham Board of Trustees Regular Meeting Tuesday, December 10, 2019 Yes/Aye No/Nay Abstain Absent ☒Approved Mayor Mullen ☒ ☐ ☐ ☐ ☐Approved as Trustee Carpenter ☒ ☐ ☐ ☐ Amended Trustee Hill-Ries ☒ ☐ ☐ ☐ ☐Tabled Trustee Kamal Eldahry Second ☒ ☐ ☐ ☐ ☐Withdrawn Trustee Potocki ☐ ☐ ☐ ☒ ☐Discussed Trustee Spira-Cohen Motion ☒ ☐ ☐ ☐ Board of Trustees Regular Meeting Tuesday, December 10, 2019 Item #11 - SAB Annual Update Tom White, Chairperson of the SAB, presented the annual update: The SAB completed its first year of existence in July. Our initial effort was spent organizing and meeting with Sustainability Leaders from Dobbs Ferry, New Rochelle, Mamaroneck and Westchester County to learn how they have achieved progress on various issues. The result of this, by working with Village staff and the BOT, is that Pelham is now a NY State Climate Smart Community and this provides a framework to recognize the Village’s Sustainability efforts already achieved and to plan more going forward. CSC Coordinator, Cara Farrell has been uploading documents as supporting documentation for action items related to the final application of becoming certified as a NY State Climate Smart Community. On a more current basis, the SAB helped evaluate the Recollect offer from Sustainability Westchester. This is now being implemented by the Village of Pelham with the change in garbage contract it will soon be in the works. This will help the Village of Pelham support Westchester County’s goal of increasing recycling and potentially adding composting. We held two community awareness events: a table at the community street fair and a charette at the Town House where we began our community education efforts on heat pumps, which are a non-fossil fuel form of heating and cooling buildings. As part of the Climate Smart Community effort, the SAB has expanded into a Climate Smart Task Force with the addition of 13 interested and motivated community members to facilitate community outreach and assist the SAB efforts to gain achievements and become a rated Climate Smart Community. Additionally, at the last Village Board of Trustees meeting, Kevin Healy and Richard Heller presented on EV Technologies and Tree Legislation respectively. The EV Technologies seems to be moving forward and we are excited for that. The tree legislation as we understand it, will need much more of an education component which we are preparing to undertake. Finally, we have evaluated bike sharing programs without reaching a level of comfort sufficient to make any recommendation to the Village Board of Trustees. This concludes my comments and I am open to any questions. ________________________________________________________________________________________ Board of Trustees Regular Meeting Tuesday, December 10, 2019 Item # 12 - Resolution Amending the Employee Handbook to Include a Section for Non- Represented Compensation and Benefits Resolution Amending the Employee Handbook to Include a Section for Non-Represented Compensation and Benefits Whereas, the Village Board adopted the Employee Handbook on June 10, 2014; and Whereas, the Village Board reserves the right to add to, change or eliminate the policies within the Employee Handbook from time to time as it deems appropriate and to the extent applicable by law; and Whereas, the Village employees provide vital constituent services and aid in the implementation of rules, regulations, ordinances, local laws and codes of the Village; and Whereas, the Village management and administration staff are integral to the delivery of Village services in an effective and efficient manner; and Whereas, the Village Administrator is responsible to oversee and coordinate personnel practices and the work of all Village employees, including the maintenance of personnel files, comparative wage and salary plans, safety programs, in-service training programs for both incoming and veteran employees, with emphasis on incentives and employee effectiveness, and shall consult on the recruitment and employment of key administrative employees; and Whereas, the Village Administrator, after gathering information from other municipalities and conducting interviews with Village staff members, recommends the Employee Handbook be amended to include a section concerning the benefits to be provided to Non-Represented employees; and Whereas, for purposes of the amendment to the Employee Handbook set forth in this resolution, Non-Represented employees shall mean full-time employees of the Village of Pelham not represented by a labor union; and Whereas, the Village Administrator recommends that the amendment to the Employee Handbook provide that all Non-Represented employees shall have the following benefits: I. Bereavement Leave – 4 Days. Each employee shall be entitled to four (4) days of bereavement leave with pay, in the event of the death of an employee’s immediate family as defined herein. Immediate family is defined as mother, father, child, sister, brother, spouse, grandparents, grandchildren, father-in-law and mother-in-law. Effective immediately. II. Health Insurance – Non-Represented Employees who provide proof of health insurance coverage other than the health insurance provided by the Village of Pelham may elect not to be enrolled in the health insurance plan. An employee who elects not to be enrolled as indicated above shall be compensated $500 per month effective January 2020 for individual coverage and $750 per month effective January 2020 for family coverage. Monthly payment shall be made the last payroll of each month. Board of Trustees Regular Meeting Tuesday, December 10, 2019 III. Vacation – A Non-Represented Employee shall have the option, each calendar year, to cash in up to five (5) vacation days. The Police Lieutenant shall have the option, each calendar year, to cash in up to ten (10) vacation days. Effective June 1, 2020 IV. Personal Leave – A Non-Represented Employee will be credited with (3) days paid of personal leave per calendar year. Such personal leave days must be scheduled in advance and be approved by the department head or the Village Administrator. The department head or the Village Administrator shall have the right, in his sole discretion, to reschedule personal leave days where the granting of said personal leave days would cause a disruption in the essential Village services or work project. Effective January 2020. Note: This provision does not impact employees who have additional benefits and personal leave days per an executed and effective employment agreement. Whereas, the amendment to the Employee Handbook as prescribed above will help to level benefits for Non-Represented employees; and Now, therefore, be it resolved, the Board of Trustees of the Village of Pelham hereby amends the Employee Handbook to include a section for Non-Represented Compensation and Benefits with the benefits described herein. Vote Record - Item # 10 – Resolution Amending the Employee Handbook to Include a Section for Non-Represented Compensation and Benefits Village of Pelham Board of Trustees Regular Meeting Tuesday, December 10, 2019 Yes/Aye No/Nay Abstain Absent ☒Approved Mayor Mullen ☒ ☐ ☐ ☐ ☐Approved as Trustee Carpenter ☒ ☐ ☐ ☐ Amended Trustee Hill-Ries ☒ ☐ ☐ ☐ ☐Tabled Trustee Kamal Eldahry Second ☒ ☐ ☐ ☐ ☐Withdrawn Trustee Potocki ☐ ☐ ☐ ☒ ☐Discussed Trustee Spira-Cohen Motion ☒ ☐ ☐ ☐ Village Administrator Small provided an outline of changes to the Board of Trustees regarding non- represented employees compensation and benefits. Board of Trustees Regular Meeting Tuesday, December 10, 2019 Item # 13 – Other Business There was no other business. Board of Trustees Regular Meeting Tuesday, December 10, 2019 Recurring Items Item # 14 - Resolution Authorizing Budget Amendment and Transfers for Fiscal Year 2019-20 Resolution Authorizing Budget Amendments and Transfers for Fiscal Year 2019-20 Whereas, pursuant to the provisions of §5-520 of the New York State Village Law, the Board of Trustees, by resolution, may increase existing appropriations by transferring funds from the unexpended balance of another appropriation, from the contingent account, from available cash surplus or unanticipated revenues within a fund, or by borrowing; and Whereas, in all cases, there are sufficient unexpended balances in other appropriation accounts, excess revenues or fund balances available to cover the amendments and transfers. Now, therefore, be it resolved, that pursuant to New York State Village Law § 5-520, the Board of Trustees of the Village of Pelham hereby authorizes and directs the Assistant Village Administrator/Village Treasurer to modify the 2019-20 Budget by making the following budget transfers (attached hereto and made part hereof). Vote Record - Item # 14 – Resolution Authorizing Budget Transfers for Fiscal Year 2019-20 Village of Pelham Board of Trustees Regular Meeting Tuesday, December 10, 2019 Yes/Aye No/Nay Abstain Absent ☒Approved Mayor Mullen ☒ ☐ ☐ ☐ ☐Approved as Trustee Carpenter ☒ ☐ ☐ ☐ Amended Trustee Hill-Ries Second ☒ ☐ ☐ ☐ ☐Tabled Trustee Kamal Eldahry ☒ ☐ ☐ ☐ ☐Withdrawn Trustee Potocki ☐ ☐ ☐ ☒ ☐Discussed Trustee Spira-Cohen Motion ☒ ☐ ☐ ☐ Board of Trustees Regular Meeting Tuesday, December 10, 2019 Item # 15 - Authorizing the Accounts Payable Trustee Potocki is auditing 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 of the Village of Pelham 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 Village Administrator and Village Treasurer: Fund Name: Amount General Fund $77,672.33 Capital Projects Fund $ 32,642.50 Trust and Agency Fund $19,125.50 TE Private Purpose Trust Fund $0.00 Grand Total $129,440.33 Be it further resolved, that this Board hereby approves payment of the above-mentioned claims and authorizes payment thereof. Vote Record - Item # 15 – Resolution Authorizing the Accounts Payable Village of Pelham Board of Trustees Regular Meeting Tuesday, December 10, 2019 Yes/Aye No/Nay Abstain Absent ☒Approved Mayor Mullen ☒ ☐ ☐ ☐ ☐Approved as Trustee Carpenter ☒ ☐ ☐ ☐ Amended Trustee Hill-Ries Motion ☒ ☐ ☐ ☐ ☐Tabled ☐Withdrawn Trustee Kamal Eldahry ☒ ☐ ☐ ☐ ☐Discussed Trustee Potocki ☐ ☐ ☐ ☒ Trustee Spira-Cohen Second ☒ ☐ ☐ ☐ Board of Trustees Regular Meeting Tuesday, December 10, 2019 Item # 16 - Authorizing the Minutes of August 13, 2019: Vote Record - Item # 15 - Authorizing the Minutes of August 16, 2019 Village of Pelham Board of Trustees Regular Meeting Tuesday, December 10, 2019 Yes/Aye No/Nay Abstain Absent ☐Approved Mayor Mullen ☐ ☐ ☐ ☐ ☐Approved as Trustee Carpenter ☐ ☐ ☐ ☐ Amended Trustee Hill-Ries ☐ ☐ ☐ ☐ ☒Tabled Trustee Kamal Eldahry ☐ ☐ ☐ ☐ ☐Withdrawn Trustee Potocki ☐ ☐ ☐ ☐ ☐Discussed Trustee Spira-Cohen ☐ ☐ ☐ ☐ Item # 17 – Adjournment to Executive Session The Board entered into an executive session to discuss the potential sale of real property and a particular personnel matter. Vote Record - Item # 17 – Adjournment to Executive Session Village of Pelham Board of Trustees Regular Meeting Tuesday, December 10, 2019 Yes/Aye No/Nay Abstain Absent ☒Approved Mayor Mullen ☒ ☐ ☐ ☐ ☐Approved as Trustee Carpenter Motion ☒ ☐ ☐ ☐ Amended Trustee Hill-Ries Second ☒ ☐ ☐ ☐ ☐Tabled Trustee Kamal Eldahry ☒ ☐ ☐ ☐ ☐Withdrawn Trustee Potocki ☐ ☐ ☐ ☒ ☐Discussed Trustee Spira-Cohen ☒ ☐ ☐ ☐