Mayor & Village Board of Trustees

VILLAGE OF PELHAM BOARD OF TRUSTEES REGULAR MEETING TUESDAY, NOVEMBER 22, 2022, 8:00 PM VILLAGE HALL - 195 SPARKS AVENUE, PELHAM, NY 10803 Pursuant to Local Law #9-2022- Videoconferencing of Public Meetings Join by Zoom Video: https://zoom.us/j/98917409392?pwd=U09KN2MxTnJHWEU2Nm9ndWxQSEgwZz09 Join by Telephone: (929) 205-6099 Meeting ID: 989 1740 9392 Passcode: 030699 AGENDA ITEMS 1. Call to Order 2. Pledge of Allegiance 3. Roll Call 4. Village Trustees’ Reports 5. Village Administrator’s Report 6. Mayor’s Report 7. Public Comments Non-Recurring Items 8. Resolution Authorizing the Village-Wide Bagging of Short-Term 2- & 3-Hour Limit Parking Meters for Holiday Shopping Starting on Monday, December 12th through Monday, January 2nd 9. Resolution Authorizing Amendment No. 3 to Contract # 2019-03 Garbage, Trash (Bulk), and Recycling and Organic Waste Collection with Oak Ridge Hauling, LLC. 10. Other Business – Organizational Meeting; DTS Proposal for Wolfs/Sparks Corridor Recurring Items 11. Authorizing Accounts Payable 12. Authorizing Minutes of: November 8, 2022, Work Session, Regular Meeting and Executive Session 13. Adjournment Next Regularly Scheduled BOT Meetings: Tuesday, December 13, 2022 (Note: Organizational Meeting) Tuesday, January 10, 2023 Village Board of Trustees Regular Meeting Tuesday, November 22, 2022 Item # 1 - Meeting Called to Order: Mayor Mullen called the meeting to order at 8:01 PM. Item # 2 - Pledge of Allegiance: Mayor Mullen led the Pledge at 8:01 PM. Item # 3 - Roll Call: Attendee Name Present Absent Late Mayor Mullen ☑ ☐ ☐ Deputy Mayor Carpenter ☑ ☐ ☐ Village Trustee Hill-Ries - Virtual ☑ ☐ ☐ Village Trustee Eldahry ☐ ☑ ☐ Village Trustee McGreal ☑ ☐ ☐ Village Trustee Otondi ☑ ☐ ☐ Village Trustee Solomon ☑ ☐ ☐ Village Administrator Scelza ☑ ☐ ☐ Asst. to the Village Administrator Zia ☑ ☐ ☐ Item # 4 - Village Trustees’ Report: Village Trustee Hill-Ries – Nothing to report. Village Trustee Kamal Eldahry – Absent. Village Trustee McGreal – The Pelham Memorial High School has found an Assistant Principal who will be starting January 3rd. Village Trustee Otondi – Report from the Fire Department – Incident of note on Friday, November 18th, Pelham FD along with an engine from Pelham Manor as part of the automatic aid agreement attended a report of smoke at 256 Loring Avenue in the garage. Fire was extinguished quickly, and was ruled accidental. Important to note to refer to manufacturer instructions and consult certified electricians when installing electrical devices that warrant a professional to install. Be mindful of extension cord placement and do not use multiple extension cords plugged into each other. Village Trustee Solomon – Nothing to report. A Happy Thanksgiving and Holiday season to all. Deputy Mayor Carpenter – Area A recycling goes out tomorrow due to the Holiday week. Item # 5 - Village Administrator’s Report: As posted on the website, anyone interested in taking the 2023 Civil Service exam for Firefighter be advised the filing period opens November 16th and runs through December 15th. The exam will be held February 11, 2023. More information can be found at www.Westchestergov.com. Revised garbage schedule this week due to the Holiday week. Village Board of Trustees Regular Meeting Tuesday, November 22, 2022 Item # 6 - Mayor’s Report Thank you to the DPW for the downtown decorations, they look fantastic. The scaffolding is coming down at the old post office building and it looks phenomenal. Small Business Saturday is on November 26, 2022 from 12pm – 8pm. A “winter wonderland” with carriage rides, come along to support small businesses. Thank you to the Pelham Chamber of Commerce for the hard work to get that done. For those interested in participating in civic life, the Village of Pelham will have openings in some of the Advisory Boards. If you are interested in volunteering to serve, please submit your information to the Village Clerk. Thank you to the Village Hall staff for putting the sanitation flyer with good information regarding the new Toters. Item # 7 - Public Comments Maura Gorman, 56 Benedict Place – Representing the Pelhamwood Association as a follow up to the Planning Board meeting to go on record to voice the opposition to the proposed re-zoning. Over 100 representatives of Pelhamwood attended the Planning Board meeting with strong concerns regarding congestion and change to the character of the neighborhood. This is not a group of people opposed to change, it is recognized that the community Church needs help. They are working together to organize community outreach and hope this to be a thoughtful process where whatever happens will benefit the community. The opposition is that the position to re-zone and the associated plan will do that. The Mayor responded thank you and voiced a reminder to the public that the Community Church of the Pelhams to request a change to the zoning of their parcel given the financial situation and concern about keeping the structure. This has been referred to the Planning Board. Right now the goal is feedback from the community and thank you to all who are providing the feedback. This is not Village led but is being taken very seriously, with more to follow. Village Board of Trustees Regular Meeting Tuesday, November 22, 2022 Non-Recurring Items Item # 8 – Resolution Authorizing the Village-Wide Bagging of Short-Term 2 & 3 Hour Limit Parking Meters for Holiday Shopping Starting on Monday, December 12th through Monday, January 2nd Be it resolved, that the Board of Trustees of the Village of Pelham hereby authorize the Department of Public Works and Police Department to coordinate and implement the Village-wide bagging of on- street, short term, two & three-hour limit parking meters in the Downtown during the holidays, for holiday shopping from Monday, December 12th through Monday, January 2nd. Vehicles may park free- of-charge at short-term two- or three-hour limit parking meters for a maximum of two or three hours. Vote Record – Item # 8 – Resolution Authorizing the Village-Wide Bagging of Short-Term 2 & 3 Hour Limit Parking Meters for Holiday Shopping Starting on Monday, December 12th through Monday, January 2nd – 8:17PM Village of Pelham Board of Trustees Regular Meeting Tuesday, November 22, 2022 Yes/Aye No/Nay Abstain Absent ☑Approved Mayor Mullen ☑ ☐ ☐ ☐ ☐Approved as Deputy Mayor Carpenter ☑ ☐ ☐ ☐ Amended Village Trustee Hill-Ries ☑ ☐ ☐ ☐ ☐Tabled Village Trustee Eldahry ☐ ☐ ☐ ☑ ☐Withdrawn Village Trustee McGreal ☑ ☐ ☐ ☐ ☐Discussed Village Trustee Otondi 2nd ☑ ☐ ☐ ☐ Village Trustee Solomon Motion ☑ ☐ ☐ ☐ Village Board of Trustees Regular Meeting Tuesday, November 22, 2022 Item # 9 – Resolution Authorizing Amendment No. 3 to Contract # 2019-03 Garbage, Trash (Bulk), and Recycling and Organic Waste Collection with Oak Ridge Hauling, LLC. Whereas, via resolution dated November 25, 2019, the Village Board of Trustees awarded Contract # 2019-03 Garbage, Trash (Bulk), Recycling and Organic Waste Collection ("Contract") to Oak Ridge Hauling, LLC. ("Oak Ridge"); and Whereas, due to the COVID-19 Pandemic, the Village of Pelham was in dire need to find cost savings; and Whereas, via resolution dated June 9, 2020, the Village Board of Trustees authorized Amendment No. 1 to Contract # 2019-03 Garbage and Trash (Bulk), Recycling and Organic Waste Collection with Oak Ridge Hauling, LLC. to decrease the collection frequency of Garbage and Trash (Bulk) which: 1. Reduced the Village's payments to Oak Ridge totaling $20,120 per month: a. $2,475 per month for reduction of Trash (Bulk) collection from once every other week to once per month; b. $2,145 per month for reduction of Organic/Yard Waste collection from once per week to once per week for the months of May, June, July, August, September, and October; c. $15,500 per month for reduction of Rear Yard Residential Garbage collection from two times per week to one time per week; Whereas, Amendment No. 1 to Contract # 2019-03 terminated on May 31, 2021, and provided that upon such termination, the original pricing and collection schedule of the Contract would be reinstated; and Whereas, via resolution dated May 11, 2021, the Village Board of Trustees authorized Amendment No. 2 to Contract # 2019-03 Garbage and Trash (Bulk), Recycling and Organic Waste Collection with Oak Ridge Hauling, LLC. which: 1. Increased the Village's payments to Oak Ridge by the amount of: a. $2,475 per month for an increase of Trash (Bulk) collection from once per month to once every other week; Whereas, the Contract term will expire on December 5, 2022, and the Village does not desire to exercise its option under the Contract to extend the term of the Contract for one year beyond the Expiration Date; and Whereas, in lieu of exercising such option, the Parties desire to extend the term of the Contract as set forth in this Amendment No. 3 to allow the Village sufficient time to transition Village garbage, Village Board of Trustees Regular Meeting Tuesday, November 22, 2022 trash (bulk) recycling and organic waste collection services from Oak Ridge to persons employed by the Village; and Whereas, effective December 1, 2022, the Village shall pay Oak Ridge a fuel surcharge of $6,500.00 dollars per month thereby setting the total contract price at $84,700.00 per month. Now, therefore, be it resolved, that the Board of Trustees of the Village of Pelham herein authorizes the Village Administrator to execute the attached Amendment No. 3 to Contract # 2019- 03 Garbage, Trash (Bulk), Recycling and Organic Waste Collection with Oak Ridge Hauling, LLC for the period beginning December 6, 2022 and ending February 28, 2023, with automatic month-to- month extensions occurring thereafter until the Village gives Oak Ridge at least one month’s prior written notice of its intention not to further extend the term of the Contract. Vote Record - Item # 9 - Resolution Authorizing Amendment No. 3 to Contract # 2019-03 Garbage, Trash (Bulk), and Recycling and Organic Waste Collection with Oak Ridge Hauling, LLC. – 8:19PM Village of Pelham Board of Trustees Regular Meeting Tuesday, November 22, 2022 Yes/Aye No/Nay Abstain Absent ☑Approved Mayor Mullen ☑ ☐ ☐ ☐ ☐Approved as Deputy Mayor Carpenter ☑ ☐ ☐ ☐ Amended Village Trustee Hill-Ries ☑ ☐ ☐ ☐ ☐Tabled Village Trustee Eldahry ☐ ☐ ☐ ☑ ☐Withdrawn Village Trustee McGreal 2nd ☑ ☐ ☐ ☐ ☐Discussed Village Trustee Otondi ☑ ☐ ☐ ☐ Village Trustee Solomon Motion ☑ ☐ ☐ ☐ Village Board of Trustees Regular Meeting Tuesday, November 22, 2022 Item # 10 – Other Business The end of terms of three of our Village Trustees– Village Trustee Eldahry, Village Trustee Solomon and Village Trustee McGreal. They will be re-sworn in directly before the next Village Board Meeting at the Organizational Meeting. Deputy Mayor Carpenter brought up the DTS providing a proposal for services for the pedestrian improvements for the Sparks/Wolfs Lane Corridor. Narrowed down the corridor to 5 different items. Administrator Scelza discussed that the Sparks/Wolfs Lane Corridor is narrowed down to approximately five different items. The first two would be adding pedestrian signals to existing signals and updating ADA ramps. This could range anywhere from $5,000 to $30,000 between hard and soft costs. The other three would be adding two speedhumps and a raised crosswalk and add two small bump-outs on Sparks Ave. The cost could range in the $10,000 range, the speedhumps and crosswalks could be approximately $20,000-$25,000. Re-striping would be approximately $5,000. All in, the project would be around $50,000 on hard costs and the Multimodal grant does not cover the soft costs. The Village would potentially be responsible for approximately $20,000-$25,000, not including any survey fees. Deputy Mayor Carpenter has reservations as this is not in the budget and we are in November of the Fiscal Year, but perhaps later in the Fiscal Year. Discussed the possibility of addressing two of the issues initially based on need and waiting on the other three items. Discussed the possibility of purchasing a new traffic light as well with the grant money. Village Administrator Scelza will have the proposals prepared for the full itinerary for pedestrian improvements as well as a proposal for the modified itinerary for pedestrian improvements for the next Village Board Meeting. Village Board of Trustees Regular Meeting Tuesday, November 22, 2022 Recurring Items Item # 11 - Authorizing Accounts Payable Trustee Hill-Ries is auditing 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 Deputy Village Treasurer: Fund Name: Amount General Fund (A) $264,718.52 Capital Projects Fund (H) $ 28,736.20 Trust & Agency (T) $ 22,256.50 Grand Total $315,711.22 Be it further resolved, that the Village Board of Trustees hereby approves payment of the above- mentioned claims and authorizes payment thereof. Vote Record - Item # 11 - Resolution Authorizing the Accounts Payable – 8:37 PM Village of Pelham Board of Trustees Regular Meeting Tuesday, November 22, 2022 Yes/Aye No/Nay Abstain Absent ☑Approved Mayor Mullen ☑ ☐ ☐ ☐ ☐Approved as Deputy Mayor Carpenter ☑ ☐ ☐ ☐ Amended Village Trustee Hill-Ries ☑ ☐ ☐ ☐ ☐Tabled Village Trustee Eldahry ☐ ☐ ☐ ☑ ☐Withdrawn Village Trustee McGreal ☑ ☐ ☐ ☐ ☐Discussed Village Trustee Otondi 2nd ☑ ☐ ☐ ☐ Village Trustee Solomon Motion ☑ ☐ ☐ ☐ Village Board of Trustees Regular Meeting Tuesday, November 22, 2022 Item # 12 - Authorizing Minutes of: November 8, 2022, Work Session, Regular Meeting and Executive Session Vote Record - Item # 12 - November 8, 2022, Work Session, Regular Meeting and Executive Session – 8:38 PM Village of Pelham Board of Trustees Regular Meeting Tuesday, November 22, 2022 Yes/Aye No/Nay Abstain Absent ☑Approved Mayor Mullen ☑ ☐ ☐ ☐ ☐Approved as Deputy Mayor Carpenter ☑ ☐ ☐ ☐ Amended Village Trustee Hill-Ries ☑ ☐ ☐ ☐ ☐Tabled Village Trustee Eldahry ☐ ☐ ☐ ☑ ☐Withdrawn Village Trustee McGreal 2nd ☑ ☐ ☐ ☐ ☐Discussed Village Trustee Otondi ☐ ☐ ☑ ☐ Village Trustee Solomon Motion ☑ ☐ ☐ ☐ Item # 13 - Adjournment A motion was made by Village Trustee Solomon and seconded by Village Trustee McGreal to adjourn the Regular Board Meeting at 8:40pm. Respectfully Submitted, Sarah LoPuzzo, Village Clerk