Mayor & Village Board of Trustees

VILLAGE OF PELHAM BOARD OF TRUSTEES ORGANIZATIONAL MEETING MINUTES TUESDAY, DECEMBER 10, 2024, 8:05 PM VILLAGE HALL - 195 SPARKS AVENUE, PELHAM, NY 10803 Join by 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 Non-Recurring Items 3. Oath of Office for Elected Village Trustees, Annual Organizational Meeting and Mayor Appointments to Land Use Boards, Appointments of Committee Chairs, and Assignment for Village Board of Trustees Liaisons Next Regularly Scheduled BOT Meetings: Tuesday, January 14, 2025 (Note: at 200 Fifth Avenue – Municipal Center) Tuesday, January 28, 2025 Village Board of Trustees Organizational Meeting Tuesday, December 10, 2024 Item # 1 - Meeting Called to Order: Mayor Mullen called the meeting to order at 8:05 PM. Item # 2 - Pledge of Allegiance: Mayor Mullen led the pledge at 8:05 PM. Item # 3 - Roll Call: Attendee Name Present Absent Late Mayor Mullen ☒ ☐ ☐ Deputy Mayor Carpenter ☒ ☐ ☐ Village Trustee Eldahry ☒ ☐ ☐ Village Trustee Howell ☒ ☐ ☐ Village Trustee Mohan ☒ ☐ ☐ Village Trustee Otondi ☒ ☐ ☐ Village Trustee Solomon ☒ ☐ ☐ Village Administrator Scelza ☒ ☐ ☐ Item # 3 - Oath of Office for Village Trustees, Annual Organizational Meeting and Mayoral Appointments to Land Use Boards, Appointments of Committee Chairpersons, and Assignment for Village Board of Trustee Liaisons Swearing in of Elected Officials Village Trustee Hanan Eldahry Village Trustee Krystal Howell Village Trustee Russell Solomon Note: Appointments by the Mayor of Village officials and staff, and appointments by the Mayor to Land Use Boards, require Village Board of Trustees approval. ANNUAL ORGANIZATIONAL MEETING RESOLUTIONS 2024-25 RESOLUTIONS OF APPOINTMENT OF THE FOLLOWING OFFICIALS 1. Be it resolved, that Michael Carpenter 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 Mullen and Deputy Mayor Carpenter are unavailable due to absence or disability pursuant to New York State Village Law § 4-400 (2), Village Trustee Eldahry 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: Village Trustee Solomon Seconded: Village Trustee Otondi Vote: 7-0 2. Be it resolved, that Christopher Scelza, is hereby appointed Village Administrator for the current official year pursuant to the provisions of Village Code § 2. Motion: Village Trustee Solomon Seconded: Village Trustee Otondi Vote: 7-0 Village Board of Trustees Organizational Meeting Tuesday, December 10, 2024 3. Be it resolved, that Christopher Scelza, is hereby appointed Village Treasurer for the current official year pursuant to the provisions of New York State Village Law § 4-408. Motion: Village Trustee Solomon Seconded: Village Trustee Otondi Vote: 7-0 4. Be it resolved, that Christopher Scelza, is hereby appointed Deputy Village Clerk for the current official year pursuant to the provisions of New York State Village Law § 4-402. Motion: Village Trustee Solomon Seconded: Village Trustee Otondi Vote: 7-0 5. Be it resolved, that Abrams & Fensterman, Edward A. Smith as Counsel, is hereby appointed as Village Attorney for the current official year. Motion: Village Trustee Solomon Seconded: Village Trustee Otondi Vote: 7-0 6. Be it resolved, that Martha L. Conforti, is hereby appointed as Village Prosecuting Attorney for the current official year. Motion: Village Trustee Solomon Seconded: Village Trustee Otondi Vote: 7-0 7. Be it resolved, that Eileen O’Rourke, is hereby appointed as Counsel to the Zoning Board of Appeals for the current official year. Motion: Village Trustee Solomon Seconded: Village Trustee Otondi Vote: 7-0 8. Be it resolved, that Joseph Battaglia, Assessor for the Town of Pelham, is hereby appointed as the Assessor for the Village of Pelham for the current official year. Motion: Village Trustee Solomon Seconded: Village Trustee Otondi Vote: 7-0 9. Be it resolved, that Catherine Mazzaro, Receiver of Taxes for the Town of Pelham, is hereby appointed as Receiver of Taxes for the Village of Pelham for the current official year. Motion: Village Trustee Solomon Seconded: Village Trustee Mohan Vote: 7-0 10. Be it resolved, that Oscar Osorio CPA, is hereby appointed as Deputy Village Treasurer for the current official year pursuant to the provisions of New York State Village Law § 4-408. Motion: Village Trustee Solomon Seconded: Village Trustee Otondi Vote: 7-0 11. Be it resolved, that Adriana Rugova is hereby appointed as Village Clerk and Registrar of Vital Statistics for the current official year pursuant to the provisions of New York State Village Law § 4- 402 and Public Health Law § 4121. Motion: Village Trustee Solomon Seconded: Village Trustee Otondi Vote: 7-0 Village Board of Trustees Organizational Meeting Tuesday, December 10, 2024 12. Be it resolved, that Christopher Scelza is hereby appointed Deputy Village Registrar for the current official year pursuant to the provisions of Public Health Law § 4121. Motion: Village Trustee Solomon Seconded: Village Trustee Otondi Vote: 7-0 13. 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 8:00 p.m.), except as the schedule may be otherwise amended from time to time; and Be it further resolved, Work Sessions shall be held as needed at 7:00 p.m. on the Second (2 nd) and Fourth (4th) Tuesdays of every month. These meetings are open to the public; however, the public shall not be permitted to comment on any issue. Individuals or groups invited to meet with the Village Board of Trustees at the Work Session for specific agenda items shall be permitted to comment on that specific agenda item; and Be it further resolved, that an emergency meeting of the Village Board of Trustees may be called by the Mayor upon notice to each member at least twenty-four (24) hours in advance of the start of said meeting. Such notice may be made in person, electronically or telephonically, at such e- mail addresses and telephone numbers on file with the Village Clerk. Further notice of said emergency meeting shall be given by the Village in accordance with New York State Public Officers Law § 104; 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 New York State Public Officers Law, Article 7, § 104 of the State of New York and that a calendar of the Village Board of Trustees meetings shall be forthwith posted conspicuously on the bulletin board in the lobby of the Municipal Center at 200 Fifth Avenue, Pelham, New York, as well as the Village website at http://www.pelhamny.gov and remain conspicuously posted during the Village official year 2024-25. Motion: Village Trustee Solomon Seconded: Village Trustee Otondi Vote: 7-0 DESIGNATION OF SIGNATORIES Be it resolved, that the Mayor, the Deputy Mayor, the Village Administrator/Treasurer, Village Clerk and the Deputy Village Treasurer are hereby authorized to sign checks on behalf of the Village of Pelham. Motion: Village Trustee Solomon Seconded: Village Trustee Otondi Vote: 7-0 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 Valley 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: Village Trustee Solomon Seconded: Village Trustee Otondi Vote: 7-0 Village Board of Trustees Organizational Meeting Tuesday, December 10, 2024 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: Village Trustee Solomon Seconded: Village Trustee Otondi Vote: 7-0 RESOLUTION ADOPTING PROCUREMENT & PURCHASING POLICY FOR FISCAL YEAR 2024-25 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, the Village Board of Trustees last reviewed and adopted the Procurement and Purchasing Policy on December 12, 2023, pursuant to New York State General Municipal Law § 104-b (4); and Whereas, staff reviewed and discussed the Procurement and Purchasing Policy and are recommending no changes at this time. Now, therefore, be it resolved, that the Purchasing and Procurement Policy be adopted in accordance with the attached December 10, 2024, document, hereto referred to as “Procurement and Purchasing Policy and Procedures, Dated December 10, 2024”. Motion: Village Trustee Solomon Seconded: Village Trustee Otondi Vote: 7-0 RESOLUTION ADOPTING FUND BALANCE POLICY FOR FISCAL YEAR 2024-25 Be it resolved, that the Board of Trustees of the Village of Pelham does hereby re-adopts the Fund Balance Policy to maintain an unrestricted fund balance of not less than 16.67% of regular General Fund operating expenditures. Motion: Village Trustee Solomon Seconded: Village Trustee Otondi Vote: 7-0 VILLAGE TRUSTEE ASSIGNMENTS & LIAISON APPOINTMENTS Note: Village Trustee Liaison and Committee Appointments by the Mayor do not require Village Board of Trustees action for advice and consent by the Village Board of Trustees but are included here to be entered into the minutes. Departmental Liaison Roles: 1. Police Department & Equitable Affairs Liaison = Village Trustee Eldahry 2. Fire Department & Sustainability Advisory Board Liaison = Village Trustee Mohan 3. Department of Public Works & Building Department = Village Trustee Otondi 4. Chamber of Commerce & Council on the Arts Liaison = Village Trustee Howell 5. Pedestrian Safety and Communications = Village Trustee Solomon 6. Village Administration and Finance Liaison = Deputy Mayor Carpenter Village Board of Trustees Organizational Meeting Tuesday, December 10, 2024 APPOINTMENTS TO LAND USE BOARDS AND COMMITTEES Adjournment A motion was made by Village Trustee Solomon, seconded by Village Trustee Eldahry, voted unanimously by all at 8:27 PM to adjourn into a special meeting. Respectfully Submitted, Adriana Rugova, Village Clerk