Mayor & Village Board of Trustees

VILLAGE OF PELHAM BOARD OF TRUSTEES ORGANIZATIONAL MEETING MINUTES TUESDAY, DECEMBER 9, 2025, 7:03 PM MUNICIPAL CENTER – 200 FIFTH 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 Mayor and 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 13, 2026 Tuesday, January 27, 2026 Village Board of Trustees Organizational Meeting Tuesday, December 9, 2025 Item # 1 - Meeting Called to Order: Mayor Mullen called the meeting to order at 7:03 PM. Item # 2 - Pledge of Allegiance: Mayor Mullen led the pledge at 7:03 PM. Item # 3 - Roll Call: Attendee Name Present Absent Late Mayor Mullen ☒ ☐ ☐ Deputy Mayor Carpenter ☒ ☐ ☐ Village Trustee Anderson ☒ ☐ ☐ Village Trustee Eldahry ☐ ☒ ☐ Village Trustee Howell ☒ ☐ ☐ 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 Chairs, and Assignment for Village Board of Trustee Liaisons Swearing in of Elected Officials Mayor Chance Mullen Village Trustee Allison Anderson Village Trustee Michael Carpenter Village Trustee Don Otondi 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 2025-26 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 Howell Vote: 6-0 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 Howell Vote: 6-0 Village Board of Trustees Organizational Meeting Tuesday, December 9, 2025 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: 6-0 4. Be it resolved, that Duane Morris LLP., Jennifer Polovetsky Esq., as Counsel, is hereby appointed as Village Attorney for the current official year. Motion: Village Trustee Solomon Seconded: Village Trustee Anderson Vote: 6-0 5. 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 Anderson Vote: 6-0 6. 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 Howell Vote: 6-0 7. 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: 6-0 8. Be it resolved, that Erica Winter, 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 Howell Vote: 6-0 9. 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 Anderson Vote: 6-0 10. 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 Howell Vote: 6-0 11. Be it resolved, that Giana Pizzutiello is hereby appointed Deputy Village Clerk and Deputy 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: 6-0 Village Board of Trustees Organizational Meeting Tuesday, December 9, 2025 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 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 (2nd) 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 2025-26. Motion: Village Trustee Solomon Seconded: Village Trustee Anderson Vote: 6-0 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 Howell Vote: 6-0 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 Howell Vote: 6-0 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. Village Board of Trustees Organizational Meeting Tuesday, December 9, 2025 Motion: Village Trustee Solomon Seconded: Village Trustee Howell Vote: 6-0 RESOLUTION ADOPTING PROCUREMENT & PURCHASING POLICY FOR FISCAL YEAR 2025-26 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 9, 2025, document, hereto referred to as “Procurement and Purchasing Policy and Procedures, Dated December 9, 2025”. Motion: Village Trustee Solomon Seconded: Village Trustee Howell Vote: 6-0 RESOLUTION ADOPTING FUND BALANCE POLICY FOR FISCAL YEAR 2025-26 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 Anderson Vote: 6-0 RESOLUTION ADOPTING DEBT MANAGEMENT POLICY FOR FISCAL YEAR 2025-26 Be it resolved, that the Board of Trustees of the Village of Pelham does hereby re-adopt the Debt Management Policy to maintain its debt level so that yearly debt payments including principal and interest do not exceed the 10% threshold of the total General Fund appropriations. Motion: Village Trustee Solomon Seconded: Village Trustee Howell Vote: 6-0 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. Equitable Affairs Liaison = Village Trustee Eldahry 2. Department of Public Works and Sustainability Advisory Board Liaison = Village Trustee Anderson Village Board of Trustees Organizational Meeting Tuesday, December 9, 2025 3. Building Department and the Chamber of Commerce = Village Trustee Otondi 4. Fire Department and Council on the Arts Liaison = Village Trustee Howell 5. Police Department and Pedestrian Safety = Village Trustee Solomon 6. Village Administration and Finance Liaison = Deputy Mayor Carpenter APPOINTMENTS TO LAND USE BOARDS AND COMMITTEES