Board of Trustees

Village Board of Trustees 03-12-2013 P a g e | 56 THREE THOUSAND ONE HUNDRED SEVENTY-SEVENTH REGULAR MEETING Rutherford Hall Village Hall March 12, 2013 A regular meeting of the Board of Trustees of the Village of Scarsdale was held in Rutherford Hall in Village Hall on Tuesday, March 12, 2013 at 8:00 P.M. Present were Mayor Flisser, Trustees Brodsky, Eisenman, Harrison, Lee, Mark, and Steves. Also present were Village Manager Gatta, Deputy Village Manager Pappalardo, Village Attorney Esannason, Village Treasurer McClure, Village Clerk Conking, Assistants to the Village Manager Azrelyant and Datino, and Administrative Intern Goodwin. ******** The minutes of the Board of Trustees Regular Meeting of February 26, 2013 were approved on a motion entered by Trustee Harrison, seconded by Trustee Brodsky, and carried unanimously. ******** Bills & Payroll Trustee Mark stated that he had audited the Abstract of Claims dated March 12, 2013 in the amount of $703,677.31 which includes $6,158.50 in Library Claims previously audited by a Trustee of the Library Board were found to be in order and he moved that such payment be ratified. Upon motion duly made by Trustee Mark and seconded by Trustee Steves, the following resolution was adopted unanimously: RESOLVED, that the Abstract of Claims dated March 12, 2013 in the amount of $703,677.31 is hereby approved. Trustee Mark further stated that payment of bills made in advance of a Board of Trustees audit totaling $56,119.43 were found to be in order and he moved that such payment be ratified. Upon motion duly made by Trustee Mark and seconded by Trustee Brodsky, the following resolution was adopted unanimously: RESOLVED, that payment of claims made in advance of a Board of Trustees audit totaling $56,119.43 is hereby ratified. Village Board of Trustees 03-12-2013 P a g e | 57 ******** Mayor’s Comments Mayor Flisser stated that she has a few comments this evening, the first being an announcement: “Due to Metro-North Railroad requirements, night work resumed yesterday, on Monday night, March 11, 2013 and will continue on weeknights only for approximately this week. The night work is required to remove concrete forms for the north abutment walls adjacent to the eastern side of the railroad tracks. The night work hours will be from approximately 8:00 P.M. to 6:00 A.M. What is going to happen will be that during the five weeknights only, we will close the southbound Exit 12 ramp from the Bronx River Parkway to Crane Road; we will close the northbound Exit 12 ramp from the Bronx River Parkway to Crane Road; and we will close the westbound Crane Road between Chase Road and East Parkway and the southbound East Parkway between Crane Road and Christie Place. Detours will be posted, including utilizing Chase Road and Christie Place. Ramp closures begin at approximately 8:00 P.M. and end by 6:00 A.M. Local street closures (Southbound East Parkway and Westbound Crane Road) will run from approximately 9:00 P.M. and conclude by 6:00 A.M. At all times, the northbound East Parkway, eastbound Crane Road and the northbound Exit 12 entrance Ramp to the Bronx River Parkway will remain open during this phase. Installation of twelve (12) prefabricated concrete deck beams over the Metro- North Railroad is projected for late April/May. This will also require night work with limited closures and detours. My second announcement has to do with a grounds maintenance upgrade. As you may be aware, the Village has practiced leaf mulching in two parks this year: the Chase Road Park and DeLima Park. This has been very, very successful, and as a result, we are going to include all our other parks that have grassland – 27 parks for the upcoming year. We will be practicing leaf mulching there instead of removing leaves from that area. We hope that this will encourage residents to do the same; we will be watching it and we are open to any comments about it.” ******** Manager’s Comments Village Manager Gatta announced that that tomorrow, Wednesday, March 13th, the Westchester County Police Special Response Unit will conduct a training exercise in Village Board of Trustees 03-12-2013 P a g e | 58 the Village. The exercise will take place at a residence on Rock Creek Lane, consisting of several scenarios and will begin on the property outdoors. There will be an entry into the residence and then there will be a brief classroom critique outdoors. There will be no flash bang canisters or live ammunition used during the exercise. The vehicles will park on Spruce Lane. The County will post signs indicating that an exercise is taking place so that everyone will be alerted to that. The exercise will take place sometime between 5:00 P.M. and 8:00 P.M. ******** Public Comment At this time Mayor Flisser opened the floor for any public comments. Rush Wilson, President of the Scarsdale Improvement and Christie Spencer Corporations and a resident of the Village stated that the entry of restaurants into the immediate Business District has enhanced the traffic flow, pedestrian and otherwise, very significantly. It has been a gradual growth, but it is one that the retail merchants have taken note of and a number of them have begun to extend their hours. There are vacancies in the Village; retail is not what it was several years ago. At the top of the list of concerns of the merchants is parking in the Village for customers and the fact that parking in the evening is free is impressive. There are not many towns that do this. This is a very important consideration for new merchants moving into the Village center. Mr. Wilson stated that he understood that extending the meter enforcement to 9:00 P.M. was on the agenda this evening and it was upsetting to think that this might actually be adopted. This would be a huge detriment to the gradual growth of retail in the Village. To adopt this proposal would be ‘penny-wise and pound foolish’. Mayor Flisser informed Mr. Wilson that although a resolution establishing 2013/2014 Village Fees and charges is on the agenda this evening, this particular item was not on the agenda for consideration this evening. Village Manager Gatta further explained that the extension of the meters to 9:00 P.M. is not part of the item on this evening for adoption. The Village Board and Staff have discussed extending the meters to 9:00 P.M., and have discussed this as part of the budget process. If they move forward to extend the meter hours, it is not by a local law or Village Board action, it would be on the authority of the Village Manager. If the Village Board wants to discuss this issue further, they will do so with him. Don Zacharia, Zachy’s, stated that he has been a resident and owned a business in the Village for most of his life. He noted that the Popham Road bridge construction was disastrous for business in the Village. In store traffic at Zachy’s had declined during this time by approximately 80%. Recently he had a promotion at the store, taking a large ad in the paper and cutting prices and his business increased four times the amount of customers on a Saturday. He came up with a series of advertising slogans, one of them being ‘Shop Scarsdale at night – free parking’. He felt that if the Board extends the meter Village Board of Trustees 03-12-2013 P a g e | 59 hours, it will be a mistake – more will be lost than gained. If his advertising ideas work, what Scarsdale will gain in sales tax will more than make up for what the Village would get in quarters. Zamir Iosepovici, Taiim Cellar, stated that he opened a Middle Eastern Wine Bar at the old Vaccaro’s Shoe Repair shop. He stated that he came to Scarsdale because he did his research and saw the foot traffic, especially at night in the Village. He and his partner invested a good deal of money in the new business. The night business is vital to their success – this is when people come out and enjoy a glass of wine and a little bit of food. The parking situation is wonderful at night. People are not rushing out to put more money in the meter. To extend the meter hours would be detrimental to everything Scarsdale offers to people; not only to residents of the Village, but those who live outside the Village. Jennie Kramer, Executive Director, Metro Behavioral Health Associates, stated that her business, located at Harwood Court, is a center for the treatment of eating disorders, depression and anxiety. They do not have retail traffic, but the four hour programs she offers were designed around the parking situation. The patients are not able to run out to feed the meters; they attend intensive programs, arriving at 5:00 P.M. and leaving at 9:00 P.M. The patients could park in the Christie Place lot, but many of them are frail and fragile and are not pleased to have to walk there by themselves at night. She stated that the extension of the meter hours would be very detrimental to her business as well as other professional businesses in the Village. The evening hours are the ‘heart’ of their respective professional businesses. Frank Gradale, Manager, Chat American Grill, stated that he has lost approximately 40% of his business due to the economy and he depends on evening customers. The extension of meter hours would not only be detrimental to his business, but damaging as well. It would create a very serious problem. The evening hours are prime time for the restaurant business. Christine Rosen, stated that residents pay a lot in taxes and the proposal to extend the meter hours adds extra inconvenience and stress to their lives. The Board should think about the lifestyle of living here and shouldn’t it have another benefit to it other than feeding a meter. Steve Maravegas, Metro Diner, stated that his business has been there for over 13 years. It would be counterproductive to enforce the meters until 9:00 P.M. They have already had to deal with the fiasco from the bridge construction, where the businesses have suffered at least a 30% loss. This is a Village, not a City. This is where everyone can bring their families and why they come to Scarsdale, because it’s a Village. It is a family area, this is the value to the Village. This would be taking away the ‘welcome mat’ that they have tried so hard in getting people to come into the Village. This is a Village for the residents and the surrounding people. Carolyn Stevens, 122 Potter Road, stated that she was speaking in her capacity as the Executive Director of the Scarsdale Chamber of Commerce. She stated that as the previous speakers have mentioned, the proposal to extend the meter hours would be Village Board of Trustees 03-12-2013 P a g e | 60 counterproductive to the businesses in the Village. This would be especially true for the four new restaurants that have opened in the Village Center. There are several empty storefronts in the Village and having an environment that is business friendly and getting those stores filled, is ultimately more to the economic benefit of the Village. She stated that she would be happy to continue the discussion with the Board, and urged them to reconsider. As there were no further public comments, Mayor Flisser closed the public comment portion of the meeting. ******** Public Hearing Trustee Steves opened the Public Hearing regarding a proposed Local Law creating a New Chapter 244 of the Scarsdale Village Code, “Sanitary Sewer System”. He stated that he mentioned at the last meeting that the purpose of the public hearing is to solicit comments from the community with respect to a proposal before the Board which would impose a fee on the use of the sewers, and it would be calculated based on the use of water. What is important to understand is that the fundamental reason in his judgment for raising this fee is that the cost of maintaining the sewer system in Scarsdale will continue to be a real capital need and this fee creates a dedicated source of revenue to meet that need. There will be environmental forces, regulatory forces, and just the plain force of wanting to have a functioning sewer system. Because this is a user based fee, it is an appropriate source of revenue to dedicate to that use. Trustee Steves requested any public comment at this time. As there were no comments offered, Trustee Steves moved to close the public hearing, seconded by Trustee Eisenman, and carried unanimously. ******** Trustee Steves then offered the following resolution for approval before the Board regarding SEQRA Review and Determination regarding the Proposed Local Law Creating a New Chapter 244, “Sanitary Sewer System”, seconded by Trustee Eisenman and approved by a unanimous vote: WHEREAS; the Village of Scarsdale is proposing to establish a “Sewer Rent” in order to defray the costs of maintaining and improving the Village’s sanitary sewer system; and WHEREAS; the revenue collected by these sewer rents shall be used for the general operation, maintenance and improvement of the Village sanitary sewer system in accordance with state law; and Village Board of Trustees 03-12-2013 P a g e | 61 WHEREAS; the Village Board has considered the proposed adoption of the Local Law pursuant to the State Environmental Quality Review Act and Chapter 152 of the Village Code; now therefore be it RESOLVED; that the Village Board hereby determines that the proposed action, the adoption of a Local Law providing for the establishment of a sewer rent to fund the maintenance and repair of the Village sanitary sewer system, is a Type II action pursuant to 6NYCRR Part 617.5(c) (1, 2 and 27) and no further environmental review is required. ******** Upon motion entered by Trustee Steves, and seconded by Trustee Mark, the following Local Law #5, 2013 – creating a new Chapter 244 “Sanitary Sewer Systems” to the Scarsdale Village Code, was approved by the vote indicated below: INTRODUCTORY LOCAL LAW # 5 OF 2013 AN INTRODUCTORY LOCAL LAW CREATING A NEW CHAPTER, CHAPTER 244 “SANITARY SEWER SYSTEM” A Local Law creating a new Chapter 244 “Sanitary Sewer System.” BE IT ENACTED by the Board of Trustees of the Village of Scarsdale as follows: Chapter 244 Sanitary Sewer System §244-1. Background. In recent decades, federal and state legislation has been enacted along with strict regulatory action dealing with the collection, treatment, and discharge of human waste water. The Village of Scarsdale manages and maintains 85 miles of a sanitary collection sewer within its borders. Volumes from the sewers flow into the Westchester County trunk sewer system and are treated at County sewage treatment plants, eventually discharging into the Long Island Sound. It is critically important that the Village maintain, repair, improve and replace when necessary components of its sanitary sewer collection system in order to reduce extraneous flows and illegal discharges into its collection system before such flows enter the County trunk lines. A major component of the extraneous flows into the sanitary sewer collection system is inflow and infiltration from ground waters and poorly functioning storm drainage pipes. Municipalities must by law take action to fix and maintain sanitary sewer collection systems and storm drains to reduce all non-sanitary flows into the sanitary sewer system, as the additional volumes adversely impact the trunk lines and the ability to treat waste at treatment plants. Village Board of Trustees 03-12-2013 P a g e | 62 The Federal Water Pollution Control Act, also known as the “Clean Water Act” creates strict guidelines for municipalities for managing stormwater and sanitary sewer systems with the goal of optimal public health and safety. Under Section 402(p)(3)(B) of the Clean Water Act, municipal separate stormwater sewer systems (MS4) are required to reduce pollutants in stormwater systems to the “maximum extent practicable.” To regulate such stormwater systems, the Environmental Protection Agency (EPA) is authorized to enforce the Clean Water Act and encourage municipalities to reduce harmful pollutants going into the stormwater system. Section 304(m) of the Clean Water Act sets forth guidelines which deal with discharges and pollutants. The Village of Scarsdale, which manages an MS4, must adhere to a set of six minimum measures in the administration of its stormwater system. One of those minimum measures is maintaining the separation of stormwater and sanitary sewer systems to prevent inflow between the two systems. Section 824 of the Westchester County Code also mandates that municipalities “take immediate action to reduce extraneous flows of water due to infiltration, illegal inflow and illegal stormwater connections to tributary [sanitary] sewer systems within a municipality's borders which are adversely impacting upon many treatment plants or Publicly Owned Treatment Works (POTW) in their ability to treat waste, comply with their State Pollution Discharge Elimination System (SPDES) permits, and to protect and enhance the local environment.” Therefore, a municipality must take all actions necessary to ensure that the sanitary sewer system and stormwater system are not integrated. Article 14-F of the New York State General Municipal Law allows for municipalities to impose a sewer rent fee on real property, to be used solely for the maintenance, repair and improvements of the sanitary sewer system. These funds will help further facilitate the Village of Scarsdale’s compliance with the federal, state, and county guidelines on sanitary sewer systems, by establishing a steady stream of dedicated funding to perform the necessary maintenance, repairs and improvements to mitigate the infiltration and inflows from other sources, including, but not limited to stormwater and other illicit connections to the sanitary sewer system. Compliance with federal, state, and county code further enhances and protects the public health, safety and welfare. §244-2. Legislative Intent. Pursuant to Article 14-F of the New York State General Municipal Law, “Sewer Rent Law,” and in order to defray the cost of maintaining and improving the Village’s sanitary sewer system, sewer rents are hereby established. The revenue collected by these sewer rents shall be used for the general operation, maintenance, repairs and improvements of the municipality’s sanitary sewer system in accordance with state law. §244-3. Definitions Village Board of Trustees 03-12-2013 P a g e | 63 CLEAN WATER ACT – The federal Water Pollution Control Act (33 U.S.C. § 1251 et seq.) and any subsequent amendments thereto. PUBLICLY OWNED TREATMENT WORKS (POTW) TREATMENT PLANT – The portion of the POTW which is designated to provide treatment (including recycling and reclamation) of municipal sewage and industrial wastewater. SANITARY SEWAGE – Sewage discharging from the sanitary conveniences of dwellings (including apartment houses), office buildings, assisted living facilities, or institutions and free from stormwater, surface water, industrial water, industrial wastes and other wastes. SANITARY SEWER – A sewer intended to carry only sanitary or sanitary and industrial wastewaters from residences, commercial buildings, and institutions to which storm, surface and ground waters are not intentionally admitted through either direct or indirect connection or lack of maintenance or neglect. SEWAGE – A combination of the water-carried wastes from residences, business buildings, institutions commercial establishments, together with such ground, surface and stormwater as may be inadvertently present. SEWAGE SYSTEM – All facilities for collecting, regulating, pumping and transporting sewage to and away from the POTW treatment plant. STORMWATER – Any surface flow, runoff, and/or subsurface drainage consisting entirely of water from any form of natural precipitation and resulting from such precipitation. STORMWATER SYSTEM – Publicly owned facilities on public land or privately owned facilities on private land by which stormwater is collected and/or conveyed, including but not limited to any roads with drainage systems, municipal streets, gutters, curbs, inlets, piped storm drains, pumping facilities, retention and detention basins, natural and human-made or altered drainage channels, reservoirs and other stormwater appurtenances to control and manage the flow of stormwater. §244-4. Establishment of sanitary sewer rents. a. The owner of real property within the Village of Scarsdale and those outside the Village using the Village’s sanitary sewer system or any part thereof shall be required to pay a sanitary sewer rent fee for the purpose of defraying the costs of operating, maintaining, repairing, replacing and otherwise improving the sanitary sewer system. b. The Village Board of Trustees shall annually establish by resolution a per unit fee schedule based on water consumption, and a flat fee for properties that are only connected to the sanitary sewer system and are Village Board of Trustees 03-12-2013 P a g e | 64 not served by the Village water system. These fees shall be included in the Village’s Annual Fees and Charges Schedule. c. All sewer rents shall be payable at quarterly intervals consistent with the water billing schedule as set forth in the Scarsdale Village Code section A320-25(A). §244-5. Sewer rent fund. All revenues generated from sanitary sewer rents, including interests and penalties, shall be kept in a separate account to be designated as the "sewer rent fund." All such funds, together with the interest thereon, shall be used in accordance with General Municipal Law §453 and this local law. §244-6. Effective date of sewer rent fee. The sanitary sewer rent fee identified in §244-4 herein shall be effective for sewer use beginning with the January through March calendar quarter and appear on the May 2013 water bill and every quarter thereafter. §244-7. Methodology a. The Village Board of Trustees shall impose a fee schedule based on water consumption, setting a standard sewer rent fee per unit of water. One unit of water constitutes 100 cubic feet (CCFs) or 749 gallons. b. If water is not consumed or utilized, and a connection is maintained with the Village’s sanitary sewer system, a flat sewer rent fee per quarter shall be imposed, and also included in the Village’s Annual Fees and Charges Schedule. §244-8. Penalties 1. Sewer rents shall constitute a lien on the date payable, upon the real property served by the sewer system or such part or parts thereof for which sewer rents have been established and imposed, and such lien shall continue thereon until paid or satisfied. The lien shall be prior and superior to every other lien or claim except the lien of an existing tax, assessment or other lawful charge imposed by or for the Village. 2. A penalty of 5% of the sewer rent fee shall be imposed for the first month unpaid, and subsequently increased 1% for each succeeding month that the rent remains unpaid. This local law shall take effect upon the filing with the Secretary of State. AYES NAYS ABSENT Village Board of Trustees 03-12-2013 P a g e | 65 Trustee Brodsky None None Trustee Eisenman Trustee Harrison Trustee Lee Trustee Mark Trustee Steves Mayor Flisser ******** Upon motion entered by Trustee Steves and seconded by Trustee Mark, the following resolution establishing Fiscal Year 2013/14 Village-Wide Fees and Charges was approved by the vote indicated below: WHEREAS, Local Law # 4 of 1976 states that all fees and charges be established and levied at least once a year by resolution of the Village Board of Trustees; and WHEREAS, on an annual basis, the Village reviews its schedule of Village-Wide Fees and Charges relative to current operating costs, chronology of previous increases and the completion of comparative municipal surveys, in conjunction with review and discussion with the Board of Trustees’ Finance Committee; and WHEREAS, for Fiscal Year 2013/14, fee modifications are provided for: Village Clerk: • Filming Permit Fee Water: • Sanitary Sewer Use Fee DPW& Village Engineer: • Sidewalk Café Permit • Right of Way License Agreement/Permit • Tree Removal Permit • Tree Removal Extension Planning Board, BOA, BAR & CHP: Village Board of Trustees 03-12-2013 P a g e | 66 • Appeal Decision of the Village Engineer to Planning Board • Parking Waivers • Home Occupation Registration • BOA Special Use Permit Residential • PB Special Use Permit – Non-Residential • Application for re-hearing/BOA • Application for a Change of Zoning • Application for BOA Variance • Appeal Building Inspector Decision to the BOA • Variance from Flood Damage Prevention • Subdivisions – Preliminary • Subdivisions - Final • Subdivision Extension • Site Plans-Non-Residential • Site Plans – Residential Parking: • Freightway Semi-Annual • Freightway Annual • Freightway Garage Employee Annual Permit/Top Level 5B Miscellaneous Fees: • Ledger Size Paper Reproduction Fee WHEREAS, and the Finance Committee reviewed and discussed the proposed modifications at their February 7 and February 14, 2013 meetings and voted to recommend to the full Board that the Fees identified in the Fee Schedule dated March 8, 2013 attached hereto, be adopted; now therefore be it RESOLVED, that the FY 2013/14 Village-Wide Fees & Charges Schedule, dated March 8, 2013, attached hereto and made a part hereof, is herein adopted, effective June 1, 2013 with the Sanitary Sewer Use Fee effective with the May 2013 Potable Water Use billing; and be it further RESOLVED, that the Village Clerk is hereby directed to publish notice of the changes to the Village-Wide Fees and Charges Schedule. AYES NAYS ABSENT Trustee Brodsky None None Trustee Eisenman Village Board of Trustees 03-12-2013 P a g e | 67 Trustee Harrison Trustee Lee Trustee Mark Trustee Steves Mayor Flisser ******** Fire Commissioner Upon motion entered by Trustee Eisenman and seconded by Trustee Lee, the following resolution regarding Adoption of the Westchester County Fire Mutual Aid Plan was approved by a unanimous vote: WHEREAS, the Village of Scarsdale has been a participant in the Westchester County Fire Mutual Aid Plan (“Plan”) since its inception in the early 1970’s; and WHEREAS, the purpose of the Plan is to define the format, structure, policy and procedure to facilitate organized, supervised, coordinated, cooperative and reciprocal assistance in which fire personnel, equipment and the physical facilities of participating Fire Agencies are utilized to supply aid and protection to other participating Fire Agencies, for the benefit of the municipalities located in Westchester County, in cases of fire or other emergencies. It is the objective of this Plan to foster cooperation and coordination of firefighting resources throughout the County of Westchester; and WHEREAS, the Plan was recently revised to bring it in compliance with current National Fire Protection Association standards, New York State Office of Fire Prevention and Control guidelines and best practices of the National Incident Management System; and WHEREAS, the Scarsdale Fire Chief, in his appointed position on the Westchester County Fire Advisory Board, participated in the lengthy Plan revision process and recommends adoption of the new Plan (attached) by the Village Board of Trustees; now therefore be it RESOLVED, that the Village Board of Trustees herein approves the participation of the Scarsdale Fire Department in the Westchester County Fire Mutual Aid Plan dated December 19, 2012, in substantially the same form as attached hereto, and further certifies to the County of Westchester, through its Commissioner of Emergency Services, that it shall comply with the provisions of the Plan; and be it further Village Board of Trustees 03-12-2013 P a g e | 68 RESOLVED, that there are no resolutions in effect that restrict outside service and training by the Scarsdale Fire Department; and be it further RESOLVED, that there are currently no limitations, conditions or restrictions on the Scarsdale Fire Department from providing prompt assistance and the Westchester County Commissioner of Emergency Services shall be notified in writing if any such limitations are imposed subsequent to the adoption of this resolution; and be it further RESOLVED, that the Scarsdale Fire Department shall respond to all calls for assistance from another participating Fire Agency through the Westchester County Emergency Communications Center a/k/a “60 Control”; and be it further RESOLVED, that the Village of Scarsdale hereby acknowledges and accepts its financial responsibility pursuant to applicable law; and be it further RESOLVED, that a copy of this resolution shall be filed with the Westchester County Commissioner of Emergency Services. ******** Trustee Eisenman reported as Fire Commissioner that she attended a meeting recently with Fire Chief Cain with the leadership group from the three companies; the President, the Treasurers, and Captains. They meet with the Fire Chief twice a year and he updates them on any recent developments relevant to their positions. She discussed some of the issues that were discussed. Chief Cain stated that three pumpers needed to be replaced; it takes a year to design and build a very complicated piece of machinery. One engine in particular is in great need of replacement for which the volunteers expressed need. The Chief also said that an old but serviceable bus from the School District could be used as a ‘people mover’ when needed for fire events. The Department is also considering asking for hydrant markers on its 875 Village hydrants, which would be a flag that marks where hydrants are located in case of snow events that cover them. This is used in many communities already. Residents should be reminded of shoveling out hydrants in front of their homes when it snows. These flags would make it clear where the hydrants are located. The Fire Department is considering the possibility of starting a program for the Teen Center, similar to the Citizens Police Academy, which has proven extremely popular with middle and high school students. The Fire Academy would use the help of the Explorers. These are ninth graders who provide scene support right now working with Village Board of Trustees 03-12-2013 P a g e | 69 Fire Companies and they hope to start this program next fall. Volunteers expressed an interest in being able to obtain health insurance through the Village if this is affordable and doable. The Annual Fire Fair will take place in October on a date yet to be decided. ******** Recreation Committee Upon motion entered by Trustee Lee, and seconded by Trustee Mark, the following resolution regarding a Service Agreement for the Scarsdale Youth Soccer Club Athletic Field Maintenance was adopted by the vote indicated below: WHEREAS, for the past two decades, the Scarsdale Youth Soccer Club (Club) has utilized Village soccer fields to provide soccer programs in the spring for over 650 Scarsdale youth; and WHEREAS, during this time the Club has performed the necessary field preparation work, including chalk lining, in order to ready the fields prior to the spring season and before games during the season; and WHEREAS, the Club’s longstanding Coaching Director who coordinated and personally performed much of the field preparation work over the years, has moved from Scarsdale and is no longer available and the Club has expressed to the Village their inability to continue to perform this field work and have asked the Village to complete these tasks for the 2013 spring soccer season from April 7, 2013 to June 16, 2013; and WHEREAS, in accordance with discussions between Village staff and Club leadership, the Village is amenable to performing the field work through a service agreement with the Club who would reimburse the Village for all expenses incurred during the season including labor and material costs at an estimated amount of $13,000; and WHEREAS, the Village would provide soccer field set up and weekly field lining for the 2013 spring season on an overtime basis so as not to hinder the daily operations of the Parks, Recreation and Conservation Department; now therefore be it RESOLVED, that the Village Manager is herein authorized to enter into a Service Agreement with the Scarsdale Youth Soccer Club, in substantially the same form as attached hereto, for Village staff to provide the necessary materials and labor to perform field lining and other related field maintenance work in support of the Club’s Village Board of Trustees 03-12-2013 P a g e | 70 youth soccer program, for a ten week period from April 7, 2013 to June 16, 2013 on the following soccer fields; Greenacres 1, 2, and 3, Quaker Ridge Small Field, Quaker Ridge Intermediate Field, Heathcote Field, Fox Meadow Small Field, Crossway Fields 4 and 5, and Scout Field; and be it further RESOLVED, that in exchange for the estimated materials purchased and labor performed by the Village, the Scarsdale Youth Soccer Club agrees to reimburse the Village for all such costs for a sum not to exceed $13,000, said payment to be provided in two installments, the first installment of $6,500.00, by April 5, 2013 and the balance of the amount due for services rendered on or before July 16, 2013. AYES NAYS ABSENT Trustee Brodsky None None Trustee Eisenman Trustee Harrison Trustee Lee Trustee Mark Trustee Steves Mayor Flisser ******** Upon motion entered by Trustee Lee, and seconded by Trustee Mark, the following resolution regarding the Acceptance of a Gift – Athletic Field Striping Machine was adopted by the vote indicated below: WHEREAS, for the past two decades, the Scarsdale Youth Soccer Club (Club), an Independent Sports Organization (ISO), has utilized Village- owned soccer fields to provide soccer programs in the spring for over 650 Scarsdale youth; and WHEREAS, the Club has been one of the most popular ISO’s in Scarsdale and has developed a strong, cooperative and beneficial relationship with the Village over the years; and WHEREAS, in further support of youth sports in Scarsdale including their youth soccer program, as well as to solidify their longstanding relationship with the Village while advancing athletic field maintenance, the Club is desirous of purchasing and donating to the Village a new athletic field striping machine for Village use as necessary for any and all athletic field markings, the cost of said machine estimated at $3,700; and Village Board of Trustees 03-12-2013 P a g e | 71 WHEREAS, said field striping machine will greatly benefit the Village to more efficiently perform on-going preparation and maintenance work on all Village fields requiring field lining prior to games; and WHEREAS, Policy #106, “Gifts to the Village of Scarsdale,” Village’s Policies and Procedures Manual, states that gifts estimated to be at $500 or greater in value must be approved by the Village Board of Trustees; now therefore be it RESOLVED, that in accordance with Section 2.1 of Policy #106, “Gifts to the Village of Scarsdale,” the Village Board, herein accepts the gift of an athletic field striping machine from the Scarsdale Youth Soccer Club to be used as necessary on all Village athletic fields; and be it further RESOLVED, that the Village Board of Trustees hereby extends its gratitude to the Scarsdale Youth Soccer Club for their generosity to the community. AYES NAYS ABSENT Trustee Brodsky None None Trustee Eisenman Trustee Harrison Trustee Lee Trustee Mark Trustee Steves Mayor Flisser ******** Other Committee Reports Trustee Brodsky reported on behalf of the Law Committee, stating that two weeks ago, the Law and Land Use Committees held a Joint Hearing with respect to proposed changes to our Historic Preservation Laws. At that time and prior to that meeting we received a lot of research from individuals asking them to consider adopting a law one way or the other. In response to that, we have asked the staff to conduct some additional research that we think will be very helpful for us in moving forward. Trustee Brodsky further stated that although they had said at the time of the meeting that they would be scheduling a future meeting tonight, we are going to wait until the staff has pulled together the research that we have requested. As soon as that is done, a meeting will be scheduled. ******** Village Board of Trustees 03-12-2013 P a g e | 72 On behalf of the Personnel Committee, Trustee Harrison reported that last evening the Personnel Committee met in Executive Session. He noted that they had a tremendous number of current members of various Boards and Councils that were up for re-nomination or retirement. There were thirty five (35) new applications for openings on Boards and Councils. He and his Co-Chair Stacey Brodsky spent quite a bit of time over the last several weeks going through approximately 105 different names and they will be submitting the list of nominations to the Village Board. These nominations will be voted upon by the new Village Board at the first meeting in April which is Tuesday, April 9, 2013. Trustee Harrison stated that he wanted to publicly thank Donna Conkling, the Village Clerk. She maintains the records of all the applications that are submitted for openings on Boards and Councils and we couldn’t do what we do without her help. There are still a few openings: Council on People with Disabilities; Advisory Council on Human Relations; Advisory Council on Scarsdale Senior Citizens; Associate Village Historian To apply for a position, the applications may be found at the Scarsdale Village website, www.Scarsdale.com, click on “Boards and Councils” and fill out the application. The site also includes information on all 17 Boards and Councils. If anyone needs a printed application, they may contact Trustee Harrison at (914) 725-0962 or via email at proscars@aol.com, ******** Mayor Flisser announced that the Personnel Committee will re-convene this evening at the end of the Town Board meeting. It is expected that the Board will adjourn into Executive Session to discuss some applications the Personnel Committee has received with new information. ******** Liaison Reports None. ******** Written Communications Village Clerk Conkling reported that there were four (4) written communications received since the last meeting: • An email from Kevin Hirson, 34 Chase Road, regarding U.S. Postal Service trucks being parked in violation during the day and overnight on various roads in the Village Center. Village Board of Trustees 03-12-2013 P a g e | 73 • A letter from the New York State Recreation and Park Society regarding an Award notification for the Recreation Department. • A letter from Stephan Feldgoise on behalf of Fields for the Future, Ltd., requesting Village recognition to restart efforts to install a synthetic turf field at the Boulder Brook Field location. • A letter from the Scarsdale High School H.E.L.P. Animals Club with suggestions how they may work with the Village to implement alternative methods for reducing the goose population. ******** Mayor Flisser stated that at the Agenda Meeting that proceeded this Board meeting, the Board decided to refer the letter from Fields of the Future, LTD to the Parks and Recreation Committee. ******** There being no further business to come before the Board, the meeting adjourned at 8:51 P.M. Donna M. Conkling Village Clerk