Board of Trustees

Village Board of Trustees 02 -25-2014 P a g e | 55 THREE THOUSAND TWO HUNDRETH REGULAR MEETING Rutherford Hall Village Hall February 25, 2014 A regular meeting of the Board of Trustees of the Village of Scarsdale was held in Rutherford Hall in Village Hall on Tuesday, February 25, 2014 at 8:00 P.M. Present were Mayor Steves, Trustees Brodsky, Eisenman, Lee, Mark, Martin, and Stern. Also present were Village Manager Gatta, Deputy Village Manager Pappalardo, Village Attorney Esannason, Village Treasurer McClure, Village Clerk Conkling, Assistants to the Village Manager Azrelyant and Goodwin, and Administrative Intern Schnabel. ******** The minutes of the Board of Trustees Regular Meeting of February 11, 2014 were approved on a motion entered by Trustee Eisenman, seconded by Trustee Mark, and carried unanimously. ******** Bills & Payroll Trustee Mark reported that for the last time, he had audited the Abstract of Claims dated February 25, 2014 in the amount of $946,269.93 which includes $38,635.18 in Library Claims previously audited by a Trustee of the Library Board which 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 the Abstract of Claims dated February 25, 2014 in the amount of $946,269.93 is hereby approved. ******** Mayors Comments Mayor Steves reported that prior to this meeting, the Board met with the Scarsdale Friends of the Parks in the Board’s continued effort to meet with Boards and Councils, and in this case, outside groups. The Scarsdale Friends of the Parks has a long history in Town and contributes mightily to what makes this Town great. This meeting Village Board of Trustees 02 -25-2014 P a g e | 56 gave them the opportunity to talk to the Board about what they see for the future and the things that they have done. He urged the community to be very supportive of this organization. A lot of the beauty that one sees in town can be traced back to this organization’s efforts after all these years. He noted that it was pleasant after all this snow to discuss daffodils and other similar issues this evening. Speaking of snow, Mayor Steves thanked the community for their patience and help as they parked off the streets and the Village’s efforts to clear the snow and ice. He stated that every effort was made to bring the full resources of the Village to clear the snow. In that regard, he stated that he would like to thank the staff; he had the opportunity to speak to a couple of the drivers and thank them personally. Although that is their job and they do receive overtime if they work extra hours, but it is a grueling schedule in storms that we’ve had. On behalf of the Board and the community, Mayor Steves extended thanks to that staff. Mayor Steves continued, stating that the residues of these storms include potholes. Every effort is being made to fill them on a timely basis. He urged residents to call the Village if they are aware of a pothole that has not been filled. ******** Managers Comments None. ******** Public Comment Mayor Steves noted that this is the portion of the meeting that the Board will take public comments on any topic other than the Revaluation or the Homestead Tax Option. The Board will move very soon to that topic; the agenda has been amended somewhat to bring that issue to the fore. However, this is the point of this meeting where is anyone has anything that they would like to share with the Board or the community on any topic other than the Homestead Tax Option or the Revaluation, please approach the podium, identify yourself and speak. Robert Harrison, 65 Fox Meadow Road, complimented the staff for their hard work during the recent snow storms. Hopefully the potholes will be addressed as best they can be over the ensuing days and weeks. Mr. Harrison stated that there was a Board of Architectural Review meeting last night. On the agenda was a request from the applicant for a Certificate of Appropriateness for 8 Heathcote Road. A long discussion ensued regarding this topic and he complimented Chair Farley Baker and the other members of the BAR for the Village Board of Trustees 02 -25-2014 P a g e | 57 excellent job they do in fairness to hearing all opinions to items on their agenda. There was a presentation by the applicant and a number of speakers regarding this application. He explained that the applicant submitted the request for a Certificate of Appropriateness to demolish ancillary structures, while maintaining the façade of the former home of Earl Graves, who lived there for 40 years. He noted that the original application to demolish the house was voted down by the Committee for Historic Preservation (CHP). This application then went to the BAR for review and was again voted down. Mr. Harrison asked why this new application which calls for almost 90% demolition of the property, only saving the façade with some alterations, was not presented to the CHP as a new application (also reading excerpts from the Village Code). He asked if the Building Inspector met with the applicant to discuss this. Why did this application go to the BAR again after the BAR denied the first application for demolition? Reading from the Village Code again, he stated that this second application should have gone to the CHP. Why was this not presented to the CHP as a new application? What can the BAR do or not do in terms of adding restrictions or conditions to any approval? Mayor Steves replied that the Board did not have any specific answers at this time and will get back to Mr. Harrison. He informed the community that this Board is working to clarify the Historical Preservation Law. The BAR acted within their statutory parameters and made a thoughtful decision. There will be decisions made on historical homes no matter what law is in place and there will be differences in opinion. As there were no further public comments, Mayor Steves recessed the Village Board meeting at this time, (8:18 p.m.) and moved to convene the Special Town Board meeting. ******** The Village Board meeting reconvened at 10:25 P.M. Finance Committee Trustee Brodsky reported on the Statements of Expense and Revenue for the first eight months of Fiscal Year 2013-2014. General Fund appropriations were 69.30% spent as of January 2014, which is an increase of 2.58% from 66.86% in 2012-2013. Trustee Brodsky stated those increases largely relate to increases in employee retirement and workmen’s compensation. They really have to do with variances of when those expenses hit the budget. General Fund revenues other than property taxes are $11,742,748 through January 2014 compared to $10,455,524 through January 2013, an increase of $1,287,224. Licenses and Permit revenue improved $86,600 over last year. State mortgage tax Village Board of Trustees 02 -25-2014 P a g e | 58 showed an improvement of $299,700. Property rental income was up $318,500 due to a recent contract settlement with Con Edison which included the period beginning January 1, 2013. This will help offset contract cancellations with other lessees for the 2013-2014 fiscal year. Revenue from Parking Permits and Meter Revenue continues to be steady, showing an increase of $123,300. Sales Tax and Departmental Revenue improved a total of about $80,000 from last year. State aid related to Hurricane Sandy was $400,000, or $369,000 greater than last year. Additionally, the Village was finally reimbursed $101,000 from FEMA for the 2011 storm. The State aid related to Hurricane Sandy received to date was appropriated to the Capital Projects Fund in the 2013-2014 Budget. All of this State aid received to date was appropriated to the Capital Projects Fund in the 2013-2014 Budget. Revenue from the Sale of Equipment and other Miscellaneous Revenues dropped $184,600 primarily due to a reduction in reimbursable overtime related to Hurricane Sandy. Also, last year’s revenue included $75,000 from the permanent easement related to Boulder Brook. Special Assessments and Collections of Delinquent taxes dropped $100,600 as the Village wrote off taxes related to 3 Edgewood Road. Trustee Brodsky noted that the Village will be seeing revenues with respect to this property. The Village is preparing to sell the property and the bids must be submitted by mid-March. The actual collection of Village taxes through December 31, 2013 is at 99.03% which is up 0.27% from the 2012 collection percentage of 98.76%. Trustee Brodsky also noted that the report does not reflect the overtime expended in February related to Mother Nature. ******** Upon motion entered by Trustee Brodsky, and seconded by Trustee Mark, the following resolution regarding the Establishing Fiscal Year 2014/15 Village-Wide Fees and Charges was adopted 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 2014/15, fee modifications are provided for: Village Clerk: Village Board of Trustees 02 -25-2014 P a g e | 59  Dog License Fees o Spayed/Neutered o Replacement Tags o Doggie License Water:  Water Use Charges (Base Rate only) o Scarsdale Quarterly & Monthly Accounts o Eastchester Water District Quarterly & Monthly Accounts o Quarterly Accounts served Outside Scarsdale and Eastchester Water District  Special Bills for a Portion of a Quarterly Period DPW& Village Engineer:  Sidewalk Café Permit  Sidewalk Café Right of Way Deposit Fire:  Activities Requiring Permits by Fire Department; and WHEREAS, the Finance Committee reviewed and discussed the proposed fee schedule at their February 11, 2014 meeting and voted to recommend to the Full Board that the fees identified in the Fee Schedule dated February 20, 2014 attached hereto, be adopted; now therefore be it RESOLVED, that the FY 2014/15 Village-Wide Fees & Charges Schedule, dated February 20, 2014, attached hereto and made a part hereof, is herein adopted, effective June 1, 2014, with the exception of the Water Use Charges which will take effect as of March 1, 2014; 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 Trustee Lee Trustee Mark Trustee Martin Village Board of Trustees 02 -25-2014 P a g e | 60 Trustee Stern Mayor Steves ******** Municipal Services Committee Upon motion entered by Trustee Eisenman, and seconded by Trustee Mark, the following resolution regarding the Award of VM Contract #1168 – Grounds Maintenance was adopted by the vote indicated below: WHEREAS, for many years the Village has contracted for grounds maintenance services on Village properties; and WHEREAS, the current VM contract for said services included a two year term with options to renew for three additional one year periods, the first two of which were exercised, prior to rebidding the services this year based on changes to the scope of work including the fall leaf mulching program at all the properties; and WHEREAS, in accordance with the revised contract referred to as VM#1168 - Grounds Maintenance, grounds maintenance services are provided at thirty-two (32) properties throughout the Village with each of the properties receiving lawn maintenance care including fall and spring cleanup, mowing and leaf mulching; and WHEREAS, funds for the maintenance work are appropriated accordingly in the Recreation Department, Public Works Department, Public Library Fund and the Pool Enterprise Fund budgets; and WHEREAS, VM Contract # 1168 is separated into two (2) proposals, Unit A which provides for ground maintenance functions on Village properties, and Unit B which provides for the maintenance at the Municipal Pool Complex; and WHEREAS, on January 17, 2014, the Village advertised for the receipt of bids for VM Contract # 1168 – Grounds Maintenance Contract, and sent bid documents to twelve (12) contractors; and WHEREAS, on February 11, 2014, the date of the bid opening, three (3) sealed bids were submitted with the lowest responsible bid received from Greenway Property Service, 3 Rye Ridge Plaza, Rye Brook, NY 10573 in the amount of $135, 080 for the two (2) year contract term or $67,540 annually; and Village Board of Trustees 02 -25-2014 P a g e | 61 WHEREAS, Village staff contacted Greenway Property Service to discuss their submission and during the conversation they conveyed a clear understanding of the scope of work and comfort with their bid; and WHEREAS, Greenway Property Service is currently providing similar services to the Village under current VM Contract # 1143 – Athletic Field Maintenance and staff has been very pleased with their performance; and WHEREAS, VM Contract # 1168 provides for a two (2) year term with a Village option to renew for three (3) additional one-year periods, however, the Village has an option to terminate the agreement after one year if it is determined to be in the Village’s best interest; now therefore be it RESOLVED, that VM Contract #1168 – Grounds Maintenance, is herein awarded to Greenway Property Service, 3 Rye Ridge Plaza, Rye Brook, NY 10573, in the amount of $135,080 ($67,540 per year for 2014 and 2015) subject to the availability of adequate budget appropriations; and be it further RESOLVED, that the Village Manager is herein authorized to execute VM Contract # 1168 – Grounds Maintenance, on behalf of the Village of Scarsdale, with said Greenway Property Service, 3 Rye Ridge Plaza, Rye Brook, NY 10573; and be it further RESOLVED, that the cost of VM Contract #1168 – Grounds Maintenance, be charged accordingly to the General Fund Operating Budget Account # A-7020-PARKS-MAINT-400 499 for Village-owned properties operated by the Recreation Department, General Fund Operating Budget Account # A-1490-HWY-PARKS-400 499 for Village-owned properties operated by the Public Works Department, the Public Library Fund Operating Budget Account # L-7410-FAC-GRDS-400 438 for Village-owned properties operated by the Public Library and Pool Enterprise Fund Budget Account # ER-2000-POOL-POOL-400 499 for the Municipal Pool Complex property; and be it further RESOLVED, that this contract may be extended annually by the Village Manager for three additional one year periods subject to the availability of adequate budget appropriations in accordance with the annual consumer price index provision provided in the contract, as long as all other contract terms and conditions remain unchanged. Village Board of Trustees 02 -25-2014 P a g e | 62 AYES NAYS ABSENT Trustee Brodsky None None Trustee Eisenman Trustee Lee Trustee Mark Trustee Martin Trustee Stern Mayor Steves ******** Recreation Committee Upon motion entered by Trustee Lee, and seconded by Trustee Mark, the following resolution regarding Authorization to Execute an Agreement with South East Consortium for Special Services Inc. was adopted by the vote indicated below: WHEREAS, the South East Consortium for Special Services, Inc. is a voluntary not-for-profit corporation whose sole purpose is to provide therapeutic recreation services to Westchester County youth and adults with physical, developmental, learning and emotional disabilities; and WHEREAS, the Consortium provides these services through an inter- municipal agreement with the member municipalities of the City of Rye, Towns of Eastchester, Pelham and Mamaroneck, the Villages of Bronxville, Mamaroneck, Port Chester, Rye Brook and Tuckahoe, and the Town/Villages of Harrison and Scarsdale; and WHEREAS, the Village has participated in this program since its inception 33 years ago and has found it to be a very beneficial and successful endeavor; and WHEREAS, the Village of Scarsdale’s cost to participate in the Consortium for 2014 is $16,334 which remains unchanged year to year; now therefore be it RESOLVED, that the Village Manager is hereby authorized to execute a renewal agreement for calendar year 2014, on behalf of the Village of Scarsdale, with South East Consortium for Special Services, Inc. to provide special recreation programs for disabled individuals in Scarsdale, in substantially the same form as attached hereto; and be it further Village Board of Trustees 02 -25-2014 P a g e | 63 RESOLVED, that the 2014 program year cost of $16,334 is provided in the tentative FY14/15 Operating Budget to be charged to the Recreation Department Operating Budget Account #A-7020- REC-DISAB-400-499. AYES NAYS ABSENT Trustee Brodsky None None Trustee Eisenman Trustee Lee Trustee Mark Trustee Martin Trustee Stern Mayor Steves ******** Other Committee Reports None. ******** Liaison Reports None. ******** Written Communications Village Clerk Conkling reported that three (3) written communications were received since the last meeting:  Two communications in support of the Homestead Tax Option from: - A letter from John M. Bensche, 56 Church Lane - An email from Betty and Bill Blume, 246 Mamaroneck Road  A letter in opposition of the Homestead Tax Option from Marilyn F. Macchia, Esq., 1 Christie Place West, Unit 306 ******** Future Meeting Schedule Mayor Stevens announced the following future meeting schedule: Village Board of Trustees 02 -25-2014 P a g e | 64  March 4, 2014 – Town Board Agenda Meeting – 7:30 P.M. – Trustees’ Room  March 4, 2014 – Special Town Board Meeting – 8:00 P.M. – Rutherford Hall  March 10, 2014 – Joint Village/Library Board – 6:00 P.M. – Scott Room – Scarsdale Library, 54 Olmsted Road  March 11, 2014 – Agenda Meeting – 7:30 P.M. – Trustees’ Room  March 11, 2014 – Board of Trustees Meeting – 8:00 P.M. – Rutherford Hall  March 18, 2014 – Personnel Committee – 6:30 P.M. – Trustees’ Room ******** Fiscal Year 2014/15 Budget Discussions: Finance Committee Tuesday, March 11, 2014 – 6:30 P.M. – Trustees’ Room Public Budget Briefing Session (Operating Budget) Wednesday, February 26, 2014 – 7:00 P.M. – Trustees’ Room Public Budget Briefing Session (Capital Budget) Wednesday, March 5, 2014 – 7:00 P.M. – Trustees’ Room ******** There being no further business to come before the Board, Mayor Steves entered a motion to adjourn the meeting at 10:40 P.M. seconded by Trustee Mark and carried by a unanimous vote. Donna M. Conkling Village Clerk