Board of Trustees

Village Board of Trustees 09/26/2017 334 THREE THOUSAND TWO HUNDRED EIGHTY-NINTH REGULAR MEETING Rutherford Hall Village Hall September 26, 2017 A Regular Meeting of the Board of Trustees of the Village of Scarsdale was held in Rutherford Hall in Village Hall on Tuesday, September 26, 2017 at 8:00 P.M. Present were Mayor Hochvert, Trustees Callaghan, Finger, Pekarek, Ross, Samwick and Veron. Also present were Village Manager Pappalardo, Deputy Village Manager Cole, Village Attorney Esannason, Assistant Village Manager Richards, Deputy Village Attorney Garrison, Village Treasurer McClure, Village Clerk Conkling, and Assistant to the Village Manager Ringel. ******** The minutes of the Board of Trustees Regular Meeting of Tuesday, September 12, 2017 were approved on a motion entered by Trustee Finger, seconded by Trustee Samwick, and carried unanimously. ******** Bills & Payroll Trustee Finger reported that he had audited the Abstract of Claims dated September 26, 2017 in the amount of $2,269,271.81 which includes $51,304.15 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 Finger and seconded by Trustee Samwick, the following resolution was adopted unanimously: RESOLVED, that the Abstract of Claims dated September 26, 2017 in the amount of $2,269,271.81 is hereby approved. ******** Mayor’s Comments Mayor Hochvert stated that approximately two weeks ago, he, Trustee Veron, and Assistant to the Village Manager Ringel visited some of the businesses in the Village Center Village Board of Trustees 09/26/2017 335 to learn more about how the employees park and what the Village could do to help them. He noted that there were some employees that had no understanding of the different parking permits that are available to them and were moving their cars at intervals during the day. He stated that it shows that members of this Board and staff show concern for the merchants in the Village Center. Mayor Hochvert stated that a week ago last Thursday, there was a meeting of the Westchester Municipal Officers Association in Pelham and the featured speakers were Michelle Sterling and Ron Schulhof. They were introduced by the Village Manager, and the DPW Superintendent Benny Salanitro was also a featured speaker. He noted that they received rounds of applause for the good they have done in relation to composting effort in the Village, with Scarsdale in the lead. At that time, the Mamaroneck Town Supervisor informed him that Mamaroneck would be officially starting their composting campaign on September 18th. Trustee Pekarek added that she, Trustee Veron, and Trustee Callaghan were also at that meeting and noted that the program was a great collaboration between the Food Scrap Committee and the Village. She stated that she enjoyed meeting and speaking to the officers of the other municipalities. She noted that she spoke to the Mayor of the Village of Tuckahoe who is interested in the program; however, he is not sure that he has enough space to carry out the program. Mayor Hochvert continued, stating that the day after the WMOA meeting, he voted on a shared services agreement that Westchester County had established based on the requirement set by Governor Cuomo. This was unanimously adopted. He further stated that several of the people who had been at the meeting the night before made a point of approaching him and praising Scarsdale for taking the lead in composting. A tour of Firehouse No. 1 was arranged by Trustee Pekarek. He noted that he was amazed by the fact that it is so complex to tear down the inside supports to make it possible to fit the new fire equipment in the building. He stated that he was very impressed with both the superintendent of construction and the engineer. The engineer explained how it is being done and he came away with the sense that the project is in very good hands. Trustee Pekarek added that the building is being historically preserved as much as it can be; many steps are being taken to insure the building is being shored up properly. It was a fascinating tour of the facility. Mayor Hochvert stated that he met with DPW Superintendent Benny Salanitro, and Gary Racaniello and Frank Cipriano of the Highway/DPW Department yesterday morning and did a tour of the Village Center. This meeting was in connection to a major effort to revitalize the Village downtown where there were quite a few dead tree branches. He noted that there were a number of branches on the trees that had no leaves at all. During their Village Board of Trustees 09/26/2017 336 tour, they found a number of things to be done that would make the Village Center more attractive and safer. Mayor Hochvert stated that on this coming Sunday, the Scarsdale Concours will be held in the Village Center from approximately 10:30 a.m. to 3:00 p.m. It is a terrific opportunity to see all kinds of cars. ******** Manager’s Comments Village Manager Pappalardo stated that Elizabeth Bermel, the Library Director, is here this evening to present her quarterly financial report on the Library’s fundraising efforts for the Library renovations project. Ms. Bermel stated that as of today, the total cash received is $4,097,974.42. This includes the first and second quarter matches from the anonymous donors. Since that total was given to the Village on the 12th, additional cash received by the capital campaign to date which will be turned over to the Village by the next Village Board meeting on October 10th, is another $106,088.82. That does not include the third quarter match. The total committed including total pledges and cash is $5,707,606.21. She stated that there are also verbal pledges amounting to over $142,000. She acknowledged the work done by the Major Gifts Committee, a subcommittee of the Campaign Committee. This last quarter is the traditional giving time and they anticipate some major gifts at this time. She also gave credit to Village staff, the architect, the engineer and the construction manager for working well together as a team on this project. Trustee Samwick noted that some of this money has been spent towards the project; Ms. Bermel agreed that was true. Trustee Samwick stated that $5.7 million dollars raised to date is outstanding. He also noted that on October 10th at 9:30 a.m. a Groundbreaking Ceremony will be held at Supply Field to thank Assemblywoman Amy Paulin for the $500,000 grant she helped the Village obtain from the State. Village Manager Pappalardo stated that the VM Contract Board resolution for the Supply Field 2nd floor renovation is on the Board’s agenda this evening. Village Manager Pappalardo stated that a parking meter pilot program is taking place in the Village Center. This program will begin on October 2nd and continue for the next few months. The Village is testing four different smart meter types in the Village Center. There are two separate single space meters and two multi-space meters. The meters are located on East Parkway, Spencer Place, and Chase Road. There are 16 spaces for each one of these meters. The multi space meters cover 16 spaces and are set up on Chase near Wilson Jewelers and the other one is on Spencer Place in front of Great Stuff and they are Village Board of Trustees 09/26/2017 337 equidistant. The multi space meters were just installed today. The multi space system is a ‘pay and retain’ system where you put in your payment and get a receipt – this is not a system where you have to place the receipt in your car window; the receipt is for your records. Payment options for the multi space meters will be coin (quarters only) and a credit card. If a credit card is utilized, it has to be for a minimum parking time of one hour. One of the machines is also accepting dollar bills. The single space meters will take coin in quarters only and credit card with a minimum of one hour. The Village will offer a pay by phone option and will do that once a decision has been made on the meters and they are installed in the Village Center. During the pilot program period, they would like everyone to learn how to use these meters and provide feedback to the Village as to their utility and ease of use. Village Manager Pappalardo recognized Assistant Village Manager Richards along with Mary Shiffer, an individual the Village hired to help with this project. He asked them both to speak to the public outreach, interaction and feedback that the Village is trying to obtain from the community which will be integral to the project and help to make the decisions as to which meter is more desirable. Assistant Village Manager Richards stated that the meter pilot program is designed to give parkers an opportunity to use multi space and smart single space meters, both of which provide various parking payment options as previously detailed by the Village Manager. She stated that the Village decided to install the test meters prior to the official commencement of the pilot program in order to provide parking enforcement officers, police officers who from time to time may enforce the meters, coin collection staff, Village administration and parkers, who are all considered key stakeholders, an opportunity to become familiar with the new parking equipment prior to Monday, October 2. During this interim period, appropriate Village staff have been trained on the test meters and will assist parkers with how to use the meters. This interim period also allows the Village to make any necessary modifications prior to the commencement of the official pilot to ensure a smooth pilot program. One of the participating parking meters may be selected as the future parking meter for the Village. Once purchased, the new parking meters will be operational for a minimum of seven (7) years, as such prior to making this important financial investment it is imperative to garner feedback from key stakeholders regarding ease of use, aesthetic preference, and other variables as deemed appropriate. The information garnered from this pilot process will be used as a factor when selecting the new meter for the Village Center. On October 2nd, the Village will officially start accepting parker feedback. The Village engaged Mary Shiffer as a professional project manager, she has the technical expertise to develop a plan to organize the pilot, garner financial data and public Village Board of Trustees 09/26/2017 338 feedback, produce comparative costs needed to assist the Village in making a decision on the best product for the community. Tonight, Mary will specifically discuss the color coded test meter identification system to assist with user feedback, public outreach and education regarding the Pilot Test and the method used for stakeholder feedback. Ms. Shiffer stated that the Village is very fortunate to be able to do this meter pilot program and obtain feedback from the public using the meters in the Village Center. She stated that there are four different styles of meters that look very different. When the official testing period begins on October 2nd, she noted that there will be color coded signs on each of the meters identifying the color coding of the test. A survey will be available by both telephone, online, and there will be a bar code on the meter where people can use their cellphone to scan and have the survey ready to take on their phone. The way to identify the meter that you are rating is by the color code of this test sign and the color code on the decals that will be on the meter – you just have to remember the color when you are rating the meter on the survey. There will also be postcards encouraging people to call in and rate the meters as well. One of the key items in the test is for people to use the meters and try them and give honest feedback. Access to the survey via the barcode is on the meter. Next Saturday there will be some technology savvy high schoolers in the downtown area helping people get comfortable using the test meters. Updates will be given periodically during the three month trial. Philip Mehler, a member of the audience, asked why the Village doesn’t just put in the multi space meters rather than spend month on individual space meters. He noted that New York City uses the multi space meters. Ms. Shiffer responded, stating that the two main technologies that are being tested are the single space meters and the multi space meters. There are a lot of differences on user preference. Some people do not like leaving the parking space and walking down to the box and making their payment there, double checking the space number. They like the convenience of having a single space meter. Many towns have found that by using the multi space meters, sometimes there are savings in operational costs and maintenance of the equipment. Mayor Hochvert noted there are test meters that share two parking spaces; Village Manager Pappalardo stated that he thinks it is a good test for the residents and patrons of the Village Center to decide whether they like the meters that are shared between two spaces. Ms. Shiffer stated that she will be walking around the Village Center taking pictures of the meters to document and record any problems and any issues that may come up. This will also be part of the final report. Village Board of Trustees 09/26/2017 339 Ms. Shiffer stated that what is really wonderful about smart meters is that they do a lot of the recording of information for you in terms of coin capture, and what your revenue totals are, but they also report on when they are down and they can also send email/text alerts to the service people when they need to know a meter needs to be fixed. We will be looking at all of that data, from maintenance issues, from user feedback and the survey, the revenue numbers, and their reliability – so you will really have several data points to make a good evaluation. In furtherance to the question posed by the audience member, Trustee Finger stated that it gives him a lot of comfort that the Village will have information to make a good decision. It is important to do this process in this manner. It is important to acknowledge what people prefer as well as cost. Trustee Veron stated that the Village will have a lot more opportunity and flexibility with what’s come on the market since they last looked at replacing the meters several years ago. ******** Other Committee Reports None. ******** Liaison Reports Trustee Veron reported that she had great meetings with a variety of committees. First, she reported on the Drugs and Alcohol Task Force. She stated that there are two items on their agenda. One is very interesting for the community, which is a “Healthy Brain Day” exhibition, with an enormous brain that they are hoping to locate at the Middle School. You can walk through this ‘brain’ and understand the implications of how your brain functions. It is apparently exceedingly well received in other communities but very expensive. They are working with the vendor now to see if this can be brought to Scarsdale. That would correspond with the April 20th Healthy Brain Day. The second item on the Drugs and Alcohol Task Force agenda was the Pride Survey, which chronicled how Scarsdale’s high schoolers perceive and/or use drugs, alcohol, etc. The report will be released; however, one notable concern is that 9th and 10th graders’ usage of alcohol and marijuana appears to be increasing. The full report will be made public. The Drugs and Alcohol Task Force is pulling together resources to address these issues. Village Board of Trustees 09/26/2017 340 Trustee Veron next reported on the Parks, Recreation and Conservation (PRC) Committee. They met with the fall ISOs and sports groups and spoke to them about the philosophy that Scarsdale wants to support. Ray Pappalardi from the schools was present, talking about trying to have that philosophy at the school, insuring that sports serve the greatest number. It was a very healthy, positive conversation. Coaches were also present at the meeting. Everyone wants to work together to do what is right for the greater good. Trustee Veron noted that there is going to be a study of all of the parks and each member of the PRC is going to report on the parks. Trustee Veron stated that the Scarsdale Arts Council is holding a big meeting at the end of the month and inviting many of its partners, so we are excited to see what is next in store from the Art Council. Trustee Veron next reported that she and Assistant Village Manager Richards keep in close contact with the manager of the Farmer’s Market – there has been incredible positive feedback and there are now more vendors that want to join than can be accommodated. She also stated that the vendors are very complimentary of the residents’ enthusiasm. Trustee Callaghan reported on the Scarsdale Senior Citizens Committee meeting that he attended two weeks ago. He stated that a representative of the Police Department, Detective Patricia Arcesi was present at that meeting. Detective Arcesi is assigned to this Committee and is an expert in this area. An adult care taker was also present and spoke to the group. Trustee Callaghan next stated that Catherine Ferris, reporter for the Scarsdale Inquirer, had reported on Firefighter Brian Hughes and Detective Patricia Arcesi, who competed in this year’s World Police and Fire Games held in Los Angeles, California. Brian Hughes competed in the decathlon and brought home a silver medal. Arcesi’s soccer team finished in the quarterfinals. Trustee Pekarek stated that Patricia Arcesi is not only a Detective in the Police Department, but is also an outreach worker with the youth in Scarsdale. Trustee Ross reported on the Technology Advisory Committee, stating that they have had three meetings so far, most recently on September 13th. Their current objective is to spearhead the updating and revamping of the Village’s information technology strategy to reduce risk and cost. The committee has met with Village staff and at this point has a broad plan and is working on developing its plan in greater detail. The intended next step is to present something to the Village Board, possibly a high level project plan with the purpose of verifying that the thinking of the committee is in accordance with the intentions of the Board. Village Board of Trustees 09/26/2017 341 Trustee Ross next reported on the Advisory Council on Human Relations, stating that in response to an incident at Scarsdale High School that apparently involved some racially and sexually charged graffiti, the Chair has been in contact with the Council. Whether or not this act of vandalism was actually motivated by bias of any kind, it clearly warrants some consideration. He stated that he is pleased that the Council is willing to discuss any issues surrounding an incident such as this. Trustee Ross reported on the Cable Television Commission, stating that as he previously reported, the Cable Television Commission is working to schedule two meetings with stakeholders in the Scarsdale community to guide the Village in renegotiation of its franchise agreements with the cable companies. At this point it appears likely that these meetings will place in late November. Trustee Ross stated that the West Quaker Ridge Neighborhood Association held a meeting on September 18th which both he and the Mayor attended. A number of topics were discussed, including the possibility of a dog park in or near the West Quaker Ridge neighborhood. He pointed out that this is not something the Board is considering at this time; however, it may be in the future. Many other topics were discussed and he thanked the Mayor for updates that he gave to the neighborhood association and his willingness to answer questions. The attendees all left the meeting feeling more informed. Trustee Veron added to the report of Trustee Ross on the Cable Television Commission, stating that everyone should understand that this will be the only opportunity residents have to comment on cable service and their satisfaction with it. Feedback given will be used in the negotiations with the cable companies; she strongly encouraged people to come out to these meetings. Trustee Ross thanked Trustee Veron for her comments and emphasized that although comments are welcome at any time, at this particular juncture, comments will have an impact that at other times they would not have. It is a very critical time and he echoed what Trustee Veron stated and encouraged people to be heard now – if you make yourself heard at this stage of the process, you will influence that process to a degree that you would not be able to do at other times. The dates are not firm yet; they may be November 29th & 30th – those dates are under consideration but have not been scheduled yet. Mayor Hochvert stated that in regard to the West Quaker Ridge Neighborhood Association, the resident that stepped up to lead that organization, Sarah Bell Wechsler, is the daughter of the former neighborhood association president, Janet Bell, and Larry Bell is her father. He believed that all of the issues that were raised at that meeting were either addressed or there is a plan in place to address them. Village Board of Trustees 09/26/2017 342 Trustee Finger reported that the Finance Committee met this evening with the Village’s auditors, O’Connor Davies. He encouraged anyone who has an interest in what is going on in the Village to look at the auditors’ report – this will give a good snapshot of the financial health of the Village. The highlights are that the Village has received a clean opinion of the finances of the Village. He also noted that the Village staff not only worked to put together a very well thought out and tight budget but throughout the year it is readily apparent that decisions are made not just to stay within the budgeted amounts, but to keep expenses and costs as low as possible. Everyone should feel confident that the Village is in good hands with the Village staff and the auditors have confirmed that. Trustee Samwick echoed the comments of Trustee Finger – the financial management of the Village, starting with the Village Manager and then the Department Heads and down throughout staff, the Board consistently sees a deep caring about the community and enormous fiscal responsibility and the Board appreciates that. Trustee Samwick stating that coming up the Board is meeting with land use boards on November 14th at 6:00 p.m. in Village Hall. The Board would like to hear from the land use boards; the Board not only encourages the land use boards to attend and be heard there, but also the community. Trustee Samwick stated that former Mayor Mark provided some comments regarding the Freightway Steering Committee which he shared at this time. The Freightway Steering Committee is hosting a second public workshop on Thursday, September 28th at 7:00 P.M. The event will take place in the public meeting hall at the Scarsdale Congregational Church at 1 Heathcote Road. Parking will be available in the Church parking lot across the street. He stated that it is going to be held there because it will be an interactive forum and that space is more conducive for that type of forum. Since May 2017, the steering committee has been conducting a visioning study to guide the planning for the Freightway site. The study is being conducted in a manner to solicit broad and meaningful public engagement. The Thursday evening session will give participants the opportunity to engage in a discussion about the site with the members of the committee and the consulting firm assisting the committee, BFJ Planning. All stakeholders are encouraged to attend and share their thoughts on the vision, goals and objectives for the site. More information is available on the Scarsdale website at http://www.scarsdale.com/535/Freightway-Site or just visit the Scarsdale website at www.scarsdale.com and you will be able to find it. ******** Public Hearing Trustee Veron opened a public hearing scheduled for this evening to discuss the determination of the number of taxicabs to be licensed in Scarsdale in 2018. She requested any public comment at this time. As there were no comments offered, Trustee Veron Village Board of Trustees 09/26/2017 343 moved that the public hearing be closed, seconded by Trustee Ross and carried unanimously. On a motion entered by Trustee Veron, and seconded by Trustee Finger, the following resolution to determine the Number of Taxicabs to be Licensed in the Village of Scarsdale for 2018 was adopted by the vote indicated below: WHEREAS, Village staff has reviewed the necessary areas of taxi service in accordance with Village Code Article II, Section 272-3, in order to recommend the number of taxicabs to be licensed in the year 2018; and WHEREAS, the Village Board of Trustees approved the issuance of up to twenty- five (25) taxicab licenses in 2017, with the Village Clerk having issued twenty-three (23) taxicab licenses; and WHEREAS, based on population, train ridership data, and the number of 2017 licenses sold, Village staff has determined that the current number of 25 taxicab licenses is adequate for the proper supply of service throughout the Village in 2018; now, therefore, be it RESOLVED, that pursuant to Scarsdale Village Code Article II, Section 272-3, twenty-five (25) taxicab licenses should be authorized for 2018; and be it further RESOLVED, that the Village Clerk is hereby authorized to issue said licenses in accordance with the provisions of the Village Code. AYES NAYS ABSENT Trustee Callaghan None None Trustee Finger Trustee Pekarek Trustee Ross Trustee Samwick Trustee Veron Mayor Hochvert ******** Public Comment Lena Crandall, 227 Fox Meadow Road, speaking on behalf of the Scarsdale Forum, announced that there will be a meeting of the Scarsdale Forum on Thursday, October 5th, Village Board of Trustees 09/26/2017 344 7:30 p.m. in the Scott Room of the Scarsdale Library. Mayor Hochvert will be giving the State of the Village address. You will hear a comprehensive report on everything that has to do with the Village and there will be an opportunity to ask questions. There will also be a program by the Scarsdale Forum’s Downtown Revitalization Committee. The event is free and everyone is welcome. Philip Mehler, 54 Birchall Drive, stated that he didn’t understand why the Village was making such a big thing out of purchasing parking meters. In New York City on every block there is a center parking machine and all of the meters were disposed of. To purchase individual meters will cost too much money. Village Manager Pappalardo stated that New York City uses the multi space meters which were referenced earlier and there are two different types in the Village Center. As Ms. Shiffer mentioned, they are much more economical and less expensive in terms of ongoing maintenance costs and other expenses compared to the single space meters. The Village has 285 parking meter spaces that will have to be accommodated either via single space meters or multi space meters. Based on their discussions with the meter manufacturers, the Village has a capital budget of $450,000 for those 285 parking spaces for new meters of some sort. Mr. Mehler stated that the residents would be more interested in the condition of the Scarsdale roads, which in his opinion are deplorable. His road was supposed to be paved two years ago – he called the Engineering Department many times, and unlike previous years, no one returned his call. He visited the Engineering Department and no one was there to speak to him. He has also sent emails and has not gotten any response. He added that in general, not much has been done to pave the roads. The main roads are still in bad condition; they have been paved in sections. More money should be given for the roads. Mayor Hochvert stated that the paving began in July; you need school to not be in session while paving due to road closures. Over five miles of the 77 miles in Scarsdale were done this year. There were probably be over six miles done before this year is over. If we kept up that pace for the next 13 years, we would have paved every road in Scarsdale within its life. Post Road, which is a State road, and for which the State has responsibility for has not yet been done, even with the support of our legislators. At this time, Con Edison is digging up Post Road in the vicinity of Olmsted Road. As soon as they are done, Con Edison will have some responsibility for repaving. The previous Board did change the Code to require Con Edison to pay the Village for the repaving of the sections they dig up. He cited Crane Road as an example. He asked Mr. Mehler to send him an email at Mayor@Scarsdale.com in regard to his particular concern and he will get an answer. Mr. Mehler asked why the Assessor has not been fired yet. Mayor Hochvert responded that she has 2 ½ years left on her contract. Village Manager Pappalardo added that this is a personnel issue that the Board should not discuss publicly. Trustee Finger Village Board of Trustees 09/26/2017 345 referred Mr., Mehler to the Public Officers Law to review for a better understanding of the position of the Assessor. Village Manager Pappalardo spoke to Mr. Mehler, stating that he was concerned about his initial comment that he had been trying to reach the Engineering Department and Public Works Department. He asked Mr. Mehler to send him whatever emails he sent to those departments at Manager@Scarsdale.com. Village Manager Pappalardo stated that he will speak to those departments tomorrow to see if they have any recollection of hearing from him. He stated that the Village has a very responsive DPW Superintendent and Village Engineer; we answer many questions in detail and often visit residents on site. He stated he was surprised to hear that Mr. Mehler had not gotten any responses. Mr. Mehler stated that in the past, those departments had been very responsive in addressing his concerns; however, this year he has not gotten any emails or phone calls in response to his questions. Mr. Mehler left his contact information with Assistant to the Village Manager Ringel. Robert Harrison, 65 Fox Meadow Road, noted that there has been more paving this year than in past years. He asked that the Village Manager and the DPW Superintendent look at Fox Meadow Road from Crane to Wayside and have it paved. He also noted that the Fox Meadow/Crane Roads intersection is very dangerous. Nothing has been done about it. Perhaps some of the bank could be taken down to improve the site line and perhaps some signage that warns people to slow down on Crane Road when approaching the intersection with Fox Meadow Road. Mr. Harrison stated that he attended the Finance Committee meeting earlier this evening regarding review of the Fiscal Year 2016/17 Financial Statements with the auditors. There were comments that the revenue of the Recreation Department was down $200,000 from the previous year. He noted that he has spoken recently at Board meetings regarding tennis court management. He visited the Middle School courts this past weekend. On Friday evening there were a number of people playing there that didn’t have permits. On Saturday, there was a gentleman at the Brite Avenue courts that had a listing of those that have permits; however, he did not have any receipts to be able to charge those without permits. He encouraged the Board to hire students or seniors to oversee the courts to be sure those that are playing have permits and to charge those who do not. Over the weekend, Mr. Harrison stated that there were 8 people who did not have permits, and the time he spent there was quite short. The tennis permit system must be enforced. He stated that he sent an email to the Mayor and Village Manager urging them to enforce the tennis permit system this weekend. Trustee Callaghan, liaison to the Parks and Recreation Committee, stated that this issue is definitely one that is being discussed and reminded Mr. Harrison that the Village Board does listen to public comments and addresses them. He stated that he will speak to the Recreation Superintendent and his assistant to find out the best way to handle this situation. Village Board of Trustees 09/26/2017 346 In regard to the resolution on the Board’s agenda this evening for the Supply Field Building second floor renovation, satellite library project, Mr. Harrison stated that in the resolution, there is a whereas clause that talks about an anticipated $500,000 New York Dormitory grant which is still pending. He thought perhaps we should wait until the money has been received. We need to be diligent on all of our project expenses. Mr. Harrison urged the Board to move forward on the installation of a comfort station at the Middle School tennis courts. Put it back in the budget and get it done. If the School Board doesn’t want to do it then the Village Board should just do it. Jill Weiss, President of the Friends of the Westchester Band, gave the Board a history of the Westchester Band. She noted that in earlier years, the band was funded by corporations, private donations and one of the unions. Approximately ten years ago, she took over as the Director of the band. In 1990, Director Joseph Albright moved to Florida and Walter Handelman succeeded him as Director. At that time the band became a non- profit corporation. Mr. Handelman filed the papers with New York State and the band became a 501(c). Mr. Alan Hollander is now Director of the band. The band has an approximately $50,000 budget per year which is depleted each summer. They no longer received funding from the now defunct union or corporations and rely solely on private donors. The musicians are paid; there are professionals, amateurs, and students. The band gives community service to the students. As Mayor, Mr. Handelman had the band program under the Village Budget, as a Recreation Department program, with a budget of $16,000. The rest of the money comes from the incorporated Friends of the Westchester Band. Mailings are sent to residents every year requesting donations. The band is in its 48th season and is the oldest running music program in the County of Westchester. She thanked the Mayor and Board of Trustees, as well as the Recreation Department for all of the support they have given to the band over the years. She stated that they are starting to lose the base of the Friends of the Westchester Band due to previous members moving to another location or deceased. Ms. Weiss stated that there has not been an increase in the Village’s budget for the Westchester Band in ten years and she requested that the Board consider an increase in their budget. She noted that Superintendent of Parks and Recreation Brian Gray will ask for the increase in the next Village budget. She further stated that the band needs space – they use the high school for rehearsals and rain date space and pay them for the use of their auditorium and custodian. She said they would like to have a more secure space at the high school with the Village Board’s support. Mayor Hochvert thanked Ms. Weiss for her effort all of these years. He stated that the Board will take her request under advisement. Village Board of Trustees 09/26/2017 347 Trustee Callaghan stated that yesterday there were two back-to-back Committee for Historic Preservation cases, one a month ago and one the month before that. With 15 years of experience on the Board of Appeals, he stated that he has seen an uptick. He wanted to assure the viewers and those in the audience that the Mayor at his first meeting set up a priority list of what he would like to see done. On that list is the Committee for Historical Preservation and the law itself. There being no further comments, Mayor Hochvert closed the public comments portion of the meeting. ******** Finance Committee Trustee Finger reported on the statements of expense and revenue for the various funds of the Village for the first three months of fiscal year 2017-18. General fund appropriations were 22.28% spent as of August 2017 as compared to 34.18% in 2016-2017. General Fund Revenues other than property taxes are $6,331,785 through August 2017. This is an increase of $1,085,526 from the 2016-2017 figure of $5,246,259. The 2016- 2017 revenue items included $956,300 from the sale of 32 Ferncliff and an increase in mortgage tax of $114,966. Building Permit revenue (included in License and Permit revenue) is up $72,100 from last year which is the bulk of the increase in overall License and Permit revenue ($81,800). Parking revenue declined $26,200. Court fines are down $23,400. Recreation Department revenue decreased $62,900 due to decreased enrollment in some programs. Delinquent tax collections dropped $14,700 due to lower inventory and Cable TV and gross receipts taxes declined $76,800. Investment income increased $18,700 partially offsetting the drop in Sales tax receipts of $38,100. Overall rental income increased $159,700. After adjusting for the sale of 32 Ferncliff year-to-date income is $129,226 greater than 2016-2017. The actual collection of Village taxes through August 31, 2017 is at 98.19%. This is a decrease of 35 basis points from last year’s collection rate. ******** Land Use Committee Upon motion entered by Trustee Samwick, and seconded by Trustee Finger, the following resolution Awarding VM Contract #1226 – Brewster Road Sanitary Sewer Replacement Project was approved by the vote indicated below: Village Board of Trustees 09/26/2017 348 WHEREAS, the Village Manager reports that he publicly advertised in the Scarsdale Inquirer on Friday, August 20, 2017, for the receipt of bids pursuant to VM Contract #1226 – Brewster Road Sanitary Sewer Replacement Project, having also provided direct notice to two construction journals and fifteen vendors known to supply the services; and WHEREAS, on the bid opening date, September 7, 2017, five bids were received, with the lowest responsible bid received from Joken Development Corporation (Joken), 9 Belway Place, White Plains, New York 10601; and WHEREAS, Joken has verified that they are capable of fulfilling all contract requirements, including having expressed to staff clear understanding of the scope of work and project completion date set-forth in the bid documents; and WHEREAS, Joken’s references provided positive recommendation for the firm, and they have also previously performed satisfactory services for the Village of Scarsdale; now, therefore, be it RESOLVED, that VM Contract # 1226, Brewster Road Sanitary Sewer Replacement Project, be awarded to Joken Development Corporation, 9 Belway Place, White Plains, New York 10601, at the unit bid prices itemized in the attached bid tabulation sheet, with represented total cost based on estimated work quantities and expenses not to exceed budgeted appropriations or $157,452.50; and be it further RESOLVED, that the cost of same be charged to Capital Budget Accounts H8120- 965 2016-095 and H8120-965 2018-095; and be it further RESOLVED, that the Village Manager is hereby authorized to execute VM Contract #1226 on behalf of the Village of Scarsdale with Joken Development Corporation, 9 Belway Place, White Plains, New York 10601, and to undertake administrative acts as may be required under said agreement. AYES NAYS ABSENT Trustee Callaghan None None Trustee Finger Trustee Pekarek Village Board of Trustees 09/26/2017 349 Trustee Ross Trustee Samwick Trustee Veron Mayor Hochvert ******** Municipal Services Committee Upon motion entered by Trustee Veron, and seconded by Trustee Pekarek, the following resolution Awarding VM Contract #1223 – Supply Field Building Second Floor Renovation, Satellite Library Project was approved by the vote indicated below: WHEREAS, the Village of Scarsdale is obligated by both the NYS Education Law and the Westchester County Library System Service Plan to maintain certain library services during temporary closure of the Scarsdale Public Library to facilitate the planned Library Addition and Renovation project; and WHEREAS, Village and Library staff investigated alternate temporary locations to host the necessary limited library services required by law, taking into consideration such factors as inventory, programmatic, operational, office and parking needs; and WHEREAS, the unfinished, two-story, Village-owned structure known as the Supply Field Building, located at 244 Heathcote Road, was identified as the best location, providing for 3,100 square feet of second floor space, a finished lobby, elevator, and a parking lot with approximately 30-35 parking spaces; and WHEREAS, the Village hired the architectural firm of Fuller and D’Angelo (F&D), Elmsford, in March 2016 for Phase I Design Services to determine if the Supply Field Building’s second floor would constitute a viable solution for the temporary library; and WHEREAS, F& D completed a conceptual plan in June 2016, affirming location feasibility and incorporating design solutions appropriate for the temporary library needs; and WHEREAS, in order to keep the Scarsdale Library Addition and Renovation project on schedule for construction commencement in May 2018, the Supply Field Building must be ready for temporary library occupancy by April 2018; and Village Board of Trustees 09/26/2017 350 WHEREAS, via Village Board resolution of February 28, 2016 (attached), the Village entered into an agreement with F&D for phase II design services including the preparation of construction bid documents and provision of both bidding phase services and construction administration services; and WHEREAS, in July 2017, F&D completed the bid documents for a project scope including a staff work area, administrative office, children’s room, general book stack area, public computer / copier area, new accessible bathrooms, and sufficient storage, along with a new second floor HVAC system and fire sprinkler system, having provided a construction estimate of $640,000 including contingencies; and WHEREAS, the Village Manager reports that on July 14, 2017 he publicly advertised for the receipt of bids under VM Contract #1223 - Supply Field Building Second Floor Renovation, Satellite Library (Project), which included the Base Bid work and a separate price for Alternate No. 1 work to transfer certain furniture from the Library at 54 Olmstead Road to the Supply Field Building; and WHEREAS, subsequent to a pre-bid meeting held on August 1, 2017, six bids were opened on August 15, 2017, with the lowest responsible bid received from Peter A. Camilli & Sons Inc., 210 Marble Avenue, Pleasantville, NY 10570, for a lump sum Base Bid amount of $716,924; and WHEREAS, based on the F&D estimate of $640,000, a total of $650,000 was included in the adopted FY 2017/18 Capital Budget, comprised of $500,000 anticipated from a New York State Dormitory Authority Grant, which is still pending, and $150,000 in Village funding; and WHEREAS, in response to higher than anticipated bids, F&D reviewed the project scope with Peter. A. Camilli and determined that certain industry-wide increases in the mechanical and plumbing elements contributed heavily to the higher costs, but that Camilli would further review his bid and discuss opportunities with the Village after the bid award to complete the project scope at a reduced cost; and WHEREAS, it was also determined that neither value engineering nor rebidding would result in an acceptable project with meaningful savings; and Village Board of Trustees 09/26/2017 351 WHEREAS, F&D is confident that Peter A. Camilli & Sons, Inc., understands and can complete the necessary scope as designed and within his bid amount, having also verified the firm’s references; and WHEREAS, following a thorough review, F&D and Village staff believe that VM #1223 – Supply Field Building Second floor Renovation, Satellite Library, should be awarded to the lowest responsive bidder, Peter A. Camilli & Sons Inc., 210 Marble Avenue, Pleasantville, NY 10570, for the Base Bid amount of $716,925, and that Alternate No. 1 should not be awarded; and WHEREAS, in order to award the base bid of up to $716,924 plus an approximate 3% contingency of $20,000, for a Project total of $736,924, a transfer of up to $86,924 from available Village funds is necessary; now, therefore, be it RESOLVED, that VM Contract #1223 – Supply Field Building Second Floor Renovation, Satellite Library, be awarded to Peter A. Camilli & Sons Inc., 210 Marble Avenue, Pleasantville, NY 10570, for a total of $716,924; and be it further RESOLVED, that the cost of said project be charged to Capital Accounts HL- 7497-964 2018-076GT ($500,000 Grant) and # HL-7497-964-2018- 076 ($150,000); and RESOLVED, that up to $86,924 be transferred from Village General Fund balance to the Supply Field Building Second Floor Renovation, Satellite Library project account #HL-7497-964-2018-076 which includes an approximate 3% contingency; and be it further RESOLVED, that the Village Manager is herein authorized to execute VM Contract #1223 – Supply Field Building Second Floor Renovation, Satellite Library in the amount of $716,924 on behalf of the Village of Scarsdale with Peter A. Camilli & Sons Inc., 210 Marble Avenue, Pleasantville, NY 10570, and undertake all administrative acts as may be required under said agreement. AYES NAYS RECUSED ABSENT Trustee Finger Trustee Callaghan Trustee Ross None Trustee Pekarek Trustee Samwick Trustee Veron Mayor Hochvert Village Board of Trustees 09/26/2017 352 ******** Before the vote was taken on the above resolution, the Village Manager stated that he wanted to address some points that Mr. Harrison raised previously. Village Manager Pappalardo stated that the Village recognizes that the low bid that was received out of the six bids was roughly $67,000 higher than budgeted. They asked the consultant as well as the project manager to speak to not only the low bidder, but to speak to all of the bidders, which they have done. A common theme heard was that the takeoffs for the mechanical and plumbing trades’ costs were generally higher than what the Village’s consultant had estimated. In looking at the six bids, the median cost was over $900,000. The lowest bidder is 11 ½% less than the second lowest bidder. They looked for opportunities to value engineer this project and there were really not a lot. There was no opportunity to eliminate one or more parts of this project where we thought we could save money – perhaps by doing some of the work in-house. There were no guarantees that by eliminating some of the work that they would get bids that were any better than the ones they have. They did speak to the lowest responsible bidder and there may be some opportunities to save a few dollars as we move forward. They have come to the conclusion, however, that at this point in time to make the recommendation to award the contract for this amount. The additional money that Mr. Harrison mentioned in this case – close to $87,000 – will come from the unassigned fund balance. There shouldn’t be too many unknowns in this building as it is fairly new. In regard to the State grant, in making phone calls, Village Manager Pappalardo stated that he has been assured that the grant is very far down the line in the approval process and the money is not in jeopardy. If he felt it was in jeopardy in any way, they would not be discussing this item this evening. Trustee Finger noted that the original cost figure for this project was well over $900,000. A lot of work went into getting costs down. The $650,000 figure was an estimate, and he recalled the Project Manager Paul Zaicek had mentioned an approximate figure of $700,000. Although this number is not want the Board would have hoped it would be, it is not a surprise and is certainly far better than some of the numbers previously discussed. Personally, he stated that he is comfortable with it. Trustee Veron stated that they are investing in a Village asset that will last long after being a Library satellite. She felt that they were being prudent in spending money on something that will have a long life. Village Manager Pappalardo stated that the fact that they did receive six bids on this project is beneficial. The low bidder is a responsible bidder; the architect has worked with him in the past. Village Board of Trustees 09/26/2017 353 Mayor Hochvert asked Village Manager Pappalardo if he would be able to withhold the execution of this contract until they get further down the road to receiving the grant from New York State. Village Manager Pappalardo stated that if the Board does award the contract this evening, the contractor needs to obtain all the bonds and insurances and that usually takes approximately three to four weeks. After that, a preconstruction meeting will be held. He stated that it will probably be at least three to four weeks before any work begins. This VM Contract will probably be executed within the next month, so that does allow some time. Trustee Callaghan explained that he voted nay on this resolution because they will be dipping into the General Fund for $86,000. They should be working within their budget. Also, he stated that he did not think that they undertook adequate research to place the satellite library in a location that was less hazardous – Supply Field is very crowded on Saturdays and Sundays. Finally, he stated that he felt the logistics on this is a bit off. Before he voted, Trustee Finger stated that in regard to the safety issues, he has been assured that the library is going to operate the satellite in a way to minimize hours when Supply Field will be overly crowded on the weekends. That, combined with his earlier comments confirms his vote as yes. ******** Upon motion entered by Trustee Veron, and seconded by Trustee Samwick, the following resolution to Authorize the Execution of an Amendment to the 2016/2017 New York State Indexed Lump Sum Municipal Snow and Ice Agreement was approved by the vote indicated below: WHEREAS, pursuant to Section 12 of the New York State Highway Law, the maintenance of State highways includes control over snow and ice removal authorized by the New York State Department of Transportation (NYSDOT) in order to make these roads safe and passable, while providing an option for this work to be accomplished by the host municipality pursuant to an intermunicipal agreement between the municipality and the NYSDOT; and WHEREAS, the Village of Scarsdale, in the interest of public safety and plowing expediency, has contracted with the State to plow the 15.7 miles of State owned roads since 1999 through successive amendments to the Indexed Lump Sum Municipal Snow and Ice Agreement, the latest of which was executed on August 08, 2017, thereby extending the original agreement through June 30, 2018; and Village Board of Trustees 09/26/2017 354 WHEREAS, during severe winters which require municipalities to perform snow and ice removal services in excess of the ten-year average, the NYSDOT amends the inter-municipal agreement covering the impacted period to provide additional funding; and WHEREAS, due to the severity of the winter storms during the 2016/17 Snow and Ice Season, the Village is entitled to an additional $14,493.14 for the 2016/17 Snow and Ice Season which when added to the 2016/17 original amount of $24,774.60 equals $39,267.74; and WHEREAS, in order for the Village to obtain these additional funds, the Village Board must authorize the execution of an amendment to the 2016/17 Snow and Ice Agreement increasing the estimated expenditure; now, therefore, be it RESOLVED, that the Village Board of Trustees hereby authorizes the Village Manager to execute Amendment “B” to the 2016/17 Snow and Ice Agreement, between the Village of Scarsdale and the New York State Department of Transportation to revise the estimated expenditures and increase the Village’s reimbursement for snow and ice removal services, in substantially the same form as attached hereto, and to undertake all administrative acts necessary pursuant to the amendment. AYES NAYS ABSENT Trustee Callaghan None None Trustee Finger Trustee Pekarek Trustee Ross Trustee Samwick Trustee Veron Mayor Hochvert ******** Upon motion entered by Trustee Pekarek, and seconded by Trustee Veron, the following resolution regarding Acceptance of a New York State Department of Environmental Conservation Invasive Species Grant was approved by the vote indicated below: WHEREAS, an invasive plant species, Japanese knotweed (Reynoutria Japonica), is aggressively growing along the section of South Fox Meadow Brook Village Board of Trustees 09/26/2017 355 flowing through Harcourt Woods, Harwood Park, and Scarsdale High School property; and WHEREAS, left unchecked, the knotweed will work to undermine, through organic matter deposition and culvert obstruction, the Village of Scarsdale watercourse restoration work completed in 2015, as well as dominate the wetlands ecology, thereby adversely impacting ecological function through severe reduction or elimination of native wetland plant species; and WHEREAS, the Village of Scarsdale is desirous of protecting its significant South Fox Meadow Brook watercourse restoration investment and capitalizing on the ecological services that a healthy, native wetland ecosystem provides, thus necessitating a multi-year knotweed eradication program involving a combination of mechanical and manual invasive species control, herein referred to as the South Fox Meadow Brook Knotweed Remediation Project (Project); and WHEREAS, the Village of Scarsdale applied to the NYS Department of Environmental Conservation for a $24,500 Invasive Species Rapid Response and Control Program grant to support the Project; and WHEREAS, on July 7, 2017, the NYSDEC awarded an Invasive Species Rapid Response Grant to the Village of Scarsdale in the amount of $24,500, which requires a $25,000 local match, yielding a total Project cost of $49,500; and WHEREAS, the Village Planner reviewed the Project pursuant to the State Environmental Quality Review Act (SEQRA) and Chapter 152 of the Village Code, having determined that it constitutes a Type II Action pursuant to SEQRA, with no further environmental review required (see attached memo); and WHEREAS, Village staff has reviewed the rules and guidelines of the Invasive Species Rapid Response Grant and believe it is in the best interest of the Village to accept the funding; now, therefore, be it RESOLVED, that the Village Manager is herein authorized to execute NYSDEC Invasive Species Rapid Response and Control Grant, in substantially the same form as attached hereto, for Knotweed remediation along South Fox Meadow Brook, over a three year period, as outlined in Attachment C of the Grant Agreement, entitled Work Plan; and be it further Village Board of Trustees 09/26/2017 356 RESOLVED, that the required local match of $25,000 will be comprised of $10,000 included in the adopted FY 2017/18 Capital Budget, Account # H- 1997-961 2018-120, $5,000 in Village of Scarsdale in-kind services, and $10,000 contributed by Scarsdale School District subject to the School Board’s approval; and be it further RESOLVED, that grant funds expended under this program be charged to Capital Budget Account H-1997-961 2018-120, with grant reimbursements credited back to the same account; and be it further RESOLVED, that the Village Manager is herein authorized to undertake the administrative acts required pursuant to the grant agreement. AYES NAYS ABSENT Trustee Callaghan None None Trustee Finger Trustee Pekarek Trustee Ross Trustee Samwick Trustee Veron Mayor Hochvert ******** Trustee Pekarek thanked Assistant to the Village Manager Josh Ringel who was successful in securing this grant. ******** Upon motion entered by Trustee Pekarek, and seconded by Trustee Veron, the following resolution Authorizing the Execution of an Intermunicipal Agreement with the Scarsdale Union Free School District in Regard to the South Fox Meadow Brook Knotweed Remediation Project was approved by the vote indicated below: WHEREAS, an invasive plant species, Japanese knotweed (Reynoutria Japonica), is aggressively growing along the section of South Fox Meadow Brook flowing through Harwood Woods, Harwood Park, and Scarsdale High School property; and WHEREAS, left unchecked, the knotweed will work to undermine, through organic matter deposition and culvert obstruction, the Village of Scarsdale watercourse restoration work completed in 2015, as well as Village Board of Trustees 09/26/2017 357 dominate the wetlands ecology, thereby adversely impacting ecological function through severe reduction or elimination of native wetland plant species; and WHEREAS, the Village of Scarsdale is desirous of protecting its significant South Fox Meadow Brook watercourse restoration investment and capitalizing on the ecological services that a healthy, native wetland ecosystem provides, thus necessitating a multi-year knotweed eradication program involving a combination of mechanical and manual invasive species control, herein referred to as the South Fox Meadow Brook Knotweed Remediation Project (Project); and WHEREAS Village of Scarsdale staff met with Scarsdale Union Free School District staff to discuss the prospect of working cooperatively to implement the Project, which involves both School and Village Property, having agreed that the project merits joint funding and that New York State funding should be pursued, as well; and WHEREAS, the Village of Scarsdale applied for and received a $24,500 NYS Department of Environmental Conservation Invasive Species Rapid Response and Control Grant, which includes an equal local match requirement to be satisfied through separate $10,000 funding appropriations by the School District and Village with the balance completed through Village in-kind services; and WHEREAS, an Intermunicipal Agreement is necessary to establish authority for joint Project implementation, with the Scarsdale Board of Education considering said agreement, attached herewith, at its meeting on September 25, 2017; now, therefore, be it RESOLVED, that the Board of Trustees hereby authorizes the Village Manager to execute, in substantially the same form as attached hereto, an Intermunicipal Agreement with the Scarsdale Union Free School District for activities related to the South Fox Meadow Brook Knotweed Remediation Project; and be it further RESOLVED, that the Village Manager is hereby authorized to undertake any administrative acts required under the terms of the agreement. AYES NAYS ABSENT Trustee Callaghan None None Trustee Finger Trustee Pekarek Village Board of Trustees 09/26/2017 358 Trustee Ross Trustee Samwick Trustee Veron Mayor Hochvert ******** Upon motion entered by Trustee Pekarek, and seconded by Trustee Veron, the following resolution regarding Rejection of Bids for VM #1225 – South Fox Meadow Brook Knotweed Remediation was approved by the vote indicated below: WHEREAS, on August 25, 2017, the Village published VM Contract #1225 seeking bids for the Fox Meadow Brook Knotweed Remediation Project for work involving 15 bi-weekly cuttings of Japanese Knotweed in two separate service areas over a three year period along the South Fox Meadow Brook; and WHEREAS, on the bid opening date, Tuesday, September 12, 2017, one bid was received for a total of $53,550, a cost in excess of the established project budget and available funding; and WHEREAS, as a result of lack of competition and the potential for reducing project costs through elimination of unnecessary manual labor and hauling of plant materials, staff recommends rejecting the sole bid, modifying the bid specifications, and undertaking a rebidding process inclusive of additional vendor outreach to cultivate increased participation; now, therefore, be it RESOLVED, that pursuant to Section 103 of the New York State General Municipal Law and Section 57-7 of the Village Code, the Village Board hereby rejects the sole bid received for VM Contract #1225 – South Fox Meadow Brook Knotweed Remediation; and be it further RESOLVED, that the Village Manager is herein authorized to re-advertise and re- bid these items in accordance with New York State General Municipal Law. AYES NAYS ABSENT Trustee Callaghan None None Trustee Finger Trustee Pekarek Trustee Ross Trustee Samwick Village Board of Trustees 09/26/2017 359 Trustee Veron Mayor Hochvert ******** Upon motion entered by Trustee Pekarek, and seconded by Trustee Veron, the following resolution regarding Authorization to Execute a Memorandum of Agreement with the Village of Scarsdale, Scarsdale Union Free School District and Scarsdale/Edgemont Family Counseling Service for the FY 2017/18 Youth Services Project was approved by the vote indicated below: WHEREAS, in 1984 the Village of Scarsdale, Scarsdale Union Free School District and Scarsdale-Edgemont Family Counseling Service recognized the need for a safety net for youth and emotional support for their parents which led to the creation of the Scarsdale Youth Services Project; and WHEREAS, the Youth Services Project is a partnership of the Village of Scarsdale, Scarsdale Union Free School District and Scarsdale/Edgemont Family Counseling Service that provides challenging programs for youth and parents that build confidence and strengthen the character of youth in grades six through twelve, provide outreach to parents, make available support groups, offer parenting strategies as well as other challenging programs; and WHEREAS, the current agreement expired effective August 31, 2017, and Scarsdale/Edgemont Family Counseling Service has proffered a successor agreement to the Village which includes a new provision allowing the School Superintendent and Village Manager limited flexibility to adjust the agreement fee for certain unforeseen personnel matters effecting the provision of counseling services provided by the Scarsdale-Edgemont Family Counseling Services; and WHEREAS, the term of the proposed agreement is for one year, commencing September 1, 2017, and terminating August 31, 2018, at a total cost of $474,418.70, to be distributed equally between the Village and Scarsdale Union Free School District at $237,209.35 for each government; and WHEREAS, the Board of Trustees provided an appropriation of $237,209.35 in the FY 2017/18 General Fund Budget for the purposes of funding the Youth Services Project; now, therefore, be it Village Board of Trustees 09/26/2017 360 RESOLVED, that the Mayor and Village Manager are herein authorized to execute the Memorandum of Agreement among the Village of Scarsdale, Scarsdale Union Free School District and Scarsdale/Edgemont Family Counseling Service, in substantially the same form as attached hereto, and that the Village Manager is further authorized to perform all necessary administrative acts in connection therewith; and be it further RESOLVED, that all costs associated with this agreement be charged to FY 2017/18 General Fund Budget Account # A-9990-HUMSV- YOUTH-400 499 not to exceed budgeted appropriations. AYES NAYS RECUSED ABSENT Trustee Callaghan None Trustee Samwick None Trustee Finger Trustee Pekarek Trustee Ross Trustee Samwick Trustee Veron Mayor Hochvert ******** Recreation Committee Upon motion entered by Trustee Callaghan, and seconded by Trustee Veron, the following resolution regarding Rejection of Bids for VM Contract #1224 – Irrigation System Services was approved by the vote indicated below: WHEREAS, costs for irrigations system services have escalated in recent years due to expansion of irrigated areas and the aging of certain system components, thus requiring a sealed bid procurement process; and WHEREAS, the Village now has fifteen properties with irrigation systems of varying sizes, each of which requires seasonal commissioning and winterization, as well as unscheduled repairs, collectively “Irrigation System Services”; and WHEREAS, on July 28, 2017, the Village published VM Contract #1224 seeking sealed bids for Irrigation System Services throughout the Village’s parks and facilities and on the bid opening date, Tuesday, August 21, 2017, four bids were received; and Village Board of Trustees 09/26/2017 361 WHEREAS, bid review revealed that the bid specifications failed to limit the cost of materials to no greater than 1.1% above the amount invoiced to the contractor, which renders the bids received not comparable to one another; and WHEREAS, it is in the Village’s best interest to reject all bids and reissue the Request for Bids with modified bid specifications, as related above and discussed further in the attached staff memo; now, therefore, be it RESOLVED, pursuant to Section 103 of the New York State General Municipal Law and Section 57-7 of the Village Code, the Village Board hereby rejects all bids received pursuant to VM Contract #1224 – Irrigation System Services; and be it further RESOLVED, that the Village Manager is herein authorized and directed re-bid these items in accordance with New York State General Municipal Law. AYES NAYS ABSENT Trustee Callaghan None None Trustee Finger Trustee Pekarek Trustee Ross Trustee Samwick Trustee Veron Mayor Hochvert ******** Written Communications All communications received that are written to the Mayor and Board of Trustees can be viewed on the Village’s website, www.scarsdale.com under the Board of Trustees or Village Clerk section. Mayor Hochvert noted that the Board received a report from the Scarsdale Forum Municipal Committee on the quality of life and Village Code violations. Mayor Hochvert further stated that this afternoon he received a note from Cynthia Roberts relating to trash overflows in the Village Center. Village Board of Trustees 09/26/2017 362 ******** Future Meeting Schedule • Tuesday, October 10, 2017 – Committee of the Whole – 6:30 P.M. – Third Floor Meeting Room • Tuesday, October 10, 2017 – Agenda Committee Meeting – 7:30 P.M. – Trustees’ Room • Tuesday, October 10, 2017 – Village Board Meeting – 8:00 P.M. – Rutherford Hall • Tuesday, October 24, 2017 – Agenda Committee Meeting – 7:30 P.M. – Trustees’ Room • Tuesday, October 24, 2017 – Village Board Meeting – 8:00 P.M. – Rutherford Hall • Tuesday, November 14, 2017 – Land Use Committee Meeting – 6:00 P.M. – Third Floor Meeting Room • Tuesday, November 14, 2017 – Agenda Committee Meeting – 7:30 P.M. – Trustees’ Room • Tuesday, November 14, 2017 – Village Board Meeting – 8:00 P.M. – Rutherford Hall ******** Village Hall Schedule • Monday, October 9, 2017 – Columbus Day – Village Hall Closed ******** There being no further business to come before the Board, the meeting was adjourned at 10:05 P.M. on a motion entered by Trustee Finger, seconded by Trustee Pekarek and carried unanimously. Donna M. Conkling Village Clerk