Board of Trustees

Village Board of Trustees 11/26/2019 502 THREE THOUSAND THREE HUNDRED THIRTY-NINTH REGULAR MEETING Rutherford Hall Village Hall November 26, 2019 A Regular Meeting of the Board of Trustees of the Village of Scarsdale was held in Rutherford Hall in Village Hall on Tuesday, November 26, 2019 at 8:00 P.M. Present were Mayor Samwick, Trustees Arest, Crandall, Lewis, Ross, Veron, and Waldman. Also present were Village Manager Stephen Pappalardo, Deputy Village Manager Cole, Assistant Village Manager Richards, Acting Village Attorney Esannason, Deputy Village Attorney Garrison, Village Treasurer McClure, Village Clerk Conkling, and Assistant to the Village Manager Katzin. ******** The minutes of the Regular Board of Trustees Meeting of Tuesday, November 12, 2019 were approved on a motion entered by Trustee Ross, seconded by Trustee Crandall and carried unanimously. ******** Bills & Payroll Trustee Ross reported that he had audited the Abstract of Claims dated November 26, 2019 in the amount of $727,147.12 which includes $10,017.05 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 Ross and seconded by Trustee Crandall, the following resolution was adopted unanimously: RESOLVED, that the Abstract of Claims dated November 26, 2019 in the amount of $727,147.12 is hereby approved. ******** Mayor’s Comments Village Board of Trustees 11/26/2019 503 Mayor Samwick stated that “this evening, there are a number of things I want to speak about, but the first thing is that “the Freightway Steering Committee is going to provide an update of the Freightway Development Project. We will provide a summary of the rationale behind the effort to repurpose the Freightway Parking Garage, we will inform you about the next public meeting date with the two finalists – which I am happy to announce this evening as AvalonBay Communities and a team led by LCOR and East End Capital, and to provide a description of the next steps in the process leading to the selection of a Preferred Developer.” Trustee Veron: Trustee Veron stated, “by way of background, the Freightway Parking Garage serves as the primary parking facility for the Village’s Metro North station. The parking structure was built in 1971 and, as stated in the Condition Survey Report prepared by Desman Associates in August 2017, the garage is in need of nearly $2.5 million of repair, maintenance and physical improvement by 2022. Over the next roughly 15-20 years, the structure will need much greater work, including the possibility of replacement at an estimated cost that could exceed $25 million in today’s dollars. The logic behind the effort to redevelop the Freightway Parking Garage is based on the need to improve the aging parking structure and to enhance our Village Center in a viable and sustainable way. This approach is in line with our comprehensive plan and previous planning studies as well as with the advice of experts in the planning community. Communities like ours have been taking advantage of Transit Oriented Developments (known as TODs), which are mixed use facilities adjacent to transit centers. The goal is to create vibrant, livable, walkable, sustainable communities near public transport. In our case, the Freightway development would have the potential to enhance the entirety of Scarsdale’s Village Center by generating foot traffic to support our retail, restaurants and services.” Trustee Arest: Trustee Arest stated that “in September, the Village received responses to the RFP. With input from the Village’s planning consultants, AKRF, Village staff, and special counsel, the Village Board has narrowed the respondents to two finalists: Avalon Bay Communities and a group that is led by LCOR and East End Capital. I am pleased to announce that the finalists are going to make presentations of their respective initial design concepts to the community on December 11th at 7:00 pm here in Rutherford Hall. Following the presentations, we will open a 45-day public comment period where our focus will be to garner as much community input as possible. The Village will maintain a number of communication channels in this endeavor including, but not limited to presentation boards posted at Village Hall where constituents can leave comments, a dedicated email address and a link on the Village website open to accept community input. Questions and comments will of course also be welcome following the December 11th presentations. There will be an Village Board of Trustees 11/26/2019 504 opportunity for some answers from the Board but in order to set proper expectations, the priority for the evening is for the Board to listen and to compile the community’s thoughts. We also want to make sure that every resident in attendance has the opportunity to be heard. Please note, however, that we will review all comments and questions received over the course of the public comment period and, following its conclusion on January 23rd, will provide more extensive responses to the community’s questions and comments. In the meantime, the Board will continue its due diligence of the two finalists with tours of a number of the developers’ properties in the area and meetings with the two developers. The individual developer meetings will still need to be held in executive session at this time in order to protect the value of the Village-owned property.” Mayor: Mayor Samwick continued by stating that “the Village Board continues to believe that there is a viable path forward that would lead to the transformation of our village center and be met with community acceptance. But, I would like to reiterate something that I have said at previous Board meetings: any redevelopment project must provide a net community benefit. Otherwise, doing nothing is an option. It is not really doing nothing and it is not a free as there are already identified short and medium term costs associated with retaining the Village’s ownership of the parking garage but, again, it is an option. The process that the Board is undertaking is the responsible course of action in the face of a large potential investment in our aging parking structure and a challenging retail environment in our Village Center. Please keep in mind that your elected officials represent the community at large and are very focused on the same things that matter to you, such as potential school impacts, parking, fiscal and other Village Center impacts as well. And, also remember that in addition to representing you, we are residents too, we are your neighbors and we care about these matters and potential impacts deeply. These matters will be discussed in much more detail and the public will have numerous opportunities to comment and ask more detailed questions about these matters as the process continues. Understanding where we are, and what comes next, which will include a robust opportunity for additional community input and influence is vital. Confusion in this regard can easily lead to unnecessary frustration. During the 45-day comment period, as Trustee Arest mentioned, the Board will tour properties that were developed by AvalonBay and the LCOR and East End group and, toward the end of the comment period, will conduct interviews with the two finalists. We expect discussions to continue with the finalists thereafter and hope to be in a position to select the Preferred Developer late in the first quarter or early in the second quarter of 2020. Village Board of Trustees 11/26/2019 505 The Village Board is deeply committed to continuing its diligent review of the options available to the Village with the best interests of residents as our overarching responsibility. We encourage you to attend the community meeting on December 11th at 7:00 pm in Rutherford Hall and to communicate your thoughts and views about the opportunity to re-imagine the Freightway site. For those who are unable to attend the community meeting, the meeting will be recorded for viewing at a later date, either online at Scarsdale.com or on Scarsdale Public TV and will be broadcast periodically on our public cable TV channels.” Mayor Samwick continued, stating “I would also like to provide an update on the Village Attorney position. When the Village Attorney position became available, the Board decided to take a broad view of potential replacement options. The Board noted that a large majority of comparably sized communities employ law firms to act as municipal counsel, as does our own School District. The Board asked staff to survey a number of communities that engage firms to act as municipal counsel and, as expected, found that municipalities are widely pleased by the depth of legal expertise and high level of service they receive from outside legal counsel. The Board asked staff to inquire into the costs these municipalities incur and to eventually seek bids from the two finalist firms. Based on multiple interviews by the Selection Committee and the Board, as well as comprehensive reference checks performed by staff, the Board believes that outside counsel can provide deep legal experience and expertise and a high level of service at a cost that is competitive to maintaining in-house counsel. A resolution is expected to be on the agenda of the December 10th Village Board meeting and, should the Board vote to engage a law firm at that time, it is expected that the firm will start sometime in January.” Mayor Samwick stated that the Board also just concluded a Capital Projects work session prior to this meeting and at a very high level they discussed three projects: Cayuga Pond dredging and restoration, Hutchinson River dredging and restoration (both of those include flood mitigation as well) and the repair of the Heathcote Road Bridge. Notably, for all of them, there are State and/or County funds involved. Staff has done a tremendous job finding sources of funding for these projects and accessing funding for these projects. They have met with the State and taken webinars to improve the odds of receiving these highly competitive grants. Mayor Samwick stated that a lot of this work is not visible to the public and this is a critical function of municipal government. It is really challenging with 100 year old infrastructure which is often the case. The abutments that need work at the Heathcote Road Bridge are 100 years old. A lot of the sanitary sewer and the storm water systems as well as Village Board of Trustees 11/26/2019 506 the water system certainly has many segments that are 100 years old. These are difficult and complex issues to deal with and the staff really does an exemplary job with it. He extended his thanks to the Village staff. He stated that Jeff Coleman, DPW Superintendent and David Goessl, Village Engineer made presentations to the Board this evening and their knowledge and expertise around these matters is notable – the Village is in very good hands. Mayor Samwick next stated that lastly, “as we approach Thanksgiving, it is important to note that our community has so much to be thankful for. I am reminded of the warmth, generosity and support of our residents and Village staff on a regular basis and I would like to use this time of year to highlight what an outstanding community we call home. I would also like to take this time to wish each resident, member of Village staff and Village merchant a very happy and healthy Thanksgiving.” ******** Manager’s Comments Village Manager Pappalardo thanked the Mayor for his well wishes for Thanksgiving on behalf of all the staff; he wished everyone present a Happy Thanksgiving; he thanked the Mayor for his kind words in terms of the staff’s ability and work towards obtaining grants to help offset some of the costs of some of these expensive and complex capital improvement projects. Mr. Pappalardo spoke about the fall leaf program, stating that he would like to give a status report to the Board and community. He stated that the 2019 fall leaf program is in full force with two weeks remaining for residents to place leaves curbside for collection by the Village crews using leaf vacuum machines. There have not been many calls regarding complaints of piles of leaves in the streets which is a measure that all is going well so far. The program started on October 15th and they are on schedule with the workload; they have collected roughly 70% of the annual volume at the end of the business day today. A total of 1,370 truckloads totaling roughly 3,300 tons of leaves have been collected to date. Crews will continue to collect curbside leaves placed prior to December 6th, so next Friday is the last day that residents can place leaves at the curb. He anticipates that another 1,400 tons will be collected by the end of the season; the crews usually collect approximately 4,700 tons of leaves every year. He reminded residents and their contractors that leaf piles must be placed lose in the area between the curb or pavement edge and the owner’s private property line for collection by the crews. Loose leaves placed on any part of the roadway are considered a public safety hazard and a violation of the Village Code. These leaves can cause traffic safety hazards for motorists by narrowing the roadway and create visual obstructions as well as for pedestrians by obstructing crosswalks. These leaves can also create localized flooding when blocking catch basins. Homeowners are reminded to refrain Village Board of Trustees 11/26/2019 507 from these practices and inform their landscapers to place the leaves no closer to the street than the curb line. ******** Public Comments Mayor Samwick opened public comment at this time. Robert Harrison, 65 Fox Meadow Road, wished the Mayor and Board of Trustees a Happy Thanksgiving. He complimented the Village’s leaf pickup on Fox Meadow Road. As no further comments were offered, the Mayor closed the Public Comment portion of the meeting. ******** Trustee Liaison Reports Trustee Veron reported stated that she has two reports this evening. The first is from the Library. “I’d like to share the updated Library Loft winter hours which will start Monday, December 2nd, and run through the end of March. They are Monday, Tuesday, Wednesday 8am-8pm; Thursday & Friday 8am-6pm; and Saturdays 9am-5pm, and will be closed on Sundays. For the first time, the library will be participating in Light the ‘Dale. The library will be hosting a booth with a craft activity and a chance for all to say hello to the librarians! I also have “hot off the press” Village Center updates. Scarsdale Village will be welcoming a new Asian Fusion/ Sushi Lounge called Aiki (Ah K-eye) into the space that was formerly occupied by Langes. The lease was signed just this morning. The restaurant owner who has other establishments in New Jersey is incredibly excited to open in Scarsdale and will immediately begin the buildout process. He said his goal is to meet the needs of our community and looks forward to getting to know all of us. Earlier this evening, the Village Board and Staff held a ribbon cutting at Westchester Burger, another great restaurant to join our Village on our newest restaurant row, at 56 Garth Road. Westchester Burger is a favorite of many locals and they graciously hosted us and encouraged us to sample the delicious fare and experience their welcoming décor, with a great photo op. Village Board of Trustees 11/26/2019 508 Finally, as you plan for Thanksgiving, please don’t forget that just around the corner is Light the Dale, which I referenced earlier, the holiday lighting celebration that has become a community highlight. Please join us on Friday December 6th from 5-7 pm in the Scarsdale Village Center. Light the Dale is a wonderful community event perfect for families with young children, for our students, for empty nesters, the business community; truly there is fun for all. Scarsdale comes together to usher in the holidays with carolers, activities, food trucks and of course Santa arriving on a Fire truck. There will also be a special opportunity for a child to light the tree and the menorah with the Mayor. More information will come on your eblast; you should have already received one from the Scarsdale Recreation department. And, I’d like to thank the Village staff for coordinating this annual event.” Trustee Arest added that the lighting is at 5:30 pm; if residents want their child to have an opportunity to light the tree and the menorah, at 5:30 pm, they should arrive beforehand. ******** Trustee Crandall stated that before she reads her prepared remarks, she informed Mr. Harrison and other residents that any amount of leaves that are mulched into your lawn are beneficial. She stated that this year her lawn was reseeded and her landscaper informed her that he could not mulch all the leaves in; however, on every check she wrote, she added a note – ‘please mulch something’. She left some whole leaves around the edges because that is where many butterflies overwinter. If you want butterflies in the spring, leave some whole leaves around the edges. The insects are also high protein, low carbohydrate bird food, and you will find you will have many birds scratching in the leaves. She highly recommended giving it a try. She then reported that “The New York League of Conservation Voters recently honored the Village of Scarsdale and its Conservation Advisory Council for its leadership in not only starting the first food scrap recovery and composting system in Westchester County, but also for providing technical assistance to other municipalities and school districts near and far. The League is a nonpartisan organization that promotes clean water, clean air, renewable energy and open space through political action. In addition to this lovely award, the Village and CAC received several citations. This one is from Amy Paulin, our Assemblywoman in New York, New York State Senator David Carlucci of the 38th Senate District, Senator Shelly B. Mayer of the 37th Senate District. Senator David Carlucci of the 38th Senate District also provided citations.” She held the award up for all to view. “The Scarsdale Department of Public Works under the initial guidance of former Superintendent Benny Salanitro worked closely with Michelle Sterling, Ron Schulhof and others on the logistics of collecting food scraps at the sanitation yard and then having them carted to a composting facility to be made into soil. The current Superintendent, Jeff Village Board of Trustees 11/26/2019 509 Coleman and his Assistant Tyler Seifert continue to work with Sanitation staff on weekly curbside scrap pickup and keeping the drop-off site clean and odor free. They willingly host visitors who are interested in getting their own Town, City or School to start a composting program. Members of the Conservation Advisory Council volunteer their time to sell food waste starter kits at public events. They also made sure that the very first Scarsdale Music Festival held over the summer was a zero-waste event. Of course, with Thanksgiving two days away, the CAC wants you to know that you can still purchase compostable collection bags at cost from the Recycling Center Office located at 110 Secor Road tomorrow from 8am until 3pm; or if you don't have time to run over there, you can collect whatever scraps that can't be turned into turkey soup in any container and take them over to the Sanitation yard on Friday or Saturday; the hours are from 8am until 3pm every day. Interested, but still unsure? Feel free to give me a call at (914) 874-3779, that’s my cell phone, and I am quite serious, I am happy to help and answer any questions you might have. There are quite a few answers on the Scarsdale website: www.scarsdale.com, and yes, you can still sign up for weekly food scrap pickups. Why not, why wait for New Year’s to make a new resolution? Happy Thanksgiving to all!” Mayor Samwick thanked Trustee Crandall for her impassioned environmental stewardship as well. ******** Trustee Arest Trustee Arest reported on the statements of expense and revenue for the various funds of the Village for the first five months of fiscal year 2019-2020. General fund appropriations were 34.34% spent as of October, 2019 as compared to 35.30% in 2018-2019. General Fund Revenues other than property taxes are $6,842,945 through October 2019 compared with $6,889,417 in the first five months of last year. This represents a decrease of $46,475 from 2018-2019. Overall revenue from Special Assessments and Delinquent Tax collections declined $39,270. Sales tax receipts are flat. Building Permit revenue (included in License and Permit category) increased $71,100 from last year. Again, overall, (inclusive of building permits), License and Permit revenue is up $115,800. The largest impacts in the Insurance Recovery and Equipment sales of $244,400 are in the reimbursement for special details which is up $77,200 from last year and the receipt of over $94,100 from Con Edison for paving reimbursement. Parking revenue improved $21,000. Investment earnings declined $59,300 reflecting lower rates and longer maturities. While Village Board of Trustees 11/26/2019 510 Recreation revenue increased $1,100, Departmental Revenue declined $78,000 since 2018- 2019 was impacted by a late snow reimbursement. Mortgage Tax dropped $152,300 and court fines are down $69,300 and State aid is down $186,600 as New York State has changed the timing of the AIM aid to the end of the fiscal years (Town and Village). The decline in property rentals reflects a timing difference in the receipts. The actual collection of Village taxes through October, 2019 is at 99.01%. This is a decrease of 28 basis points from last year’s collection rate. ******** Trustee Lewis Upon motion entered by Trustee Lewis, and seconded by Trustee Ross, the following resolution regarding Placement of a Crèche in Boniface Circle was approved by a unanimous vote: WHEREAS, the Scarsdale Crèche Committee has requested a permit to place a Crèche in Boniface Circle from December 17, 2019, to January 04, 2020; and WHEREAS, staff has reviewed the request and recommend that it be approved; now, therefore, be it RESOLVED, that, pursuant to Chapter 240 of the Scarsdale Village Code, the Village Manager is hereby authorized to issue a permit to the Scarsdale Crèche Committee for a public display in Boniface Circle from December 17, 2019, to January 04, 2020; and be it further RESOLVED, that the display shall be dismantled and removed from Boniface Circle no later than 9:00 PM on January 04, 2020. ******** Upon motion entered by Trustee Lewis, and seconded by Trustee Crandall, the following resolution regarding Placement of Menorahs in Boniface Circle and Chase Park was approved by a unanimous vote: WHEREAS, the Westchester Reform Temple has requested permission to place a Menorah in Boniface Circle from December 06, 2019, to December 30, 2019; and Village Board of Trustees 11/26/2019 511 WHEREAS, the Chabad Lubavitch of Westchester County has requested a permit to place a menorah in Chase Park from December 15, 2019, through January 04, 2020; and WHEREAS, staff has reviewed the request and recommend that it be approved; now, therefore, be it RESOLVED, that, pursuant to Chapter 240 of the Scarsdale Village Code, the Village Manager is hereby authorized to issue a permit to the Westchester Reform Temple for a public display in Boniface Circle from December 06, 2019, to December 30, 2019, provided that said display is dismantled and removed no later than 9:00 PM December 30, 2019; and be it further RESOLVED, that, pursuant to Chapter 240 of the Scarsdale Village Code, the Village Manager is hereby authorized to issue a permit to the Chabad Lubavitch of Westchester County for a public display in Chase Park from December 15, 2019, to January 04, 2020, provided that said display is dismantled and removed no later than 9:00 PM January 04, 2020. ******** Before reading the following resolution, Trustee Lewis noted that the Whereas clauses identify significant weather events and volume of tree related emergency responses that have been increasing at a more rapid rate, stripping staff resources and action must be taken. He also noted that the bidding process is detailed which is significant to note; the whereas clauses also detail the public notice given for the bidding process. It details what some might note as a surprising absence of responses to the bidding process; there was only one bid response. He stated that ordinarily he would be uncomfortable voting for a resolution with only one bidder response; however, but there is an excellent detailed memorandum from Jeff Coleman to Steve Pappalardo dated November 20th explaining the outreach to bidders to seek additional solicitations. There is also a credible discussion of the performance of this particular vendor. The vendor is known quite well throughout the Village, Almstead Tree, and the analysis that follows is satisfactory to him. Upon motion entered by Trustee Lewis, and seconded by Trustee Arest, the following resolution regarding Awarding VM Contract #1257 – Tree Work was approved by the vote indicated below: WHEREAS, during and following significant weather events, the volume of tree- related emergency response needs has the potential to outstrip staff Village Board of Trustees 11/26/2019 512 resources available to promptly mitigate associated risks to life or property, or to clear roadways of storm debris; and WHEREAS, because of the spike in demand for emergency tree services during and after major storm events, such services are not only difficult to procure in the moment, but are also subject to concurrent sharp rate increases, it is both operationally and fiscally prudent to procure as- needed emergency tree services in advance of any such emergency; and WHEREAS, the bid solicitation for VM Contract #1257 – Tree Work, intended to provide for as-needed emergency tree services, was published in the Scarsdale Inquirer on October 11, 2019, published to the New York State procurement website, BidNet, and directly mailed to five firms known to provide the needed tree maintenance and removal services; and WHEREAS, the bid solicitation requested separate pricing for four elements, including Proposal A – Bucket Truck staffed by an Operator, two Ground Men, and Wood Chipper (Daily Rate requested), Proposal B – Same as “A,” but for their aggregate hourly overtime rate for all equipment and staffing, Proposal C – 100 ft. Crane staffed with an Operator and Two Ground Men (Hourly Rate requested), and Proposal D – Enclosed Dump Truck and Wood Chipper capable of chipping up to 15” diameter logs/branches, staffed with an Operator and two Ground Men, intended to aid the Village with storm event clean-up (Daily Rate requested); and WHEREAS, on the bid opening date, Tuesday October 29, 2019, one sealed bid was received from Almstead Tree & Shrub Care Company LLC, 58 Beechwood Avenue, New Rochelle, NY 10801, with the following prices: Proposal A - $2,835.00/day, Proposal B - $435.00/hour, Proposal C - $595.00/hour, and Proposal D - $2,485.00/day; and WHEREAS, to help protect the health, safety, and welfare of the community amidst and following significant storm events involving tree-related public hazards, staff recommends award of the proposed two-year contract, commencing December 01, 2019, and continuing through November 30, 2021, to Almstead Tree & Shrub Care Company LLC, 58 Beechwood Avenue, New Rochelle, NY 10801; now, therefore, be it Village Board of Trustees 11/26/2019 513 RESOLVED, that VM Contract # 1257 – Tree Work, shall be awarded to Almstead Tree & Shrub Care Company LLC, 58 Beechwood Avenue, New Rochelle, NY, 10801, for a two year term at the following prices: Proposal A - $2,835.00/day, Proposal B - $435.00/hour, Proposal C - $595.00/hour, Proposal D - $2,485.00/day; and be it further RESOLVED, that expenses incurred during the balance of FY 2019/20 shall be charged to General Fund Account # A-1490-HWY-SHDTR-400- 483-1, where funding is budgeted and available for this purpose, with subsequent expenses for the term of the contract to be charged to the appropriate account at the time, subject to budget appropriations; and be it further RESOLVED, that the Village Manager is hereby authorized and directed to execute VM Contract #1257 on behalf of the Village of Scarsdale and to undertake administrative acts as may be required under the terms of the contract. AYES NAYS ABSENT Trustee Arest None None Trustee Crandall Trustee Lewis Trustee Ross Trustee Veron Trustee Waldman Mayor Samwick In response to Trustee Lewis’ comments, Village Manager Pappalardo stated that there are a couple of things that work against the Village with this contract. One is because of the nature of it, the Village needs these tree surgeons to come in when the sky is falling in the Village, and they have to be local. Those that are some distance away realize that they may not be able to get here. The other is that a lot of these tree companies have residences that they serve and during these events, they don’t want to commit to a municipality. This contract provides insurance to the Village to know that in situations where help is really needed to get the Village back up and running to clear streets and open roadways and things of that nature, they are committed to coming here. That is why this contract is done, to make sure that the Village has someone in place, and they know that when they are called they have to come. ******** Trustee Ross Village Board of Trustees 11/26/2019 514 Upon motion entered by Trustee Ross, and seconded by Trustee Crandall, the following resolution regarding Authorization to Execute a Lease Agreement with Westchester County for 2 Drake Road was approved by the vote indicated below: WHEREAS, the Village of Scarsdale (“Village”) owns certain real property known as 2 Drake Road (“Premises”), which is improved by a single-family home, identified on the Village of Scarsdale Tax Map as Section 11, Block 12, Lot 2; and WHEREAS, the Village and the County of Westchester (“County”) are currently parties to a Lease Agreement of the Premises, originally executed in 1987, with successive five-year Agreements having been executed by mutual agreement, the latest of which expired in April 2019; and WHEREAS, the County has proffered a new Lease Agreement, attached herewith, covering the period retroactive to May 01, 2019 through April 30, 2024, featuring the same terms and conditions as the most recently expired Agreement; and WHEREAS, the proposed Lease Agreement enables the County to use the property for homeless family transitional housing, or for such other lawful purposes, including longer-term housing for homeless families, as the Village Manager may approve in writing; and WHEREAS, the Lease Agreement obligates the County to pay to the Village an annual rent equal to the shelter allowance approved by the New York State Office of Temporary and Disability Assistance for Westchester County, currently $5,112 per year, with the first year’s fee waived, as well as an annual sum equal to the Village’s cost for hazard insurance, not to exceed $400 per year; and WHEREAS, because the family residing at 2 Drake Road does not meet the eligibility requirements for federal and state assistance due to their residency status, the County is unable to collect the New York State shelter allowance, and as such, the Village Board has historically granted annual rent waivers upon a written request from the County; and WHEREAS, but for major structural, heating, plumbing, and electrical repairs or replacements, the County is responsible for all repairs, routine maintenance, including keeping the building and surrounding grounds in accordance with local standards, and for any alterations, Village Board of Trustees 11/26/2019 515 additions, and improvements, as may be approved by the Village in writing; and WHEREAS, staff recommends approval of the proposed Lease Agreement, attached herewith, which includes a waiver of the first year’s rent, as the County continues to work with the family to establish a self- sufficiency transition plan; now, therefore, be it RESOLVED, that the Village Manager is hereby authorized to execute a lease agreement with the County of Westchester, in substantially the same form as attached hereto; and be it further RESOLVED, that the annual rent payment identified in Paragraph 2 of the agreement, is herein waived for the first year of the agreement from May 1, 2019, through April 30, 2020; and be it further RESOLVED, that the Village Manager shall take all administrative acts necessary in accordance with said lease agreement. AYES NAYS ABSENT Trustee Arest None None Trustee Crandall Trustee Lewis Trustee Ross Trustee Veron Trustee Waldman Mayor Samwick ******** Upon motion entered by Trustee Ross, and seconded by Trustee Crandall, the following resolution regarding Acceptance of a Gift to the Scarsdale Fire Department From Mark and Karen Hauser was approved by a unanimous vote: WHEREAS, in recognition of the Scarsdale Fire Department’s essential public safety services to the Scarsdale community, Mr. Mark and Ms. Karen Hauser, 24 Heathcote Road, have presented a $2,500 gift to be used as the Village deems best in support of the Fire Department’s mission; and WHEREAS, pursuant to Policy #106 of the Village of Scarsdale Administrative Policies and Procedures Manual entitled, “Gifts to the Village of Scarsdale,” Village Board of Trustees 11/26/2019 516 acceptance of all gifts valued at $500 or more must be approved by the Village Board of Trustees; now, therefore, be it RESOLVED, that the Village Board of Trustees hereby accepts the $2,500 gift from the Hauser family, 24 Heathcote Road; and be it further RESOLVED, that the $2,500 gift be deposited into the Fire Department Gift Account (#TE 93.09); and be it further RESOLVED, that the Village Board of Trustees hereby extends its thanks and appreciation to Mark and Karen Hauser for their generosity. ******** Upon motion entered by Trustee Ross, and seconded by Trustee Veron, the following resolution regarding Acceptance of a Gift to the Scarsdale Fire Department From Kevin Waterhouse was approved by a unanimous vote: WHEREAS, in recognition of the Scarsdale Fire Department’s essential public safety services to the Scarsdale community, Mr. Kevin Waterhouse, 31 Taunton Road, has presented a $5,000 gift to be used to fund training and equipment deemed most needed to support public safety and the safety of Scarsdale’s firefighters; and WHEREAS, pursuant to Policy #106 of the Village of Scarsdale Administrative Policies and Procedures Manual entitled, “Gifts to the Village of Scarsdale,” acceptance of all gifts valued at $500 or more must be approved by the Village Board of Trustees; now, therefore, be it RESOLVED, that the Village Board of Trustees hereby accepts the gift of $5,000 from Mr. Waterhouse , 31 Taunton Road; and be it further RESOLVED, that the $5,000 gift be deposited into the Fire Department Gift Account (#TE 93.09); and be it further RESOLVED, that the Village Board of Trustees hereby extends its thanks and appreciation to Mr. Kevin Waterhouse for his generosity. ******** Trustee Veron Village Board of Trustees 11/26/2019 517 Trustee Veron stated that the Village has been very lucky to have had many of these resolutions. She encouraged everyone to look at the Bookmarks that was recently received by residents. In this Bookmarks edition, there is a beautiful rendition of what is going on at the Library but also the progress that is being made in terms of the addition and renovation. There are interior shots included. Upon motion entered by Trustee Veron, and seconded by Trustee Arest, the following resolution regarding Acceptance of a Gift for the Scarsdale Public Library Addition and Renovation Project was approved by a unanimous vote: WHEREAS, the Scarsdale Library Master Plan, dated June 10, 2013, supported by the Scarsdale Village Board of Trustees via resolution dated April 8, 2014, identified a number of building renovations and additions that would transform the Library into a multi-purpose community asset for future generations, maintain its preeminent status among free public libraries in the County and State, enhance its technological capacity to further library services, and create a physical environment constituting a welcoming and versatile learning center; and WHEREAS, the Library Addition and Renovation Project is anticipated to cost $20,176,755, inclusive of a 5% construction cost contingency, with over $8,000,000 in project funding already raised through the Library Capital Campaign, courtesy of the philanthropy exhibited by Scarsdale residents; and WHEREAS, Friends of the Scarsdale Library have presented a gift of $17,167 for the Scarsdale Public Library Addition and Renovation Capital Improvement Project; and, WHEREAS, pursuant to Policy #106: “Gifts to the Village of Scarsdale” of the Village of Scarsdale Administrative Policies & Procedures Manual, acceptance of all gifts valued at $500 or greater must be approved by the Village Board of Trustees; now, therefore, be it RESOLVED, that the Village Board hereby accepts the $17,167 gift from the Friends of the Scarsdale Public Library for the Scarsdale Public Library Master Plan Improvement Project; and be it further RESOLVED, that the Village Treasurer take the necessary steps to complete the transaction by depositing the $17,167 gift into the Library Capital Campaign Account; and be it further Village Board of Trustees 11/26/2019 518 RESOLVED, that the Board of Trustees hereby extends their heartfelt thanks and great appreciation to the Friends of the Scarsdale Library for their generosity and commitment to the Scarsdale Public Library and the community it serves. ******** Mayor Samwick highlighted the last three resolutions, which really do show what kind of community we live in. He stated that when he was speaking earlier about giving thanks for our community and so many elements of it, there are no better examples than the last three resolutions. He thanked everyone for their generosity. ******** Trustee Waldman Upon motion entered by Trustee Waldman, and seconded by Trustee Crandall, the following resolution regarding an Interim Appointment to the Conservation Advisory Council was approved by a unanimous vote: WHEREAS, in accordance with Section 21-1 of the Scarsdale Village Code, the Conservation Advisory Council shall consist of nine members appointed by the Village Board for two-year terms; and WHEREAS, Jeewon Park, 13 Richbell Road, has resigned from her position on the Conservation Advisory Council, resulting in a vacancy; and WHEREAS, at their work session held on November 12, 2019, the Village Board reviewed and discussed the candidacy of Adie Shore, 8 Oakstwain Road, to fill said vacancy as an interim appointment; and WHEREAS, the Conservation Advisory Council herein recommends to the Village of Scarsdale Board of Trustees that Ms. Shore be appointed to the Council, effective immediately, to fill the unexpired term of Ms. Park ending on April 06, 2020; now, therefore, be it RESOLVED, that Adie Shore, 8 Oakstwain Road, is herein appointed as an interim member to the Conservation Advisory Council to fill the unexpired term of Jeewon Park until April 06, 2020, or until such time a successor is appointed. ******** Village Board of Trustees 11/26/2019 519 Upon motion entered by Trustee Waldman, and seconded by Trustee Veron, the following resolution regarding an Appointment to the Advisory Council on Scarsdale Senior Citizens was approved by a unanimous vote: WHEREAS, the Advisory Council on Scarsdale Senior Citizens was created in 1985 by Resolution of the Village Board of Trustees to advise and assist the Village Board in matters concerning the senior citizens of the Village of Scarsdale; and WHEREAS, pursuant to the Council’s Constitution, membership shall be comprised of such number of Scarsdale residents as may be appointed by the Village Board, each for a two-year term; and WHEREAS, at their work session held on November 12, 2019, the Village Board reviewed and discussed the candidacy of Katherine Eisenman, 156 Brewster Road, for appointment to the Council; and WHEREAS, the Advisory Council on Scarsdale Senior Citizens herein recommends to the Village of Scarsdale Board of Trustees that Ms. Eisenman be appointed as a member to the Council; now, therefore, be it RESOLVED, that Katherine Eisenman, 156 Brewster Road, is hereby appointed to the Advisory Council on Scarsdale Senior Citizens for a term effective immediately and ending April 05, 2021, or until such time a successor is appointed. ******** Written Communications Village Clerk Conkling reported that four (4) communications have been received since the last regular Board of Trustees meeting. Please note that all written communications may be viewed on the Village’s website at www.scarsdale.com. • An email from Johanna Aarts regarding traffic safety on Fox Meadow Road. A response from Mayor Samwick is included. • An email from Mayra Kirkendall Rodriguez with several inquiries regarding the Freightway Site Development process. A response from Mayor Samwick is included. • An email from Susan Levine regarding leaf pickup season and leaf mulching; a response from the Mayor is included. • A letter from Leo Naughton expressing his concerns surrounding the proposed Freightway development project. Village Board of Trustees 11/26/2019 520 ******** Public Comments Mayor Samwick opened the second public comment section of the meeting. Robert Harrison, 65 Fox Meadow Road, stated that he had a quick question concerning the two finalists for the Freightway Development Project. Although he heard AvalonBay mentioned, he stated that the second developer’s name was confusing and asked the Mayor to clarify. Mayor Samwick responded that LCOR has joined with the East End Capital Group and submitted a joint bid. As no further comments were offered, the Mayor closed the second Public Comment portion of the meeting. ******** Future Meeting Schedule Mayor Samwick noted that earlier this evening a Village Board work session was held regarding Capital Projects; it is expected to continue that discussion on December 10th; however, that meeting date has not been solidified as of yet. • Tuesday, December 10, 2019 – 7:30 PM – Agenda Review Meeting – Trustees’ Room • Tuesday, December 10, 2019 – 8:00 PM – Village Board Meeting – Rutherford Hall ******** Village Hall Schedule • Thursday, November 28, 2019 – Thanksgiving Day – Village Hall Closed • Friday, November 29, 2019 – Day After Thanksgiving – Village Hall Closed ******** There being no further business to come before the Board, the meeting was adjourned at 8:57 P.M on a motion entered by Trustee Veron, seconded by Trustee Ross and carried unanimously. Village Board of Trustees 11/26/2019 521 Respectfully submitted, Donna M. Conkling Village Clerk