Board of Trustees

MEETING NOTICE Village of Scarsdale A Work Session of the Scarsdale Village Board of Trustees is scheduled for 4:00 PM on Tuesday, February 8, 2022. The meeting will be held via Zoom video conferencing service. Members of the public wishing to participate in the meeting can do so via online link at https://zoom.us/j/93183703358, or call into the meeting using 1-929-436- 2866 and entering the Meeting ID 931 8370 3358.* Agenda 1. Budget Discussions Please view the complete budget calendar by visiting www.scarsdale.com/budget. CS: 02-03-22 E-MAIL: Journal News (Lohud) Scarsdale 10583 Scarsdale Hamlet Hub Scarsdale Inquirer The Daily Scarsdale cc: Lobby Bulletin Board *For a brief Zoom tutorial or to troubleshoot a problem, see here: https://support.zoom.us/hc/en- us/articles/205566129-Raise-Hand-In-Webinar. For other user questions, please visit the Zoom Help Center: https://support.zoom.us/hc/en-us. Scarsdale Fire Department FY 22/23 Budget Presentation  2 Mission Statement and Overview  Mission Statement  Three Divisions  Overview  Administration – 4 FTE  Population: 17,900  Suppression – 43 FTE  Total Parcels: 5,939  Training – 1 FTE  Taxable Assessed Value:  47 Volunteer Firefighters $9,014,859,311  Interior Firefighters – 25  Exterior Firefighters – 22  3 Incident Responses by NFIRS Category Fire 49 83 Rupture/Explosion/Overheat 4 133 EMS/Rescue 132 123 Hazardous Condition 219 201 2020: 1,428 Incidents Service Call 158 372 2021: 1,741 Incidents Good Intent 143 199 False Call 706 553 Severe Weather 10 72 Other 7 5 0 100 200 300 400 500 600 700 800  4 Department Goals and Objectives  Use of technology to streamline procurement process  Increase community engagement  Develop and implement policies and practices to minimize overtime  Enhance collaboration with other Scarsdale emergency service providers  Maintain incident response time best practices  5 Budget Request  21/22 Adopted Budget: $6,788,768  22/23 Budget Request: $7,376,477 (8.66% increase)  Requested increases to Current Year Adopted:  Personnel: $304,613 (4.49%)  Equipment: $223,813 (3.30%)  Contractual: $59,283 (0.87%)  6 Overtime  Personnel  SUPP-SUPP-100 12, Personnel Services O/T:  FY 21/22 Adopted: $467,000  FY 21/22 Year to Date: $606,923.39  FY 21/22 Year End Projection: $800,000  Nine cases of long-term Sick or Workers’ Comp (five currently)  FY 22/23 Requested: $530,000  Increase based on five-year average  7 Replacement of Car #2436 – Fire Inspector's Vehicle  Equipment:  ADMIN-ADMIN-200 21, Office Equipment:  FY 21/22 Adopted: $3,000  FY 22/23 Requested: $48,000  Fire SUV: $45,000  Regular equip: $3,000  8 Radios and Mask-Mounted Regulators  Equipment:  SUPP-SUPP-200 25, Fire Equipment:  FY 21/22 Adopted: $35,000  FY 22/23 Requested: $208,718  Portable Radios: $48,127  Fire Headquarters Radio Console: $59,121  Personal Mask-Mounted Regulators: $66,470  Regular annual equipment costs: $35,000  9 Capital Expenditure Requests  Engine 56 Replacement  FY 23/24 Requested: $437,500  FY 24/25 Requested: $437,500  Village Clerk FY2022-2023 Budget Presentation To process permits and licenses and to maintain organized and accessible public records. Clerk's Department Goals PROCESS LICENSES & TIMELY RESPONSE TO INCREASE THE NUMBER PERMITS EFFICIENTLY FOILS AND INQUIRIES OF DOG LICENSES FY2022-2023 Budget Highlights • Majority of budget lines are status quo • 3% increase for County Elections • Implementation of a dog survey • Online version preferred Dog Survey Questions? Treasurer’s Office FY 2022-23 Budget Request February 08, 2022  • Finance • Fiscal Reporting • Billing and Collecting Department • Revenues Overview and • Payroll • Accounts Payable Mission • Investments • Debt Issues • State Reporting • Budget  • Tax bill formatting and communications • Electronic distribution of bills and receipts • Inaugural Annual Comprehensive Financial Report Accomplishments • Digitized Accounts Payable process of the Current • Automated position budgeting and detailed Year departmental budget entry • eSuites –employee self-service portal • Electronic departmental deposit procedures  Request to Current Year Adopted Personnel +$1,556 +0.21% Changes to Equipment +$4,000 +0.53% Budget Contractual -$1,900 -0.25% Total Changes +$3,656 +0.49%  Capital Requests • Bank Reconciliations New World • Tyler Content Manager Modules ARPA Village Court Budget Fiscal year 2022-2023 Village Court Department Chart VILLAGE JUSTICE COURT CLERK ASSISTANT ASSISTANT COURT CLERK COURT CLERK Village Court - Expenses Breakdown of Expenses FY 2022-2023 15% 85% Personnel Contractual  Village Court – Parking Fines CY 2019, 2020, 2021 $180,000 $160,000 $140,000 $120,000 $100,000 $80,000 $60,000 $40,000 $20,000 $0 1st quarter 2nd quarter 3rd quarter 4th quarter 2019 $160,880.00 $139,120.00 $94,320.00 $107,840.00 2020 $92,060.00 $7,120.00 $35,270.00 $42,745.00 2021 $37,050.00 $50,905.00 $47,215.00 $79,920.00 2019 2020 2021 Village Manager To be a model for 21st Century local government excellence  Recent Accomplishments: • Implementing Strategic & Financial Planning Framework • Facilitate development of Special Assignments • Embrace innovation and cultivate organizational Village excellence Manager Looking Ahead: • Maintain Fiscal Stewardship • 21st Century Governance • Enhancing Service Delivery Excellence  Village Manager Budget Divisions and Cost Centers $1,200,000 $1,085,965 Budget $1,044,935 $1,000,000 Changes $800,000 ADMIN Savings: ADMIN Position Reclass. (-$15K) $600,000 CATV Contr. Savings (-$27.5K) ALARM Staff Turnover (-$47.5K) CABLE New Expenses: $400,000 PRCHS Bi-annual Survey ($15K) Agenda Mgmt Software ($15K) Admin $200,000 Christie Facilities Cost Increases: Building Repair ($4K) Fuel, Light & Power ($15K) Freightway Meters Meters Open Lots $0 Y-Y Decrease: -$41K (-6.9%) FY 21-22 Adopted FY 22-23 Request Legal Services To interpret and apply federal, State, and local laws, and to draft and review agreements, legislation, and other legal documents  Recent Accomplishments: • Transitioned Village Prosecutor role to contractual • Enhanced quality of life through new local laws Legal Looking Ahead: Services • Maintain compliance with current State & Federal Law • Ensure clear and enforceable local laws • Provide timely legal strategies for advancing local policy  Legal Services Personnel Costs vs. Contractual Legal Costs $700,000 $681,433 Expense Change in Costs $589,031 17-18 to 21-22 $600,000 $582,000 $557,602 $203,677 In-House Staff -$346,102 $530,000 with Benefits $500,000 $134,701 $459,992 Contracted +$274,302 $234,802 $93,000 $251,000 Legal Costs $400,000 $163,131 $111,088 $76,799 $200,000 Other Specialized Legal $300,000 $125,103 Services and Contingencies $149,914 $140,000 Labor Counsel $200,000 $44,327 $346,102 Outside Village Attorney $314,624 $138,400 $237,000 $100,000 $184,799 $191,000 Personnel with Benefits $60,590 $0 17-18 18-19 19-20 20-21 21-22 22-23 Estimated Proposed  Human Resources To recruit and retain innovative and collaborative employees and to responsibly oversee the Village's risk management portfolio. Human Resources Accomplishments: • Successful recruitment of key leadership positions • Continuity of HR operations during transition periods • Navigating COVID-19 protocols Human Resources Looking Ahead: • Evaluate training and professional development needs • Conduct a wage and benefits study • Develop an employee performance evaluation system Human Resources - Budget Highlights TRAINING & STAFF TURNOVER WAGE & DEVELOPMENT BENEFITS STUDY Questions?  Village of Scarsdale FY 2022-23 Fund Balance and Personnel Request Updates February 08, 2022  Unassigned Fund Balance: 10-year history 25% 19.93% 20% 17.93% 16.11% 16.00% 14.71% 14.53% 14.26% 14.50% 14.11% 15% 13.89% 12.44% 10% 5% 0% 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 2022 Percent of Unassigned as Compared to Ensuing Year Appropriations Policy  Unassigned Fund Balance Percentage 25% Option #2 15%-20% Range Current Policy 19.93% 20% 10%-15% Range 17.93% Reduce FB to 17.5%= 14.50% $1.6 mil 15% 14.26% 13.89% 14.11% 10% 5% 0% 2017 2018 2019 2020 2021 2022 Percent of Unassigned as Compared to Ensuing Year Appropriations  2022-2023 at 2/3/2022 2022-2023 Restated Account First Pass Fully Loaded Personnel by Department Expenses Departments Village Court 409,569 568,317 Village Manager 1,044,935 1,287,758 Treasurer 750,023 1,026,431 Assessor 680,157 815,299 Village Clerk 240,558 323,618 Village Attorney 582,000 582,000 Human Resources 265,308 355,380 Public Works 10,000,693 12,950,393 Information Technology 1,111,772 1,221,900 Police 7,981,114 10,962,458 Fire 7,379,677 10,650,139 Building and Safety Inspections 770,671 1,039,858 Parks and Recreation 3,642,613 4,088,155 Planning 259,057 314,799 Total Department Expenses 35,118,148 46,186,505  2022-2023 at 2/3/2022 2022-2023 Restated Account First Pass Fully Loaded Personnel by Department Non-Departmental Items Human Services 429,700 392,838 Employee Benefits 17,156,482 6,124,987 Debt 2,327,789 2,327,789 Other Expenses 560,000 560,000 Fund Level Expenses 1,375,000 1,375,000 Transfers 8,767,000 8,767,000 Total Non-Departmental Exp 30,615,971 19,547,614 Total General Fund Expenses 65,734,119 65,734,119 Employee Benefits State Retirement ERS 1,224,675 - State Ret Pol/Fire 3,200,000 - Social Security 2,099,807 - Workers Compensation 420,000 420,000 Workers Compensation Claims 400,000 400,000 Life Insurance 22,000 22,000 Unemployment Insurance - - Dental Insurance 225,000 225,000 Health Insurance 9,400,000 4,892,987 Compensated Absences P/Y 150,000 150,000 Contractual Expense 15,000 15,000 Total Employee Benefits 17,156,482 6,124,987