Board of Trustees

Village of Scarsdale Jane E. Veron, Mayor Robert Cole Village Manager Sameer Ahuja Karen L. Brew Office of the Village Manager Jeremy A. Gans Scarsdale, New York 10583 Jonathan Lewis 914-722-1110 Kenneth L. Mazer Fax: 914-722-1119 Randall B. Whitestone www.scarsdale.com August 23, 2022 Village Board Limited Agenda Meeting – 8:30 AM - via Zoom The Village Board will conduct the meeting virtually via Zoom. Members of the public wishing to participate can do so online at https://zoom.us/j/93183703358, or call into the meeting by dialing 1-929-436-2866 and entering the Meeting ID 931 8370 3358. For a brief 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. Roll Call ______________________ Minutes ➢ Village Board Meeting of August 9, 2022 ______________________ Bills ➢ Trustee Lewis ______________________ Future Meeting Schedule Tuesday, September 6, 2022 ➢ 6:00 PM– Village Board Work Session ______________________ Tuesday, September 13, 2022 ➢ 6:00 PM– Village Board Work Session ______________________ ➢ 8:00 PM – Village Board Regular Meeting ______________________ Village Hall Schedule Monday, September 5, 2022 – Labor Day – Village Hall Closed Motion to Adjourn ______________________ Village Board of Trustees Meeting 08/09/2022 301 THREE THOUSAND FOUR HUNDRED FOURTH REGULAR MEETING Rutherford Hall & Video Conference Via Zoom August 9, 2022 A Regular Meeting of the Board of Trustees of the Village of Scarsdale was held on Tuesday, August 9, 2022, at Rutherford Hall and via video conference (Zoom) at 8:10 p.m. Present were Mayor Veron, and Trustees Brew, Gans, and Mazer (via Zoom). Also present were Village Manager Cole, Deputy Village Manager Marshall, Village Treasurer Scaglione, and Village Clerk Emanuel. ******** Minutes The minutes of the Board of Trustees Limited Agenda Meeting of Tuesday, July 26, 2022, were approved on a motion entered by Trustee Brew, seconded by Trustee Gans, and carried unanimously. ******** Bills & Payroll Trustee Gans reported that she had audited the Abstract of Claims dated August 9, 2022, in the amount of $542,035.11 which included $83,347.48 in Library Claims previously audited by a Trustee of the Library Board. Upon motion duly made by Trustee Gans and seconded by Trustee Brew, the following resolution was adopted unanimously: RESOLVED, that the Abstract of Claims dated August 9, 2022, in the amount of $542,035.11 is hereby approved. ******** Mayors Comments Good evening, Scarsdale. I hope you are having a summer filled with friends and family and have had the chance to take time for yourselves to reenergize. Our Board is grateful to staff for keeping the Village running so well as we simultaneously continue to progress two important village projects. I want to share updates on both. Pool Survey and Complex Village Board of Trustees Meeting 08/09/2022 302 First, a big thank you to our residents. You made Scarsdale proud with your active participation in the pool complex survey - defying standard engagement metrics. Here are the facts: We received 690 surveys from the statistically valid survey (over twice as many as required) that strongly supported the information received in the 1373 online surveys. Over 90% of the respondents were either permit holders in 2019, 2020, and/or 2021 or had previously had a pool permit. Based on the survey responses, it is incredibly clear that the community loves the pool complex and believes it to be a vital community asset. Topline results showed that the community would be interested in exploring several options for the reimagined pool complex: -50% of respondents would desire an indoor or combination indoor/outdoor facility -About a third of respondents seek a renovated, updated outdoor facility -And the balance of respondents preferred an outdoor facility with significant enhancements. This segment’s preference grew in prominence during the in-person sessions with many newer residents with young children favoring enhancements. Respondents strongly value pool complex components that are currently featured in our existing facility: concessions, designated wading pool, shade, lawn areas, and deep and shallow water. Further enhancements most liked by Scarsdale as evidenced by the survey results and the in- person, dot voting engagement sessions include: splashpad/spray pad, water slide, zero depth and lazy river. Ultimately, we will need to find the intersection of the community’s desires with their willingness to pay. Any development of this magnitude will require significant capital expense as well as funding for ongoing annual operations and maintenance. The next step is to get more granular so that the community can react to possibilities while simultaneously understanding the economic implications. We have directed the consultants to use the survey results to guide the creation of three options along with the associated economics that can be presented to the community in early fall. We wish to have practical and realistic conversations, engaging all stakeholders including the school district. We have the chance to make a lasting long term positive impact on Scarsdale with a renewed asset that will be enjoyed by Scarsdale for generations. Village Center Study In tonight’s work session, FHI Studio consultants returned for another public engagement workshop on the Village Center Mobility and Placemaking Study. The Village is all of ours, and we appreciate the participation of so many stakeholders including neighborhood associations, community groups, merchants, property owners, the Scarsdale Business Alliance, and interested residents. The material shared this evening provided further detail on a proposed vision for the Village Center, updated and refined based on the last feedback session. Village Board of Trustees Meeting 08/09/2022 303 FHI Studio reviewed the proposed placemaking and access concepts and shared draft concepts to improve pedestrian and bicyclist safety on Popham Rd and intersections along Popham Rd. The proposed placemaking concepts seek to activate public spaces, increase the quantity and quality of gathering spaces, and improve conditions for businesses in the Village Center. The design concepts for Popham Road aim to improve safety for all users and improve vehicular traffic flow by creating a more organized driving experience, reducing potential conflict points, improving signal timing, and creating safer, more comfortable, pedestrian crossings, all while maintaining existing vehicle capacity. These concepts were developed after extensive technical analysis of available data including previous traffic studies and drone data collected earlier this year as well as a review of past reports and public input. FHI Studio has also integrated real time public and stakeholder comments and has been iterating designs accordingly. In September, FHI Studio will be submitting the draft Sprague Road plan as well as the Mobility plan for Fox Meadow and Crane Road. FHI will again collect feedback and refine recommendations. Thank you to those who have already offered comment and written feedback. It is greatly appreciated! We continue to encourage members of the public to continue to share their feedback on the draft concepts. We do not anticipate any more public work sessions in August unless something unexpected arises. The Village Board will be holding a limited agenda meeting on August 23. However, before you know it, September will be here, and it will be filled with lots more opportunity for continued conversation on our key projects. We also plan to discuss the Recreation Fee schedule later in September and are targeting a fall date to queue up discussions to close our telecom gaps. Our next scheduled Village Board meeting will take place on September 13. If any of our projects are ready for a Sept 6 work session, we will provide public notice. Manager’s Comments Village Manager Cole thanked field personnel for all their hard work recently working in the heat during these summer months. Public Comment Anne Hintermeister; 40 Chase Road, thanked Mayor Veron for the update on the pool complex project and the results of the pool survey. Ms. Hintermeister requested an update on the report on survey findings that was supposed to be provided on July 1, 2022, and subsequent presentation of findings on July 26, 2022, based on the schedule provided on the pool complex website. Ms. Hintermeister asked if those can be provided to the community and if not, can survey responses be made available. Village Board of Trustees Meeting 08/09/2022 304 Robin Stettnisch; 540 Yorkhill Road, Yorktown Heights, NY, discussed the expansion project at the Scarsdale Library being the reason for long term employees being forced back to entry level salaries. By October, it will have been a year since Ms. Stettnisch began picketing and her reasoning is that the financial limitations created by the pay cut will affect her family. Ms. Stettnisch also wanted to affirm her status Robert Berg; 17 Black Birch Lane, expressed that it is a positive thing that 50% of survey respondents support an indoor pool concept, but it is important that consultants provide multiple options for rehabilitating the entire facility because an indoor/outdoor facility would be most beneficial for the community. Robert Harrison; 65 Fox Meadow Road, 38 year director of the Summer Youth Tennis League in Scarsdale, spoke about numbers for the summer program being down this summer due to parents sending their children to sleepaway camp (22 down from 40 to 60 in previous years), but student enrollment numbers did increase from where they first were at the beginning of the summer. The tournament for both boys and girls on August 4, 2022 went well extremely well and participants received trophies and ice cream. Regarding the pool complex, Mr. Harrison inquired about how much the village anticipates on investing in the pool and whether residents will be given access to survey results. Trustee Liaison Reports None. Trustee Brew Upon motion entered by Trustee Brew, and seconded by Trustee Gans, the following resolution Authorizing the Execution of a Memorandum of Agreement with Scarsdale-Edgemont Family Counseling Service for the 2022-23 Aging in Place Initiative was approved by the vote indicated below: WHEREAS, Scarsdale-Edgemont Family Counseling Service (SFCS) has been an anchor in the Scarsdale community for more than 95 years, providing counseling services and supportive programs to local individuals and families in all stages of life; and WHEREAS, the Aging In Place Initiative, a collaboration between the Village of Scarsdale and SFCS, endeavors to meet the evolving challenges of Scarsdale’s active, healthy, and highly educated older adult community through the delivery of beneficial services, including such examples as intergenerational programming, emotional support, in-home assessments, short-term counseling, and advocacy, as further described in the attached Memorandum of Agreement; and Village Board of Trustees Meeting 08/09/2022 305 WHEREAS, research demonstrates that many older adults prefer to “age in place” within their communities, and engaging and supporting the needs of Scarsdale’s older adults constitutes an important goal of the Quality of Life Pillar of the Village’s Strategic and Financial Plan; and WHEREAS, SFCS has submitted its Fiscal Year 2022-23 Aging in Place program funding request of $56,995, as authorized in the Village’s adopted FY 2022-23 Budget, covering the program year of September 01, 2022, through August 31, 2023; now, therefore, be it RESOLVED, that the Village Manager and Mayor are hereby authorized to execute the attached Aging in Place Memorandum of Agreement (MOA) with Scarsdale-Edgemont Family Counseling Service and the Village Manager is also authorized to undertake administrative acts as may be required under said agreement; and be it further RESOLVED, that $56,995 to support the Aging In Place program be charged to the FY 2022 23 General Fund Budget Account # A-9990-HUMSV-ADULTS400-490, where there is sufficient funding to support the expense. AYES NAYS ABSENT Trustee Brew none Trustee Ahuja Trustee Gans Trustee Lewis Trustee Mazer Deputy Mayor Whitestone Mayor Veron ******** Upon motion entered by Trustee Brew, and seconded by Trustee Gans, the following resolution Authorizing the Execution of a Memorandum of Agreement with Scarsdale-Edgemont Family Counseling Service for the 2022-23 Youth Services Project and Amendment to the 2022-23 Adopted Budget to Appropriate Additional Funding was approved by the vote indicated below: WHEREAS, recognizing the need for a safety net for youth and emotional support for their parents, the Village of Scarsdale, Scarsdale Union Free School District, and Scarsdale-Edgemont Family Counseling Service (SFCS) partnered in 1984 to create the Scarsdale Youth Services Project (YSP), which provides many services, including such examples as youth confidence and character-building programs, support groups for parents, and others, as described in the attached SFCS budget proposal; and Village Board of Trustees Meeting 08/09/2022 306 WHEREAS, the current Memorandum of Agreement expires August 31, 2022, and a one-year successor agreement has been proposed for a total of $556,500, with 50% ($278,250.00) funded by the Village of Scarsdale and 50% ($278,250.00) funded by Scarsdale Union Free School District, with the Village’s financial obligation having increased above that authorized in the adopted FY 2022-23 Village Budget, as further discussed below; and WHEREAS, due to unanticipated SFCS increases in base salaries necessary to recruit and retain qualified professionals, the Village’s level of financial participation has increased from $236,143, the amount authorized in the adopted FY 2022-23 Village Budget, to the proposed $278,250, necessitating a budget amendment to cover the increased obligation; and WHEREAS, due to savings associated with unfilled vacancies, SFCS has issued a $49,239 credit toward the FY 2022-23 Memorandum of Agreement, which is split equally among the funding partners, reducing the YSP’s FY 2022-23 total cost to $507,262, with 50% ($253,631) funded by the Village of Scarsdale and the remaining 50% ($253,631) funded by the Scarsdale Union Free School District, thus requiring a $17,488 amendment to the adopted FY 2022-23 Village Budget in order to fund the Village’s share of the requested YSP increase; and WHEREAS, the Village Board affirms that the SFCS Youth Services Project provides vital community services supporting goals embedded within the Quality of Life Pillar of the Village’s Strategic and Financial Plan and is desirous of ensuring the continuity of such services through the existing funding partnership with Scarsdale Schools; now, therefore, be it RESOLVED, that the Mayor and Village Manager are herein authorized to execute the Memorandum of Agreement between the Village of Scarsdale, Scarsdale Union Free School District, and Scarsdale/Edgemont Family Counseling Service, in substantially the same form as attached hereto, and hereby direct that the FY 2022-23 Village Budget be amended to add $17,488 to the Youth Service Project line; and be it further RESOLVED, that all costs associated with this agreement be charged to the FY 2022-23 General Fund Budget Account # A-9990-HUMSV-YOUTH-400-499. AYES NAYS ABSENT Trustee Brew none Trustee Ahuja Trustee Gans Trustee Lewis Trustee Mazer Deputy Mayor Whitestone Mayor Veron Village Board of Trustees Meeting 08/09/2022 307 Before the vote was taken, Mayor Veron read the following statement by Deputy Mayor Whitestone who was unable to attend tonight’s meeting for the vote: “As liaison to SFCS, I have been able to gain valuable perspective on the important services and support this agency provides to our community. At perhaps no other time in its nearly century of operations, has that support been more necessary; from the joint School-Village Youth Services Project, to the Drug and Alcohol Task Force, to the Safe Coalition, to the Aging in Place Initiative, to the holistic approach across a spectrum of community needs. Needs sharpened during the pandemic. Under Executive Director James Genova’s leadership, SFCS has proved dynamic and adaptable with virtual programs as necessary, and ensuring no part of our vibrant village, from students to school parents to seniors, is neglected in terms of its mental health needs. These have been trying times and I’m grateful for the work Jay and his wonderful staff have been doing. We are lucky to have such a meaningful resource in Scarsdale. While I can’t be there to vote on them, I firmly support tonight’s resolutions related to Aging in Place and the Youth Service Project – a delicate and carefully nurtured joint effort between the School District and the Village. It is important that this partnership be informed by openness and transparency, and speaking for myself, I will work to ensure continuity between the schools and village on that basis going forward.” ******** Trustee Mazer Upon motion entered by Trustee Mazer, and seconded by Trustee Brew, the following resolution Appointing a Personnel Administrator was carried unanimously: WHEREAS, the Personnel Administrator is a critical role, requiring the most qualified candidate constituting a good fit for our organizational needs; and WHEREAS, to assist in recruitment, a Selection Panel comprised of senior Village staff and Village Board members was assembled to interview and evaluate qualified candidates, one of whom was Robyn Nowlin, a human resources generalist with nearly 25 years of experience in labor relations, human capital development, and regulatory compliance; and WHEREAS, based upon her depth and breadth of experience and fit for our organizational culture and needs, the Selection Panel unanimously selected Ms. Nowlin as the best candidate from a field of well-qualified candidates; now, therefore, be it RESOLVED, that pursuant to §4-400(1)(c)(i) of the New York State Village Law and §A318- 4(A) of the Scarsdale Village Code, Robyn Nowlin is hereby appointed to the position of Personnel Administrator for the Village of Scarsdale, commencing on August 10, 2022, with compensation and benefits to be provided in accordance with the attached probationary appointment letter ******** Village Board of Trustees Meeting 08/09/2022 308 Trustee Gans Upon motion entered by Trustee Gans, and seconded by Trustee Brew, the following resolution Authorizing a Subdivision Recreation Fee for 40 MAMARONECK ROAD; SECTION 14, BLOCK 4, LOT 25 was approved by the vote indicated below: WHEREAS, Section 7-730-4 of New York State Village law authorizes planning boards to reserve land in a subdivision for park, playground or other recreational purposes, and take money in lieu of land in cases where suitable park lands of adequate size cannot be properly located on a subdivision plat, the amount of said money to be established by the Village Board of Trustees; and WHEREAS, on April 27, 2022, the Planning Board approved the two-lot subdivision of 40 Mamaroneck Road, creating one new lot, after finding the proposed subdivision would not have a significant negative environmental impact pursuant to the State Environmental Quality Review Act (SEQRA) and Chapter 152 of the Village Code SEQRA; and WHEREAS, on June 23, 2020, the Planning Board recommended a payment in lieu of contribution of land after finding that the dedication of land for park, playground, or recreation purposes is not feasible in view of the small amount of land available in this two-lot subdivision; and WHEREAS, the Village initiated a study of Village athletic facilities in 2000, conducted by Ward Associates, for an inventory of existing facilities and an analysis of existing and future needs, which identified recommended improvements to existing Village and School facilities for increased use, as well as a plan for increasing the inventory to meet identified community needs; and WHEREAS, the Village Department of Parks, Recreation and Conservation provides a variety of facilities to meet the interests and needs of the community including parks, playgrounds, ball fields and an outdoor pool; and WHEREAS, the Village Department of Parks, Recreation and Conservation develops a Five-Year Capital Plan that calls for the replacement of facilities and equipment, as well as additional facilities that will be needed in the future; and AYES NAYS ABSENT Trustee Brew none Trustee Ahuja Trustee Gans Trustee Lewis Trustee Mazer Deputy Mayor Whitestone Mayor Veron ******** Upon motion entered by Trustee Gans, and seconded by Trustee Brew, the following resolution Authorizing the Sale of a Surplus Village Vehicle was approved unanimously: Village Board of Trustees Meeting 08/09/2022 309 WHEREAS, the Village Manager is authorized to declare surplus items of scrap metal, used equipment, motor vehicles, and other property having a value of not more than $5,000.00; and WHEREAS, surplus items with a value greater than $5,000.00 shall only be disposed of after sealed bids or a public auction has occurred, with such sale authorized by resolution of the Board of Trustees; and WHEREAS, the Public Works Department reports that Vehicle #109, a Mack garbage truck with an estimated residual value that may exceed $5,000, is beyond its useful life and has no further value in supporting Village operations; and WHEREAS, staff proposes to sell the vehicle through an online auction to the highest bidder, an approach proven successful in prior disposition of surplus equipment, and seeks Village Board authority to proceed accordingly, including prompt transfer of ownership upon conclusion of the auction; now, therefore, be it RESOLVED, that the Village Board of Trustees hereby authorizes surplus Vehicle #109, a 2008 Mack garbage truck, to be sold at auction to the highest bidder and directs the Village Manager to complete any administrative acts necessary to facilitate prompt transfer of the vehicle upon conclusion of the auction, with the proceeds to be deposited into General Fund Account #A-1000- 020 2665-0, Surplus Sale of Equipment – Trucks and Cars Before the vote was taken, Trustee Brew inquired about alternatives to selling the vehicle at auction, such as keeping the vehicle for parts that can be used to repair other equipment; to which Village Manager Cole affirmed that the Department of Public Works follows a routine process to explore all options before declaring equipment as surplus. ******** Written Communications Village Clerk Emanuel reported that five (5) communications have been received since the last regular Board of Trustees meeting. Written communications may be viewed on the Village’s website at www.scarsdale.com under Written Correspondence. • An email from Madelaine Eppenstein, with comments and suggestions regarding the leaf collection program. • An email from Robert Falk with comments regarding the proposed Stormwater Code Amendments and stormwater improvements in the Cushman Road/Garden Road area. Village Board of Trustees Meeting 08/09/2022 310 • An email from Susan Levine with comments and suggestions regarding the New York State energy and Research Development Authority’s grant to municipalities to promote environmentally friendly landscaping practices. • An email from Susan Levine with comments and suggestions regarding the Fall Leaf collection Program. • A Letter from Cynthia Roberts with comments and suggestions regarding the Fall Leaf collection Program. ******** Future Meeting Schedule • Tuesday, August 23, 2022 – 8:30 AM – Village Board Limited Agenda ******** Village Hall Schedule • Monday, September 5, 2022 – Labor Day – Village Hall Closed ******** There being no further business to come before the Board, the meeting was adjourned at 9:03 p.m. on a motion entered by Trustee Brew, seconded by Trustee Gans, and carried unanimously. Respectfully submitted, Taylor C. Emanuel Village Clerk