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, January 17, 2023. The meeting will be held in Rutherford Hall located on the 2nd Floor in Village Hall. Members of the public wishing to participate in the meeting remotely 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 CS: 01-12-23 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.  MEMORANDUM To: Mayor Veron and Village Board of Trustees Village Manager’s Office From: Robert Cole, Village Manager Date: Friday, January 13, 2023 RE: Village Treasurer First Pass Presentation and Departmental Budget Presentations As part of our continuing efforts to adopt best budget practices and modernize our approach to developing and presenting the annual budget, the Village Treasurer’s traditional “First Pass Presentation” has been created through our new budget software, ClearGov, and is titled “Executive Overview.” The most direct way to access the Executive Overview is to click this link: https://bit.ly/3w4Z0Ai. One may also access it by navigating to the Budget Overview Header and selecting Executive Overview from the dropdown list. The electronic budget book is a public document and is accessible online by members of the Scarsdale community and any other interested parties. Departmental PowerPoint operating budget presentations are included in your agenda packets, while detailed budget information for each department, including data, graphics, and line-item details to support consideration of each department’s proposal, can be accessed under the Departments tab of the online electronic budget book. The electronic budget book will be updated as budget decisions are made throughout the budget development process. Our January 17 work session includes the following departmental operating budget presentations: Assessor Village Treasurer Village Clerk Public Works Parks and Recreation Police Fire Building The January 24 budget work session will include the following presentations: Library Water Department Planning Village Court Human Resources Information Technology Village Manager FY2023-2024 ASSESSOR’S DEPARTMENT ANNUAL BUDGET PRESENTATION Recent Accomplishments • On-boarded Real Property Appraiser, Kathrine Bialko • Launched Property Information Portal (PROS) • Implemented new laws related to property tax exemptions • Continued assessment records digitization project • Provided outreach to municipal officials, realtors, seniors, and residents educating the public regarding the role of the Assessor Challenges • Outdated legacy assessment software • Staff turnover Key Performance Indicators Key Performance Indicators Key Performance Indicators Key Performance Indicators Key Changes from FY2022-2023 • Total budget decreasing by $45,884 • Decrease of $35,000 in contractual and program expenses for appraisal and legal services due to hiring of Real Property Appraiser and public outreach • Decrease of $16,600 in equipment line • Increase of $5,716 due to staff turnover FY2023-2024 ASSESSOR’S DEPARTMENT ANNUAL BUDGET PRESENTATION FY2023-2024 TREASURER ANNUAL BUDGET PRESENTATION Recent Accomplishments • Diligent focus on maximizing interest income • Continuous attention to collection of delinquent taxes • Implementing Clear Gov for enhanced budget transparency • Award for Annual Comprehensive Financial Report Key Performance Indicators Key Performance Indicators Challenges • Staffing Issues • Current need to replace two key staff due to retirements • Working within Civil Service guidelines takes time and patience Update on Prior Year Requests • Completed implementation of the three New World modules approved in current year budget Key Changes from FY2022-2023 • Total budget increasing by $220,495 • FY23-24 request includes funding for new tax billing and collection software • Limited support on current system • Concern regarding the stability of the owner of the software • New System will allow for posting of entries automatically; significant saving of time due to eliminating manual entries • Integrates with Assessor request • One time cost of $166,000; annual maintenance of $31,276 FY2023-2024 TREASURER ANNUAL BUDGET PRESENTATION FY2023-2024 CLERK’S DEPARTMENT ANNUAL BUDGET PRESENTATION Recent Accomplishments • Created digital files for vital statistics and handicap permits • Parking permit application processing moved online • Filled part-time support position • Enhanced boards and councils recruitment process Challenges • Outdated manual processes for issuing licenses and vital statistics • Staffing challenges • Recruited part-time support position • Exploring ideal Clerk’s Office structure • Management of in-house elections Key Performance Indicators • Working to develop a system to track and report on Key Performance Indicators of: • FOIL Turnaround Time • Volume of Permits and Licenses  Clerk Transactions by Type 1400 1200 1000 800 600 400 200 0 Marriage Marriage Death Death Certificate Parking Permits Dog Licenses FOIL Requests Licenses Transcripts Certificates Transcripts 2019 2020 2021 2022 Key Changes from FY2022-2023 • Request for Clerk Software from Tyler Technologies • Integration with existing financial system • Enables electronic processing of permits and payments • One time cost of $40,000; Annual maintenance of $11,800 FY2023-2024 CLERK’S DEPARTMENT ANNUAL BUDGET PRESENTATION FY2023-2024 DEPARTMENT OF PUBLIC WORKS ANNUAL BUDGET PRESENTATION Recent Accomplishments • Completed first phase of Bronx River Sanitary Sewer Evaluation Survey (SSES) • Sanitary sewer lining, roadway resurfacing, pathway resurfacing, curb repair/replacement • Updated Village-wide comprehensive drainage study • White Birch Lane drainage improvements Recent Accomplishments • Completed pavement management study • Parking lot resurfacing: Village Hall, Girl Scout House, and Crossway Firehouse • Implemented paint recycling program • Rehabilitated Village Hall elevator Challenges • Continuity of staffing • Volatile fuel costs • Shortage of temporary workers – impacted leaf season • Residential and Con Edison construction activity • Requested FY 22-23 positions not funded Key Performance Indicators Tons Key Performance Indicators Highway Catch Basins Cleaned 1,000 902 900 800 692 700 600 546 500 400 300 200 100 0 2020 2021 2022 Key Performance Indicators Highway – Tree Maintenance Key Performance Indicators Facilities Maintenance - Work Orders Completed 300 270 250 220 200 176 150 100 50 0 2020 2021 2022 Key Performance Indicators Total - 432 Total - 708 Total - 721 Key Performance Indicators Engineering – Sanitary Sewers Cleaned & Inspected 140,000 120,000 115,450 100,000 80,000 Linear Feet 60,000 50,773 40,000 26,801 20,000 0 2020 2021 2022 Update on Prior Year Requests • 2022/2023 Budget request – Tree Trimmer position filled • Authorized vehicles/equipment – taken delivery of 2 of 11 units Key Changes from FY2022-2023 • FY22-23 Budget – $9,220,626 • FY23-24 Budget – $10,261,727 • Total department budget increasing by $1,041,101 Key Changes from FY2022-2023 • Vehicle/Equipment parts Key Changes from FY2022-2023 - Proposed (FY23-24) - Budgeted (FY22-23) • Increase in fuel costs (Diesel and Gasoline) - Fuel Delivery Price Diesel Gas $6.00 $5.00 $4.50 $5.00 $4.00 $4.00 $3.50 $3.00 $3.00 $2.50 $2.00 $2.00 $1.50 $1.00 $1.00 $0.50 $0.00 $0.00 Key Changes from FY2022-2023 Addition of a part-time administrative position provides ($50,000): • Safety training • Task/skill training • Policy development and accreditation • Annual work plan • Regulatory compliance • Village Board support (meetings, agendas, etc.) FY2023-2024 DEPARTMENT OF PUBLIC WORKS ANNUAL BUDGET PRESENTATION FY2023-2024 DEPARTMENT OF PARKS, RECREATION AND CONSERVATION ANNUAL BUDGET PRESENTATION  Building Our Community through People, Parks, and Programs PARKS PRC Mission To advance parks, recreation RECREATION and environmental conservation efforts that enhance the quality of life for residents of Scarsdale CONSERVATION Recent Accomplishments • Conversion of part-time staff to full-time: • Sam Weinstock – Naturalist • Inga DeNunzio – Maintenance Worker – Pool • Hedrick Si – Recreation Assistant • Trending to exceed overall FY 22/23 department revenue projections • Increased Travel Camp registration to accommodate 40 additional campers • Scarsdale Municipal Pool Project underway • Pickleball Courts Challenges • Vacancies: • Recreation Supervisor/Pool Manager • Part-Time Senior Coordinator • Inflation creating uncertain future impacting material pricing • Continuous supply chain issues Key Performance Indicators 5 YEAR ENROLLMENT TREND COMPARISON 2500 2000 1500 1000 500 0 Day Camp Soccer Basketball Softball Road Race Pool Permits 2017 2018 2019 2021 2022  Key Performance Indicators (Cont.) FY2022-2023 Revenue Budget v. Actual 1,000,000 TOTAL REVENUE COMPARISON 900,000 $3,000,000 800,000 700,000 $2,500,000 600,000 $2,000,000 500,000 $1,500,000 $2,533,310 2,625,130 400,000 $1,000,000 $2,226,209 300,000 200,000 $500,000 100,000 $0 0 Budgeted Tennis Day Camp Travel Camp Weinberg Nature Parks Recreation Seniors Center Actual as of 1/4/23 Projected Budgeted Actual as of 1/4/23  Key Performance Indicators (Cont.) FY2022-2023 Pool Revenue TOTAL POOL REVENUE 1200000 $1,600,000 $1,400,000 1000000 $1,200,000 800000 $1,000,000 +96,237 600000 $800,000 $1,367,237 $1,271,000 400000 $600,000 $400,000 200000 $200,000 0 Permits Gate Concession Activity Other $- Proposed as of 12/31/22 Proposed Actual as of 12/31/22 Update on Prior Year Requests SCARSDALE MUNICIPAL POOL COMPLEX PROJECT COMPLETED TASKS Existing Conditions Report Market Analysis Report Community Surveys Update on Prior Year Requests CONSTRUCTION OF PICKLEBALL COURTS AT CROSSWAY FIELD COMPLETED TASKS Completed Secure Engineering Design Firm Perc test Key Changes from FY2022-2023 • Total budget increasing by $273,513 • Various equipment requests • Additional field maintenance services Key Changes from Funding for Collaborative Master Field Study (50/50 split with School District) FY2022-2023 $25,000 Key Changes from Pick-Up Truck with Plow for Maintenance Worker - Pool FY2022-2023 $65,000 Key Changes from Har-Tru Tennis Court Roller FY2022-2023 $15,000 Key Changes from Field Tractor with front bucket and pallet forks FY2022-2023 $65,000  Increase for additional Athletic Field and Passive Park Natural Turf Areas Annual Maintenance Key Changes from through NYSID * Aeration * Seeding * Organic Fertilization FY2022-2023 $50,000 FY2024 Budget Summary Village Budget REVENUE EXPENSE % RETURN 5% PRC Budget ADMINISTRATION $0 $752,616 0% YOUTH CAMPS $1,397,510 $1,057,850 132% WEINBERG NATURE CENTER $140,700 $194,750 72% FACILITIES/PARKS $85,000 $768,083 11% 95% RECREATION $799,160 $696,814 115% Cost recovered by Revenue SENIOR CITIZENS $3,750 $70,440 5% 72% TENNIS $509,060 $522,575 97% Without Revenue Producing Cost Centers (Administration & Facilities/Parks) DEPARTMENT TOTAL $2,935,180 $4,063,128 72% 112% Pool Enterprise Fund PROPOSED EXPENSES PROPOSED REVENUE ADMISSIONS $100,000 PERSONAL SERVICES $753,050 CONSESSION $17,000 EQUIPMENT $40,000 MISC PROGRAMS $185,000 OPERATING ACCOUNTS $593,450 POOL PERMITS $1,156,000 FUND LEVEL EXPENSES $14,000 OTHER $2,500 INTEREST EARNINGS $100 EMPLOYEE BENEFITS $69,000 OTHER UNCLASSIFIED $8,900 PROPOSED EXPENSE TOTAL $1,469,500 PROPOSED REVENUE TOTAL $1,469,500 FY2023-2024 DEPARTMENT OF PARKS, RECREATION AND CONSERVATION ANNUAL BUDGET PRESENTATION FY2023-2024 POLICE DEPARTMENT ANNUAL BUDGET PRESENTATION 6-Year Priority Call Data Category 2017 2018 2019 2020 2021 2022 Assault 3 0 0 1 2 1 Auto Theft 4 3 0 27 20 37 Bomb Scare 1 1 0 0 1 0 Burglary/Burglary Attempt 9/0 12/1 9/3 14/1 8/3 14/2 Criminal Complaint 16 17 6 9 6 14 Criminal Mischief 15 12 19 19 13 17 Domestic Incidents 52 44 35 45 45 64 Homicide 0 0 0 0 0 0 Larceny/Larceny Attempt 100/12 80/6 99/5 107/35 87/23 68/31 Robbery 1 2 0 0 0 0 Suspicious Activity 354 225 253 282 197 226 Trespass 3 4 2 4 4 4 2022 Total Calls For Service - 39,008 2022 Average Response Time – 4.62 Minutes 2022 Priority Response Time – 4.11 Minutes Challenges • 2 FTE Vacancies Police Officer • 4 Vacancies in Available Sworn Staff • 4 Vacancies School Crossing Guards • 3 Anticipated Retirements in 2023 • Criminal Justice Reform – Discovery Recent Accomplishments • Attained 10th National Accreditation Award, representing 30 years of Compliance with National Best Practices in Law Enforcement • Deployed six ALPRs throughout Village to address property crime (2021 Capital Project) • Obtained Camera MOU between Village Board and School District • Implemented the Body Worn Camera Program (Police Reform) • Assigned additional personnel to traffic enforcement unit to address traffic safety concerns throughout the Village Key Performance Indicators Figure 1: • Data Informed Decisions / Enforcement 450 Automobile Accidents in the 400 388 Village of Scarsdale • Employ Best Practices for 21st century Policing 358 350 292 • Maintain High Community Satisfaction 300 250 • Enhance Inter-Community Communication 200 150 100 50 0 2019 2020 2021 Key Performance Indicators Police Service 100 90 80 70 60 50 40 30 20 10 0 7 6 5 4 3 2 1 Timely Professional Effective Appropriate Update on Prior Year Requests • Automatic License Plate Reader (ALPR) • Body Worn Cameras (BWC) • Radio communications • Anticipating Delivery of Hybrid Vehicles / EV FY23-24 Key Changes from FY2022-2023 Adopted 22/23 Requested 23/24 • Equipment Increase to 200 Lines +$31,824.00 • Minimal Increase to 400 Lines +$1, 580.00 • Total budget increasing by $234,896 Key Changes from FY2022-2023 10-Year Comparison - 200 Lines $0 FY 14/15 $47,950 FY 15/16 $47,950 FY 16/17 $47,450 FY 17/18 $47,250 FY 18/19 $47,250 FY 19/20 $47,250 FY 20/21 $46,950 FY 21/22 $46,950 FY 22/23 $141,270 FY 23/24 $172,024 $0 $20,000 $40,000 $60,000 $80,000 $100,000 $120,000 $140,000 $160,000 $180,000 $200,000 Key Changes from FY2022-2023 10-Year Comparison - 400 Lines FY 14/15 $267,715 FY 15/16 $249,265 FY 16/17 $272,415 FY 17/18 $247,115 FY 18/19 $266,050 FY 19/20 $246,650 FY 20/21 $258,600 FY 21/22 $231,350 FY 22/23 $277,420 FY 23/24 $279,000 $0 $50,000 $100,000 $150,000 $200,000 $250,000 $300,000 FY2023-2024 POLICE DEPARTMENT ANNUAL BUDGET PRESENTATION FY2023-2024 FIRE DEPARTMENT ANNUAL BUDGET PRESENTATION Recent Accomplishments • Recruitment of six career and seven volunteer firefighters • Initiated transition to sustainable vehicle fleet • Continuing transition to electronic documentation • Assistance to Firefighters Grant (AFG) Training Award • Medium Structural Collapse Operations: Tools • Trench Rescue – Operations Level • Trench Rescue – Technician Level • Implemented Fire Hydrant Flow Testing Program Department Overview • Three Divisions – 49 FTE (1 FTE Unstaffed) • Administration – 4 FTE • 594 Inspections • 23 Community Events • 22 School/Group Visits • Suppression – 43 FTE • 1,519 Incidents • Training – 1 FTE • 46 Career Firefighters • 8,759 Training Hours • 46 Volunteer Firefighters (22 Interior/24 Exterior) • 1,220 Training Hours Challenges • Unusual number of employee separations, and long-term injuries continue to burden overtime budget • Inefficient recruit and reinstatement hiring processes result in extended periods with vacant positions • Lack of basic home fire prevention measures, such as working smoke detectors, pose high risk to life and property Key Performance Indicators • Number of stakeholder meetings and joint exercises • Quarterly Public Safety Pillar Meetings • Active Shooter/Hostile Event Joint Exercise • Incident response time • 2021 – 6:06 (Turnout Time: 1:34) • 2022 – 6:00 (Turnout Time: 1:23) Update on Prior Year Requests • Replacement of Training Officer vehicle – 2023 Toyota RAV4 Hybrid • Personal mask-mounted regulators • Replacement of radio consoles and portable radios • Additional Equipment • MSA Evolution 6000 Plus Thermal Imaging Camera • CellBlockEx Lithium-ion Battery Fire Suppressant • HAAS Alert Safety Cloud – Real-time digital alerts to motorists • Firefighter Survival Training window simulator and modular props Key Changes from FY2022-2023 • 22-23 Adopted Budget: $7,379,677 • 23-24 Budget Request: $6,845,768 • Request to Current Year Adopted Personnel: -$362,698 -5.4% Equipment: -$194,813 -67.7% Contractual: +$23,602 +5.6% Total: -$538,909 -7.3% Key Changes from FY2022-2023 • Personal Services O/T +$26,000 • $26,000: Fire Captain staff meetings, professional development, inspections, and administrative duties • Office Equipment -$45,000 • Personal Services -$466,436 • Furniture & Fixtures +$24,000 • $12,000: Station 1 Apparatus Door Reinforcement (2) • $11,000: Station 2 Parking Lot Light Fixtures (7) • Fire Equipment -$173,718 • Personal Protective Equipment +$15,000 • $34,000: Ensemble Replacements (8) Key Changes from FY2022-2023 • Personal Services O/T +$25,000 • Westchester County Special Operations Task Force Training • Accident and Injury Prevention Program • IAFF/IAFC Fire Service Joint Labor Management Wellness-Fitness Initiative (WFI) • Child Passenger Safety (CPS) Technician Training • Fire and Fall Prevention Program for Older Adults • Smoke and Carbon Monoxide Alarm Program • Reinforcement of early detection and early notification FY2023-2024 FIRE DEPARTMENT ANNUAL BUDGET PRESENTATION FY2023-2024 BUILDING DEPARTMENT ANNUAL BUDGET PRESENTATION Recent Accomplishments • Hired new Code Enforcement Officer • Implementation of Municity 5 software • Updated Building Department applications to fillable PDFs • Implementation of pre-construction site safety inspections for excavation projects Challenges • Civil Service impact on hiring timeline • Supply chain issues and increased material cost delaying construction projects • Uncertainty about pace of construction market Building Permit Application Volume A total of 622 applications (-9% from 2021) were submitted for review: Additional Permit Types New Homes and Demolitions 35 30 28 29 25 26 25 24 20 15 14 10 5 0 2020 2021 2022 New Home Permits Full Demolitions Building Department Revenue Summary $2,500,000 $2,000,000 $1,500,000 $1,000,000 $500,000 $- 2015-2016 2016-2017 2017-2018 2018-2019 2019-2020 2020-2021 2021-2022 2022-2023 2023-2024 Year End First Pass Projection Building Permits Plumbing Permits Blasting Permits Oil Burner Permits Electrical Permits Key Performance Indicators • Preparing for roll-out of online permitting • Starting with Plumbing and Electrical Permits • Alleviate counter traffic Update on Prior Year Requests • On-Boarding of New Code Enforcement Officer • More efficiently & effectively address safety and quality-of-life complaints Key Changes from FY2022-2023 • Total budget increasing by $72,061 • New hybrid vehicle for Code Enforcement • Change of $48,000 over prior year • Balance of changes includes miscellaneous expenses such as scheduled salary increases FY2023-2024 BUILDING DEPARTMENT ANNUAL BUDGET PRESENTATION