Board of Trustees

MEETING NOTICE Village of Scarsdale A Work Session of the Scarsdale Village Board of Trustees is scheduled for 6:00 PM on Tuesday, May 30, 2023. The meeting will be held in the 3rd Floor Meeting Room 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. Village Board Priorities - Continued CS: 05-26-23 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.z-oom.us/hc/en-us.  To: Robert Cole, Village Manager MEMORANDUM Department of Parks, Recreation and From: Brian Gray, Superintendent PRC Conservation Date: May 24, 2023 Re: Field Improvements – Low Hanging Fruit The Village of Scarsdale has seven (7) clay infield playing fields within the Department of Parks, Recreation and Conservation’s (PRC) inventory. Of the seven fields, four (4) are baseball fields and three (3) are skinned softball fields. Baseball fields have sod in the infields to delineate base paths and a pitcher’s mound, whereas softball infields are entirely clay without a pitcher’s mound. Through years of continuously adding clay and drying agent to maximize field usage, our infield elevations are substantially higher than the grass outfields. Additionally, a lip has formed along the arch between the clay infield and grass outfield, creating a fishbowl effect not suitable for sheeting of water into the outfields during rain events. Furthermore, the subsurface has been compacted to a point that impedes drainage. While preparing the PRC FY 2023/24 Budget, I submitted a capital improvement request totaling $150,000 to perform renovations to clay infields of Crossway Fields 1, 2, & 3. Pricing received was from Merone Landscaping Inc. d.b.a. Merone Sports Fields (attached) and for budgeting purposes only. Understanding funds for this capital request were not appropriated in the FY 23/24 budget, I have not moved forward with field renovations. If PRC is authorized to move forward, competitive pricing per field will be obtained. The proposed renovation of the clay infields consists of surveying the infields, removal of existing sod and clay from the infields as well as an 8-foot perimeter of sod around the clay arch, tilling sub soils to aid in drainage, addition of new clay and sod, building new pitcher’s mounds, and regrading the infield to promote drainage into grass outfields. As per pricing obtained, the aforementioned renovation costs are itemized below and supported by the attached contractor proposal gathered for budgeting purposes only during budget research: Renovation Labor New Clay New Sod Total Crossway Field #1 $32,000 $11,000 $9,000 $52,000 Crossway Field #2 $32,000 $11,000 $13,000 $56,000 Crossway Field #3 $18,000 $15,000 $12,000 $32,000 TOTAL $140,000 Upon a formal review of the PRC’s clay fields with respect to how they handle rain events, the following is a list of worst to best: 1. Crossway #2 (closest to Crossway Fire House) 2. Crossway #1 (closest to parking lot) 3. Supply #2 (closest to parking lot) 4. Hyatt #2 (closest to playground)  5. Crossway #3 (Little League Field) 6. Supply #2 (closest to Golden Horseshoe) 7. Hyatt #1 (closest to Boulevard) Prior to writing this Memo, department staff obtained an additional quote from Greener World Landscaping Maintenance L.L.C. (attached) for similar services to be performed on Crossway Field #2, understanding this is the Village’s worst draining field. The purpose of this quote was to gain a clear understanding of the competitiveness of the quote obtained from Merone Landscaping Inc. d.b.a. Merone Sports Fields in the fall of 2022 used for budgeting purposes. As per the quote attached from Greener World Landscaping, similar services total $50,000. Reviewing quotes received from 2 companies specializing in field renovations, the average price to renovate a clay infield is $50,000. Should PRC receive funding for baseball/softball infield renovations, the order of preference would be determined by playability after rain events from worst to best, prioritizing the top 4 at an average price of $50,000 per field totaling $200,000: 1. Crossway #2 2. Crossway #1 3. Supply #2 4. Hyatt #2 FY 23/24 budget appropriations included funding for the Village, in conjunction with the Scarsdale Central School District, to perform a formal field study of all fields within Scarsdale. The desired outcome of the field study is to obtain from a professional firm a good, better and best solution to field renovations, as well as a study of allocation and prioritization of fields based on user participation numbers from all user groups within Scarsdale on both Village and School District fields. Understanding the length of time it will take to embark on this joint venture with the School District, the proposed field renovations would be to bridge the gap between conception and receiving the final version of the aforementioned field study. Additionally, once the field study is received, further conversations will need to occur with respect to prioritization, funding, and timing of proposed larger scale renovations. Respectfully submitted, Brian Gray – Superintendent Parks, Recreation and Conservation Cc: Alexandra Marshall, Deputy Village Manager  To: Robert Cole, Village Manager MEMORANDUM Police Department From: Andrew Matturro, Chief of Police Date: May 26, 2023 Re: Public Safety Coordination The Police Department, Fire Department and Scarsdale Volunteer Ambulance Corps remain committed to ensuring the safety of the students, faculty, and staff of the Scarsdale School District. It is recognized that success in maintaining a safe learning environment requires continued collaboration amongst Scarsdale Public Safety, School District Administration and Staff and Mental Health Services. The mental health components include District Counselors and Scarsdale/Edgemont Family Counseling. The police department instituted its Rapid Response Active Shooter program in late 1999 after the tragic events at Columbine High School. Each member of the department is trained in the most up to date tactics to respond to an active shooter event to neutralize the threat. Each patrol vehicle is equipped with heavy ballistic vests, helmets, and patrol rifles. The department utilizes nationally recognized Advanced Law Enforcement Rapid Response Tactics (ALERRT). All police departments in Westchester County utilize these same response tactics in order to work seamlessly in case of a Mutual Aid response. The police department has been conducting annual Active Shooter Drills for the past 23 years at various schools in the district, the Scarsdale Pool Complex and Central Garage Facility. In 2000, New York State passed the S.A.V.E. Safe Schools Against Violence in Education Law. In sum and substance, this law required school to examine its safety protocols, provide annual safety plans to the State Education Department and State Police, and to conduct regular safety exercises (Lock Out, Lock Down, etc.) annually. During the past several years, Police, Fire and SVAC members have participated in ASHE Active Shooter and Hostile Events training at Westchester County Department of Emergency Services which emphasizes coordination and cooperation amongst emergency services in such events. All departments subscribe to the Incident Command System (ICS) and the National Incident Management System (NIMS) methods of command and control. The police department has had a long-standing relationship with the Scarsdale schools in its efforts to address antisocial behavior and encourage a safe learning environment. Members have presented various programs to students. The department has trained detectives as youth officers and has instituted the position of “Community Resource Officer” to specifically address youth and older adult issues. Our officers are standing members of the Scarsdale schools’ District Emergency Response Team and Building Emergency Response Teams. It is apparent that the Village of Scarsdale and the Scarsdale Board of Education allocate a great deal of time, personnel, and resources to ensuring the safety of the school community. To ensure the continuity of collaboration between the Village and School District, the School District shall maintain a Superintendent’s Memorandum outlining and defining each collaborative structure and group entrusted with school safety. It will outline regularly scheduled meetings and appropriate working groups within each structure. This memorandum will be annexed to the School District’s Annual Emergency Plan. The Police and Fire Department have incorporated the attached School Safety Emergency Management General Orders into their respective department’s General Orders Manuals. Copies shall remain annexed in our Village Emergency Operations Plan and regularly reviewed and updated as necessary. See Attached Draft Police General Order. The Fire Department’s General Order is identical. On going training and collaborations events: In July 2022, Police, Fire and EMS conducted an Active Shooter Drill at the Scarsdale Congregational Church. The scenarios included several active shooter events which required participants to establish “Warm Zones” in which police secured locations where victims would be treated by SVAC, FD and PD personnel using “Stop the Bleed” treatment and removed from the scene. During the 2022/23 school year, the police department worked with school officials as part of a standing, collaborative “Threat Assessment Team” to address several incidents which were non- threatening in nature, and which were successfully resolved. During the 2022/23 school year, Detective Moleski, CRO regularly attended the school’s District Emergency Response Team (DERT) and Building Emergency Response Teams (BERT) meetings. On November 4, 2022, members of SPD along with Mr. Eric Rausenbach and Mr. Michael Spedaliere attended a Regional School Safety Symposium training event at Westchester Community College. April 19 and 20, 2023, SPD Conducted Active Shooter Simmunitions Drills at the Greenacres Elementary School. This training included several Tabletop Decision Exercises with subsequent practical exercises at the school. This training was coordinated with school officials. May 12, 2023, members of SPD along with Mr. Michael Spedaliere attended a Regional School Safety Symposium training event at Westchester Community College. The PD, FD and EMS are planning an active shooter event response / rescue task force drill at one of our schools during the 2023 summer break. SPD 93 GENERAL ORDER No: 24.43 ISSUE DATE: 3/1/2023 EFFECTIVE DATE: 3/1/23 REVISES: SUPERSEDES: SUBJECT: School Safety Emergency Management DISTRIBUTION: ALL MEMBERS OF THE DEPARTMENT REEVALUATION DATE: 3/1/2024 PAGE: 1 OF 3 ISSUING AUTHORITY: ANDREW A. MATTURRO, CHIEF OF POLICE POLICY The Scarsdale Police Department is committed to maintaining the safety and well-being of every segment of the community. The department shall maintain ongoing relationships with stakeholders to include but are not limited to: Village Administration, Scarsdale School District, Scarsdale Fire Department, Scarsdale Volunteer Ambulance, and Mental Health Professionals. PURPOSE The purpose of this general order is to ensure that the Scarsdale Police Department will remain committed to the continuity of conducting collaborative strategic planning amongst all key stakeholders related to the safety of our schools. BACKGROUND The safety and wellbeing of the youth of Scarsdale is a shared responsibility between our families, schools, village government, non-profit partners, faith institutions, and businesses. In particular, the Scarsdale Union Free School District (District) and Scarsdale Village (Village) jointly hold a special responsibility to support and protect our youth as these institutions are specifically charged with ensuring that education can take place in safe and secure learning environments. Therefore, it is imperative that the District and Village work strategically and collaboratively to ensure that such an environment is maintained. Outlined below are the structures and activities that officials from the District and Village commit to now, and into the future, in order to promote frequent, ongoing, and productive communication that fosters long term trust and builds meaningful partnership for the benefit of our youth. In order to memorialize our agreements and collaborations between the District and Village, the contents of this memorandum will be VILLAGE OF SCARSDALE POLICE DEPARTMENT  2 included as part of the General Orders of the Scarsdale Police and Fire Departments respectively, and also as an annex to the District Safety and Emergency Response Plan. I. Continuity of Practice In order to ensure effective joint communication and operations between the Village and District leadership on matters of School Safety. The Village and District commit to the following collaborative structures and agreements. These structures and agreements are periodically reviewed by both the Village Board of Trustees and the Board of Education. II. Collaboration Structures Interagency Committee for School Safety and Strategic Planning Purpose of Collaboration: Discuss current trends, specific incidents responses, and develop recommendations for budgetary/operational adjustments. Meeting Convener(s): District and Village Administration Meeting Frequency: Semi-annually (and as needed) Meeting Attendees: Village Manager, Scarsdale Police Chief, Scarsdale Fire Chief (as needed), Superintendent, Asst. Superintendent (responsible for SSEM) Threat Assessment Teams Purpose of Collaboration: to systematically assess any treat to the school community Meeting Convener(s): District or Village Administration Meeting Frequency: As needed Meeting Attendees: Identified building Threat Assessment Teams, these teams all include the youth detective or another Scarsdale Police Officer. District Safety Team Meetings Purpose of Collaboration: To share information, engage in discussion, and collaborate on issues of safety in the schools and around school campuses with a wide range of community stakeholders. VILLAGE OF SCARSDALE POLICE DEPARTMENTG.O. 24.21  3 Meeting Convener: District (Superintendent) Meeting Frequency: Quarterly Meeting Attendees: As outlined in the District Safety and Emergency Management Plan Village: District Incident Command Liaisons Purpose of Collaboration: To debrief incidents involving joint Village/District response and to adjust and recommend any improvements as identified. Meeting Convener: District (Assistant Superintendent responsible for SSEM) Meeting Frequency: Following incidents of emergency response Meeting Attendees: Chief of Police (or designee), District Chief of SSEM, Assistant Superintendent (responsible for SSEM), Fire Chief (as needed), SVAC Director (as needed), Executive Dir. SEFC III. Agreements  Village- First Responder access to CCTV MOU VILLAGE OF SCARSDALE POLICE DEPARTMENTG.O. 24.21