VILLAGE OF PELHAM

BOARD OF TRUSTEES MEETING

TUESDAY, JUNE 21, 2005, 7:30 PM

VILLAGE HALL - 195 SPARKS AVENUE, PELHAM, NY

 

MINUTES

 

1.                  Call Public Meeting To Order

2.                  Pledge of Allegiance

3.                  Mayor’s Report

4.                  Trustees’ Reports

5.                  Village Administrator’s Report

6.                  Public Comment                                                                                 Approximate

                                                                                                                                     Starting Time

      #       Agenda Items:                                                                                             of Discussion

 

Parking

7:45 p.m.

7

Presentation and discussion of Pelham/Pelham Manor Parking Survey results.

 

Discussed

 

General Business

8:15 p.m.

8

Authorizing a new audit agreement with ODMD

Approved

4-0

9

Authorizing the renewal of an agreement for the package of General Liability Insurance with NYMIR, for the total amount of $242,309.11, authorizing the appropriation of the $16,310 from the Contingent Account to cover the excess amount over the budgeted amount of $226,000.00. 

 

Approved

4-0

10

Authorizing the establishment of the asset-tracking value of $5,000 to comply with the requirements of Government Accounting Standards Board (GASB) Statement 34. 

Approved

4-0

11

Declaring surplus village vehicles as surplus and ready for auction or other means of disposal. 

Approved

4-0

12

Authorizing the purchase of two (2) new vehicles for the Pelham Police Department.

Approved

4-0

13

Authorizing a grant for new radios for the Fire Department

Approved

4-0

 

Personnel

9:45 p.m.

14

Accepting the retirement of Firefighter Joseph Gioia

Approved

4-0

15

Formalizing benefits for the General Foreman and Public Works Mechanic.

Discussed

 

Housekeeping

10:15 p.m.

16

Authorization and approval of accounts payable

Approved

17

Old Business / New Business

Discussed

18

Minutes:  June 7th, 2005.

Approved

19

Adjournment

 

 

* Agenda is subject to change until the night of the meeting.

 

 

MINUTES OF A REGULAR MEETING OF THE

VILLAGE OF PELHAM BOARD OF TRUSTEES

VILLAGE HALL - 195 SPARKS AVENUE, PELHAM, NY

TUESDAY, JUNE 21, 2005

 

Deputy Mayor Mia Homan called the meeting to order at 7:30 pm followed by the Pledge of Allegiance.

 

The following members of the Board of Trustees were present:

 

Trustees Ciro Greco, David Merrick, Peter Potocki, Mia Homan.  (Absent:  Mayor Michael Clain, Trustees Edward Hotchkiss and Michael Rozycki.)

 

Village staff in attendance:

 

Village Administrator Richard Slingerland

 

Item #3 – Mayor’s Report – Deputy Mayor Homan had no news to report.

 

Item #4 – Trustee’s Reports

 

Trustee Greco reported Firefighter Joe Gioia is retiring, and the Board wished him well.

 

Trustee Potocki reported that Crossing Guards Ron Giustino and Ned Miceli are retiring.

 

Trustee Merrick requested an Executive Session to discuss personnel matters.

 

Item #5 – Village Administrator’s Report

Village Administrator Slingerland reported that the new traffic light installed at the entrance to Glover Field should be activated shortly.  He also discussed that the General Foreman had been advised that the could realize a good return on the sale of the surplus Sewer Jet vehicle.  He also noted that the Village would be selling as surplus the current Ladder 2, which is being replaced.

 

Item #6 – Public Comment

John Walsh of Nyac Avenue requested the status of the village’s landscaping and parking plan for the park along Wolfs Lane, and requested that he be kept informed about the status and progress of the conceptual designs.

 

Item #7 – Presentation and discussion of Pelham/Pelham Manor Parking survey results.

 

Trustee Pete Potocki presented the result of a Parking Needs Survey circulated to Village of Pelham and Village of Pelham Manor residents in from February to March, 2005.  The presentation included a PowerPoint slide show as well as handouts for those in attendance.  The presentation concluded at 8:10 p.m.  A copy of the survey follows.

 


 

Item #8 – Authorizing a new audit with ODMD

 

The Board discussed the proposal by O’Connor, Davies, Munns and Dobbins (ODMD), to establish a five (5) year agreement and lock in rates for future audits of the Village’s finances.

 

The components of ODMD’s fees for the next five years are detailed below:

 

                                                   2005               2006               2007               2008               2009     

 

Basic fee                          $      19,500   $      20,500    $       21,500   $       22,500   $       23,500

GASB Statement No. 34

Additional Auditing                    3,500              3,800               4,200              4,500               4,800

 

                                             $      23,000   $      24,300    $       25,700   $       27,000   $       28,300

 

Optional:

Implementation Fee for

80 hours of assistance   $         2,850   $        2,850    $         2,850   $         2,850   $         2,850

 

 

A motion was made by Trustee Merrick, with a second by Trustee Greco to adopt the Resolution.  The motion passed with 4 in favor, none opposed, and Mayor Clain and Trustees Hotchkiss and Rozycki absent. 

 

RESOLUTION

 

AUTHORIZING AN AGREEMENT FOR AUDITING SERVICES

FOR A FIVE (5) YEAR TERM

WITH O’CONNOR, DAVIES, MUNNS & DOBBINS / BKSD

 

RESOLVED, that the Board of Trustees of the Village of Pelham authorizes a five (5) year agreement (with the firm of O’Connor, Davies, Munns & Dobbins / BKSD for auditing services, based on the terms of the engagement letter and authorizes the Mayor and Village Administrator to take the necessary and appropriate actions to execute this engagement letter and effect this agreement.

 

Item #9 – Authorizing the renewal of an agreement for the package of General Liability Insurance with NYMIR, for the total amount of $242,309.11, authorizing the appropriation of the $16,310 from the Contingent Account to cover the excess amount over the budgeted amount of $226,000.00. 

 

A motion was made by Trustee Greco, with a second by Trustee Potocki to adopt the Resolution.  The motion passed with 4 in favor, none opposed, and Mayor Clain and Trustees Hotchkiss and Rozycki absent. 

 

RESOLUTION

 

AUTHORIZING THE RENEWAL OF GENERAL LIABILITY INSURANCE COVERAGE

WITH THE NEW YORK MUNICIPAL INSURANCE RECIPROCAL (NYMIR)

WITH ADDITIONAL ENDORSEMENT FOR COMMERCIAL CRIME AND FOR EXTENDED EMPLOYMENT PRACTICES

 

 

BE IT RESOLVED, that the Board of Trustees of the Village of Pelham authorizes the annual renewal of insurance coverage with NYMIR, at the amounts for coverage as follows:

 

Commercial Package:                     $215,017.85

Capitalization (2nd of 5 pymts):        $  11,434.26

Commercial Crime (3 years):          $    2,638.00

Extended Employment Practices:   $  13,219.00

 

Total Renewal Premium:                  $242,309.11

 

BE IT FURTHER RESOLVED, that the Mayor, Village Administrator and other appropriate Village officials are authorized to take the necessary and appropriate actions to effect this renewal of insurance coverage.

 

Item #10 – Authorizing the establishment of the asset-tracking value of $5,000 to comply with the requirements of Government Accounting Standards Board (GASB) Statement 34. 

 

A motion was made by Trustee Merrick, with a second by Trustee Greco to adopt the Resolution.  The motion passed with 4 in favor, none opposed, and Mayor Clain and Trustees Hotchkiss and Rozycki absent. 

 

RESOLUTION

 

ESTABLISHING THE ASSET-TRACKING VALUE AT $5,000

FOR COMPLIANCE WITH THE REQUIREMENTS OF THE

GOVERNMENT ACCOUNTING STANDARDS BOARD (GASB) STATEMENT 34

 

 

BE IT RESOLVED, by the Board of Trustees of the Village of Pelham that the asset-tracking value for accounting purposes is hereby established at a value of $5,000 per individual asset, including but not limited to vehicles, equipment, real property, infrastructure, etc.

 

Item #11 – Declaring surplus village vehicles as surplus and ready for auction or other means of disposal. 

 

A motion was made by Trustee Greco, with a second by Trustee Potocki to adopt the Resolution.  The motion passed with 4 in favor, none opposed, and Mayor Clain and Trustees Hotchkiss and Rozycki absent. 

 

RESOLUTION

DESIGNATING CERTAIN VILLAGE OF PELHAM VEHICLES

AS SURPLUS AND AVAILABLE FOR SALE BY THE VILLAGE

 

BE IT RESOLVED, that the Board of Trustees of the Village of Pelham hereby declares certain vehicles and equipment as surplus and authorizes their sale by public notice (in as-is condition), as follows:

Year

Vehicle

VIN

Plate/Description

Mileage

1985       Ford F700 Sewer Jet      1F5PF70K8FVA25615        Truck #12                          ~35,000

1988       Ford Crown Victoria       2FAFP71W5WX151952      PW #2                               ~93,000

1996       Ford Crown Victoria       2FALP71W3TX213637       Building Insp. Car               ~80,000

1994       Ford 250 Pickup Truck   2FTHF25Y8RCAO1883      6 cyl. Pickup truck              ~43,053

 

BE IT FURTHER RESOLVED, that the Mayor and the Village Administrator are authorized to take the necessary and appropriate actions to publish notice of sale, take bids, and sell these surplus vehicles and equipment (to be authorized by the Board).

 

Item #12 – Authorizing the purchase of two (2) new vehicles for the Pelham Police Department.

 

The Board asked about the backup documentation that was supplied, and whether the cost of the new Police Package Tahoe would be the cheaper price ($24,967) or the more expensive price ($29,578).  The Administrator responded that the Chief had not been sure, but he had requested the Board to authorize the purchase.  Since there was doubt about the price, the Administrator recommended the Board authorize the purchase under NYS contract at the cheaper price, and that if it was the more expensive price, then they would come back for a corrected authorization. 

 

A motion was made by Trustee Potocki, with a second by Trustee Greco to adopt both resolutions.  The motion passed with 4 in favor, none opposed, and Mayor Clain and Trustees Hotchkiss and Rozycki absent. 

 

RESOLUTION

AUTHORIZING THE PURCHASE OF ONE (1) FORD CROWN VICTORIA

POLICE PACKAGE VEHICLE AS A MARKED PATROL VEHICLE

 

BE IT RESOLVED, that the Board of Trustees of the Village of Pelham hereby authorizes the purchase, under Westchester County contract #7814-ADV, dated January 4, 2001, extended October 5, 2004 from Joe Cooper Ford (through the Mamaroneck Dealership – The Cruisers Division), of one (1) Ford Crown Victoria Year 2005 model, as follows:

 

Standard marked 2005 Ford Crown Victoria Police Package Vehicle   Appr.   $22,148

                                                                                                            (equip. & add ons additional)

 

AND BE IT FURTHER RESOLVED, that the Mayor and the village Administrator are authorized to take the necessary and appropriate actions to effect this purchase.

 

And the following resolution was also adopted:

 

RESOLUTION

AUTHORIZING THE PURCHASE OF ONE (1) CHEVROLET TAHOE

POLICE PACKAGE VEHICLE AS A MARKED PATROL VEHICLE

 

BE IT RESOLVED, that the Board of Trustees of the Village of Pelham hereby authorizes the purchase, under NYS Office of General Services Contract Award #19261; Group #40550; Contractor #PC615505, OR 615506, dated February 18, 2005, of one (1) Police and Special Service Sport Utility Vehicles (2005 Chevrolet Tahoe 4 X 4), as follows:

 

Standard marked 2005 Chevrolet Tahoe 4 X 4 Police Package Vehicle            Appr.   $24,967

                                                                                                            (equip. & add ons additional)

 

AND BE IT FURTHER RESOLVED, that the Mayor and the village Administrator are authorized to take the necessary and appropriate actions to effect this purchase.

 

Item #13 – Authorizing a grant for new radios for the Fire Department

 

The Board discussed the grant request, and noted that the application was for $2,400, with a commitment from the Village to match it with another $2,400, for a total project/program cost of $4,800 to purchase new radios to improve fire communications.  The Board agreed in the value of the program and proceeded to vote on the application.

 

On the motion of Trustee Greco, seconded by Trustee Merrick, the Board agreed to adopt the Resolution.  The motion passed with 4 in favor, none opposed, and Mayor Clain and Trustees Hotchkiss and Rozycki absent. 

 

RESOLUTION

 

AUTHORIZING A GRANT APPLCATION TO THE FIRST RESPONDER INSTITUTE

FOR FOUR (4) PORTABLE RADIOS

 

BE IT RESOLVED, that the Board of Trustees of the Village of Pelham authorizes an application to the First Responder Institute to fund the purchase of four (4) portable radios; requesting funding of $2,400, to be matched by $2,400 from the Village; and

 

BE IT FURTHER RESOLVED, that the Village Administrator, Administrative Aide, Village Attorney and all appropriate officials are authorized to take the necessary and appropriate actions to complete and file this application, including the acceptance of such funds should the application be accepted and successful.

Item #14 – Accepting the retirement of Firefighter Joseph Gioia

 

The Board mentioned that Mr. Gioia was retiring after 20 years in the Fire Department, and wished him well in his future endeavors. 

 

A motion was made by Trustee Merrick, with a second by Trustee Greco to adopt the Resolution.  The motion passed with 4 in favor, none opposed, and Mayor Clain and Trustees Hotchkiss and Rozycki absent. 

 

RESOLUTION

 

BE IT RESOLVED, pursuant to the Notice from the New York State and Local Retirement System dated May 17, 2005, notifying the Village of Pelham of the retirement of Firefighter Joseph Gioia, the employment of firefighter Gioia is terminated effective 11:59 p.m. on June 19, 2005.

 

Item #15 – Formalizing benefits for the General Forman and Public Works Mechanic. 

 

Trustee Potocki requested that this item be tabled to allow time to look over additional information, and the Board agreed. 

 

Item #16 – Authorization of Accounts Payable

 

Trustee Greco had previously reviewed the accounts payable. 

 

A motion was made by Trustee Greco, with a second by Trustee Potocki to adopt the Resolution and authorize the accounts payable.  The motion passed with 4 in favor, none opposed, and Mayor Clain and Trustees Hotchkiss and Rozycki absent. 

 

RESOLUTION

 

WHEREAS, pursuant to Section 5-524 of the New York State Village Law, the Board of Trustees shall audit all claims against the Village.

 

NOW, THEREFORE, BE IT HEREBY RESOLVED, that the Board of Trustees after audit of the following claims, authorizes payment for services rendered and materials received, for the following items that have been submitted to the Treasurer's Office for payment and authorized by the Village Administrator:

 

Fund Name:                                                               Amount

General Fund                                                        $570,068.47

Water Fund                                                              $17,529.19

Capital Projects Fund                                             $87,591.00

Trust and Agency Fund                                                    $0.00

H3 Fund                                                                             $0.00

                                               Grand Total             $675,188.66

 

NOW, THEREFORE, BE IT RESOLVED, that this Board hereby approves payment of the above-mentioned claims and authorizes payment thereof.

 

Item #17 – Old Business / New Business

 

The Board briefly discussed the GDC project and that there were issues of the amended site plan, in particular with regard to a change in the plan to proceed with footings on pilings, as opposed to spread, or traditional footings.  The Administrator advised the Board that the matter had been referred to the Planning Board for an amended plan and report and recommendation, and that GDC would have to pay consultant fees to have the matter reviewed and approved.

 

Item #18 – Minutes:  June 7th, 2005.

 

A motion was made by Trustee Merrick, with a second by Trustee Greco to adopt the Resolution.  The motion passed with 4 in favor, none opposed, and Mayor Clain and Trustees Hotchkiss and Rozycki absent. 

 

Item #19 – Adjournment

 

Trustee Greco made a motion to adjourn the regular meeting of the Village Board into Executive Session to discuss personnel matters.  The motion was seconded by Trustee Merrick.  The motion passed with 4 in favor, none opposed, and Mayor Clain and Trustees Hotchkiss and Rozycki absent.  The meeting adjourned at 9:00pm.

 

Respectfully submitted,

 

Dennis DelBorgo, Administrative Aide

 

Richard Slingerland, Administrator/Deputy Clerk