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HomeMy WebLinkAbout2014-08-19 - Board of Trustees Meeting Minutes VILLAGE OF RYE BROOK BOARD OF TRUSTEES MEETINGS VILLAGE HALL, 938 KING STREET Tuesday,August 19, 2014 AGENDA 6:45 P.M.—Executive Session: Firefighter Negotiations Tax Judgment—Washington Park Plaza 7:30 P.M.—REGULAR MEETING PLEDGE OF ALLEGIANCE REPORT/PRESENTATIONS AFFORDABLE HOUSING PUBLIC HEARINGS RESOLUTIONS: 1. Setting a public hearing for a proposed local law amending Chapters 179, 209, and 250 of the Village Code regarding Approval Authority for Land Use Applications. 2. Setting a public hearing for a Site Plan Amendment by WinRidge Realty for the Shopping Center located at 100-150 South Ridge Street, 1-34 Rye Ridge Plaza, 158-204 South Ridge Street, to allow for additional restaurant use. 3. Considering the referral of two proposed local laws regarding the electronic submission permits and applications to the Planning Board for a report and recommendation. 4. Considering a bid award for Contract 14-06 "Garibaldi Place Parking Lot." 5. Considering a bid award for Contract 14-07 "2014 Road Resurfacing." 6. Considering a Village contribution to the Columbus Day Celebration Committee and use of Hawthorne Avenue for the annual parade 7. Considering the transfer of funds for a tax judgment for Washington Park Plaza Board of Trustees Meeting August 19,2014 Page 1 8. Authorizing the participation in the Westchester County Fire Service Manual Aid Plan 9. Considering the authorization of a Master Equipment Sharing Agreement with the Village of Port Chester 10. Considering an amendment to the License and Permit Fee Schedule for recreation programs 11. Considering an amendment to the Rye Brook Comprehensive Financial Policy ADMINISTRATOR'S REPORT OLD BUSINESS NEW BUSINESS DISCUSSION ITEMS ACTION ON NON-AGENDA MATTERS SUBJECT TO THE CONSENT OF THE TRUSTEES PRESENT AT THE MEETING NEXT SPECIAL & REGULAR TRUSTEES MEETINGS: September 9, 2014 and September 23, 2014 BOARD: Trustee Susan R. Epstein Trustee David M. Heiser Trustee Jason A. Klein Deputy Mayor Jeffrey B. Rednick Excused: Mayor Paul S. Rosenberg VILLAGE STAFF: Christopher Bradbury, Village Administrator Edward Beane, Village Counsel Gregory Austin, Chief of Police Dolph Rotfeld, Village Consultant Marilyn Timpone Mohamed, Village Consultant Fred Seifert, Public Access Coordinator/IT Paula Patafio, Meeting Secretary Board of Trustees Meeting August 19,2014 Page 2 Deputy Mayor Jeffrey Rednick called the August 19, 2014 Board of Trustees meeting to order. He noted that the Board held an Executive Session prior to the meeting on Firefighter Negotiations and Tax Judgment for Washington Park Plaza. Deputy Mayor Rednick noted that Mayor Rosenberg was excused from the meeting. He called for the first item on the agenda: RESOLUTIONS: 1) Setting a public hearing for a proposed local law amending Chapters 179, 209, and 250 of the Village Code regarding Approval Authority for Land Use Applications. Mr. Bradbury read the following resolution: SETTING A PUBLIC HEARING FOR PROPOSED LOCAL LAWS TO AMEND CHAPTERS 179,209 AND 250 OF THE VILLAGE CODE REGARDING APROVAL AUTHORITY FOR LAND USE APPLICATIONS WHEREAS, the Village of Rye Brook Board of Trustees desires to make certain modifications to the Village Code concerning the designation of approval authority for site plan, special permit and planned unit development applications; and WHEREAS, a proposed local law was introduced to amend Chapter 250 of the Code of the Village of Rye Brook to amend the designated approval authority for various types of special permit applications; and WHEREAS, a second proposed local law was introduced to amend Chapters 179, 209 and 250 of the Code of the Village of Rye Brook to amend the designated approval authority for site plan and planned unit development applications; and WHEREAS, on July 8, 2014 the Board of Trustees of the Village of Rye Brook determined that the proposed action is an Unlisted Action, pursuant to the State Environmental Quality Review Act ("SEQRA"); and WHEREAS, on July 8, 2014 the Board of Trustees referred the proposed local laws to the Planning Board for report and recommendation and such report and recommendation was adopted by the Planning Board on August 14, 2014; and Board of Trustees Meeting August 19,2014 Page 3 NOW, THEREFORE, BE IT RESOLVED, that the Board of Trustees of the Village of Rye Brook shall hold a public hearing on September 9, 2014 at 7:30p.m. at Village Hall, 938 King Street, Rye Brook, New York, to consider the proposed local laws; and FURTHER RESOLVED, that the Board of Trustees directs that, pursuant to General Municipal Law §239-m and the Westchester County Administrative Code, the proposed local law shall be referred to the Westchester County Planning Department no less than 10 days prior to the public hearing. Deputy Mayor Rednick noted that these amendments are part of the Village Board's efforts to streamline the process. Mr. Christopher Bradbury, Village Administrator, noted that at one time the Village Board held approval authority. Through similar amendments and new local laws, the approval authority on certain applications was transferred to the Planning Board. A Site Plan Review Task Force was created and it made recommendations on approval authority for additional areas. The recommendations were endorsed by the Village Board. The next step in the process is to set a public hearing on these local laws. To be specific, Special Use permits will be transferred to the Planning Board. Deputy Mayor Rednick called for questions and comments. There being no additional discussion, Deputy Mayor Rednick called for a motion and second to set the public hearing. On a motion made by Trustee David Heiser, and seconded by Trustee Jason Klein, the resolution was adopted. Mr. Bradbury, Village Administrator, called the roll: Trustee Susan R. Epstein voting aye Trustee David M. Heiser voting aye Trustee Jason A. Klein voting aye Deputy Mayor Jeffrey Rednick voting aye 2. Setting a public hearing for a Site Plan Amendment by WinRidge Realty for the Shopping Center located at 100-150 South Ridge Street, 1-34 Rye Ridge Plaza, 158-204 South Ridge Street, to allow for additional restaurant use. Board of Trustees Meeting August 19,2014 Page 4 Mr. Bradbury read the following resolution SETTING A PUBLIC HEARING ON THE AMENDED SITE PLAN APPLICATION FOR THE RYE RIDGE SHOPPING CENTER WHEREAS, the Board of Trustees is in receipt of an application by property owner Win Properties, Inc. for approval of an amended site plan for the Rye Ridge Shopping Center located at 100-150 South Ridge Street, 1-34 Rye Ridge Plaza, 158-204 South Ridge Street, at the intersection of South Ridge Street and Bowman Avenue, designated as Parcel ID 141.27-1-7, 141.27-1-6 and 141.35-2-36 on the Town of Rye Tax Map and located in the C1-P Zoning District; and WHEREAS, the Board of Trustees is the Approval Authority for the application; and WHEREAS, on April 22, 2014 the Board of Trustees, pursuant to the State Environmental Quality Review Act (SEQRA) and after review of the Short Environmental Assessment Form (EAF) prepared by the Applicant, determined the proposed action to be an Unlisted Action pursuant to SEQRA; and WHEREAS, on April 22, 2014 the Board of Trustees referred the application to the Village of Rye Brook Planning Board for Report and Recommendation and the Planning Board issued its Report and Recommendation on August 14, 2014. NOW, THEREFORE, BE IT RESOLVED, that the Board of Trustees of the Village of Rye Brook shall hold a public hearing on September 23, 2014, at 7:30p.m. at Village Hall, 938 King Street, Rye Brook, New York, to consider the amended site plan application for Rye Ridge Shopping Center to convert 13,490 square feet of retail floor area to restaurant use or other similar use at property located at 100-150 South Ridge Street, 1-34 Rye Ridge Plaza, 158-204 South Ridge Street, at the intersection of South Ridge Street and Bowman Avenue, designated as Parcel ID 141.27-1-7, 141.27-1-6 and 141.35-2-36 on the Town of Rye Tax Map and located in the C1-P Zoning District. BE IT FURTHER RESOLVED, that the Board of Trustees directs that, directs that, pursuant to General Municipal Law §239-m and Westchester County Administrative Code §277.61, the application shall be referred to Westchester County Department of Planning for comment no less than 30 days prior to the public hearing concerning the application and further directs that, pursuant to General Municipal Law §239-nn, notice of public hearing shall be sent to the Town/Village of Harrison and the Port Chester-Rye Union Free School District for comment no less than 10 days prior to the public hearing concerning the proposed site plan amendment. Board of Trustees Meeting August 19,2014 Page 5 BE IT FURTHER RESOLVED, that the Applicant is hereby directed to comply with Section 250-40 of the Village Code regarding notification for the public hearing. Fred Sampson of WinRidge addressed the Board. He thanked the Board for placing this item on the agenda and helping to facilitate this process. He noted that Peter Stahl was also in attendance and available to answer any questions that the Board may have. Mr. Bradbury noted that there were two (2) comments from the Planning Board that required a response regarding signage and employee parking. Mr. Sampson explained that there are nine different locations where people can access the shopping center. The concept is to direct employees to the outer edge of the parking lots so that the spaces in front of the stores are left open for patrons. The process was explained to the Planning Board. Most retailers do not take the spot right in the front of their front door as they leave those open for their customers. Notices are sent out to the retailers, but enforcement is an issue. Mr. Bradbury stated that the planning board report notes that the applicant should address how employees of the shopping center park will be encouraged to park on the outer lying areas of the parking lots. He also noted that signage comment should be addressed by the applicant. Mr. Sampson responded that they do request that employees park on the outer edges of the lots, leaving the spaces in front of the stores free for the patrons. Ms. Marilyn Timpone Mohamed noted that both the signage and employee parking are issues pertain to safety. The idea is to get the parkers who are circling looking for parking to a space as efficiently as possible without effecting the traffic flow in the center. This also protects the pedestrians that traverse the lots. On a motion made by Trustee Susan Epstein, and seconded by Trustee Heiser, the resolution was adopted. The roll was called: Trustee Susan R. Epstein voting aye Trustee David M. Heiser voting aye Trustee Jason A. Klein voting aye Deputy Mayor Jeffrey Rednick voting aye 3) Considering the referral of two proposed local laws regarding the electronic submission permits and applications to the Planning Board for a report and recommendation. Board of Trustees Meeting August 19,2014 Page 6 Mr. Bradbury read the following resolution: REFERRING LOCAL LAWS REGARDING ELECTRONIC SUBMISSION OF LAND USE APPLICATIONS AND PERMIT APPLICATIONS TO THE VILLAGE OF RYE BROOK PLANNING BOARD WHEREAS, the Village of Rye Brook Board of Trustees desires to make certain modifications to the Village Code to require electronic submission of land use applications and administrative permit applications; and WHEREAS, proposed local laws were introduced to amend various Chapters of the Code of the Village of Rye Brook to require electronic submissions of such application materials; and WHEREAS, the Board of Trustees, pursuant to the State Environmental Quality Review Act (SEQRA) determines the proposed action to be a Type II Action pursuant to SEQRA. NOW, THEREFORE, BE IT RESOLVED, that the Board of Trustees hereby refers the two above-referenced local laws to the Planning Board for Report and Recommendation. Mr. Bradbury noted that this will be beneficial for both the residents and staff. It will make it easier for staff to process and more efficient for the applicants and the public go through and follow the process. On a motion made by Trustee Epstein, and seconded by Trustee Klein, the resolution was adopted. Mr. Bradbury called the roll: Trustee Susan R. Epstein voting aye Trustee David M. Heiser voting aye Trustee Jason A. Klein voting aye Deputy Mayor Jeffrey Rednick voting aye Deputy Mayor Rednick called for the next resolution on the agenda: Board of Trustees Meeting August 19,2014 Page 7 4. Considering a bid award for Contract 14-06 "Garibaldi Place Parking Lot." Mr. Bradbury read the following resolution: CONSIDERING A BID AWARD FOR CONTRACT 14-06: "GARIBALDI PLACE PARKING LOT". WHEREAS, the Village of Rye Brook has solicited bids for Contract 14-06: "Garibaldi Place Parking Lot;" and WHEREAS, a public notice was duly advertised in an official newspaper of the Village of Rye Brook on July 18, 2014; and WHEREAS, at 10:00 a.m., Wednesday, August 13, 2014, all received bids were opened and summarized below: BIDDER Bid Bid Bond Landi Contracting,Inc. $153,785 Yes; and WHEREAS, upon review of the bid, the Village Administrator and Superintendent of Public Works/Engineer have determined the lowest responsible bidder meeting the requirements of the contract document is Landi Contracting, Inc. in the amount of$153,785. NOW THEREFORE BE IT RESOLVED, that contract 14-06: "Garibaldi Place Parking Lot", is hereby awarded to Landi Contracting, Inc. for the bid price of$153,785; and be it FURTHER RESOLVED, that the Mayor and Administrator are hereby authorized to execute and deliver all documents necessary or appropriate to accomplish the purpose of this resolution. This resolution has to do with the demolition of the house purchased by the Village on Garibaldi Place and creation of an additional parking lot that will accommodate an addition approximate 19 parking spaces. The lot will be used for the Posillipo Center and for events at Garibaldi Park. The additional parking will also help area residents as it will open up some street parking. Years ago the Village Board discussed allowing residents to use the parking lots by special permit. There was little interest by area residents in this potential program. On a motion made by Trustee Klein, and seconded by Trustee Epstein, the resolution was adopted. Board of Trustees Meeting August 19,2014 Page 8 The roll was called: Trustee Susan R. Epstein voting aye Trustee David M. Heiser voting aye Trustee Jason A. Klein voting aye Deputy Mayor Jeffrey Rednick voting aye 5) Considering a bid award for Contract 14-07 "2014 Road Resurfacing" Mr. Bradbury read the following resolution: CONSIDERING A BID AWARD FOR CONTRACT 14-07: "2014 ROAD RESURFACING". WHEREAS, the Village of Rye Brook has solicited bids for Contract 14-07: "2014 Road Resurfacing;" and WHEREAS, a public notice was duly advertised in an official newspaper of the Village of Rye Brook on July 25, 2014; and WHEREAS, at 10:30 a.m., Wednesday, August 13, 2014, all received bids were opened and summarized below: BIDDER BASE BID ALT. A TOTAL W/ALT A BID BOND Bilotta Const. $974,434.45 $350,625.00 $936,934.45 Yes ELQ Indus. $1,002,050.02 $397,500.00 $964,550.02 Yes Montesano Bros. $1,424,563.00 $465,000.00 $1,383,313.00 Yes; and WHEREAS, upon review of the bid, the Village Administrator and Superintendent of Public Works/Engineer have determined the lowest responsible bidder meeting the requirements of the contract document is Bilotta Construction Corporation of Rye,NY. NOW THEREFORE BE IT RESOLVED, that contract 14-07 "2014 Road Resurfacing", is hereby awarded to Bilotta Construction Corporation for the base bid price of$974,434.45; and be it Board of Trustees Meeting August 19,2014 Page 9 FURTHER RESOLVED, that the Village Board also accepts Alternate A from Bilotta Construction Corporation in the amount of$350,625.00, which after bid line item substitutions would result in a total bid amount of$936,934.45; and be it FURTHER RESOLVED, that the Mayor and Administrator are hereby authorized to execute and deliver all documents necessary or appropriate to accomplish the purpose of this resolution. Mr. Bradbury noted that three responses were received when this matter was placed out for bid. The contract should be awarded to the lowest responsible bidder that meets the bid requirements. Deputy Mayor Rednick listed the streets to be resurfaced. Mr. Dick Hubert of Doral Greens Drive, Rye Brook, addressed the Board. He thanked that Board for the opportunity to speak for the residents. He noted that he made an appeal to the Board members to take a walk on Anderson Hill Road. Anderson Hill Road was constructed by an incompetent Westchester County Department of Public Works many years ago. Rye Brook inherited ownership of this road from the County in a terrible agreement. The portion of the roadway that is in Harrison was rebuilt years ago thanks to the persistence of Legislator Martin Rogowsky. That portion of the roadway that is in Harrison will soon be rebuilt and paved thanks to the persistence of Westchester County Legislator David Gelfarb. The Rye Brook section of Anderson Hill Road is horrific. The intersection at Greenwich was updated and has safety features — and we have Greenwich to thank for this innovative intersection. Thirty-two units of additional housing are being constructed in Rye Brook with an entrance on Anderson Hill Road, across from Doral Greens. The Bee Line has several bus stops on Anderson Hill, but there are no sidewalks or crosswalks to get to the bus stops or cross the street. Mr. Hubert reviewed photographs he submitted and requested that they be made part of the record. He noted that this is a busy road and the vehicles travel very fast creating a safety hazard for local residents who walk in this area. Pepsico has a wonderful sculpture garden and Purchase College is nearby but it is very difficult to walk to these locations from Doral Greens. Mr. Hubert appealed the Board of Trustees to address these hazards on Anderson Hill Road, especially the narrow roadway and access for pedestrians and bicyclists. David Gelfarb, Legislator, appropriated millions to rebuild streets including Anderson Hill Road in Harrison which will soon be resurfaced. Mr. Hubert also inquired if any Connecticut- based contractors bid on the project since a Connecticut-based contractor did an excellent job on Anderson Hill Road in Greenwich, Connecticut. Mr. Bradbury reviewed some of the background about the situation. There is no traditional drainage system in this area, so any changes in the current design need to Board of Trustees Meeting August 19,2014 Page 10 incorporate any drainage concerns. The quality of the material and the pitch of the road will be monitored by the Village's consultants if the current project is approved. The Village recently did replace new sidewalks on King Street, however, sidewalks are not part of the project now before the Board on Anderson Hill Road. Anderson Hill Road ends, on both sides, beyond the Village Boundaries in either Harrison or Greenwich. Edward Beane, Esq., Village Counsel, addressed the Board. He noted that in 2008 sidewalks were discussed on Anderson Hill Road as part of the Kingswood project, and the comments received from the Doral Greens HOA President at that time was that sidewalks were of no value in that location. There was no interest in sidewalks. He also noted that there was no one else in attendance at tonight's meeting to request sidewalks. Mr. Hubert noted that he was seeking these improvements for the benefit of pedestrians and bicyclists on Anderson Hill Road. Mr. Bradbury noted that Anderson Hill Road is certainly in need of repaving. If the Village Board would like to consider widening the roadway to add bike lanes or sidewalks then the project would need to be re-designed and re-bid as the cost would be higher and drainage needs to be considered in the design. The question of the installation of sidewalks is one of time and costs, and whether the additional cost is worth the benefits that these improvements would create. These are policy decisions. He also responded that no Connecticut-based contractors bid on this project. Trustee Heiser noted that some excellent points have been raised, but the resolution before the Board this evening is about repaving certain roads. He also felt that the sidewalk issue deserved further review comprehensively throughout the village. Dolph Rotfeld, Village Consultant, addressed the Board. He noted that the assignment was to repave the roads. In its present condition—from Lincoln through Purchase Street, there are no individual homes facing Anderson Hill Road. Sidewalks would be expensive concept and another way to implement new sidewalks could be through a sidewalk improvement program. On a motion made by Trustee Heiser, and seconded by Trustee Epstein, the resolution was adopted. The roll was called: Trustee Susan R. Epstein voting aye Trustee David M. Heiser voting aye Trustee Jason A. Klein voting aye Deputy Mayor Jeffrey Rednick voting aye Board of Trustees Meeting August 19,2014 Page 11 6) Considering a Village contribution to the Columbus Day Celebration. Mr. Bradbury noted he has notified the Columbus Day organizers asking them to appear before the Village Board, but no response has been received. The Board felt that the representatives for the Columbus Day Celebration should be in attendance when this matter is discussed. As the matter was on prior agendas, the matter was removed from the agenda and the Board of Trustees will wait for further contact from the representatives. 7) Considering the transfer of funds for a tax judgment for Washington Park Plaza Mr. Bradbury read the following resolution. CONSIDERING A TRANSFER OF FUNDS FOR A TAX JUDGMENT FOR WASHINGTON PARK PLAZA RESOLVED, that the following budget modification be hereby approved to pay a tax judgment to Washington Park Plaza: FROM TO AMOUNT 101.1990.424 101.1930.439 $15,000.00 (Special Items - (Special Items - Contingency) Judgments & Claims) Mr. Bradbury noted that this is a judgment and payment set by the Court. The Village must now make a payment of$16,951.62. This payment covers four years; 2007, 2008, 2009, 2010. On a motion made by Trustee Klein, and seconded by Trustee Heiser, the resolution was adopted. The roll was called: Board of Trustees Meeting August 19,2014 Page 12 Trustee Susan R. Epstein voting aye Trustee David M. Heiser voting aye Trustee Jeffrey B. Rednick voting aye Deputy Mayor Paul S. Rosenberg voting aye 8) Authorizing the participation in the Westchester County Fire County Fire Service Mutual Aid Plan. Mr. Bradbury read the following resolution: ADOPTING VILLAGE OF RYE BROOK'S PARTICIPATION IN THE WESTCHESTER COUNTY FIRE MUTUAL AID PLAN WHEREAS, the Village of Rye Brook(the "Village") desires to become a participant in the Westchester County Fire Mutual Aid Plan(the "Plan"); and WHEREAS, to do so, the Village is required to adopt a Resolution approving its participation in the Plan, and file said Resolution with the Westchester County Commissioner of Emergency Services. NOW, THEREFORE, BE IT RESOLVED, that subject to approval of the Plan by the Village of Port Chester who has a Fire Protection Agreement with the Village of Rye Brook,the Village of Rye Brook approves participation of its Fire Department in the Plan, as amended from time to time, and further certifies to Westchester County, through its Commissioner of Emergency Services, that the Village shall comply with the provisions of the Plan; and BE IT FURTHER RESOLVED, there are no resolutions in effect that restrict outside service and training by the Village's Fire Department; and BE IT FURTHER RESOLVED, that there are currently no limitations, conditions or restrictions on the Village's Fire Department from providing prompt assistance, and the Commissioner of Emergency Services shall be notified in writing if any such limitations are imposed subsequent to the adoption of this Resolution; and Board of Trustees Meeting August 19,2014 Page 13 BE IT FURTHER RESOLVED, that the Village's Fire Department shall respond to all calls for assistance from another Fire Agency through the Westchester County Emergency Communications Center a/k/a"60 Control;" and BE IT FURTHER RESOLVED, that the Village hereby acknowledges and accepts it's financial responsibility pursuant to applicable law; and BE IT FURTHER RESOLVED, that following approval of the Plan by the Village of Port Chester who has a Fire Protection Agreement with the Village of Rye Brook, a copy of this resolution shall be filed with the Westchester County Commissioner of Emergency Services approving participation of the Fire Department in the Plan This resolution allows the Village of Rye Brook to continue to participate in this plan. This is an update to the prior plan, and it largely cleans the language up. Port Chester is still reviewing the plan. The Village currently follows mutual aid. Edward Beane, Esq., Village Counsel, noted that he drafted it so it could be filed now. Mr. Bradbury noted that the Village of Port Chester should be filing within the next thirty days, and we would file after them since we work closely with them on fire protection matters. On a motion made by Trustee Epstein, and seconded by Trustee Heiser, the resolution was adopted, as amended. The roll was called: Trustee Susan R. Epstein voting aye Trustee David M. Heiser voting aye Trustee Jeffrey B. Rednick voting aye Mayor Paul S. Rosenberg voting aye 9) Considering the authorization of a Master Equipment Sharing Agreement with the Village of Port Chester Mr. Bradbury read the following resolution: Board of Trustees Meeting August 19,2014 Page 14 CONSIDERING THE AUTHORIZATION OF A MASTER EQUIPMENT EXCHANGE AGREEMENT WITH THE VILLAGE OF PORT CHESTER. WHEREAS, the Village of Rye Brook and the Village of Port Chester (the "Villages") have a long history of sharing services to improve local government efficiency; and WHEREAS, the Villages desire to gain additional efficiencies and increase the opportunities to share equipment on an individual bases when such needs arise by having in place an existing Inter-municipal Agreement (IMA) that would establish a Master Equipment Exchange Agreement which would allow the Port Chester Village Manager and the Rye Brook Village Administrator to share equipment without the need for a separate IMA each time the need for such shared equipment arises; and WHEREAS, the purpose of this IMA would be provide opportunities for greater efficiencies of operations and potential cost savings by allowing the Villages to borrow equipment in a more timely manner while still providing the appropriate protections to both Villages as a result of the use of such shared equipment; and WHEREAS, an IMA has been prepared by both Villages that accomplishes these goals. NOW THEREFORE BE IT RESOLVED, that the Board of Trustees of the Village of Rye Brook hereby authorizes the Mayor to sign an Inter-municipal Agreement (IMA) that would establish a Master Equipment Exchange Agreement between the Village of Rye Brook and the Village of Port Chester for the purpose of sharing equipment to gain greater efficiencies and cost savings; and BE IT FURTHER RESOLVED, that the Board of Trustees of the Village of Rye Brook hereby authorizes the Village Administrator to work with the Port Chester Village Manager to request or provide such equipment under the terms of the IMA. Mr. Bradbury noted that it can be very cumbersome to exchange equipment between municipalities when the needs arise. This Agreement allows Rye Brook to set up the terms and when the need arises to have approval to borrow, or lend, equipment with the appropriate insurance and other coverages in a much shorter time period. On a motion made by Trustee Heiser, and seconded by Trustee Klein, the resolution was adopted. Board of Trustees Meeting August 19,2014 Page 15 The roll was called: Trustee Susan R. Epstein voting aye Trustee David M. Heiser voting aye Trustee Jeffrey B. Rednick voting aye Mayor Paul S. Rosenberg voting aye #10) Considering an amendment to the License and Permit Fee Schedule for Recreation Programs Mr. Bradbury read the following resolution: CONSIDERING AN AMENDMENT TO THE LICENSE AND PERMIT FEE SCHEDULE FOR RECREATION PROGRAMS. RESOLVED, that the Village License and Permit Fee Schedule is hereby modified as follows: PROGRAM OLD FEE NEW FEW Get Fit with Tiff(NEW) (6 weeks) n/a $48 or $10 drop-in fee Tae Kwon Do (NEW) (8 weeks) n/a $100 Young at Art(NEW) (8 weeks) n/a $200 TGA Golf Instruction(NEW) (K-5t') (7 weeks) n/a $190 Basketball Pre-Season Offensive Skills(MS/HS) (7 weeks) $185 $195 Mr. Bradbury reviewed the new programs and the fees for the Board, as well as the fees that would be modified. Board of Trustees Meeting August 19,2014 Page 16 On a motion made by Trustee Epstein, and seconded by Trustee Heiser, the resolution was adopted. The roll was called: Trustee Susan R. Epstein voting aye Trustee David M. Heiser voting aye Trustee Jeffrey B. Rednick voting aye Mayor Paul S. Rosenberg voting aye 911) Considering an amendment to the Rye Brook Comprehensive Financial Policy Mr. Bradbury read the following resolution: CONSIDERING AN AMENDMENT TO THE RYE BROOK COMPREHENSIVE FINANCIAL POLICY WHEREAS, the Village of Rye Brook periodically reviews its Comprehensive Financial Policy to reflect items such as the availability of improved technology and the availability of electronic transactions, acknowledge the increased costs of purchased items and the minimum amount needed for Purchase Orders and/or quotes, and to improve overall internal controls. NOW THEREFORE BE IT RESOLVED, that the Rye Brook Board of Trustees hereby approves the following changes to the Village of Rye Brook Comprehensive Financial Policy: • Increase the time frame that all deposits be transferred to the Treasurer's office from one (1) business day to three (3)business days. • Due to the availability and acceptance of credit cards and checks in Village offices, limit cash transactions to $20.00 per transaction in Village offices and $40.00 in the Police Department (currently no limit). • Specify that credit card receipts for reimbursable expenses should be accompanied by itemized receipts for all items purchased. • Increase the minimum amount when a Purchase Order is required from $2,000 to $3,000. • To reflect the increase in the cost of items purchased over the years, increase the need for certain quotes as follows: Board of Trustees Meeting August 19,2014 Page 17 ESTIMATED AMOUNT OF PURCHASE CONTRACT METHOD From: $1,000 - $2,999 Verbal Quotations To: $2,000 to $3,999 Verbal Quotations From: $3,000 - $9,999 Written/Fax Quotations Written Request for Proposals To: $4,000 to $9,999 Written/Fax Quotations Written Request for Proposals ESTIMATED AMOUNT OF PUBLIC WORKS CONTRACT METHOD From: $2,000 - $4,999 Verbal Quotations To: $3,000 to $4,999 Verbal Quotations $5,000 - $19,999 Written/Fax Quotations Written Request for Proposals Mr. Bradbury reviewed the amendments and the adjustments to the finances. Some of the changes are updates due to procedures or experience. This is a conservative change. On a motion made by Trustee Heiser, and seconded by Trustee Epstein, the resolution was adopted. The roll was called: Trustee Susan R. Epstein voting aye Trustee David M. Heiser voting aye Trustee Jeffrey B. Rednick voting aye Mayor Paul S. Rosenberg voting aye ADMINISTRATOR'S REPORT Board of Trustees Meeting August 19,2014 Page 18 Mr. Bradbury noted that the Pine Ridge tennis courts, numbers 3 and 4, are still closed. The contractor needs a few more days to finish the project. Information can be found on the Village's website. The County and New York State will be working on roads in or near the Village as Anderson Hill Road in Harrison and Westchester Avenue in Rye Brook will be resurfaced. Seniors opening day is coming up at the AJP Community Center. Residents are encouraged to come to the Posillipo Center and join. Rye Brook residents who are 60 and over are eligible. There is a child passenger safety seat inspection from 10:00 a.m. to 2:00 p.m. on Saturday, September 20th. This is a public service that is being offered through the police department. Deputy Mayor Rednick noted that the next Board of Trustee meetings were scheduled for September 9th and September 23rd. There being no further business before the Board, and no one wishing to address the Board,the meeting was adjourned at 9:10 p.m. Board of Trustees Meeting August 19,2014 Page 19