Loading...
HomeMy WebLinkAbout2004-09-14 - Board of Trustees Meeting Minutes REGULAR MEETING VILLAGE OF RYE BROOK BOARD OF TRUSTEES MEETING VILLAGE HALL, 938 KING STREET TUESDAY, SEPTEMBER 14,2004--7:30 P.M AGENDA 7:00 P.M. EXECUTIVE SESSION: PERSONNEL/LITIGATION/NEGOTIATIONS ROLL CALL: PLEDGE OF ALLEGIANCE: REPORT: Vision Plan Implementation Task Force Report on Planning Board Authority PUBLIC HEARINGS: 1) Consideration of a local law amending Chapter 235, Trees, of the Village Code regarding definitions, review committees and the appeal procedure. 2) Consideration of a local law to amend the Village Code to regulate the Expiration of Building Permits. RESOLUTIONS: 1) Adopting a local law amending Chapter 235, Trees, of the Village Code, regarding Definitions, Review Committees and the appeal procedures. 2) Referring a Local Law to amend Chapter 250-38 of the Code of the Village of Rye Brook concerning Hours of Operation for Home Occupations to the Planning Board of the Village of Rye Brook. 3) Referring a Local Law to amend Chapter 250-38 of the Code of the Village of Rye Brook concerning Special Permit Requirements for Newly Created Home Occupations to the Planning Board of the Village of Rye Brook. 4) Considering the award of Contract 9 04-06: (ICOP) Impact Connectivity on Patrol a Wireless Mobility Solution. 5) Declaring municipal equipment as surplus for sale 6) Approval of Meeting Minutes: April 6, 2004; April 27, 2004; May 25, 2004; June 8, 2004; June 22, 2004; July 27, 2004; and August 24, 2004. Board of Trustees Meeting September 14,2004 Page 1 ADMINISTRATOR'S REPORT: 1) 2004 Leaf Collection Program Recommendations OLD BUSINESS: NEW BUSINESS: DISCUSSION ITEM: Various issues relating to King Street Fields Project ACTION ON NON-AGENDA MATTERS SUBJECT TO THE CONSENT OF THE TRUSTEES PRESENT AT THE MEETING: BOARD Mayor Lawrence Rand Trustee Richard Buzin Trustee Joan Feinstein Trustee Robert Harris Trustee Dean Santon STAFF: Christopher Bradbury, Village Administrator Keith E. Rang,Assistant to the Village Administrator Edward Beane, Esq., Village Counsel Victor Carosi,Village Engineer Marilyn Timpone Mohamed,Village Consultant Robert Santoro, Chief of Police Fred Seifert, Public Access Coordinator CONVENE: Mayor Lawrence Rand called the meeting to order at 7:40 p.m. He noted that the Open House was held for the Rye Brook Firehouse. He thanked everyone for their participation and support. Mayor Rand called for the first item on the agenda. REPORT: 1) VISION PLAN IMPLEMENTATION TASK FORCE REPORT ON PLANNING BOARD AUTHORITY Board of Trustees Meeting September 14,2004 Page 2 Mr. Paul Rosenberg, Member of the Vision Plan Implementation Task Force, and Mr. Richard Lubkin, Chairman of the Vision Plan Implementation Task Force, made a presentation to the Board of Trustees on their findings, along with their recommendations. Former Trustee Paul Rosenberg noted that this Committee consisted of himself, Mr. Lubkin, Warren Agatston, John Grzan, and Paul Feinstein. Mr. Rosenberg noted that the Board of Trustees had created the committee to examine whether or not final approval authority should be given to the Planning Board. The Board of Trustees has a tremendous amount of issues to review. Granting the Planning Board approval authority, or certain matters, could free up the Trustees and give them the time needed to address other issues,Village-wide. The Committee, which consisted of a balance of current and former Planning Board members, a former Trustee, and a Board of Trustee Liaison, Trustee Dean Santon, investigated what types of final approval authority should be given to the Planning Board, as well as potential changes to the length of Planning Board member terms, and methods for appointing a Planning Board Chairperson. The Committee also reviewed this matter with the Village's Planning Consultants, including Mr. David Stoltman, President of F.P. Clark Associates. Also included in the review was the Village Attorney, who submitted a memorandum outlining how final approval authority could be granted to the Planning Board. Mr. Lubkin noted that this proposal would create a fundamental change to the way the Village organizes and allocates the time of its most important volunteers —the Board of Trustees. The restructuring of the land use planning process of the Village of Rye Brook has been thoroughly reviewed. The current process has been costly, inefficient, and, at times, has yielded poor to horrible results. The complexity of jurisdictions, coupled with the incapability of volunteers and staff schedules and priorities has made for a difficult and frustrating process. The Board of Trustees has, on many occasions, become bogged down at the detriment of far more important issues. The Board of Trustees should be striving to improve the quality of life of the residents. They should be dreaming and implementing ways to make the park system bigger and greater, our budgets appropriately focused and balanced, our basic services at the greatest level of professionalism and service, and our relationships with our school districts and neighboring municipalities, and other jurisdictions, friendly and mutually beneficial. Spending half of their time repeating Planning Board work is inefficient, impractical, and wasteful. The Task Force has proposed three essential changes to the current system. The first is to install real decision making authority to the Planning Board while retaining discretion over major subdivisions of six or more lots, as well as Special Use Permits while giving up the responsibility as Lead Agency for basically all other land use applications. This includes the time commitment involved, public hearings, and voluminous homework associated with each application. The second change would be for the Planning Board to be reconstituted to a level of membership that would afford the Board of Trustees Meeting September 14,2004 Page 3 Board of Trustees a high comfort level with a monumental and permanent delegation of authority. The Committee wishes to vest in the Board of Trustees the responsibility of ratifying each of the seven members of the Planning Board, with staggered initial terms. The change in term length, and staggering protocol should provide for greater continuity in Planning Board professionalism. The third change that the Task Force suggested was mandatory initial and continuing education for all Planning Board members. The proposed change has been a long time in the making, and is a change that will improve the planning process and help on all levels of Village administration and community success. Mayor Rand began the discussion on this matter with a few questions. He noted that while reviewing comments made in the Vision Plan he discovered that there were a lot of inefficiencies and redundancies in Village governance. Many hours and dollars are spent at the Planning Board level, but it becomes irrelevant because if an applicant does not receive the hoped for result he can go before the Board of Trustees, who could approve or deny the application after reviewing the Planning Board's recommendation. Mayor Rand felt that the work being done at the Planning Board level should not be ignored. He noted that governing bodies do not voluntary give up authority, but that is what the Task Force is asking the Board of Trustees to do. The areas where the Board of Trustees would give up authority have been delineated on land use applications. These suggestions appear to be the kinds of decisions that should be at the Planning Board level, and is consistent with the way that most communities operate. This would free up the Board of Trustees to focus on more relevant issues. He did note, however, that the Planning Board currently only meets once a month, and he suggested that a newly constituted Planning Board, with final approval authority, should meet twice a week. Mr. Warren Agatston, Chairman of the Planning Board, noted that this matter has been discussed. They agree on a two meeting format: one meeting would be deemed a public meeting and one meeting would be considered a work session. Both meetings would be public meetings. Mayor Rand asked that Mr. Lubkin review the membership and terms. Mr. Lubkin noted that there would be seven (7) members with five (5) year terms. The Village would like continuity and staggering the terms means that there would always be the same level of expertise on the Planning Board. In this manner you would avoid the majority of the Planning Board being appointed within a two year period. Some of the applicants can become political, and this removes the political process away from the Planning Board. Trustee Joan Feinstein noted that a public hearing would be scheduled on this matter, at which time questions would be raised and responded to. She did raise Board of Trustees Meeting September 14,2004 Page 4 one question, and that was that four (4) out of seven (7) votes was considered the majority. She wanted to know if the Task Force considered a higher number, such as five (5) out of seven (7) votes. Mr. Lukin responded that a majority of the Board members need to vote in the affirmative for a matter to be approved, regardless of attendance. Trustee Feinstein asked how the Task Force arrived at the number of lots which separate Planning Board authority or Board of Trustee authority. She noted that lot sizes vary. Mr. Lubkin noted that the number was arrived at through negotiations. He also noted that there were not many lots within the Village that could be subdivided. The ones that are left will have major ramifications, and the Board of Trustees would have the discretion to designate the Planning Board as the Lead Agency. Trustee Santon pointed out that reference was made to whether or not the Board of Trustees or Planning Board members had more expertise. He felt that it was obvious that people that have a background and that are well suited to planning issues should be chosen for the Planning Board. He noted that he did not regard land use issues as mundane. He felt that land use issues have a direct impact on the quality of life of the residents and require expert review. He also stated that, in his opinion, no Board can escape politics. He agreed that the Planning Board should schedule two meetings per month — both of which would be public meetings. He noted that he was still trying to understand the logic behind the suggested authority shifts. Mr. Lubkin responded that the Board of Trustees would figure out where to draw the line. The Board of Trustees could retain authority over all commercial projects. Trustee Santon pointed out that the Lead Agency status of existing projects remains the same. Mr. Agatston noted that the Board of Trustees has given the Planning Board requirements for site plan review. In effect, this means that the Planning Board would increase its review. Trustee Robert Harris stated that he was in favor of the proposed changes. He noted that he served on the Planning Board for several years, and agreed that the key was ongoing education. All of the proposed changes make a lot of sense, and he felt that this matter should be moved forward. Trustee Harris noted that the original Code came from Port Chester and the Town of Rye. The intent was to change it to fit Rye Brook. He also noted that it was a large commitment to ask a volunteer to be on a Board for five years. Mr. Lubkin noted that when he was recruiting for the Planning Board, one of the selling points was the one-year term. Mayor Rand thanked the Vision Plan Implementation Task Force for their hard work, noting that the concept was re-inventing government to benefit applicants and volunteers. The draft must be reviewed at a public hearing and a proposed resolution must be crafted. He asked for direction from Village Counsel regarding an appropriate timeline. Board of Trustees Meeting September 14,2004 Page 5 Edward Beane, Esq., Village Counsel, responded that this matter could be placed on the Board of Trustees agenda for the first meeting in October—the 120'—but it would be better to have it on the agenda for the second meeting in October in order to allow time for legislation to be drafted. Mayor Rand stated that this decision should be fast tracked, but not rushed through. Mr. Bradbury pointed out that October 260' would be a better date on which to set the public hearing for November 9t'. These changes will be implemented in April of 2005, and it is important to understand that legislation must be drafted prior to setting a public hearing. He also noted that there would probably be more than one public hearing held on this matter. Trustee Santon felt that there wasn't as much time as everyone thought, and that the public hearing should be set on October 120', for October 260', 2004. The major difference between Advisory and a Final Authority Board also includes who would be willing to make the commitment—not only for the meetings but for the educational component. Mr. Beane stated that he would prepare a draft of the legislation for October 120'. The matter was set to be placed on the Board of Trustees agenda for October 12, 2004. Mayor Rand thanked everyone for their hard work. Discussion on this matter ended at 8:15 p.m. PUBLIC HEARINGS: 1) CONSIDERATION OF A LOCAL LAW AMENDING CHAPTER 235, TREES, OF THE VILLAGE CODE REGARDING DEFINITIONS, REVIEW CONUMTTEES AND THE APPEAL PROCEDURE. Mayor Rand noted that this was a continuation of the public hearing from July. He declared the hearing open at 8:18 p.m. Trustee Santon began the discussion by asking if a Work Session would be the best way to go. He noted that this was the third or fourth time that this matter had been on the Board of Trustees' agenda. He felt that much of the criteria needed to be reviewed, and suggested a joint meeting with the Tree and Beautification Committee to seek their input. Mr. Bradbury responded that September 280' at 6:30 p.m. would be a good time to discuss this matter further. He suggested that the public hearing be adjourned to October 120',which would allow the time necessary to modify the local law. Board of Trustees Meeting September 14,2004 Page 6 On a motion made by Trustee Santon, and seconded by Trustee Feinstein, the public hearing was adjourned. Mr. Keith Rang called the roll: TRUSTEE BUZIN VOTING AYE TRUSTEE FEINSTEIN VOTING AYE TRUSTEE HARRIS VOTING AYE TRUSTEE SANTON VOTING AYE MAYOR RAND VOTING AYE 2) CONSIDERATION OF A LOCAL LAW TO AMEND THE VILLAGE CODE TO REGULATE THE EXPIRATION OF BUILDING PERMITS. Mayor Rand noted that this matter was not quite ready for discussion. He requested a motion to adjourn to September 280'. On a motion a motion made by Trustee Feinstein, and seconded by Trustee Santon, the public hearing was adjourned. TRUSTEE BUZIN VOTING AYE TRUSTEE FEINSTEIN VOTING AYE TRUSTEE HARRIS VOTING AYE TRUSTEE SANTON VOTING AYE MAYOR RAND VOTING AYE RESOLUTIONS: 1) ADOPTING A LOCAL LAW AMENDING CHAPTER 235, TREES, OF THE VILLAGE CODE, REGARDING DEFINITIONS, REVIEW COMMITTEES AND THE APPEAL PROCEDURES. Mayor Rand noted that no action was necessary on the resolution as the public hearing was adjourned. 2) REFERRING A LOCAL LAW TO AMEND CHAPTER 250-38 OF THE CODE OF THE VILLAGE OF RYE BROOK CONCERNING HOURS OF Board of Trustees Meeting September 14,2004 Page 7 OPERATION FOR HOME OCCUPATIONS TO THE PLANNING BOARD OF THE VILLAGE OF RYE BROOK. Mr. Bradbury read the resolution. On a motion made by Trustee Santon, and seconded by Trustee Richard Buzin, the resolution was adopted. RESOLUTION REFERRING A LOCAL LAW TO AMEND CHAPTER 250-38 OF THE CODE OF THE VILLAGE OF RYE BROOK CONCERNING HOURS OF OPERATION FOR HOME OCCUPATIONS TO THE PLANNING BOARD OF THE VILLAGE OF RYE BROOK WHEREAS, the Village of Rye Brook Board of Trustees is considering amending Section 250-38 of the Code to change the hours of operation for existing home occupations; and WHEREAS, the Board of Trustees has complied with the provisions of the New York State Environmental Quality Review Act by declaring itself lead agency and by determining that adoption of such local law is a "Type II" action and therefore,no further environmental review of the proposed action is required. NOW, THEREFORE, BE IT RESOLVED, that the Board of Trustees hereby refers the subject application to the Westchester County Department of Planning, adjacent municipalities, the Village Planning Board and the Planning Consultant of the Village of Rye Brook for a report and recommendation. Trustee Santon noted that this was a proposed local law and not an application. He wanted to ensure that the Home Occupation Users were aware of the changes to the Code, and asked that the hours of operation be enforced Mr. Beane responded that notification of the change of hours must be sent out. In addition, notification of the procedural changes must also be sent out. Mr. Beane stated that no violations have been issued in connection with the new law, however, violations have been issued on the old law. This matter can be placed on the Village's website, on the Bulletin Board on Cable, and written up in the next newsletter. Mayor Rand called for additional discussion. There being none, he asked Mr. Rang to call the roll: TRUSTEE BUZIN VOTING AYE TRUSTEE FEINSTEIN VOTING AYE Board of Trustees Meeting September 14,2004 Page 8 TRUSTEE HARRIS VOTING AYE TRUSTEE SANTON VOTING AYE MAYOR RAND VOTING AYE 3) REFERRING A LOCAL LAW TO AMEND CHAPTER 250-38 OF THE CODE OF THE VILLAGE OF RYE BROOK CONCERNING SPECIAL PERMIT REQUIREMENTS FOR NEWLY CREATED HOME OCCUPATIONS TO THE PLANNING BOARD OF THE VILLAGE OF RYE BROOK. Mr. Bradbury read the resolution. On a motion made by Trustee Santon, and seconded by Trustee Buzin, the resolution was adopted. RESOLUTION REFERRING A LOCAL LAW TO AMEND CHAPTER 250-38 OF THE CODE OF THE VILLAGE OF RYE BROOK CONCERNING SPECIAL PERMIT REQUIREMENTS FOR NEWLY CREATED HOME OCCUPATIONS TO THE PLANNING BOARD OF THE VILLAGE OF RYE BROOK WHEREAS, the Village of Rye Brook Board of Trustees is considering amending Section 250-38 of the Code to require special permits for all newly created home occupations,with the exception of Tier I home occupations; and WHEREAS, the Board of Trustees has complied with the provisions of the New York State Environmental Quality Review Act by declaring itself lead agency and by determining that adoption of such local law is a "Type IP' action and therefore,no further environmental review of the proposed action is required. NOW, THEREFORE, BE IT RESOLVED, that the Board of Trustees hereby refers the subject application to the Westchester County Department of Planning, adjacent municipalities, the Village Planning Board and the Planning Consultant of the Village of Rye Brook for a report and recommendation. Mayor Rand called for discussion. Trustee Santon noted that there was a requirement of that all Home Occupation users register with the Village,however, less than five parties have registered. He questioned what the penalty or repercussion for not registering was, and whether or not this meant that there were no other Tier II or Tier III users within the Village. Mr. Beane noted that the penalty for not registering is the issuance of a violation. A Home Occupation that is not registered is now in violation. Trustee Santon Board of Trustees Meeting September 14,2004 Page 9 questioned what the turnaround time, under the law, was for the Building Inspector to process the paperwork. Mr. Beane noted that there was no written procedure as to how to handle individuals in violation. Trustee Santon asked when the law is passed whether or not it would be applied. He also question who could claim being grandfather and who could not. Mr. Beane noted that if a Home Occupation never registered then they cannot be grandfathered until registered. TRUSTEE BUZIN VOTING AYE TRUSTEE FEINSTEIN VOTING AYE TRUSTEE HARRIS VOTING AYE TRUSTEE SANTON VOTING AYE MAYOR RAND VOTING AYE 4) CONSIDERING THE AWARD OF CONTRACT # 04-06: (ICOP) IMPACT CONNECTIVITY ON PATROL A WIRELESS MOBILITY SOLUTION. Mr. Bradbury read the resolution. On a motion made by Trustee Buzin, and seconded by Trustee Feinstein, the resolution was adopted. RESOLUTION AWARDING CONTRACT #04-06 (ICOP) IMPACT CONNECTIVITY ON PATROL A WIRELESS MOBILITY SOLUTION WHEREAS, the Village of Rye Brook has solicited bids for contract 04- 06 "(ICOP) Impact Connectivity on Patrol, a Wireless Mobility Solution." WHEREAS, a public notice was duly advertised in an official newspaper of the Village of Rye Brook on July 24, 2004; and WHEREAS, at 10:00 a.m., Wednesday, August 19th, 2004, all bids received were opened as summarized below; and BIDDER BID AMOUNT BID BOND Advanced Vision Tech. Group $34,457.00 Yes Board of Trustees Meeting September 14,2004 Page 10 WHEREAS, upon reviewing the bids, the Chief of Police and Village Administrator have determined that the lowest responsible bidder meeting the requirements of the contract documents is Advanced Vision Technology Group for the bid price of$34,457.00. NOW, THEREFORE, BE IT HEREBY RESOLVED, that contract 904-06 "(ICOP) Impact Connectivity on Patrol, a Wireless Mobility Solution" is hereby awarded to Advanced Vision Technology Group for the total bid price of $34,457.00; and be it FURTHER RESOLVED, that the Mayor is hereby authorized to execute and deliver all documents necessary or appropriate to accomplish the purposes of this resolution. Chief Santoro noted that the Village received a grant that cover 100% of thus project. This means that there will now be computers in the police vehicles, which will be able to access the same information as the computers at Headquarters. There will be enough antennas to cover 99% of the Village. The computers should be installed in a month, and then training will commence. TRUSTEE BUZIN VOTING AYE TRUSTEE FEINSTEIN VOTING AYE TRUSTEE HARRIS VOTING AYE TRUSTEE SANTON VOTING AYE MAYOR RAND VOTING AYE 5) DECLARING MUNICIPAL EQUIPMENT AS SURPLUS FOR SALE Mr. Bradbury read the resolution. On a motion made by Trustee Santon, and seconded by Trustee Buzin, the resolution was adopted. RESOLUTION DECLARING MUNICIPAL EQUIPMENT AS SURPLUS FOR SALE Board of Trustees Meeting September 14,2004 Page 11 WHEREAS, the Village of Rye Brook has several pieces of municipal vehicles and equipment that are no longer of functional value or use to the Village and; WHEREAS, the equipment may have a nominal resale value; NOW, THEREFORE, BE IT HEREBY RESOLVED, that the equipment listed below is declared surplus to be sold to the highest qualified bidder through sealed bids solicited through classified advertisement in the official paper of the Village. Make MODEL YEAR VIN ESCRIPTION CHEVY CAPRICE 1996 1G1BL52P2TR133696 Passenger; 111,264 miles CHEVY CAPRICE 1992 lGlBL5379NW158243 Passenger; 81,865 miles CHEVY 3500 1991 1GBJV33K3MF302121 Pickup; 61,325 miles CHEVY SUBURBAN 1994 1GNDT13W6R2141002 SUV; 118,462 miles CHEVY CAPRICE 1991 1G1BL52P6SR171835 Passenger; 112,232 miles AND IT IS FURTHER RESOLVED, that if no bids are received for a particular item, that this item may be disposed of through appropriate means, AND IT IS FURTHER RESOLVED, that the Mayor is hereby authorized to execute and deliver all documents necessary or appropriate to accomplish the purposes of this resolution. Mayor Rand noted that some of the vehicles are up there in age, and mileage,with the newest vehicle being a 1996. TRUSTEE BUZIN VOTING AYE TRUSTEE FEINSTEIN VOTING AYE TRUSTEE HARRIS VOTING AYE TRUSTEE SANTON VOTING AYE MAYOR RAND VOTING AYE 6) APPROVAL OF MEETING MINUTES: Board of Trustees Meeting September 14,2004 Page 12 April 6, 2004; April 27, 2004; May 25, 2004; June 8, 2004; June 22, 2004; July 27, 2004; and August 24,2004. On a motion made by Trustee Santon to consider the summaries at the next Board of Trustee meeting. Mayor Rand noted the commencement of the Leaf Collection Program was almost upon the Village. He noted that there have been discussions on procedure, and ways to make leaf collection more expedient. Many recommendations have been made, and Mr. Bradbury was called upon to review the changes made to this Program. It was noted that a highlight of the changes has been included in the Village's newsletter. Mr. Bradbury noted that this information will be posted on the Village's website. Several months of review have resulted in the changes to the current program. This matter was discussed with Village staff, and different perspectives were considered. There will be three (3) routes, which will be listed on the website. Trucks will not be re-routed. By keeping trucks on their assigned routes, and having the drivers report back on a daily basis, the Village will be able to advise residents of when the trucks will be passing again. In addition, the drivers will be reporting obstacles and/or contaminated piles. A pile is considered contaminated when it contains anything other than leaves. This includes branches, balls, and rocks. The Village is asking that the leaves be placed at the curb, with piles being no more than 2 feet in width. The reason being that the truck only has approximately a four (4) foot reach. With uniform piles, keeping the piles tight, the truck can pick up all of the leaves in one passing. Trustee Feinstein questioned how the Village would be getting this message out to gardeners. Mr. Bradbury stated that a mailing list has been put together and a direct mailing will be made to most of the local landscapers. In addition warnings and tickets will be issued to make homeowners aware of violations. Mayor Rand noted that ultimately it is the responsibility of the homeowners to ensure that their landscapers are informed and kept current on Village ordinances. He stressed that it is very important to be very careful not to contaminate the leaf piles. This is heavy equipment, but it is also fragile when it comes to picking up rocks, bottles, soccer balls which can destroy the equipment. This type of debris can also create a dangerous situation for Village personnel. Mr. Bradbury noted that no leaves are to be pushed onto traffic islands. Several of the Homeowners Associations will be collecting their leaves and delivering the leaves to the compost site. He noted that branches should be bundled and, as of January 1, 2005, at the end of the leaf pickup program—the leaves should be bagged. Board of Trustees Meeting September 14,2004 Page 13 Trustee Santon stated that he was against placing anything into the roadway. He felt that this was sending the wrong message. Mr. Bradbury noted that the Village is trying to reach a compromise—not destroying residents' lawns, and not blocking the streets. Mr. Victor Carosi, Village Engineer, described the equipment. He pointed out that the vacuum is manually operated, and swings from side to side. This vacuum hose has a limited motion, and the other end is attached to the middle of the truck. The operator stands between two pieces of equipment, which gives him a four (4) or five (5) reach. Stretching out the leaves versus placing them in five (5) wide piles means that the staff can pick up all the leaves in one pass. Mayor Rand noted that this was a decent compromise. Although not perfect, the Village hopes for a better year than last year. All pick-up dates will be posted on the Village's website. Trustee Harris noted that last year we had a late drop of leaves, and an early snowfall. He asked if the Village was prepared for this type of scenario this year. Mr. Carosi noted that it was hoped that all the leaves would be picked up before any snow storms. The bulk of leaves come down in mid-November,but with weather there are no guarantees. Trustee Santon asked if things don't go according to plan if there was a contingency plan. He suggested outside vendors to assist the Village. Mr. Bradbury stated that he would look into this issue. Mayor Rand noted that the residents around the Port Chester High School were delighted with the new parking regulations, and that the speed limit appeared to be working. The Rye Brook Police Department was still monitoring the situation, and additional changes can be made if needed. It is important to remember that the Village does not want to shift the parking problems from one area to another. Mayor Rand noted that he had received calls and e-mails from residents who feel that it is a hardship for them to place recyclable and bulk waste out after 6:00 p.m. in the winter months. Mayor Rand asked the Board for their feelings regarding changing the time for the winter months. Mr. Bradbury noted that this would mean that the Code would have to be modified and, if that is the direction the Board wishes to go, a pubic hearing must be set. Mayor Rand reminded everyone that there is a time constriction as it is getting darker earlier. Trustee Feinstein felt that if the Board considered changing the time, it should be uniform throughout the year or it would become too confusing. Unfortunately this would mean that during the summer months garbage could be placed out an extra hour. She preferred to leave it at 6:00 p.m. Board of Trustees Meeting September 14,2004 Page 14 Mr. Beane stated that the Village could try this change for a winter, noting that in the dead of winter it is dark by 5:00 p.m. This would mean changing the time from 6:00 p.m. to 4:30 p.m. Trustee Buzin felt that the Ordinance should be kept the way it was. He noted that residents could place bulk waste and recycling out in the morning, and pointed out that the present schedule has been working very well. Trustee Harris also felt that it would be too confusing with two different schedules. However, he noted that there is a contingent of people who are not able to carry out their trash by themselves. He stated that if someone's water heater broke, it would be the workers that would bring the old heater to the curb. This would mean needing to place the heater outside prior to 5:00 p.m. It was also noted that many of the older residents were the ones that were having problems. Trustee Feinstein felt that the Village should look into implementing a program with the school districts, awarding community service credits for students who are willing to help people bring their recycling and bulk waste to the curb. Mayor Rand stated that this was an excellent suggestion and a very productive discussion. Mr. Bradbury was directed to research this matter. DISCUSSION ITEM: Various issues relating to King Street Fields Project Trustee Santon stated that by October 140' the Village would know if they have the additional land needed for the creation of the proposed fields. He asked for a timeline for getting proposals, when the scaled blueprint drawings would be completed, and when the Village would be sure that what has been proposed fits. He also asked for the status of the Legacy Grant application, and what supplemental/alternative sources were in place for funding, Trustee Santon noted that this is a $3.28 million dollar project, which means a $1.8 shortfall in funding. He questioned where the shortfall of funds would come from. He felt that there were a lot of issues that needed to be dealt with so that the Village could hit the ground running when the information is all in. He also questioned the status of Tennessee Gas' approvals, and whether or not they are still okay with the proposal. He stated that communication with Tennessee Gas must start immediately. Trustee Santon continued, questioning what the Village was doing about the proposed detention basin from the 2002 study from Dolph Rothfeld. Board of Trustees Meeting September 14,2004 Page 15 Mayor Rand asked that Mr. Bradbury attempt to answer all of Trustee Santon's questions, and give an update on this discussion item. Mr. Bradbury began by noting that before the next Board of Trustees meeting the Village will receive proposals. The architect on the project will be asked to clarify the plans. Regarding the Legacy Grant, he had no additional information yet. Mr. Bradbury agreed that it was an appropriate time to re-engage Tennessee Gas. Mr. Beane agreed, stating that now was the appropriate time to put together the agreement between Tennessee Gas and the Village. Mr. Bradbury noted that the detention basin was an important part of the puzzle being put together. This must be fleshed out, and Mr. Rotfeld would now be directed to work on this project. Trustee Feinstein noted that the financing was one of the more important issues. The Village will need to borrow in the vicinity of $1.8 million. She questioned what this would cost the Village, and asked that the numbers be put together. This information must be in place in order to make a determination. Mayor Rand agreed that issues need to be reviewed as this is a very critical time — over the next several weeks — and the Village must be sure that things are moving ahead. There must be a back up for funding. The Village intends to take this project and make it a reality. He stated that Trustee Santon was correct in asking these questions. He asked that at every meeting of the Board of Trustees an update as to where the Village stands on this project be given. Mayor Rand noted that this project has many different moving parts and angles. It has been a very difficult game to play. Many of the questions that have been raised must be answered,perhaps not yet—but sooner or later they must be answered. He noted that this is a field that may be built in stages because the Village may not be able to afford everything all at once. The residents of the Village, and both school districts, may be asked to help fund and pay for additional bonds. He reiterated that updates must be made at each meeting of the Board of Trustees. Trustee Santon pointed out that he was only aware of one SEQRA declaration, and that was in June of 2002 when the project was a $600,000 soccer field. He requested information on SEQRA to ensure that the Village does what it is supposed to do. He stated that the SEQRA declaration must be updated. Trustee Santon stated that he was glad to see that there has been some discussion on the financial aspects. He wanted clarification of what could be afforded. He also asked that Mr. Rotfeld advise the Board of the size of the detention basin, where it could be located, and if an underground detention basin should be considered. He asked that the process be accelerated. Board of Trustees Meeting September 14,2004 Page 16 Mayor Rand noted that Trustee Feinstein had requested that a Smart Review from the County be considered. It was noted that the Finance Advisory Board had a meeting scheduled for Tuesday, September 280' at 8:00 a.m. at Village Hall. The purpose of the meeting is to review the issues, and noted areas for review, i.e., fiscal balance, alternate sources of revenue, etc. This review will determine how the Village is doing year-to-date on the budget and cash reserve. Trustee Feinstein asked for a public presentation. Mayor Rand noted that the presentation would be scheduled. Mayor Rand announced that the next Board of Trustees meetings were scheduled for September 28, 2004 and October 12, 2004. On a motion made by Trustee Santon, and seconded by Trustee Feinstein, the meeting was adjourned at 9:50 p.m. TRUSTEE BUZIN VOTING AYE TRUSTEE FEINSTEIN VOTING AYE TRUSTEE HARRIS VOTING AYE TRUSTEE SANTON VOTING AYE MAYOR RAND VOTING AYE Respectfully Submitted, Christopher J. Bradbury Village Administrator/Clerk Board of Trustees Meeting September 14,2004 Page 17