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HomeMy WebLinkAbout2013-10-08 - Board of Trustees Meeting Minutes VILLAGE OF RYE BROOK BOARD OF TRUSTEES MEETINGS VILLAGE HALL, 938 KING STREET TUESDAY, OCTOBER 8,2013 AGENDA 7:00 P.M.—EXECUTIVE SESSION: Committee Openings 7:30 P.M.—REGULAR MEETING PLEDGE OF ALLEGIANCE REPORT: 1) Westchester Hilton Sketch Plan Review AFFORDABLE HOUSING PUBLIC HEARINGS RESOLUTIONS 1) Considering awarding contract 913-02: "2013 Recreational Sport Shirts Bid" 2) Considering the renewal of an Emergency Subscriber List Information License Agreement with Verizon 3) Considering modifications to the Village Cell Phone and Wireless Communications Policy and Procedure 4) Considering declaring municipal cellphones as surplus ADMINISTRATOR'S REPORT OLD BUSINESS NEW BUSINESS DISCUSSION ITEMS: 1) Considering joining the Southern Westchester Energy Action Consortium 2) Feral Cats 3) Dog Park ACTION ON NON-AGENDA MATTERS SUBJECT TO THE CONSENT OF THE TRUSTEES PRESENT AT THE MEETING THE NEXT SPECIAL AND REGULAR TRUSTEES MEETINGS: October 22 & November 12, 2013 BOARD: Trustee Susan R. Epstein Trustee David M. Heiser Trustee Jason A. Klein Mayor Paul S. Rosenberg Trustee Jeffrey Rednick- Excused STAFF: Christopher J. Bradbury, Village Administrator David Burke, Assistant Village Administrator Jennifer Gray, Esq., Village Counsel Marilyn Timpone Mohamed, Village Consultant Fred Seifert, Public Access Coordinator Paula Patafio, Meeting Secretary Mayor Paul Rosenberg welcomed everyone to the October 8, 2013 meeting of the Board of Trustees. He called for the first item on the agenda. REPORT: 1) Westchester Hilton Sketch Plan Review Mr. Bradbury noted that the applicant was in attendance and would review the plans. This is not an official application, but rather the presentation of a concept. The Board will give informal feedback. A previous sketch plan was presented and reviewed. Frank McCullough, of McCullough, Goldberg and Staut, legal representation for the applicant addressed the Board. John Sacardi, the Planner, was also in attendance, as was a representative for the principal. He began his presentation by noting that the first proposal was for approximately 100 units in the area of the overflow parking. The proposed building was going to be four stories with parking beneath. Since February the market was tested and it was found that this original idea is not that marketable. During the process it was found that the current plan is feasible. The proposed senior housing is a smaller use by footprint. There are 100 units proposed with 25 units of memory care. There would be parking around the facility for the use. This use is consistent with the initial idea. It is a use that brings taxes to the community without increasing the impact on the school district. The building will be constructed towards Westchester Avenue and does not affect the neighbors on Lincoln Avenue. This proposal also removes the tennis bubble on the site. A use like this helps to secure the viability of the Hilton. John Sacardi, Planning Consultant, addressed the Board. He presented an aerial photograph of the site. He pointed out that this is an approximate 35 acre site. The present site access is not a particularly attractive access. The applicant looked at the existing site conditions. A second Board showed that the site is zoned H1, and has a four story height limitation and some very important setbacks. The design respects these limitations. The area is surrounded primarily by single family zones and that makes the buffers very important. There are also some environmental concerns which includes steep slopes. The opportunities on the site are limited if the set backs are respected. The over flow parking is near Westchester Avenue. This area is approximately two to three acres. Moving the access road closer to the hotel a three to four acre site will be created. The senior housing use makes the most sense. Traffic, taxes, school impacts, and services were all addressed. The third board contained a conceptual site plan. The new plan also has surface parking versus an underground parking area. Access to the site would be from the new boulevard. The access and parking will be reconfigured. Two hundred parking spaces were found on the site. One area is the area where the tennis bubble is now constructed. The bubble site is close to some of the residential properties and the parking in that area should be cut back. The final Board showed the two buildings and proposed parking lots. Mayor Rosenberg offered the two newest Board members the opportunity to ask questions. Trustee Epstein noted that independent living, assisted living, and the memory care is a great use for this parcel. Mayor Rosenberg noted that an initial concern was the difference between what is being offered by this facility and the existing facilities in Rye Brook. The services to be offered from the assisted living have not yet been decided. This facility could be in competition with existing facilities. Trustee Epstein questioned the parking. The additional parking spaces are disbursed on the site. There are three new lots. Mr. Bradbury noted that there have been complaints over the years about the Tennis Bubble. One of the attractiveness of this site is having a hotel next door. The initial thought was to share the amenities, but this may not work. Trustee Klein asked for a progressive storage water approach. Trustee Klein noted that there was quite an increase in impervious surfaces. There is an application for zoning amendments. As the site plan is prepared, things will become more specific. Trustee Heiser questioned transportation for the seniors. This issue has been discussed. The lobby was configured, and there will be a sitting area. A restaurant has been proposed. Quite a bit of work has gone into this review. For a hotel a big factor is the sense a arrival. Mayor Rosenberg felt this was a good start, and use for this property. Mayor Rosenberg called for the first resolution on the agenda: RESOLUTIONS 1) Considering awarding contract 413-02:112013 Recreational Sport Shirts Bid" Mr. Bradbury read the resolution: WHEREAS, the Village of Rye Brook has solicited bids for Contract 13- 02: "2013 Recreational Sport Shirts Bid;" and WHEREAS, a public notice was duly advertised in an official newspaper of the Village of Rye Brook on August 30, 2013; and WHEREAS, at 10:00 a.m., Thursday, September 19, 2013, all received bids were opened and summarized below: BIDDER Bid Bid Bond Fusion Graphics $13,220.39 Yes Ink it Up Ltd $15,959.00 Yes; and WHEREAS, upon review of the bid, the Village Administrator and Superintendent of Parks and Recreation have determined the lowest responsible bidder meeting the requirements of the contract document is Fusion Graphics for the Bid price of$13,220.39. NOW THEREFORE BE IT RESOLVED, that contract 13-02: "2013 Recreational Sport Shirts Bid;" is hereby awarded to Fusion Graphics for the bid price of $13,220.39; 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 this resolution is self-explanatory. The last time the Village placed this item out to bid it worked out very well. On a motion made by Trustee Heiser and seconded by Trustee Klein the resolution was adopted. Mr. David Burke, Assistant Village Administrator, called the roll: Trustee Epstein Voting Aye Trustee Klein Voting Aye Trustee Heiser Voting Aye Mayor Rosenberg Voting Aye 2) Considering the renewal of an Emergency Subscriber List Information License Agreement with Verizon Mr. Bradbury read the following resolution: RESOLVED, that the Board of Trustees of the Village of Rye Brook authorizes the Mayor to sign all necessary documents to enter into an Emergency Subscriber List Information License Agreement with Verizon. This agreement expires every three years. There is effort required in updating the list. The listed and unlisted numbers on this list to be used for emergency reach out only. Residents can register at RyeBrook.org to add their phone numbers. On a motion made by Trustee Heiser, and seconded by Trustee Klein, the resolution was adopted. The roll was called: Trustee Epstein Voting Aye Trustee Klein Voting Aye Trustee Heiser Voting Aye Mayor Rosenberg Voting Aye 3) Considering modifications to the Village Cell Phone and Wireless Communications Policy and Procedure Mr. Bradbury read the following resolution: CONSIDERING MODIFICATIONS TO THE VILLAGE CELLULAR PHONE AND WIRELESS COMMUNICAITON POLICY AND PROCEDURE WHEREAS, the Village of Rye Brook has an Employee Policy & Procedures manual that consists of a Cellular Phone and Wireless Communication Policy and Procedure; and WHEREAS, the Village desires to update the Cellular Phone and Wireless Communication Policy and Procedure. NOW, THERFORE BE IT RESOLVED, the Rye Brook Board of Trustees hereby approves the amended Cellular Phone and Wireless Communication Policy and Procedure. There is an existing policy and procedure that is now becoming outdated. This is an update, taking into consideration new technology. The policy was reviewed by Village Counsel and Staff. On a motion made by Trustee Heiser, and seconded by Trustee Klein, the resolution was adopted. The roll was called: Trustee Epstein Voting Aye Trustee Klein Voting Aye Trustee Heiser Voting Aye Mayor Rosenberg Voting Aye 4) Considering declaring municipal cell phones as surplus Mr. Bradbury read the following resolution: CONSIDERING DECLARING MUNICIPAL CELLPHONES AS SURPLUS FOR SALE WHEREAS, the Village of Rye Brook has several municipal cellphones that are no longer of functional value or use to the Village; and WHEREAS, the items have a resale value and the Village desires to receive the highest purchase price possible for said municipal phones. NOW, THEREFORE, BE IT RESOLVED, that up to nineteen (19) Blackberry Model: 9930 cell phones are hereby declared surplus to be sold for the highest purchase price; and be it FURTHER RESOLVED, the surplus phones will be sold to Firefly IT Asset Recovery, Inc. for the highest reasonable purchase price of up to $90.00 per functioning device. Mr. Bradbury noted that this was a good deal. On a motion made by Trustee Epstein, and seconded by Trustee Klein, the resolution was adopted. The roll was called: Trustee Epstein Voting Aye Trustee Klein Voting Aye Trustee Heiser Voting Aye Mayor Rosenberg Voting Aye ADMINISTRATOR'S REPORT: Mr. Bradbury noted that the leaf collection program is underway. The leaves are turning and falling. Residents were reminded to keep the piles near the curb and to make sure that there are no foreign objects in the piles. The Village is nearing the completion of the emergency access drive near the Arbors. Rye Brook will be hosting Holiday in the Park and the Haunted Trail for two nights at Crawford Park. The Comprehensive plan update is moving forward. The survey is now over and 863 people completed the survey. The results of the survey will be available soon. Mr. Bradbury announced that the Village now officially owns the Town Garage on West William Street. It is now referred to as the Village Garage. Mayor Rosenberg noted that the recent response to the survey was fantastic. Mayor Rosenberg called for the first item under Discussion Items: DISCUSSION ITEMS: 1) Considering joining the Southern Westchester Energy Action Consortium This is a collaboration among municipalities to get information out to residents. It could be information on solar power and how to get access, to other programs offered. Mayor Rosenberg noted that this is a great idea Mr. Bradbury read the following resolution: CONSIDERING JOINING THE SOUTHERN WESTCHESTER ENERGY ACTION CONSORTIUM WHEREAS,the Village of Rye Brook desire to join the Southern Westchester Energy Action Consortium(SWEAC); and WHERAS, the SWEAC is a collaboration of municipally-appointed citizen committees addressing energy and other sustainability concerns in Southern Westchester. NOW, THEREFORE BE IT RESOLVED, that the Mayor and Administrator are hereby authorized to execute and deliver all necessary documents in order to join the Southern Westchester Energy Action Consortium; and be it FURTHER RESOLVED, a member of the Village's Advisory Council on Environmental Conservation will be appointed as the Advisory Board member from the Village of Rye Brook on the Southern Westchester Energy Action Consortium. On a motion made by Trustee Heiser, and seconded by Trustee Epstein, the resolution was adopted. The roll was called: Trustee Epstein Voting Aye Trustee Klein Voting Aye Trustee Heiser Voting Aye Mayor Rosenberg Voting Aye Mayor Rosenberg called for the second discussion item on the agenda: 2) Feral Cats Mayor Rosenberg noted that the Village received notice of an issue of feral cats in the Country Ridge area. Mr. Halpern, a resident of Holly Lane, addressed the Board. He noted that there is a problem in this area and the one woman in particular feeds the cats on a daily basis. These are not domesticated cats who are constantly having kittens. Feral cats cannot be adopted. Mayor Rosenberg noted that this is an issue that is Village wide. Mr. Bradbury agreed that this is a problem. They multiply very quickly, and people should not be feeding them. He noted that legislation to deal with this issue should be considered. Mayor Rosenberg noted that a letter will be sent out to the resident feeding the feral cats in this area. The Village will also reach out to other municipalities to see how they handle this issue. 3) Dog Park Mayor Rosenberg noted that this matter was put on the agenda by Trustee Jeffrey Rednick. It will be held to the next meeting, when he will be in attendance. Mayor Rosenberg noted that the next meetings of the Board of Trustees were scheduled for October 22, 2013 and November 12, 2013. There being no further business before the Board, Mayor Rosenberg called for a motion to go into executive session. On a motion made by Trustee Epstein, and seconded by Trustee Klein, the meeting was adjourned at 8:45 p.m. and the Board went into an Executive Session.