Village Board of Trustees
Regular Meeting
July 10, 2013
7:30 p.m.
The Regular Meeting of the Board of Trustees of the Village of Briarcliff Manor, New York was held in the Village of Briarcliff Manor Village Hall, at 1111 Pleasantville Road, Briarcliff Manor, New York on the 10th of July, 2013 commencing at 7:30 p.m.
Present
William J. Vescio, Mayor
Lori A. Sullivan, Deputy Mayor
Mark Pohar, Trustee
Mark L. Wilson, Trustee
Also Present
Philip Zegarelli, Village Manager
Christine Dennett, Village Clerk
Clinton Smith, Village Counsel
Absent
Robert Murray, Trustee
Board of Trustees Announcements by Trustee Wilson
- Hydrant Flushing resumed this week.
- The Schools Out for Summer Party was on June 21st at the Law Park Pavilion and had over 275 attendees.
- The Library and Community Center had many successful and well attended programs.
- The first installment of taxes was due on July 1st. Reminder letters are being mailed out.
- The Pool Season is in full swing and permits are required.
- Family Fun night is scheduled for July 12th.
- Specialty Recreation programs are available throughout the summer
- Pool and tennis permits are still available
- Seussical the Musical will be on July 26th and 27th. Tickets are on sale online at summercliffplayers.com.
- The Fall Recreation brochure is currently being put together.
Mayor Vescio stated the Village settled all labor agreements and thanked everyone for their hard work.
Village Managers Report by Village Manager Zegarelli
- Work has begun at Old Sleepy Hollow Estates.
- There was a turbidity alert and the water system caught it before it became an issue.
- A meeting is scheduled with Architect regarding the Community Center
- A ribbon cutting ceremony is being scheduled for the 445 N. State Road Project.
- The SCADA system has been completed
- Building permits continue to pick up.
- Humid and wet weather is causing everything to grow rapidly.
Public Comments
There were no public comments.
Budget Amendments/Transfers
FEMA
Upon motion by Trustee Pohar, seconded by Deputy Mayor Sullivan, the Board voted unanimously to approve the following resolution:
BE IT RESOLVED that the General Fund and Water Fund budgets for fiscal year 2012-2013 are hereby amended to accept FEMA monies for funding from Superstorm Sandy as follows:
Increase Revenue – A0101.4560 (FEMA) by $64,985.98
Increase Expense A5110.101 Personnel $51,988.57
A8090.435 Disposal $12,997.41
TOTAL $64,985.98
Library Grant and Special Revenue
Upon motion by Deputy Mayor Sullivan, seconded by Trustee Wilson, the Board voted unanimously to approve the following resolution:
BE IT RESOLVED that the Library Fund for fiscal year 2012-2013 is hereby amended as follows:
Increase Revenue – L0108.2705 Gifts and Donations by $7,150.81
Increase Expense - L7410.206 Special Matching Expenses by $7,150.81
BE IT RESOLVED that the Library Fund for fiscal year 2013-2014 is hereby amended as follows:
Increase Revenue – L0108.2705 Gifts and Donations by $3,500
Increase Expense - L7410.206 Special Matching Expenses by $3,500
Water Fund
Upon motion by Trustee Wilson, seconded by Trustee Pohar, the Board voted unanimously to approve the following resolution:
BE IT RESOLVED that the Board of Trustees does hereby authorize the following budget transfers for FY 2012-2013:
From: F1990.499 Water Fund Contingency $16,300.27
To: F1420.460 Legal $16,300.27
From: F1990.499 Water Fund Contingency $18,107.77
To: F8310.840 Retirement $18,107.77
From: F1990.499 Water Fund Contingency $10,622.23
To: F8340.102 Overtime $10,622.23
From: F8320.451 Water Purchases $100,948.57
To: F8320.460 Contractual $21,900.65
To: F8340.101 Salary $21,217.14
To: F8340.460 Contractual $36,189.00
To: F8340.840 Retirement $21,641.78
TOTAL Water Fund $145,978.84
Library Fund
Upon motion by Trustee Pohar, seconded by Deputy Mayor Sullivan, the Board voted unanimously to approve the following resolution:
BE IT RESOLVED that the Board of Trustees does hereby authorize the following budget transfers for FY 2012-2013:
From: L1950.422 Taxes & Assessments $89.55
L1980.498 MTA Tax $60.82
L7410.211 Repair/Maintenance $764.21
L7410.428 Office Supplies $33.59
L7410.440 Utilities - Electricity $1,480.54
L7410.446 Postage $130.42
L7410.460 Contractual $346.14
L7410.460 Contractual $1,330.17
L7410.468 Dues/Subscriptions $176.00
L7410.483 Children’s Programs $84.67
L7410.486 Adult Programming $417.58
L7410.805 Medicare Reimbursement $499.50
L7410.810 Optical Insurance $440.00
L7410.815 Dental Insurance $778.20
L7410.825 Hospital Insurance - Retiree $4,997.56
To: L7410.103 Personnel Services $12,269.82
From: L7410.850 Social Security $1,608.88
To: L7410.850 Travel/Mileage Reimbursement $0.67
L7410.480 Books/Software $120.56
L7410.481 DVD’s $6.60
L7410.482 Periodicals & Magazines $52.65
L7410.106 Longevity $0.16
L7410.442 Utilities – Natural Gas $1,106.56
L7410.407 Software Maintenance $52.00
L7410.484 Books on CD $20.50
L7410.101 Full Time Personnel $249.18
BE IT RESOLVED that the Board of Trustees does hereby authorize the appropriation of fund balance as follows:
From: L0909 Fund Balance $2,575.20
To: L7410.840 Retirement & Pension $1,885.69
To: L7410.820 Hospital Insurance $628.94
To: L7410.442 Utility – Natural Gas $60.57
Salary Increases
Upon motion by Trustee Wilson, seconded by Trustee Pohar, the Board voted unanimously to approve the following resolution:
BE IT RESOLVED that the Board of Trustees does hereby authorize the following budget transfers for FY 2013-2014:
From: A1990.499 GF Contingency $6,151.15
To: A3620.101 Salary $6,151.15
From: A1990.499 GF Contingency $3,358.15
To: A1110.101 Salary $3,358.15
From: A1990.499 GF Contingency $6,142.30
To: A1325.101 Salary $6,142.30
From: A1990.499 GF Contingency $3,033.65
To: A1410.101 Salary $3,033.65
From: A1990.499 GF Contingency $3,206.99
To: A1440.101 Salary $3,206.99
From: A1990.499 GF Contingency $9,877.99
To: A1490.101 Salary $9,877.99
From: A1990.499 GF Contingency $11,333.40
To: A7020.101 Salary $11,333.40
From: A1990.499 GF Contingency $12,495.65
To: A3120.101 Salary $12,495.65
From: F1990.499 WF Contingency $16,320.57
To: F8310.101 Salary $16,320.57
TOTAL $71,919.85
Appropriation of Fund Balance – Full Water Supply Project Principal Payment
Upon motion by Trustee Pohar, seconded by Deputy Mayor Sullivan, the Board voted unanimously to approve the following resolution:
BE IT RESOLVED that the Board of Trustees does hereby authorize the appropriation of fund balance as follows:
From: F0909 Fund Balance $540,099.34
To: F9901.940 Full Water Supply Principal $540,099.34
Authorize Village Manager to Execute Agreements
NYSDOT Snow and Ice Agreement Amendment 2012-2013
Upon motion by Deputy Mayor Sullivan, seconded by Trustee Wilson, the Board voted unanimously to approve the following resolution:
BE IT RESOLVED that the Village Manager is hereby authorized and directed to execute an agreement with the New York State Department of Transportation to amend the Indexed Lump Sum Municipal Snow and Ice Agreement for the period from July 1, 2012 through June 30, 2013 from $5,182.80 to $8,639.73.
Emergency Relief Project Agreement
Deputy Mayor Sullivan noted the project had already been completed.
Upon motion by Trustee Wilson, seconded by Trustee Pohar, the Board voted unanimously to approve the following resolution:
Authorizing the implementation and funding in the first instance 100% of the federal-aid eligible costs of a transportation federal-aid emergency project, and appropriating funds therefore.
WHEREAS, a Project for the Emergency Repair work to correct damages caused by Hurricane Irene August 26, 2011 at North State Road in the Village of Briarcliff Manor, Westchester County, PIN 8701.92 (the “Project”) is eligible for funding under Title 23 U.S. Code, as amended, for Federal emergency relief that calls for the apportionment of the costs of the Emergency Repair to be borne at the ratio of 100% Federal funds and 1% non-federal funds; and
WHEREAS, the Village of Briarcliff Manor desires to advance the Project by making a commitment of 100% of the non-federal share of the costs thereof.
NOW, THEREFORE, the Village of Briarcliff Manor Board of Trustees, duly convened, does hereby,
RESOLVE, that the Village of Briarcliff Manor Board of Trustees hereby approves the above-subject Project; and it is hereby further
RESOLVED, that the Village of Briarcliff Manor Board of Trustees hereby authorizes the Village of Briarcliff Manor to pay in the first instance 100% of the federal and non-federal share of the cost of construction work for the Project or portions thereof; and it is further
RESOLVED, that the sum of $58,902 is hereby appropriated pursuant to the Fiscal Year 2011-2012 Budget adopted on April 26, 2011 and made available to cover the cost of participation in the above phase of the Project; and it is further
RESOLVED, that in the event the full federal and non-federal share costs of the Project exceeds the amount appropriated above, the Village of Briarcliff Manor Board of Trustees shall convene as soon as possible to appropriate said excess amount immediately upon the notification by the Mayor of the Village of Briarcliff Manor thereof, and it is further
RESOLVED, that the Mayor of the Village of Briarcliff Manor be and is hereby authorized to execute all necessary Agreements, certifications or reimbursement requests for Federal Aid and/or applicable Marchiselli Aid on behalf of the Village of Briarcliff Manor with the New York State Department of Transportation in connection with the advancement or approval of the Project and providing for the administration of the Project and the municipality’s first instance funding of project costs and permanent funding of the Project and the municipality’s first instance funding of project costs and permanent funding of the local share of federal-aid and state-aid eligible Project costs and all Project costs within appropriations therefore that are not so eligible, and it is
further
RESOLVED, that in addition to the Mayor, the Village Manager is also hereby authorized to execute any necessary Agreements or certifications on behalf of the Village, with NYSDOT in connection with the advancement or approval of the Project identified in the State/Local Agreement; and it is further
RESOLVED, that a certified copy of this resolution be filed with the New York State Commissioner of Transportation by attaching it to any necessary Agreement in connection with the Project, and it is further
RESOLVED, that this Resolution shall take effect immediately.
Authorize the Filing of the Uniform Notice of Claim Certificate
Upon motion by Trustee Pohar, seconded by Deputy Mayor Sullivan, the Board voted unanimously to approve the following resolution:
WHEREAS, pursuant to Chapter 500 of the Laws of New York (2012) and Chapter 24 of the Laws of New York (2013), General Municipal Law §53 requires public corporations, such as the Village of Briarcliff Manor, to file a certificate with the Secretary of State designating the Secretary of State as the Village’s agent for service of a notice of claim; and
WHEREAS, under the provisions of General Municipal Law §53 the certificate must include the applicable time limit for filing the notice of claim and the name, post office address and electronic mail address, if available, of an officer, person, or designee, nominee or other agent-in-fact for the transmittal of notices of claim served upon the Secretary as the Village’s agent; and
~
~WHEREAS,~ pursuant to General Municipal Law, §50-e(1)(a), the applicable time limit for the filing of a notice of claim upon a Village is 90 days after the claim arises, or in the case of a wrongful death action, 90 days from the appointment of a representative of the decedent’s estate;~
NOW THEREFORE, BE IT:
~
RESOLVED, that the Board of Trustees of the Village of Briarcliff Manor, County of Westchester designates Christine Dennett in her capacity as Village Clerk to receive notices of claims~served upon the Secretary of State by mail at 1111 Pleasantville Road Briarcliff Manor, New York 10510 and email at cdennett@briarcliffmanor.org.~~
~
BE IT FURTHER RESOLVED, that the Board of Trustees hereby directs the Village Clerk to file the required certificate with the Secretary of State informing him of the Village’s designation and applicable time limitation for filing a notice of claim with the Village on or before July 15, 2013.~~~
Amendment to the Village of Briarcliff Manor Employee Handbook – Medical Insurance Premium
Upon motion by Deputy Mayor Sullivan, seconded by Trustee Wilson, the Board voted unanimously to approve the following resolution as amended:
BE IT RESOLVED that the Board of Trustees of the Village of Briarcliff Manor hereby amends the Village of Briarcliff Manor’s (“VBM”) Employee Handbook adopted by the Board of Trustees on March 17, 2005 and amended on February 16, 2013 as follows:
806 Medical Insurance
Eligibility - The Village will make available medical insurance coverage to each full-time employee and their eligible family members. Part-time, temporary, or seasonal employees are not eligible for medical insurance coverage. For the purposes of medical insurance coverage a Village Justice is considered a part time employee.
When Coverage Begins - Coverage will begin on the employee’s first day of employment, the first day of office, provided all eligibility requirements of the insurance plan are met.
Coverage will end at the end of the month in which an employee separates employment with the Village
Premium Payment (Full-Time Employees) –
The Village will pay
- 95% of the premium for individual or family medical insurance coverage, as the case may be, of the annual premium each year, for each eligible full-time employee who was hired before June 1, 2013. The employee will pay the remaining 5% of the premium in 26 equal payroll deductions.
- 85% of the premium for individual or family medical insurance coverage, as the case may be, of the annual premium each year, for each eligible full time employee who was hired on or after June 1, 2013. The employee will pay the remaining 15% of the premium in 26 equal payroll deductions.
In addition to the employee contribution specified above, an employee who selects HMO medical coverage (if available) is also responsible for payment of the difference between the cost of the basic medical option and the selected HMO option.
Changes in Premium Contributions – The amount of the insurance premium an employee is required to contribute is subject to change by resolution of the Board of Trustees. The Board of Trustees will provide a two-month written notice of such change.
Union Employees - An employee who is a member of a collective bargaining unit is not covered by the Medical Insurance provisions set forth immediately above and should refer to the applicable collective bargaining agreement.
Adoption of Capital Budget for FY 13-14
Upon motion by Trustee Wilson, seconded by Trustee Pohar, the Board voted unanimously to approve the following resolution as amended:
BE IT RESOLVED, that the Board of Trustees does hereby adopt the Capital Budget for Fiscal Year 2013-2014 in the amount of $3,453,720 as follows which represents 102% of the cost:
Village of Briarcliff Manor |
updated 6/27/13 |
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2013-14 Capital Projects |
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BOT approved ________________________________ |
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Departmental |
Funding w/ |
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PPU (Years) |
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Budget |
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2% |
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PROJECT |
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Requested |
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Costs |
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Police Department: |
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Chief Vehicle |
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$ 35,000 |
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$ 35,700 |
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5 |
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Total Requirements: |
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$ 35,000 |
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$ 35,700 |
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Fire Department: |
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S.C.B.A. |
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$ 150,000 |
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$ 153,000 |
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20 |
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Total Requirements: |
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$ 150,000 |
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$ 153,000 |
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Department of Public Works: (general) |
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Annual Paving |
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$ 100,000 |
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$ 102,000 |
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15 |
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Annual Sidewalk |
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$ 60,000 |
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$ 61,200 |
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10 |
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Epoxy Paint Traffic Lines |
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$ 50,000 |
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$ 51,000 |
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15 |
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Annual Street Light Replacement -1st year |
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$ 40,000 |
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$ 40,800 |
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20 |
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Total Requirements: |
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$ 250,000 |
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$ 255,000 |
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Department of Public Works: (water) |
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Cleaning &Cement Lining Round Hill Road |
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$ 1,500,000 |
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$ 1,530,000 |
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40 |
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SCADA -Water Systems Priority 2 |
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$ 150,000 |
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$ 153,000 |
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40 |
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Village Wide Drainage |
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$ 200,000 |
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$ 204,000 |
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40 |
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Total Requirements: |
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$ 1,850,000 |
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$ 1,887,000 |
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Department of Public Works: (vehicles) |
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Walk Behind Mower |
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$ 6,000 |
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$ 6,120 |
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15 |
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Total Requirements: |
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$ 6,000 |
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$ 6,120 |
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Department of Public Works: (Water Vehicles) |
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Backhoe |
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$ 100,000 |
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$ 102,000 |
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15 |
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Excavating Attachments |
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$ 60,000 |
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$ 61,200 |
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$ 160,000 |
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$ 163,200 |
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Facilities: |
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Community Center Phase II |
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$ 300,000 |
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$ 306,000 |
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25 |
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DPW Generator |
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$ 150,000 |
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$ 153,000 |
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10 |
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DPW Boiler -Gas Line |
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$ 100,000 |
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$ 102,000 |
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10 |
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Macy Road Demolition |
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$ 135,000 |
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$ 137,700 |
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10 |
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Macy Road Comfort Station |
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$ 250,000 |
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$ 255,000 |
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25 |
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$ 935,000 |
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$ 953,700 |
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Total-General Fund |
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$ 1,376,000 |
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$ 1,403,520 |
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Total-Water Fund |
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$ 2,010,000 |
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$ 2,050,200 |
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Total - All Projects |
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$ 3,386,000 |
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$ 3,453,720 |
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Fire Department Memberships
The Board thanked the new members for volunteering.
Upon motion by Trustee Pohar, seconded by Deputy Mayor Sullivan, the Board voted unanimously to approve the following resolution:
BE IT RESOLVED, that the Board of Trustees of the Village of Briarcliff Manor hereby approves the membership of Eric Nadler to the Briarcliff Manor Hook & Ladder Company.
BE IT RESOLVED, that the Board of Trustees of the Village of Briarcliff Manor hereby approves the membership of Thomas J. Frankie to the Briarcliff Manor Hook & Ladder Company.
BE IT RESOLVED, that the Board of Trustees of the Village of Briarcliff Manor hereby approves the membership of Russell F. Cocozza to the Briarcliff Fire Company.
Minutes
The minutes of May 15, 2013 were tabled to the next meeting.
Upon motion by Deputy Mayor Sullivan, seconded by Trustee Wilson, with one abstention by Trustee Pohar, the Board voted to approve the minutes of June 5, 2013 as amended.
Upon motion by Trustee Pohar, , seconded by Deputy Mayor Sullivan, with one abstention by Trustee Wilson, the Board voted to approve the minutes of June 19, 2013.
Change Meeting Date
Upon motion by Trustee Pohar, seconded by Trustee Wilson, the Board voted unanimously to change the Board of Trustees meeting scheduled for July 17, 2013 to July 24, 2013 at 7:30pm with a work session prior to begin at 6:45pm.
Adjournment
Upon motion by Deputy Mayor Sullivan, seconded by Trustee Wilson, the Board voted unanimously to adjourn the meeting at 8:25pm.
Respectfully Submitted By,
Christine Dennett
Village Clerk
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