Village Hall

Village of Plandome Heights

Preamble
The passage of time and circumstance creates a need for the Village to consider its space needs at this time.

Growth in activity, growth in record requirements, escalation of rents, increased space requirements and greater needs of residents all suggest that an increase in occupancy cost is at hand. At the same time, and for the first time, we have substantial capital reserve funds to use to make a down payment on the purchase of a Village Hall. With a substantial deposit, the question is, which is more efficient now and in the long term, rent or ownership.

We welcome this conversation; it need not be controversial or adversarial. It is a simple factual matter; the Village, like any service organization, needs a proper environment to serve residents’ needs. That includes having working space to review and process the building and construction projects on which our residents spend millions of dollars (and thousands of dollars of building fees) each year on improving and maintaining their homes. That includes appropriate space for the public meetings for applicants and their neighbors to meet before our Village Boards (Zoning, Architecture, and Trustees) to discuss important projects in the community. That includes appropriate space to conduct our Justice Court. The need is permanent, and the decision should reflect the long-term interests of the Village.  The days are over when the Village could be housed in resident’s homes or minimalist office space. 

When reviewing the Space Analysis Report (below), on October 3, 2022, one of the Trustees commented, “just like in our personal and business lives, we need fact-based decisions. and this report provides facts we can’t ignore.”

Our residents deserve this.

Our residents enjoy the services the Village provides at a substantially lower cost than those outside the Village due to the approximately 25 resident volunteers and our dedicated staff. On average, a Village resident pays about $500 less in property taxes each year than they would in the Town for the same services. In fact, our tax levy is essentially the lowest in Nassau County*. In Plandome Heights, you have:

    • The lowest taxes of the 64 Villages in the County*
    • Taxes that are, on average, $500 less than the Town for the same services in unincorporated Manhasset,
    • Money in the bank for a down payment for the first time in Village history,
    • Rents escalating to the point where purchase may be less expensive than rent.

  • Excluding one Village (North Hills) that operates on endowment and court fees and two villages in Hewlett that have less than half our population.

Our community, volunteers, and staff deserve this.

No future Mayor should have to worry about the changing objectives of a landlord. Our need for space to serve residents is a permanent need and, if possible, it should be met with a permanent home for their Village, and the permanent records regarding residents’ properties, like nearly all villages.

Recent Updates

Village History
The history of our Village Hall includes many years where Village Hall was housed in the individual homes of former Mayors, volunteer trustees or a volunteer Village Clerk or Treasurer. Records and meetings were held in those homes. We are grateful to those in the past who bore this burden in their homes. The time when Village Hall could be housed in a resident’s home is over. The history of our Village includes:

    • The Village was established on June 11, 1929.
    •  For 14 years from 1931-1945, John M. Isaacs, Mayor, and his wife Edith Wiles, Clerk, maintained Village records and hosted Village meetings in their home at 95 Bay Driveway.
    • Prior to the 1990’s, Village Clerks & Treasurers would keep records in their personal homes. In addition, Village meetings would be conducted in the homes of Village officials.
    • In the 1990’s, the Village leased space for the first time on Hillside Avenue and then at 37 Orchard Street. Meetings were held by borrowing meeting space at Plandome Village Hall.
    • In 2008, 37 Orchard Street was expanded to its current 717 square feet.
    • 10 years later, in 2018, 37 Orchard Street was “stretched” (see below) to add basement storage and electronic presentation tools resulting in a one-time rent increase of 10% (in addition to escalations).
    • In 2022, the final lease renewal was executed for the space at 37 Orchard Street and the Landlord began negotiations to increase the rent very significantly in 2025.

Growth of activity, as well as continued expansion of mandates, updated laws and requirements all place increasing demands on all levels of government including Villages. Further, due to the ageing of our homes and lifestyle changes, including changes resulting from the COVID -19 pandemic, building activity has increased more than 160% in 15 years since the present location was leased in 2008. 

In 20 years, since 2002, building activity (measured in fees charged) increased over 1,300% in 20 years. 

To meet this demand, our residents, and the volunteers who serve them (thus keeping your taxes low), deserve services that reflect the premier community they have chosen to live in and an appropriate environment to provide those services. Recognizing this and trying to avoid the significant rent increase we would incur at the time, in 2018 we took measures to “stretch” our space to last another 7 years. We are 4 years into that period and our 717 square feet is stretched to the limit. We are out of space.

Financial Feasibility
In order to understand the financial feasibility of buy vs. lease of a Village Hall, several experienced residents have volunteered to be Mayor’s Advisors to assist in a financial feasibility analysis. Materials below contain the facts and results produced by the financial feasibility analysis:

If we don’t act to own, Village taxes will go up to pay the higher rents to our existing landlord or to a new landlord for additional space.  We are working to lower these expected increases.


VPH Tax Increase If We Don’t Act

Space Analysis & Assessment
The Village’s need for space has significantly changed over the last 15 years of the current lease.  Those needs are driven by the increased volume of building activity including expansions and major renovations as well as the required maintenance of homes that have aged (roofs, driveways, generators, solar).  Those needs are also driven by code and archival changes which require much more information to be captured and retained in permanent building files.  The average building file in the past might be ¼ to ½ inch think.  A current building file might be 12 inches thick.  We can slow the growth by moving to digital records in the future (and we are) but the archival records must be maintained.  Other mandates from the state and federal government put pressures on our processes, staff, and methods.

The Village currently occupies 60% less space than our peer group of the 5 nearest Villages with similar populations (see report below).  There are minimum space requirements, independent of population, that allow a village to operate properly.   The Village is out of space. 

In order to help residents better understand the space needs, the Village hired a professional architect, Harry Nicolaides, AIA, to conduct a Space Analysis and needs assessment.

Mr. Nicolaides is enormously well qualified to give us this assessment and advice.  He has served clients in the community and in local villages for decades. Mr. Nicolaides has attended numerous Zoning and Appeals and Architectural Review Board meetings, advocating for his clients. Further, Mr. Nicolaides served as the Mayor of the Village of Munsey Park for 17 years, so he understands the needs of village operations beyond building department needs.

In Mr. Nicolaides’ report (see below link), he points out the following:

    • The Village’s “current quarters are woefully inadequate for even the smallest municipality.”
    • Compared to 5 nearby villages with comparable populations (average 1,064 population), our Village has 60% less space available to service residents (717 SF vs. average of 1,710 SF).
    • “It is not practical to have most meetings off-site as it will inhibit the efficient function of the staff and access to information and material available at the primary offices.”
    • Addressing the lack of privacy, the report notes the village needs, one “private room for executive sessions, Mayor’s office, Judges chambers and private conversations.” A private but shared space.

Mr. Nicolaides recommends the Village needs between 1,400 and 1,800 square feet of space to adequately address its needs. Materials below contain the facts and results produced by the Space Analysis and Assessment:

One resident, hearing the presentation of the Space Assessment and Report on October 3, 2022, commented, “One thing is clear, we shouldn’t pay any increase to stay in this current space?  

Why Now?
A confluence of factors come together to make now the time to act. They are:

    • Rental rates are going up significantly and we will no longer enjoy the low rental rates of the past 15 years after our current lease extension expires,  
    • We are out of space due to growth in activity and requirements and we operate with 60% less space than comparable villages,
    • We have completed our 10-Year Capital Plan with extraordinary financial results such that we have significant capital funds for a down payment on a purchase,
    • We have few near term capital needs to compete for our capital reserves,
    • Market conditions to borrow are favorable and to purchase may be favorable,
    • Purchase is clearly less costly than rental over the long run,
    • Rents go up every year; ownership costs are generally fixed. 
    • Digitizing can reduce the growth of storage needs, but not the archival records
    • Permanence has enormous value in stability for the Village including as landlord’s goals change.
    • The sense of community and endless possibilities for gathering make having a permanent Village Hall life changing to the culture and comradery of the Village.

And remember, a Village pays no property tax when it owns property.

FAQ’s
Village Hall – Frequently Asked Questions

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