ÿþ<html><body> <table width=800><tr><td> <b>VILLAGE OF HILLBURN<br> Board of Trustees Meeting<br> Wednesday, September 30, 2009 - 7:00PM<br> <br> MINUTES OF THE BOARD OF TRUSTEES MEETING held on Wednesday, <br>September 30, 2009, in the Municipal Meeting Room, 31 Mountain Avenue, Hillburn, <br>NY, commencing at 7:00 PM.<br> <br> PRESENT: Bernard L. Jackson, Mayor <br> Craig M. Flanagan, Jr., Trustee<br> Bonni O Blenis, Trustee<br> Alan Simon, Village Attorney (arrived late)<br> Glenn McCreedy, Village Engineer<br> Thomas M. Conklin, DPW Supervisor <br> <br> RECORDER OF MINUTES: Gladys DeFreese, Village Clerk-Treasurer<br> <br></b> <br> Meeting was called to order by the Honorable Mayor Bernard L. Jackson. Trustee Flanagan led in the Pledge of Allegiance.<br> <br> Minutes of Meeting  9/16/09 <br> A MOTION was made by Trustee O Blenis and seconded by Mayor Jackson to approve the minutes of the 9/16/09 meeting, as prepared.<br> Ayes: Mayor Jackson & Trustee O Blenis<br> Noes: None<br> Abstention: Trustee Flanagan (absent from meeting)<br> <br> Street & Water Commissioners' Reports<br> A MOTION was made by Trustee Flanagan and seconded by Trustee O Blenis to incorporate the Street & Water Commissioners' Reports in the minutes.<br> Ayes: Mayor Jackson, Trustees Flanagan & O Blenis<br> Noes: None<br> <br> <b>RC Sewer District  9/21/09 Public Informational Meeting</b><br> Mayor Jackson stated he was unable to attend the meeting as he was in Albany at the NYCOM Fall Session.<br> Trustee Flanagan reported on the meeting as follows:<br> -Residents voiced their displeasure regarding the Village s imposed $150 application fee for a Residential Sewer Hook-Up Permit.<br> -An estimate received by a resident for the sewer hook-up was $20,000.00 which he feels is very expensive. <br> -A list of licensed contractors should be available at the Village Office. (This list has been available at the Village Office since 6/1/09) <br> -Supervisor St. Lawrence stated that the project will be complete by 10/21/09; however, Trustee Flanagan does not feel that this deadline will be met.<br> <br> <b>Hillburn Housing Development Co., Inc.</b><br> Mayor Jackson reported the Hillburn Housing Develop. Co., Inc. Committee had met on 9/29/09. Within the next week, information will be compiled and letters will be sent to residents regarding the availability of funding for sewer hook-ups and the eligibility requirements for same.<br> <br> (Village Attorney Simon arrived at meeting) <br> <br> Attorney Simon reported that the eligibility requirements will be based on income. Qualified applicants may receive grants and/or loans. The grant amount will be the same for all applicants; unless there is an extreme situation whereby the hook-up cost would be substantially larger.<br> <br> <b>Police Commissioner's Report </b><br> Mayor Jackson deferred report until arrival of a Ramapo Police Officer.<br> <br> <b>DPW Report  Superintendent Tom Conklin reported:</b><br> <u>Street Sign Installation</u>  This project is near completion. <br> -A quote was received from Traffic Lane Closures in the amount of $764.00 for the purchase of a street sign for Blakeslee Place. (sign had been removed several years ago and was omitted from the list of street signs purchased with CHIPs monies). The DPW has an extra plate holder in stock, thereby reducing the cost for the sign to $609.05.<br> A MOTION was made by Trustee Flanagan and seconded by Trustee O Blenis to accept the quote from Traffic Lane Closures in the amount of $609.05 (revised amount), for the purchase of street sign for Blakeslee Place.<br> Ayes: Mayor Jackson, Trustees Flanagan & O Blenis<br> Noes: None<br> <br> <u>1993 Dump Truck</u> As approved at the 9/16/09 Board meeting, repairs were made by Suffern Sales & Service.<br> -Quotes for Tires were received as follows: <br> Eastern State Tires: $ 90.00 (+ $22.00 per tire  Mounting & Balancing)<br> STS Tires: $120.00 (+$10.95 per tire  Mounting & Balancing)<br> <br> A MOTION was made by Trustee Flanagan and seconded by Trustee O Blenis to accept the quote from Eastern State Tires for two front tires at the cost of $90.00 + $22.00 per tire (mounting & balancing)<br> Ayes: Mayor Jackson, Trustees Flanagan & O Blenis<br> Noes: None<br> <br> <u>Salt Shed</u>  As approved at the 9/16/09 meeting, Chuck Bugbee completed the blacktopping of the flooring. Lumber has been purchased to repair the inside of the salt shed.<br> <U>Street Lights</u>  Supt. Conklin stated that the Village is entitled to a certain amount of upgrades to the street lights and he will work with the Street Commissioner regarding same. <br> <U>Leaf Pick-Up</u>  the leaf box is being adjusted to install on a different truck.<br> <U>Route 17 Maintenance</u>  Mayor Jackson stated that he has been in contact with the NYS Highway Dept. regarding the need to trim the foliage along Route 17 in the Village. <br> <U>NY Rural Water Assoc.</u>  Registration for Water Certification Class  October 21, 2009<br> A MOTION was made by Trustee Flanagan and seconded by Trustee O Blenis authorizing the registration of DPW Supt. Tom Conklin for the NY Rural Water Assoc. Laboratory Training Session in Binghamton, NY, and the expenditure of $35.00.<br> Ayes: Mayor Jackson, Trustees Flanagan & O Blenis<br> Noes: None<br> <br> (DPW Supt. Conklin was excused from the meeting)<br> <br> <b>Western Ramapo Sewer District Extension</b><br> -Treatment Plant is near completion. When deemed complete, the Hillburn Housing Development Co., Inc. will be able to access an amount of $33,000 per year.<br> <br> <b>H.F.D. Report  Chief Ed Kelly, Jr. reported:</b><br> <u>Request for Purchase of Supplies from Northern Safety & Industrial</u><br> A MOTION was made by Trustee Flanagan and seconded by Trustee O Blenis authorizing an expenditure in the total amount of $1,027.63 from Northern Safety & Industrial as follows:<br> <table> <tr><td>18 <td>Vests (various sizes)</td><td>$29.95</td><td>$ 539.10</td></tr> <tr><td>2</td> <td>First Responder First Aid Kit</td><td>$118.46</td><td>$236.92</td></tr> <tr><td>1</td> <td>UNO Type II Safety Can</td><td>$111.13</td> <td>$111.13</td></tr> <tr><td>1</td> <td>Universal Duffel Spill Kits</td><td>$116.12</td> <td>$116.12</td></tr> <tr><td>6</td> <td>Purell Instant Hand Sanitizer</td><td>$4.06</td><td>$24.36</td></tr> <tr><td>Total</td><td></td><td></td><td>$1,027.63</td></table> <br> Ayes: Mayor Jackson, Trustees Flanagan & O Blenis<br> Noes: None<br> <br> <U>Bay Ceiling needs repair.</u><br>Building/Fire Inspector Bill Nicholson will repair same.<br> <U>Request for Use of HFD Equipment</u> <br>Permission was requested to take the MP and Chief s Truck to the Middleburgh Parade from 10/9-11/09. An adequate number of H.F.D. personnel will be in the Village to respond to fire calls; therefore, coverage by another fire department is not required. A MOTION was made by Trustee Flanagan and seconded by Trustee O Blenis authorizing the H.F.D. to take the 5-MP and Chief s Truck to participate in the Middleburgh Parade from 10/9-10/11/09.<br> Ayes: Mayor Jackson, Trustees Flanagan & O Blenis<br> Noes: None<br> <br> <U>7/7/09 Truck Accident on 1-87/287 Interchange </u><br>Chief Kelly questioned the status of the quotes and paperwork that was turned in a few months ago.<br> <br>The Village Clerk-Treasurer stated that this matter had not been discussed at an open Board Meeting and she had not been supplied with the quotes. Upon receipt of same, matter will be followed up on. Request for Permission to utilize a fire truck and the bay area for the Annual Halloween Parade and festivities.<br> A MOTION was made by Trustee Flanagan and seconded by Trustee O Blenis authorizing the use of a fire truck and firehouse bay on 10/31/09 at 7:00PM for the Annual Halloween parade & festivities.<br> Ayes: Mayor Jackson, Trustees Flanagan & O Blenis<br> Noes: None<br> <br> <U>Scheduling of Special Meeting</u><br> Mayor Jackson reported that a special meeting will be held on Tuesday, 10/6/09 at 7:00PM between the Village Board of Trustees and the H.F.D. Officers to discuss new information obtained by Mayor Jackson and Trustee Flanagan at a recent seminar they had attended in Albany, NY pertaining to the village s responsibilities regarding fire departments and new regulations governing same.<br> <br> <U>Smoke Testing of Sewers</u><br>The Village Board, Building/Fire Inspector and Hillburn Fire Chief were in receipt of a 9/28/09 memo from the RC Office of Fire & Emergency Services regarding procedures for smoke testing of sewers and methods of notifying the public in order to avoid false fire alarms.<br> <br> Mayor Jackson reminded Chief Kelly that there is a key on file at the Village Office that needs to be placed in the respective Knox Box.<br> <br> <b>Building/Fire Inspector s Report  William Nicholson reported:</b><br> <u>2009-2010 Fire Safety Certificates</u>  Near completion. Some inspections require the accompaniment of a representative of the H.F.D.<br> <u>Certification Requirements</u>  24 required credits have been completed. Classes are being taken through NYSBOC for credits.<br> <u>Property Maintenance Issues</u>  Residents have been very responsive.<br> <U>Building Permits</u>  Not many Building Permits issued.<br> <U>NYS Fuel Gas Code Meeting</u>  Inspector Nicholson will be attending this meeting on 11/18/09 from 9:00AM to 11:00AM in O & R s Spring Valley Auditorium.<br> <br> -Trustee Flanagan questioned the status of the ongoing property maintenance violation at 53 Sixth Street.<br> -Building/Fire Inspector Nicholson stated pursuant to locating the owner of the property, an Order to Remedy was issued. Violation was not rectified; therefore, matter is now being handled in the Hillburn Justice Court. <br> <br> <b>Village Engineer s Report  Engineer McCreedy stated he has no report.</b><br> -Dam Remediation Program - Attorney Simon stated that he will be contacting Senator Morahan.<br> <br> <b>Community Development</b><br> <U>2009 CD Program</u>  FY2009 Sub-recipient Agreement has been duly signed and submitted.<br> <br> <b>Village Attorney s Report</b>  Attorney Alan Simon reported:<br> RE: Contract with United Water New York  Awaiting receipt of a new contract with the same terms.<br> <br> <b>Zoning Board of Appeals</b>  No report.<br> <br> <b>Planning Board</b>  Next meeting is scheduled for 10/29/09.<br> <br> <b>Application for Blasting Permit  Applicant: Metra Industries</b><br> Charlie Shattler of Metra Industries was present at the meeting. Items discussed were as follows:<br> -Affected Streets/Areas: Boulder Avenue, Fox Hollow Road and a Portion of Sixth Street<br> -No explosives to be stored on site. Same will be delivered by truck from New Jersey daily.<br> -Records of each blast will be kept and a copy will by provided to the RC Sewer District.<br> -Pre-Blast Surveys of area homes have been supplied to the RC Sewer District.<br> -There will only be a total of 2 blasts per day.<br> -Notification to Residents: Door to Door notification; plus horn blasts will signal prior to the blasts and after. Protective steel blankets will be used.<br> -The utility companies will be notified and will most likely have representatives on site.<br> -The Police Department will be notified.<br> <br> Mary Boone, a resident of 9 Hollow Road, questioned if the blasting plan was the same plan discussed at the 9/21/09 RC Sewer District Public Information Meeting and if had been approved by the RC Sewer District? <br> -Mr. Shattler replied that at this date, the blasting plan had not been approved by the RC Sewer District.<br> <br> Attorney Simon stated that he had reviewed the application and all legal requirements appear to be met. Therefore, there is no legal reason not to approve it, subject to the approval of the RC Sewer District.<br> <br> Engineer McCreedy stated that he would like a copy of the Pre-Blast Survey.<br> -Mr. Shattler stated that the County of Rockland has the pictures.<br> <br> Mayor Jackson allowed the public to state their questions/concerns:<br> <br> Beverly Flanagan questioned if the approval is granted, can Metra blast and install pipes?<br> (Mr. Shattler replied yes)<br> <br> Attorney Simon recommended that area residents make arrangements to safeguard important/breakable items (i.e. empty china cabinet).<br> <br> Building/Fire Inspector Nicholson confirmed that the onset of colder weather will not impede hook-ups.<br> <br> Mayor Jackson thanked Mr. Shattler for coming to the meeting.<br> -Mr. Shattler questioned when the Blasting Permit would be issued by the Village. <br> Mayor Jackson stated the Village would do its best to expedite the issuance of the permit; pursuant to approval of the Blasting Plans by the RC Sewer District and review and approval of the application by the Village Engineer.<br> -Engineer McCreedy stated he would defer to the County.<br> -Mr. Shattler stated that the RC District will be doing reverse 9-11 notifications to residents regarding the upcoming blasting.<br> <br> Mr. Shattler left the meeting.<br> <br> RE: NY Electrical Inspectors & Consulting, LLC  9/25/09 Request to be an Approved Electrical Inspector in the Village of Hillburn <br> Building/Fire Inspector Nicholson recommended that no additional electrical inspector be approved at this time. The current electrical inspector, Swanson Electric, has been doing a fine job and he as received no complaints.<br> <br> <b>Escrow Accounts</b><br> <br> <U>RE: TJG Realty of Rockland, LLC</U>  9/22/09 Site Plan Application to Planning Board<br> Property I.D. 47.14-2-41  260 Route 17, Hillburn, NY<br> A MOTION was made by Trustee Flanagan and seconded by Trustee O Blenis to require the applicant to establish an escrow account, in the amount of $2000.00, for professional reviews of the 9/22/09 Site Plan Application as recommended by the Hillburn Planning Board.<br> Ayes: Mayor Jackson, Trustees Flanagan & O Blenis<br> Noes: None<br> <br> <b>Senior Citizens</b>  Mary Boone, President<br> -The Seniors will be hold a Fun-Nite Auction on Friday, 10/2/09, in the Hillburn Community Room and requested the assistance of the DPW tomorrow, at approx. 10:30am, to set up for same. Access to the Community Room on 10/2/09 is needed at 6:00PM, Auction will begin at 7:00PM.<br> -A Drivers Safety Program is scheduled to be held on Thursday, 10/15/09 from 9:00AM-5:00PM in the Hillburn Community Room.<br> -Mrs. Boone stated that the garbage cans in the Community Room need to be emptied.<br> <br> <b>Recreation</b> - No representatives present, no written report submitted.<br> <br> <b>Historical Society</b> - No report.<br> <br> <b>Public Comments</b><br> Beverly Flanagan (17 Blakeslee Place) requested that notices pertaining to Village Board meetings, ZBA Meetings, and Planning Board meetings posted on the community board.<br> (Mayor Jackson stated that the request will be taken under advisement)<br> -Mrs. Flanagan stated that she has a newspaper article from 2005 stating an amount of $75,000 in funding was received by the Village from Community Development. <br> (Attorney Simon stated that funding is available to the Village; however the Village must voucher against it)<br> -Mrs. Flanagan stated that Supervisor St. Lawrence had also mentioned a figure of $150,000.<br> (Village Clerk-Treasurer DeFreese stated the contract had been revised several times prior to the final draft)<br> <br> Mary Boone (9 Fox Hollow Road) recommended that information pertaining to the Hillburn Housing Development Co., Inc. and availability of monies/grants be included in the upcoming Village Memo.<br> <br> Clerk-Treasurer DeFreese stated that the HHDC will be issued a letter to all residents.<br> Attorney Simon stated that more detailed information will probably be available by next week.<br> <br> Beverly Flanagan questioned if the $75,000 was available for sewer connections. (Attorney Simon replied yes)<br> Mrs. Flanagan questioned if the Village has a Grant Writer.<br> (Mayor Jackson stated that the Village of Hillburn has contracted with Fred Rella; however, he works solely at the direction of the Village Board)<br> <br> Trustee Flanagan stated that at the 9/21/09 Information Meeting, Supervisor St. Lawrence had mentioned many additional fees/surcharges that would be included on the tax bill. <br> -Mayor Jackson stated he will look into same since he was not able to attend the 9/21/09 meeting.<br> <br> Beverly Flanagan stated that she has a petition signed by many residents to waive the $150 fee.<br> -Also, although free sand will be available to residents to fill in their septics, the trucking costs will still be the responsibility of the property owner.<br> <br> Tom Lyons (38 Rockland Avenue) stated that he signed a contract back in June to install the line from the road to this home and to fill in his septic tank. <br> -He has no faith in the Sewer District and he feels badly for those residents who have a large amount of rock on their property.<br> <br> Beverly Flanagan questioned if when the project is complete, does the Village of Hillburn get a hosting fee.<br> (Attorney Simon replied yes)<br> (Engineer McCreedy pointed out that at some time, the monies received will no longer be needed to fund connections. Attorney Simon concurred that the Village will then be able to reconsider the use of these monies for other priorities; possibly to lessen the burden on tax payers) <br><br> Beverly Flanagan questioned where the funding came from to purchase new furniture, carpeting, etc. for the Village Office.<br> (Village Clerk-Treasurer DeFreese replied that the funding was from the RC Sewer District one time grant for Infrastructure Improvements)<br> (Village Engineer McCreedy stated that the original agreement was for the construction of a DPW garage at the Sewer Treatment Plant location. This plan fell through and the agreement was revised to be a $100,000 Grant for Infrastructure Improvements) <br><br> Shelley Flanagan-Ramos (14 Ramapo Avenue) requested the minutes be posted on the Village s website.<br> (matter will be reviewed)<br> <br> (Engineer McCreedy left meeting)<br> <br> <b>Ramapo Police Officer Curley</b> arrived at meeting and reported on a simulated Terrorism Exercise that will take place in the Village of Suffern, in the area of the transit station. There will be a tremendous amount of activity and personnel will be coming over the 4th Street bridge to gain access into the Village of Suffern. <br>(Beverly Flanagan reported she had received a call from the RC Sheriff s Department regarding same)<br> <br> <b>RE: Residential Parking Permits</b><br> Two residents have received (2) permits each. Police have been supplied with copies of the Permits.<br> New signs will be posted in the area to read  Permit Parking Only . (DPW Supt. is following up on same)<br> <br> -Wilma Powell questioned what happens if you have a relative coming? (Mayor Jackson advised that the permits can be placed in a visitor s car)<br> <br> Mary Boone stated that important of proper wording on signs, inasmuch as the sign on Sixth Street parallel to Route 17 states  No Outlet ; which leads people to believe there are no other streets in that area. <br>(Mayor Jackson agreed and will have the sign relocated on Sixth Street, above Boulder Avenue)<br> <br> -Wilma Powell stated she needs to repair a damaged fence and questioned if she needs a Building Permit.<br> (Mayor Jackson replied no)<br> <br> <b>Correspondence</b> (listing attached)<br> <br> <b>8:30PM</b><br> A MOTION was made by Trustee Flanagan and seconded by Trustee O Blenis to suspend the regular meeting of the Village Board to hold an Executive Session regarding personnel issues. <br>Ayes: Mayor Jackson, Trustees Flanagan & O Blenis<br> Noes: None<br> <br> <b>8:55PM</b><br> A MOTION was made by Trustee Flanagan and seconded by Trustee O Blenis to reopen the regular meeting of the Village Board.<br> Ayes: Mayor Jackson, Trustees Flanagan & O Blenis<br> Noes: None<br> <br> <b>RE: Recreation Personnel</b><br> A MOTION was made by Trustee O Blenis and seconded by Trustee Flanagan to increase the hourly wage for Michelle Noel from $9.00/hour to $12.00/per hour for the position of part-time Recreation Aide, retroactive to September 9, 2009, authorized hours from 3:00PM to 6:30PM, Monday thru Friday, as needed, no benefits, <br>Ayes: Mayor Jackson, Trustees Flanagan & O Blenis<br> Noes: None<br> <br> <b>RE: DPW Personnel</b><br> A MOTION was made by Trustee Flanagan and seconded by Trustee O Blenis to increase the hourly wage for Elkin E. Escobar from $14.00 per hour to $16.00, for the full-time position of DPW Laborer, effective for the next payroll period being 10/3/09. <br>Ayes: Mayor Jackson, Trustees Flanagan & O Blenis<br> Noes: None<br> <br> <b>RE: Sewer Hookup Requirements</b><br> The Village Board discussed the concerns of residents regarding the permitting procedures for sewer hook-ups. <br> <br> The following RESOLUTION was offered by Trustee Flanagan and seconded by Trustee O Blenis who moved its adoption:<br> <br> <br>WHEREAS, as part of the Western Ramapo Sewer District Extension, residents of the Village of Hillburn will be required to have sewer connection work done on their property and that said work will require the obtaining of a Permit from the Rockland County Sewer District at a cost of $150.00; and <br> <br>WHEREAS, the Village Board of the Village of Hillburn has previously adopted a regulation/requirement for a permitting process to be administrated by the Village of Hillburn and its Building/Fire Inspector, and has established a fee in the amount of $150.00 for issuance of a permit for the required inspection by the Building/Fire Inspector of the Village of Hillburn; <br> <br>NOW THEREFORE, BE IT RESOLVED that the Village Board has discussed this issue and the issue of the double fee and has determined that the Village of Hillburn hereby rescinds it s Resolution of 4/29/09 and 5/13/09 and hereby resolves to have the Rockland County Sewer District be the sole issuing and permitting office in reference to sewer hookups in the Village of Hillburn; and <br> <br>FURTHER, BE IT RESOLVED that the Village of Hillburn hereby elects and designates the Rockland County Sewer District to assume the administrative responsibilities and the permit issuing responsibilities in connection with all sanitary sewer hookups in the Village of Hillburn; and <br> <br>FURTHER, BE IT RESOLVED that the Rockland County Sewer District is to provide to the Village of Hillburn copies of all sewer permits and indications of completion of said hookups for the Village of Hillburn Building Files. <br> Ayes: Bernard L. Jackson, Mayor<br> Craig M. Flanagan, Jr. Trustee<br> Bonni O Blenis, Trustee<br> <br> Noes: None<br> <br> Meeting was adjourned at 9:20PM.<br> </td></tr></table> </body></html>