VILLAGE OF HILLBURN Board of Trustees Meeting Wednesday, October 28, 2009 - 7:00PM MINUTES OF THE BOARD OF TRUSTEES MEETING held on Wednesday, October 28, 2009, in the Municipal Meeting Room, 31 Mountain Avenue, Hillburn, NY, commencing at 7:00 PM. PRESENT: Bernard L. Jackson, Mayor ABSENT: Glenn McCreedy, Village Engineer Craig M. Flanagan, Jr., Trustee Bonni O’Blenis, Trustee Alan Simon, Village Attorney Thomas M. Conklin, DPW Supervisor RECORDER OF MINUTES: Gladys DeFreese, Village Clerk-Treasurer Meeting was called to order by the Honorable Mayor Bernard L. Jackson. Village resident Beverly Flanagan led in the Pledge of Allegiance. Minutes of Meeting – 10/14/09 A MOTION was made by Trustee Flanagan and seconded by Trustee O’Blenis to approve the minutes of the 10/14/09 meeting, as prepared. Ayes: Mayor Jackson, Trustee Flanagan & O’Blenis Noes: None Street & Water Commissioners' Reports A MOTION was made by Trustee Flanagan and seconded by Trustee O’Blenis to incorporate the Street & Water Commissioners' Reports in the minutes. Ayes: Mayor Jackson, Trustees Flanagan & O’Blenis Noes: None Police Commissioner's Report – Mayor Jackson reported: A Citizens Advisory Committee meeting date was tentatively scheduled for 10/20/09; however, same had to be postponed. A new date will be scheduled. DPW Report – Supt. Tom Conklin reported: -Leaf pick-up has begun. -Quotes are being obtained regarding the repair/replacement of garage door and edges for plow blade(s). -Supt. Conklin suggested the Village provide lunch to (4) Suffern DPW personnel to show appreciation for their assistance in welding/modifying the leaf box for installation on a Village truck. A MOTION was made by Trustee Flanagan and seconded by Trustee O’Blenis to authorize an expenditure not to exceed $75.00 to cover the cost for lunch (no alcohol) at Irelands for four (4) Village of Suffern DPW personnel. Ayes: Mayor Jackson, Trustees Flanagan & O’Blenis Noes: None -Street Sign Project – The sign for Blakeslee Pl. will be installed tomorrow, thus completing this project. Village Auditor – Bennett Kielson Storch & Desantis (BKS&D) (The Government Services Division of O’Connor, Davies, Munns & Dubbins, LLP) - The complete Auditor’s Report of Financial Statement and Supplementary Information for year ended May 31, 2008 had been supplied to the Village Officials. Mr. Alan Kasay of BKS&D was present for the review of the Report and stated the audit for year ended 5/31/08 reflects a clean opinion of the Village of Hillburn. A summary of the primary fund, General Fund, was made (comparison statement of revenues, expenditures and changes in fund balance–budget and actual. Overall, although close attention to expenditures is recommended, the Village of Hillburn is in good shape. A MOTION was made by Trustee Flanagan and seconded by Trustee O’Blenis to accept and approve the Auditor’s Report for year ended May 31, 2008. Ayes: Mayor Jackson, Trustees Flanagan & O’Blenis Noes: None -The Village Board expressed thanks to the Village Auditor. Mr. Kasay left the meeting. H.F.D. Report – No Report – No Representatives present. -The Village Clerk stated that as of this date, she has not received the list of equipment to be replaced due to the 7/7/09 accident. Trustee Flanagan, liaison to the Hillburn Fire Department, will supply the list. Western Ramapo Sewer District Extension RE: Blasting Permit - Mayor Jackson stated that the Blasting Permit issued to Metra, Inc. has been temporarily suspended due to non-compliance to the restrictions/guidelines set forth regarding blasting charge levels. A Stop Work Order has been issued by the Building/Fire Inspector and a letter has been sent to Calin Marta of Metra by the Village Clerk advising of the suspension and directing Mr. Marta to contact the Village Office to request the scheduling of the required Hearing. Metra may continue to lay pipes; however, no work may be done regarding blasting until the Blasting Permit is reinstated. RE: Sewer Hook Up to Treatment Plant – Mayor Jackson stated that he had met with the Board and former Mayor Brian Miele regarding the Village’s position that no one would be able to hook up until the western portion of the Village was complete. 7:20PM – Village Attorney Simon arrived at meeting However, due to the delay in completion of the project, the Village Board is now seeking a way to allow residents to hook up to the RC main prior to the completion of the western side of Route 17. Once hooked up to the system, the RC Sewer District will determine when the system will actually be in operation. -In response to an inquiry from Dwaine Perry regarding the completion of Boulder Avenue, Mayor Jackson stated that it should be back on schedule soon. Engineer’s Report – Engineer McCreedy not present. -Mayor Jackson stated that Engineer McCreedy is aware of the ongoing issues regarding sewer installation. Community Development 2010 CD Program – The first required meeting of the Citizens Advisory Committee was held on 10/14/09 and the second meeting will be held on Wednesday, November 18, 2009. Village Attorney’s Report – Attorney Simon reported: RE: Contract with United Water New York – Attorney Simon spoke with the Attorney for United Water New York and confirmed the Agreement. The contract is forthcoming. An open billing issue regarding surcharges will also be discussed with United Water. The Village Clerk stated that an additional surcharge has been placed on the water bill. Zoning Board of Appeals – No pending applications. Planning Board – The next meeting will be held tomorrow evening, Thursday, October 29, 2009. Building/Fire Inspector’s Report – William Nicholson reported: -He attended a Press Conference on 10/21/09 at the RC Fire Training Center – Subject: Code Enforcement Task Force to identify and prevent the illegal conversion/use of homes. -RE: Flow Control Implementation Schedule & County Buildings Recycling Program – A meeting is scheduled for Friday, 10/30/09 at 11:00AM in the Village of Hillburn meeting room. -RE: Firehouse Bay Ceiling – Repair was made last week. -Mayor Jackson thanked Inspector Nicholson for the extra help provided during the blasting. -Trustee Flanagan questioned who is to be contacted if someone suspects an illegal use of a home. -Inspector Nicholson stated Fliers are available at Village Hall. Individual can remain anonymous and can contact the County of Rockland, and in turn he will be contacted along with the Board of Health. Village Clerk-Treasurer’s Report – Gladys DeFreese reported: -Williamson Law Book Co. – Water/Sewer Software Support contract (11/01/09-10/31/10) A MOTION was made by Trustee O’Blenis and seconded by Trustee Flanagan authorizing the renewal of the WLB Water/Sewer Software Support Contract for the period from 11/1/09-10/31/10, in the total amount of $770.00. Ayes: Mayor Jackson, Trustees Flanagan & O’Blenis Noes: None - Warrant of Unpaid 2009 Village Taxes A MOTION was made by Trustee Flanagan and seconded by Trustee O’Blenis authorizing the Village Clerk-Treasurer to prepare and submit the Warrant of Unpaid 2009 Village Taxes at 11/01/09, including penalty, to the County of Rockland.   Ayes: Mayor Jackson, Trustees Flanagan & O’Blenis Noes: None -2010 Village Election The following RESOLUTION was offered by Trustee Flanagan and seconded by Trustee O’Blenis who moved its adoption: WHEREAS, the next general election for officers will be held on Tuesday, March 16, 2010, and WHEREAS, the Board of Trustees must designate by resolution and publish the office(s) which are to be filled in such election and the term(s) therefore. NOW, THEREFORE, BE IT RESOLVED: Section 1. That the Board of Trustees designates the following offices as vacant at the end of the current year, and to be filled at the Village Election to be held on Tuesday, March 16, 2010 for the following terms: OFFICE OF TRUSTEE two year term OFFICE OF VILLAGE JUSTICE four year term Section 2. The Village Clerk is hereby directed to publish this resolution in the Journal News. Section 3. This resolution shall take effect immediately. Ayes: Bernard L. Jackson, Mayor, Craig M. Flanagan Jr., Trustee, Bonni O’Blenis, Trustee Noes: None RESOLUTION was unanimously adopted. Proposal from Independent Auditor – Bennett Kielson Storch & Desantis (BKS&D) (The Government Services Division of O’Connor, Davies, Munns & Dubbins, LLP) A MOTION was made by Trustee Flanagan and seconded by Trustee O’Blenis to approve the proposal for auditing services for the village of Hillburn for the years ending 2010, 2011, 2012, 2013, 2014, as follows: 2010 2011 2012 2013 2014 Basic fee, including Conversion of fund level to Government-wide GASB 34 Statements $17,800 $18,350 $18,900 $19,450 $20,100 Risk Assessment Statement Of Auditing Standards (1) 3,000 3,000 3,000 3,000 3,000 $20,800 $21,350 $21,900 $22,450 $23,100   Ayes: Mayor Jackson, Trustees Flanagan & O’Blenis Noes: None Escrow Accounts – No report. Hillburn Senior Citizens – No report Hillburn Historical Society – No report Recreation – Youth Activities Coordinator Peyton Powell reported: RE: After School Program – Registration is ongoing. RE: Halloween Day - Saturday, 10/24/09, from 2:00PM-5:00PM – Due to inclement weather, the hayride was not held. In its stead, an indoor pumpkin patch was made. Pictures were taken and will be provided for posting on the Village’s website. Expenditures for this event went over budget and additional funding is required (matter to be discussed with Trustee O’Blenis who will in turn report back to the Board for action pertaining to same). RE: Christmas Event – Plans are being made for this event, including Santa Claus. -A representative from the Ramapough Mtn. Indians has been in contact regarding donation of Christmas presents. RE: Career Information Program – Plans are being made for a career themed program to expose youth to different career opportunities in the fields of government, civil service, health care, etc. Details will be provided. RE: Special Youth Center Hours – A request was made for authorization for the following special hours for the After School Program due to school closings. A MOTION was made by Trustee O’Blenis and seconded by Trustee Flanagan authorizing special hours for the After School Program as follows: 11/3/09 (Election Day) – 9:00AM – 4:00PM 11/11/09 (Veterans Day) – 9:00AM – 4:00PM 11/25/09 (Thanksgiving Eve) – 12:00noon – 6:00PM   Ayes: Mayor Jackson, Trustees Flanagan & O’Blenis Noes: None The Ramapo Central School District has contacted the Village and would like to get involved in the After School Program. -Mayor Jackson stated that a meeting will be scheduled to discuss resuming the Evening Recreation Program. Maintenance of Village Buildings - Building/Fire Inspector Nicholson advised that the stripping/waxing of floors at the Municipal Building, Community Room & Youth Center will be scheduled soon. Public Discussion Rose DeGroat (23 Sixth Street) advised that a resident from across the street does not adhere to the Monthly Bulk Trash Pick Schedule and continues to place bulk trash at curbside at all times. (Building/Fire Inspector Nicholson will place a Violation Sticker on the trash this evening). -Further, years ago fill was brought in and placed along the roadway. The fill includes large pieces of concrete, etc. and is unsightly. (Matter will be looked into by the Building/Fire Inspector and the DPW Supervisor) -There also continues to be a problem of dog owners not cleaning up after their dogs. Thomas Lyons (38 Third Street) confirmed that residents in the central part of the Village can hook up to the sewer system. (Mayor Jackson replied yes. He will be attending a Sewer Commissioner meeting tomorrow evening and will obtain further information) -Mr. Lyons stated that he has heard rumors that the Village will not be getting hooked up until the new pump house is installed in East Hillburn. (Mayor Jackson stated that this is not true) Beverly Flanagan (17 Blakeslee Place) stated that at the last Board Meeting, she had requested that notice of the Board Meetings be placed on the Information Board. (Village Clerk Gladys DeFreese replied that due to many recent events, there has not been enough room for the Board Meeting dates) -Mrs. Flanagan also suggested that the Public Hearing Notices be placed in a plastic sleeve prior to posting on telephone poles. (Suggestion will be taken under advisement) With no further comments, the Public Comment period was closed. Correspondence (listing attached) Voucher Claims were reviewed by the Board who approved payment of same. Meeting was adjourned at 8:00PM.