VILLAGE OF HILLBURN Board of Trustees Meeting Wednesday, December 9, 2009 – 7:00PM MINUTES OF THE BOARD OF TRUSTEES MEETING held on Wednesday, December 9, 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. Building/Fire Inspector William Nicholson led in the Pledge of Allegiance. Minutes of Meeting – 10/28/09 A MOTION was made by Trustee Flanagan and seconded by Trustee O’Blenis to approve the minutes of the 10/28/09 meeting, as prepared. Ayes: Mayor Jackson, Trustee Flanagan & O’Blenis Noes: None *The meeting scheduled for Wednesday, November 18, 2009 was cancelled due to lack of a quorum. 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 meeting of the Police Advisory Committee will be scheduled this week. DPW Report – Supt. Tom Conklin reported: -Loose leaf pick-up is complete in time for the first snowfall. Bagged leaves will continue to be picked up. -RE: Terrace Avenue Garage Doors – Replacement of the doors is needed to prevent the loss of heat. One door is broken and the other door cannot be locked. Two quotes were obtained and submitted: Dutchess Overhead Doors, Poughkeespie, NY $2,976.00 (2 Doors A)* $2,548.00 (Door B) Delco Overhead Door Co., Haverstraw, NY $3,600.00 (2 Doors)* A MOTION was made by Trustee Flanagan and seconded by Trustee O’Blenis to accept the quote from Dutchess Overhead Doors, to furnish and install Doors A only at the cost of $2,976.00. Ayes: Mayor Jackson, Trustees Flanagan & O’Blenis Noes: None -The quote for replacement Door B was tabled by the Village Board. RE: Plow Edges – (1) edge had been ordered and installed; however, (2) rubber edges were needed during the recent snow storm and had to be borrowed from the Township of Mahwah. A MOTION was made by Trustee O’Blenis and seconded by Trustee Flanagan authorizing the purchase of two plow edges from Traffic Safety & Equipment Co., Inc., at the total cost of $473.29, to replace the edges that were borrowed from the Township of Mahwah. Ayes: Mayor Jackson, Trustees Flanagan & O’Blenis Noes: None RE: Tires for Backhoe – Two quotes have been received: Eastern State Tire: $352.79 per tire (Quote Expires 7/31/08) Rapid Tire $354.00 per tire (Quote Dated 12/08/09) A MOTION was made by Trustee Flanagan and seconded by Trustee O’Blenis to obtain a current quote from Eastern State Tire, and upon receipt and review, the tires be purchased from the vendor with the lowest quote, not to exceed $708.00. Ayes: Mayor Jackson, Trustees Flanagan & O’Blenis Noes: None -Privately Owned Portion of Seventh Street – Supt. Conklin stated that there is a problem with plowing the private road inasmuch as lack of an area to push the snow, turnaround space and cars parked on side of road. -Mayor Jackson stated that he would meet with Supt. Conklin tomorrow to inspect the area. H.F.D. Report – Chief Edward Kelly reported: -Wallace Dennison has returned to the area and his membership in the H.F.D. has been reinstated A MOTION was made by Trustee Flanagan and seconded by Trustee O’Blenis to approve the H.F.D.’s reinstatement of Wallace Dennison as a member of the H.F.D. Ayes: Mayor Jackson, Trustees Flanagan & O’Blenis Noes: None -Chief Kelly requested Rita Mariano, who recently passed away, be taken off the active H.F.D. Insurance/Driver’s List. Chief Kelly will follow up with filing the required paperwork with Penflex (LOSAP). (Village Clerk-Treasurer requested an updated Driver’s List from the H.F.D. Chief) Chief Kelly requested the purchase of the following turnout gear/equipment from Garrison Fire & Rescue: Quote #6895 A MOTION was made by Trustee Flanagan and seconded by Trustee O’Blenis to approve the purchase of turnout gear (Coat, Pants & Structural Firefighting Boots) in the amount of $1,505.30 from Garrison Fire & Rescue, in accordance with Quote #6895. Ayes: Mayor Jackson, Trustees Flanagan & O’Blenis Noes: None Quote #6978 A MOTION was made by Trustee Flanagan and seconded by Trustee O’Blenis to approve the purchase of turnout gear for Chief Kelly (Swing Coat, Bunker Pants & Bunker Boots) in the amount of $2,411.50 from Garrison Fire & Rescue, in accordance with Quote #6978. Ayes: Mayor Jackson, Trustees Flanagan & O’Blenis Noes: None Quote #6986 A MOTION was made by Trustee Flanagan and seconded by Trustee O’Blenis to approve the purchase of 3 Lacrosse Mountain Pass 3 in 1 Parka, 3 Hose Harness w/Reflective Trim & Shoulder Strap, 60 Scene Safety Accountability Tags, and 60 Snap Clips for Tags, in the amount of $1,046.85 from Garrison Fire & Rescue, in accordance with Quote #6978. Ayes: Mayor Jackson, Trustees Flanagan & O’Blenis Noes: None RE: Jaws of Life – An appointment for servicing will be made this week. Gas tank on the portable jaws is cracked and out of service. RE: Request to Utilize Firetruck – Chief Kelly requested authorization to use the 5-Quad and 5-MP for the Christmas Caroling evening of Saturday, December 19, 2009. A MOTION was made by Trustee Flanagan and seconded by Trustee O’Blenis the H.F.D. to use the 5-Quad and 5-MP for the Christmas Caroling evening on Saturday, December 19, 2009. Ayes: Mayor Jackson, Trustees Flanagan & O’Blenis Noes: None Chief Kelly wished the Village Board members & residents a happy holidays. -Mayor Jackson thanked the H.F.D. for all of their great work on behalf of the Village of Hillburn. Western Ramapo Sewer District Extension Attorney Simon reported that the project is nearing completion. Mayor Jackson reported that he had contacted Mr. Saber of the RC Sewer District regarding Metra’s violation of the conditions of the Blasting Permit Mr. Saber advised that a blasting plan will be submitted in the next couple of weeks. Mayor Jackson stated this is not acceptable and will be contacting Supervisor St. Lawrence and RC Sewer District’s Mr. Graifman regarding matter. A Progress Meeting is being held tomorrow morning at 10:00AM and matter will be discussed at that time, including the possibility of imposing a penalty of $1,000.00 per day. (Note: Blasting Permit expired 12/6/09). -The Village Board was in receipt of a copy of Mayor Jackson’s 11/16/09 letter sent to Village residents in response to the RC Sewer District’s 11/4/09 letter to residents advising of a 90 day deadline to hook up to the sewer system. Mayor Jackson’s letter confirmed the 90 day deadline did not apply to Hillburn residents. RE: Dam Remediation – Mayor Jackson reported he had received correspondence dated 12/7/09 from the NYS DEC regarding the dam. A meeting will be scheduled with the Village Engineer and Village Attorney to discuss same. Community Development Program 2009 CD Program – Mayor Jackson reported the two required meetings have been held. The second meeting was held at 6:00pm this evening. The Citizens Advisory Committee’s recommended projects include: Replacement of Sidewalks & Curb Cuts (various locations) - Requested Funding: $125,000 Fourth Street Bridge Surface & Curb Replacement - Requested Funding: $100,000 The required Five Year Plan Report has been submitted to the RC Community Development Office. The required Public Hearing has been scheduled by RC Consortium for Wed., January 13, 2010 at 7:30PM. Village Attorney’s Report – Attorney Alan Simon reported: RE: United Water Contract – Attorney Simon is still awaiting receipt of the draft contract. Zoning Board of Appeals – No pending applications. Planning Board -The Village Board was in receipt of minutes of the 10/29/09 meeting. -Next meeting is scheduled for January 21, 2010. Building/Fire Inspector’s Report – William Nicholson reported: -He had attended an O & R seminar on 11/18/09 – RE: Underground pipes/gas lines. -2009-2010 Fire Safety Certificates – Inspections are near completion. -RE: Mt. Fuji Restaurant – Inspection was made with the RC Health Dept. – RE: required repairs to the septic system. The property owner has remedied the situation for now. -The issue of failing septic systems due to alleged over-occupancy was discussed with the RC Health Dept. -RE: Building Maintenance Contract with Hangman, Inc. – Stripping and waxing of floors is needed. (Mayor Jackson stated that he had met with the contractor at the Youth Center who advised that she has interviews with two subcontractors and the work would be done by the end of the week) -Plowing/shoveling of snow onto the roadways is illegal and should be reported to the police. -NYSBOC – Next meeting is scheduled for 1/12/10. -NYS Division of Code Enforcement - Upcoming In-Service Training Course – 1/12/10 – RC Fire Training Center – “Fire and Structural Safety Inspections for Public and Private Schools. -Regular property maintenance/unregistered vehicles inspections are being made. -False alarms have been minimized. Businesses are meeting the fire code requirements. -Trustee Flanagan reported that a recent fire call to Bldg 3 at 201 Route 59 revealed an aluminum trailer blocking the alarm panel. (Building/Fire Inspector will follow up on same) Village Election – 3/16/10 – No further information to report. 2010 Assessment Roll - A workshop of the Board of Assessors (Board of Trustees) was scheduled for Tuesday, 1/4/10 at 4:00PM. Warrant of Unpaid 2009 Village Taxes - As approved at the 10/15/09 Board Meeting, The Warrant of Unpaid 2009 Village Taxes at 11/01/09, including penalty, has been duly prepared and submitted to the County of Rockland. -The County of Rockland has rejected one Tax Bill: Property I.D. 47.18-1-42 (Property Owner: County of Rockland) and a reduction of the County’s April 1st payment will be made in the amount of the rejected tax, $129.17. Escrow Account Report RE: TJG Realty of Rockland, LLC – $2,000.00 Escrow Account Established 10/30/09 – 9/22/09 Site Plan Application to Planning Board- Property I.D.: 47.14-2-41 The Hillburn Planning Board has recommended the escrow account be increased in the amount of $934.00. A MOTION was made by Trustee Flanagan and seconded by Trustee O’Blenis to require the applicant to remit additional escrow in the amount of $937.50 as recommended by the Hillburn Planning Board, to cover the 11/19/09 claim in the amount of $2,937 for professional reviews submitted by Brooker Engineering, PLLC. Ayes: Mayor Jackson, Trustees Flanagan & O’Blenis Noes: None RE: Stoneworks Estates – 9/08/09 Site Plan Application to Planning Board - Property I.D.: 47.14-1-1 The Hillburn Planning Board has recommended the establishment of an escrow account in the amount of $1,000 to cover the professional reviews by the Village Engineer of the above referenced application. A MOTION was made by Trustee Flanagan and seconded by Trustee O’Blenis to require the applicant to establish an escrow account to cover professional reviews by the Village Engineer, in the amount of $1,000.00, as recommended by the Hillburn Planning Board. Ayes: Mayor Jackson, Trustees Flanagan & O’Blenis Noes: None Senior Citizens – President Mary Boone, reported: -The annual Election of Officers was held on Monday, 12/7/09. There were no candidates for the office of President, therefore she will be staying on as Acting President. Elected Officers include: Vice-President: Betty Peterson; Treasurer: Valerie Mariano; Asst. Treasurer: Patricia VanDunk; Secretary: Betty Lyons -Mrs. Boone thanked the DPW for their assistance in putting up the Christmas Tree and replacing a ceiling tile in the Community Room. -There were 45 seniors in attendance at the last Senior Citizens meeting. Recreation –The written report submitted by Youth Activities Coordinator Peyton Powell, was read by Trustee O’Blenis: RE: Christmas Activity Day – Friday, 12/18/09 – 3:00PM to 6:30PM (during After School Program) – Presents will be donated by Toys for Tots. The following requests were made: Expenditure of $175.00 for Supplies A MOTION was made by Trustee Flanagan and seconded by Trustee O’Blenis to approve the expenditure of $175.00 for supplies for the 12/18/09 Christmas Activity Day. Ayes: Mayor Jackson, Trustees Flanagan & O’Blenis Noes: None Donation of $50.00 for Santa Claus (Frank Dupauw) A MOTION was made by Trustee O’Blenis and seconded by Trustee Flanagan to approve a donation of $50.00 to Frank Dupauw for the services of a Santa Claus for the 12/18/09 Christmas Activity Day. Ayes: Mayor Jackson, Trustees Flanagan & O’Blenis Noes: None RE: After School Program -Funding for Snacks A MOTION was made by Trustee O’Blenis and seconded by Trustee Flanagan to authorize the reimbursement to Angela Flanagan in the amount of $20.90 for purchase of snacks. Ayes: Mayor Jackson, Trustees Flanagan & O’Blenis Noes: None A request was made for $200.00 for snacks. Check is to be made payable to Angela Flanagan. A MOTION was made by Trustee O’Blenis and seconded by Trustee Flanagan to approve an expenditure of $200.00 for the purchase of snacks for the After School Program. Ayes: Mayor Jackson, Trustees Flanagan & O’Blenis Noes: None -The Village Board approved the request for extra hours during the School Calendar’s Christmas Break on following days: Monday, 12/28/09, Tuesday, 12/29/09 & Wednesday, 12/30/09 from 9:00AM to 3:00PM. The Youth Center will be closed on 12/31/09 & 1/01/10. -Computers at Youth Center – Trustee O’Blenis reported she had looked at the computers and was unable to fix the problem. Mayor Jackson stated that the Board will meet and determine a technician to contact. 31st Annual Interfaith Thanksgiving Service – 11/24/09 – Mayor Jackson reported this service was a beautiful event. A letter has been received from the Ramapo Ecumenical Feeding Ministries thanking the Village for the donation, in the amount of $326.00. DPW Supt. Conklin reported that during the recent snow storm, approximately 8 cars were parked on the street, in violation of the Village’s Overnight Parking Prohibition. The Ramapo Police Department was contacted; however, no action was taken. -Trustee Flanagan reported he had contacted Sgt. Howell who will check into the matter and report back. -Mayor Jackson stated that he had contacted the Ramapo Police Department and had asked that Overnight Parking Tickets not be issued to cars parked on the street due to driveway repaving for sewer installation. Public Comments -Village Attorney Simon stated that he would like to contribute $100.00 towards the Christmas Activities Event at the Youth Center in memory of his late wife, Carol Simon. The Village Board thanked Attorney Simon for his generosity. Beverly Flanagan (17 Blakeslee Place) stated that the ceiling tiles/vents in the meeting room should be cleaned as it is unsightly. (Mayor Jackson stated that this suggestion will be taken under advisement) Upcoming Village Board Meetings Wednesday, January 13, 2010 and Wednesday, January 27, 2010 – 7:00PM. Correspondence (Listing Attached) Applications for Use of Hillburn Community Room Applicant: Yvonne Van Dunk / Hillburn Ladies Auxiliary Dates/Times: December 16, 17 & 18, 2009/ 6:30 PM - 10:00PM Purpose: Centerpieces for Christmas Caroling/Ladies Auxiliary Meeting (Approved) Applicant: Yvonne Van Dunk / Hillburn Ladies Auxiliary Date/Time: Wednesday, January 20, 2010 / 7:00 PM - 9:00PM Purpose: Hillburn Ladies Auxiliary Meeting (Approved) Applicant: Wallace Dennison / Ramapough Lenape Indians Date/Time: Sunday, December 20, 2009/ 12:00noon - 3:00PM Purpose: Christmas Party – Ramapough Lenape Children (Approved) Voucher Claims were reviewed by the Board who approved payment of same. RE: Hillburn Senior Citizens Trips: Vouchers for the Village’s Share of the following trips were authorized by the Village Board: Nov. 28th – Trip: Westchester Broadway Theatre - $514.80 (44 Participants at $11.70 each) Dec. 4th – Trip: Waldorf Astoria & Zabar’s Bus Tour - $1,219.00 (63 Participants at $23.00 each) Meeting was adjourned at 8:00PM.