VILLAGE OF HILLBURN Board of Trustees Meeting Wednesday, March 16, 2011 - 7:00PM MINUTES OF THE BOARD OF TRUSTEES MEETING held on Wednesday, March 16, 2011, in the Municipal Meeting Room, 31 Mountain Avenue, Hillburn, NY, commencing at 7:00 PM. PRESENT: Bernard L. Jackson, Mayor Thomas R. Scott, Trustee Robert Yodowitz, Village Attorney Thomas M. Conklin, DPW Supervisor ABSENT: Craig M. Flanagan Jr., Trustee Glenn McCreedy, Village Engineer RECORDER OF MINUTES: Gladys DeFreese, Village Clerk-Treasurer Meeting was called to order by the Honorable Mayor Bernard L. Jackson. DPW Supt. Thomas Conklin led in the Pledge of Allegiance. Minutes of Meeting – 2/23/11 A MOTION was made by Trustee Scott and seconded by Mayor Jackson to approve the minutes of the 2/23/11 meeting, as prepared. Ayes: Mayor Jackson & Trustee Scott Noes: None Reports to the Street & Water Commissioners A MOTION was made by Trustee Scott and seconded by Mayor Jackson to incorporate the Reports to the Street & Water Commissioners in the minutes. Ayes: Mayor Jackson & Trustee Scott Noes: None Police Commissioner's Report – Mayor Jackson stated there is no report at this time. DPW Report – Superintendent Tom Conklin reported: -2008 Ford – Returned from Mahwah Ford and working properly. -Invoices from Pomona Power Equipment – Supt. Conklin stated that the respective invoices were for work done under warranty and will be credited. -Material for blacktopping will be available on 3/18/11 and patching of potholes will commence. -Spring clean-up of parks and streets is underway. -RE: Hillburn Clean-Up Day – 4/16/11 (Rain Date: 4/23/11) A MOTION was made by Trustee Scott and seconded by Mayor Jackson authorizing Supt. Tom Conklin to obtain quotes for catering of Hillburn Clean-Up Day. Ayes: Mayor Jackson & Trustee Scott Noes: None -Supt. Conklin stated the DPW is in need of some small hand tools (rakes, etc.). A MOTION was made by Trustee Scott and seconded by Mayor Jackson authorizing the purchase of small hand tools for the Dept. of Public Works from Home Depot, Inc., at a cost not to exceed $100.00. Ayes: Mayor Jackson & Trustee Scott Noes: None -Perfect Cut will be contacted to inspect two trees (Hickory Avenue and Rockland Avenue) to determine if there are in need of removal. -RE: Uniform Service – Supt. Conklin stated that due to some uniforms have been returned with holes, he has obtained several quotes from uniform rental companies. -The Village Clerk advised Mr. Conklin that the Village has a 4 year contract with the present company, Cintas. No complaints were ever reported at the Village Office and therefore, matter has not been addressed with Cintas. Mr. Conklin will meet with the Village Clerk regarding the service. H.F.D. Report – Chief Laurens Winter reported: -The H.F.D. responded to (7) Signal 10’s, (3) Signal 16’s and (2) Chief’s calls. -There were (5) calls for pump-outs on 3/11/11. -The 5-Quad, 5CFR and 5MP have been inspected. The 5-Quad and 5CFR also required State Inspection at a cost of $60.00 each. A MOTION was made by Trustee Scott and seconded by Mayor Jackson authorization payment to Big Tows for the following inspections: State Inspection – 5-MP: $ 45.00 Dot Inspection – 5-Quad: 300.00 State Inspection -5-Quad: 60.00 DOT Inspection - 5-CFR: 300.00 State Inspection – 5-CFR: 60.00 $765.00 Ayes: Mayor Jackson & Trustee Scott Noes: None -The final 4 air bottles will be returned this evening from MES. All air bottles are done except for one. -The 5-MP was services today. A few problems were detected (leaking valves, dashboard lights not functioning properly); however repair can be addressed after June 1, 2011. -One additional Minitor II Pager can no longer be repaired and needs to be declared surplus. IT WAS RESOLVED by the Village Board to declare one Minitor II Page (Serial #MD5BRC2DMZ as surplus equipment and to be disposed of in a proper manner. -Chief Winter stated that new insurance cards are needed for the trucks. (The Village Clerk advised the insurance cards are current until April 15, 2011) -The Chief’s car will need to be inspected next month. Approximate cost: $37.00. -RE: CPR/AED Class – April 6, 2011 – 7:00PM - The list for participants has been posted at the firehouse. Final count will be will be available by the next Board Meeting. The limit is 15 participants, each additional will cost $70.00. (Senior Citizens President Mary Boone questioned if seniors could participate. The Village Clerk stated that she is presently looking into scheduling a class at the RC Fire Training Center for seniors and Recreation personnel.) -Chief Winter stated that a new law is in effect requiring fire personnel responding to a structure 2 or more stories to have a personal escape pack. Matter to be reviewed. -Chief Winter stated that internet service is still needed at firehouse. He is presently doing the reports on his home computer which utilizes his ink cartridge. Matter will be followed up on. A MOTION was made by Trustee Scott and seconded by Mayor Jackson to replace the ink cartridge for HFD Chief Winter’s home computer. Ayes: Mayor Jackson & Trustee Scott Noes: None -Fuel receipts and inspection receipts were submitted to the Clerk-Treasurer. -Chief Winter requested that Perfect Cut also inspect a limb that is hanging low on Rockland Avenue Mayor Jackson thanked HFD Chief Winter for his report. Mayor Jackson stated that memos have been sent to all department heads advising that reports are to be submitted to the Village Board at least two days prior to a scheduled Board Meeting to allow time for review. Western Ramapo Sewer District Extension Mayor Jackson will be attending a meeting of the RC Sewer Commissioners on 3/28/11. Village Engineer’s Report – Engineer Glenn McCreedy not present. RE: Dam Decommissioning Project – No further report. Community Development Program 2011 CD Program – No further information has been received. Village Attorney’s Report – Robert Yodowitz reported: RE: 3/15/11 Village Election – Candidate, Craig M. Flanagan, Jr. has requested a re-canvassing of the results of the Election. Matter has been referred to the RC Board of Elections Commissioner who has scheduled the re-canvassing for Friday, 3/18/11 at 10:00AM at the Board of Elections warehouse in Suffern, NY. The voting machine and all other pertinent documents are in the possession of the RC Board of Elections. RE: 4/07/11 Maturity of $130,000.00 BAN A MOTION was made by Trustee Scott and seconded by Mayor Jackson authorizing Village Attorney Yodowitz to seek interest bids from the Village’s designated banks for a $97,500.00 BAN to renew, in part, the $130,000 that matures on 4/07/11 - RE: Purchase of Fire Truck. Ayes: Mayor Jackson & Trustee Scott Noes: None Penflex – LOSAP – 2010 Service Award Program A MOTION was made by Trustee Scott and seconded by Mayor Jackson authorizing the Mayor to sign the following forms for the 2010 Service Award Program: 2010 Sponsor Authorization Form 2010 Fire Department Service Certification Form 2010 Sponsor Approval Form Ayes: Mayor Jackson & Trustee Scott Noes: None 2011 Village Election – 3/15/11 As reported by the Village Attorney, a re-canvassing of the results of the Election will be performed by the RC Board of Elections on 3/18/11. -Mayor Jackson stated that there was a very large turn out of voters at the election and thanked everyone for their participation. 2011-2012 Tentative Budget – Mayor Jackson reported the tentative budget will be presented to the Village Clerk-Treasurer by the deadline date of 3/20/11. -A Public Hearing on the 2011-2012 Tentative Budgets will be held on Wednesday, April 13, 2011 at 7:30PM. 2011 Assessment Roll - One (1) Complaint was received. A MOTION was made by Trustee Scott and seconded by Mayor Jackson that the following action be taken on the (1) Grievance: 2010 2011 Tent. Village Board Date Name Property I.D. Assess Assessment Action 2/14/11 Hairston, D. & C. 47.18-1-53 65,000 68,850 No Change Ayes: Mayor Jackson & Trustee Scott Noes: None Zoning Board Appeals Next meeting will be held on March 23, 2011 at 7:00PM. Planning Board Next meeting will be held on March 24, 2011 at 7:30PM. Building/Fire Inspector’s Report – William Nicholson not present. Escrow Accounts- No claims   Hillburn Senior Citizens Organization - Mary Boone, President - -Military Bridge will be held at the Hillburn Community Room on April 15, 2011. -Representatives from the RC Health Dept. will speak at the 3/21/11 Senior Citizens meeting. -At the *4/4/11 meeting, speakers will be present pertaining to organ transplants. (*rescheduled due to Annual Organization Meeting). -RE: 3/31/11 Trip to Hunterdon Hills Playhouse – Request for Expenditure of $517.50. A MOTION was made by Trustee Scott and seconded by Mayor Jackson authorizing an expenditure in the amount of $517.50 (45 participants @ $11.50 each) for a trip to Hunterdon Hills Playhouse on March 31, 2011. Ayes: Mayor Jackson & Trustee Scott Noes: None Recreation - No report. Historical Society – Beverly Flanagan, Chairperson -An Open House will be held on 3/20/11. Public Comments Mary Boone (9 Fox Hollow Rd.) stated that the pond at Veterans Memorial Park looks beautiful and questioned if steps are being taken to allow it to stay that way. (Mayor Jackson stated that the Building/Fire Inspector and DPW Supt. are following up with Clean Lakes regarding obtaining NYS DEC Permits for chemically treating the pond. Debbie Duncan (19 Fulton Pl.) reported that the condition of the rental home next door to her property is improving. (Mayor Jackson stated that the Building/Fire Inspector has been follow up on same) Patricia Van Dunk (23 Mountain Ave.), an employee of Chestnut Ridge Transit, stated that bus reservations for summer recreation trips need to be made as soon as possible. The costs for buses may be increased due to fuel costs, etc. It is her opinion that the Hillburn Recreation Program is the cheapest program in the area and fees should be increased to absorb the additional cost. (Mayor Jackson stated that he will follow up on this matter with the Recreation Department) RE: RC Health Department – The Village Clerk reported on the form that is to be completed and returned to the RC Health Department prior to proceeding with the Summer Recreation Program. With no further comments, Public Comment period was closed. Correspondence - The Village Board was in receipt of all correspondence. -RC Health Department – 2011 Water Testing A MOTION was made by Trustee Scott and seconded by Mayor Jackson authorizing the RC Health Department to test the Village’s public water supply and FURTHER, authorizing an expenditure in the amount of $80.00 representing payment for the 1st Half 2011 Water Sampling Bill. Ayes: Mayor Jackson & Trustee Scott Noes: None -NYS CHIPs Program – Written notification was received on 3/11/11 advising that the Village’s allocation for the 2010-2011 Capitol Year is $18,110.27. -RC Health Department Correspondence -RE: Notification that routine inspections will be made of facilities that store, sell collection and/or disposed of tires. -RE: Tobacco Smoking Regulations. Request for Use of Municipal Meeting Room – Applicant: David K Farrison, Chair – Hillburn Scholarship Committee Date/Time: Monday, 3/28/11 / 7:00PM Purpose: Scholarship Meeting (Approved) Annual Organizational Meeting The Annual Organizational Meeting will be held on Monday April 4, 2011 at 7:00PM in the Hillburn Community Room. Brooker Engineering, PLLC - Proposal for Engineering Services – Preparation of the 2011 MS4 (Municipal Separate Stormwater Sewer Systems) and 2011 MCC (Municipal Compliance Certificate) FY: March 2010 through March 2011 The Village Board is in receipt of the written proposal dated 3/16/11 for the referenced services in the total amount of $950.00. A MOTION was made by Trustee Scott and seconded by Mayor Jackson to accept the 3/16/11 proposal submitted by Brooker Engineering for preparation of the 2011 MS4 and MCC Annual Report in the total amount of $950.00 Ayes: Mayor Jackson & Trustee Scott Noes: None -The Village Engineer’s proposal recommends that the Village become a member of the Stormwater Consortium – Current Annual Fee: $1,000.00. (tabled by Village Board) Voucher Claims were reviewed by the Board who approved payment of same. Meeting adjourned at 7:45PM.