Board of Trustees Meeting Wednesday, October 26, 2011 – 7:00PM MINUTES OF THE BOARD OF TRUSTEES MEETING held on Wednesday, October 26, 2011, in the Municipal Meeting Room, 31 Mountain Avenue, Hillburn, NY, commencing at 7:00 PM. PRESENT: Bernard L. Jackson, Mayor Craig M. Flanagan, Jr., Trustee Thomas R. Scott, Trustee Robert Yodowitz, Village Attorney Glenn McCreedy, Village Engineer Thomas M. Conklin, DPW Supervisor RECORDER OF MINUTES: Meeting was called to order by the Honorable Mayor Bernard L. Jackson. HFD Chief Winter led in the Pledge of Allegiance. Minutes of Meeting – 10/12/11 A MOTION was made by Trustee Scott and seconded by Trustee Flanagan to approve the minutes of the 10/12/11 meeting, as prepared. Ayes: Mayor Jackson & Trustee Flanagan Noes: None Abstention: Trustee Scott (absent from Meeting) Reports to the Street & Water Commissioners A MOTION was made by Trustee Flanagan and seconded by Trustee Scott to incorporate the Reports to the Street & Water Commissioners in the minutes. Ayes: Mayor Jackson, Trustees Flanagan & Scott Noes: None Police Commissioner's Report -Mayor Jackson stated that the Ramapo Police Department will be issuing tickets for the violation of parking vehicles on the sidewalk. DPW Report – Supt. Thomas Conklin reported: RE: Water Leak detection - Still awaiting a response from United Water. Applications for Water Connecting Permits have been received from Rockland Housing Action Coalition, ConServ and Add Ventures. RE: 2011 Sidewalk Replacement Project – Due to weather and Halloween, the start-up date has been delayed to Tuesday, 11/1/11. -RE: Backhoe Repair – The backhoe is presently at Suffern Sales & Service. A MOTION was made by Trustee Flanagan and seconded by Trustee Scott to ratify the Mayor’s acceptance of a quote from Suffern Sales & Service to repair the backhoe in the amount of $750.00. Ayes: Mayor Jackson, Trustees Flanagan & Scott Noes: None -Supt. Conklin stated that the backhoe should be repaired by tomorrow. If not, he will contact the Village of Sloatsburg to possibly borrow equipment for leaf pick-up. -Firehouse Building – The tarring around the pipe on the roof was done. The fan motor for the exhaust system cannot be repaired. A quote will be obtained. -A quote for jackets and rain gear for the DPW staff will be submitted at the next Board meeting. -RE: Hudson Valley Water Works Conference – Membership Renewal A MOTION was made by Trustee Scott and seconded by Trustee Flanagan to approve the DPW Superintendent’s membership in the Hudson Valley Water Works Conference at the fee of $30.00. Ayes: Mayor Jackson, Trustees Flanagan & Scott Noes: None Mayor Jackson reminded the DPW Supt. and the HFD Chief that inventory lists for their respective departments are needed as soon as possible. HFD Report – Chief Laurens Winter reported: -The HFD responded to 5 fire calls and 3 drills since the last meeting of the Board. One call involved a car accident on the NYS Thruway that cause one fatality. RE: HFD New Member - Thomas Whalen has had the physical required for membership in the H.F.D and is qualified as an exterior and interior firefighter. -The Annual Turkey Shoot will be held at the Town of Ramapo property on Torne Valley Road on October 30th and November 6th from 9:00AM to dusk -A discussion was held on the HFD’s request to take the 5-Quad to the Turkey Shoot. Chief Winter stated that he will take responsibility for the truck. RE: 8/28/11 Accident – 5 Quad – Chief Winter questioned when the 5-Quad could be taken to Valtek for repair. The Village Clerk stated she has been in contact with the Village’s insurance company and is awaiting authorization. -Chief Winter stated that two ball valves were received from MES and will be placed on the trucks this evening. RE: 10/12/11 Request for (2) Sets of Turn-Out Gear – Projected cost stated on Chief Winter’s 10/12/ 11 report: $4,685.50. Mayor Jackson stated that the matter had not been acted on due to Trustee Scott was in the hospital and Trustee Flanagan was out of the Village. A discussion was held on same. A MOTION was made by Trustee Scott and seconded by Trustee Flanagan to approve the purchase of two sets of Turn-Out Gear for the Hillburn Fire Department, subject to receipt of a formal quote from the vendor. Ayes: Mayor Jackson, Trustees Flanagan & Scott Noes: None Western Ramapo Sewer District Extension - No report. Determination will be made that this item is complete and can be removed from the meeting agenda. Village Engineer’s Report – Engineer Glenn McCreedy reported: RE: Dam Decommissioning Project - Bid Opening is scheduled for 7:30PM. RE: FEMA – Floodplain Mapping – 6/5/11 Proposal for Engineering Services A MOTION was made by Trustee Scott and seconded by Trustee Flanagan to accept the 6/5/ 11 proposal from Brooker Engineering for Engineering Services regarding FEMA Floodplain Mapping, in the amount of $1,000.00. Ayes: Mayor Jackson, Trustees Flanagan & Scott Noes: None -Engineer McCreedy requested the Village Clerk to supply his office with the FEMA package pertaining to the Village of Hillburn. RE: Local Highway Inventory Update A MOTION was made by Trustee Scott and seconded by Trustee Flanagan authorizing the DPW Superintendent to complete the Local Highway Inventory Update. Ayes: Mayor Jackson, Trustees Flanagan & Scott Noes: None Community Development Program 2011 CD Program – Sidewalk Replacement Project – The required Pre-construction Conference was duly held on 10/20/11, as scheduled. Project start up will be determined by the weather. Residents in each affect area will be notified. 2012 CD Program – RC CD Director Joseph Abate, along with several representatives from his office, met with Mayor Jackson, Trustee Scott, Village Attorney Yodowitz, Village Clerk DeFreese & Deputy Village Clerk Van Dunk on 10/20/11 to discuss the requirements for filing a proper application for the 2012 CD Program. -2012 Citizens Advisory Committee – The first required meeting was held at 6:00PM this evening, 10/ 26/11. The next meeting will be held on 11/16/11. RE: Treasurer’s CD Report – The Village Board was in receipt of the Treasurer’s Report at 9/30/11. Village Attorney’s Report – Attorney Robert Yodowitz reported: 2011 CD Program – Sidewalk Replacement Project – As reported, the Pre-construction Conference was held on 10/20/11. The Village Clerk confirmed that signed contracts have been received. And will be forwarded to the RC Community Development Office. Zoning Board of Appeals –RE: Application filed by St. James Mar Thoma Church - Public Hearing will be held on 11/02/11. Planning Board – No meeting scheduled for November, 2011. Building/Fire Inspector – William Nicholson not present. -The Village Board is in receipt of correspondence pertaining to property violations. -RE: Rockland Housing Action Coalition - Building Permit #100510 Issued 5/03/10 – Expires 1/03/12 (RHAC had previously requested and paid for two 4-month extensions) A verbal request was received from Peter Nardone of RHAC to waive the requirement of filing a new Building Permit and granting an extension for the completion of the project. A MOTION was made by Trustee Scott and seconded by Trustee Flanagan that in consideration of RHAC’s status as a non-profit housing development, an extension of Building Permit #100510 is hereby granted for the completion of the project. Ayes: Mayor Jackson, Trustees Flanagan & Scott Noes: None Escrow Accounts – Village Board was in receipt of the Status of Escrow Accounts Report at 9/30/11. Senior Citizens Upcoming Trip - November 28-30th - Wheeling Festival of Lights - Wheeling, West Virginia IT WAS RESOLVED by the Village Board to approve the request for an expenditure of $400.00 (20 Participants @ $20.00 each) as the Village’s share towards the 11/28-30/11 trip. Ayes: Mayor Jackson, Trustees Flanagan & Scott Noes: None Recreation – Written report read by the Village Clerk. RE: Halloween Party will be held on 10/29/11. RE: 12/8/11 Trip to Radio City Music Hall – Christmas Spectacular The Village Clerk reported that, as approved at the 10/12/11 meeting, one bus was reserved from Chestnut Ridge Transit at the cost of $338.12. If return trip is after 11:45PM, there is an additional cost of $60.00. RE: Request for Purchase of New Christmas Tree for Youth Center A MOTION was made by Trustee Flanagan and seconded by Trustee Scott to approve the purchase of a Christmas Tree at a cost not to exceed $120.00. Ayes: Mayor Jackson, Trustees Flanagan & Scott Noes: None RE: Proposed Cooking Class – Eleanor DeGraw stated she would like to volunteer to instruct a 13- week cooking class at the Youth Center, with on Friday or Saturday afternoons. Mrs. DeGraw stated that Pat Osterhoudt has also stated her interest in helping out. -Mrs. DeGraw was advised of the requirement of background checks. A MOTION was made by Trustee Scott and seconded by Trustee Flanagan to approve a Cooking Class at the Youth Center, subject to the determination of a date and time and the receipt of the required background check(s), and FURTHER, a registration fee of $10 per person will be required to offset the cost of supplies. Ayes: Mayor Jackson, Trustees Flanagan & Scott Noes: None Hillburn Historical Society - Beverly Flanagan, Chairperson -An Open House is being planned for a Sunday afternoon sometime in November. 7:30PM – Opening of Bids – Hillburn Reservoir Dam Decommissioning Project A total of twelve (2) bids were received. Same were opened and read aloud: Name/Address of Bidder Lump Sum Base Bid 1. Arold Construction 51 Powder Mill Bridge Rd., Kingston, NY 12401-7210 2. Doyle Contracting, Inc. 210 Gilbert Avenue, Pearl River, NY 10965 3. Turco Golf, Inc. 212 Orange Avenue, Suffern, NY 10901 4. Victor P. Zugibe, Inc. 66 W. Railroad Avenue, Garnerville, NY 10923 5. Montesano Bros., Inc. 76 Plain Avenue, New Rochelle, NY 10801 6. CMC Construction Group, Inc. P.O. Box #9, Slate Hill, NY 10973 7. A. Servidone, Inc. / B. Anthony Const. Corp. JV 1364 Route 9, Castleton, NY 12033 8. Let It Grow, Inc. 52 Ackerson Street, 9. Bibeau Construction 231 South Middletown Road, Nanuet, NY 10954 10. Nikko Construction 173 Route 303, Valley Cottage, NY 10989 11. Cal Mart Enterprises, Inc. 4 Burts Road, Congers, NY 10920 12. Hudson Valley Bridge Constr., Inc. PO Bx 662, 144 Rte 17M, Ste B, Harriman, NY 10926 A MOTION was made by Trustee Scott and seconded by Trustee Flanagan to table the bids for review. Ayes: Mayor Jackson, Trustees Flanagan & Scott Noes: None Hillburn Day – Oct. 1, 2011 Mayor Jackson reported that due to inclement weather on 10/1/11, The Renegades performed on 10/ 15/11 at Veterans Memorial Park and sounded great. -The Village Treasurer stated she is still awaiting receipt of a report from the Hillburn Day Committee. Committee member, Eleanor DeGraw, will stop by the Village Office to discuss what is required. Public Comments Wilma Powell (68 Fifth Street) questioned if there will be a bulk trash pick-up in November. (Mrs. Powell was advised that bulk trash is picked up on a quarterly schedule. The next pick-up date is 1/19/12. A special pick-up was scheduled in October due to Hurricane Irene) -Mrs. Powell stated she would like to take some bulk trash to the RC Solid Waste Facility; however, she does not want to leave her credit card, as required. (Mayor Jackson stated he will check into this requirement with the Ramapo Supervisor) With no further discussion, Public Comment period was closed. Applications for Use of Meeting Room - Hillburn Housing Development Fund Co., Inc. Date/Time: Thursday, November 3, 2011 / 6:00PM – 7:30PM / Purpose: Meeting A MOTION was made by Trustee Scott and seconded by Trustee Flanagan to approve the request for use of the Meeting Room on 11/3/11 by the HHDFC. Ayes: Mayor Jackson, Trustees Flanagan & Scott Noes: None Correspondence – The Village Board was in receipt of copies of all correspondence. 219,000.00 198,000.00 306,404.00 252,546.00 437,000.00 372,000.00 River Edge, NJ 07661 64,800.00 409,000.00 334,334.00 147,000.00 Tappan Zee Hudson River Crossing Project – Environmental Impact Statement – Public Scoping Briefings – October 25th & 27th, 4:00PM – 9:00PM. Mayor Jackson stated he has prior commitments and requested Trustee Flanagan and Trustee Scott to attend. Community Medical & Dental Care, Inc. – Request to be placed on the 11/16/11 Board Meeting Agenda – RE: Dental Van Program. (tabled by Board) Williamson Law Book – Annual Software Support Contract – Water/Sewer Billing Program A MOTION was made by Trustee Flanagan and seconded by Trustee Scott authorizing an expenditure of $770.00 for the Annual Software Support Contract–Water/Sewer Billing Program. Ayes: Mayor Jackson, Trustees Flanagan & Scott Noes: None RBC Wealth Management – Certificate of Investment Powers – The Village Board signed the Annual Update of Trustees. NYCOM Legislative Priorities Meeting – 11/21/11 – Albany, NY – Mayor Jackson stated that he would like to attend the meeting and requested reimbursement for expenses. A MOTION was made by Trustee Flanagan and seconded by Trustee Scott to approve the reimbursement of expenses incurred by Mayor Jackson to attend the 11/21/11 NYCOM Legislative Priorities Meeting on 11/21/11 in Albany, NY. Ayes: Mayor Jackson, Trustees Flanagan & Scott Noes: None RC Fire Advisory Board - Participation in the Rockland County Fire Mutual Aid Plan The following RESOLUTION was offered by Trustee Flanagan and seconded by Trustee Scott who moved its adoption: BE IT RESOLVED that the Board of Trustees of the Village of Hillburn adopts the Rockland County Fire Mutual Aid Plan as now in force and as amended from time to time and certifies to the Legislature of Rockland County through its County Fire Coordinator that no restriction exists against “outside service” by the Hillburn Fire Department within the meaning of Section 209 of the General Municipal Law which would affect the power of the Hillburn Fire Department to participate in such plan; and FURTHER BE IT RESOLVED that a copy of this resolution be filed with the County Fire Coordinator. Ayes: Bernard L. Jackson, Mayor Thomas R. Scott, Trustee Craig M. Flanagan, Jr., Trustee Noes: None RESOLUTION was unanimously adopted. Board of Trustees Meeting Schedule – November & December 2011 IT WAS RESOLVED by the Village Board that only one meeting be held in the months of November & December 2011, as follows: Wednesday, November 16, 2011 Wednesday, December 14, 2011 Ayes: Mayor Jackson, Trustees Flanagan & Scott Noes: None Voucher Claims were reviewed by the Board who approved payment of same. A MOTION was made by Trustee Flanagan and seconded by Trustee Scott to adjourn the meeting at 8:10PM. Ayes: Mayor Jackson, Trustees Flanagan & Scott Noes: None