Board of Trustees Minutes
REGULAR MEETING OF THE BOARD OF TRUSTEES OF THE INCORPORATED VILLAGE OF SHOREHAM HELD IN THE VILLAGE HALL, WOODVILLE ROAD, SHOREHAM, NY ON DECEMBER 9, 2014 AT 7:30 O’CLOCK PM.
PRESENT:
Edward Weiss MAYOR
Brian C. Vail TRUSTEE
Leonard Emma TRUSTEE
Rosie Connell ABSENT
Kathleen Baumann Schnoor TRUSTEE
Cathy Donahue-Spier CLERK/ TREASURER
Deputies, Commissioners, and Chairs present: J.Bates, Kogel, J.Weiss, Falco, D.Madigan and approximately 20 residents.
OPEN MEETING
Mayor Weiss opened the Regular Meeting at 7:30 PM.
Pledge of Allegiance
MINUTES
Motion to approve minutes from November Board Meeting.
Approved.
(Schnoor - Emma 4-0)
Motion to approve the minutes of the December 2nd work session and executive session meeting.
Approved.
(Schnoor - Emma 4-0)
OPEN FORUM
The Shoreham Village Association (TSVA) co-president Donna Smith requested that the Board remove the specific amount of $5,000 from the Public Comment section of the minutes of the last Board meeting. She indicated that TSVA did not want to commit itself to any specific amount. The Board denied the request, but took note that the TSVA was not committing itself to any specific amount of fundraising money.
Resident Daddino stated that she hoped that the Board would not approve any further rentals of the Village Hall until it made sure that the Village was in compliance with all health department and department of environmental conservation regulations and not in violation of any zoning restrictions regarding the parking lot. The Board stated that it would look into the matter. Resident Daddino also stated that she wanted to know if the Board was going to post the procedure for making complaints to the Village’s Ethics Board and whether the ethics board members had begun training. The Board said it would follow up on these issues.
RENTAL REQUEST & RETURN OF SECURITY DEPOSITS
Use of the Village Hall after the funeral of Thomas Cutenella on October 7, 2014 was approved by the Board with Steward.
Approved.
(Vail - Weiss 4-0)
Email approval for rental of UL Dec. 9, 2014 memorial service sponsored by S. Mahoney approved 4-0 Weiss, Vail, Schnoor and Connell
Return of security deposit Taylor/Pijacki $676 out of $1,000 ed 11/15/14
Approved.
(Vail - Weiss 4-0)
CLERK/TREASURER REPORT
Treasurer Spier reported that she and Deputy Treasurer Bates met with Trustee Schnoor to discuss funding of the legal expense line, which has been depleted by costs associated with enacting new legal codes and upgrading the Village procedures. At the meeting, it was forecasted, based on spending in the first four month of the year, that up to $60,000 may be spent on legal costs during the current fiscal year. Since there are no over budgeted line items and this is a one-time expense, it was determined at the meeting that the line be funded from fund balance. Unreserved fund balance is currently $214,757.03. Treasurer Spier requested that the Board make an interim appropriation of $20,000 of unreserved fund balance and transfer it to the legal expenses budget line to fund ongoing legal expenses. Resolution 3 of December 2014 to appropriate and transfer $20,000 from A909 to A1420.
Approved.
(Schnoor - Weiss 4-0)
The treasurer and deputy treasurer suggested that the Board vote to increase the amount of the deductible on the Village’s insurance policy. The saving on premiums costs per year, if the deductible amounts were raised to $10,000, would be $2,798.60. Within four years, the savings would be sufficient to cover the cost of the deductible amount.
Approved.
(Schnoor - Weiss 4-0)
Resolution 1 of December 2014 to Introduce a Proposed Local Law on Subdivision. The text of the proposed law will be completed shortly. This resolution authorizes Clerk Spier to post and publish notice of a hearing on a proposed local law to be held at the next regularly scheduled Board meeting on January 13, 2014 at 7:30 pm once the text is complete. The entire text of this proposed local law would be available for viewing on the Village website: www.villageofshoreham.org and copies are available for viewing at the Village Hall during office hours.
Approved.
(Vail - Schnoor 4-0)
MOTION TO CLOSE REGULAR MEETING AND OPEN HEARING ON PROPOSED LOCAL LAW 4 OF 2014 PROVIDING FOR A TEMPORARY MORATORIUM ON DEMOLITIONS
Approved.
(Emma – Schnoor 4-0)
Clerk Spier reported that notice of the hearing was posted on the bulletin board and Village website and published in the local paper.
A general conversation ensued. The proposed local law would prohibit demolitions for a period of one hundred and eighty days.
MOTION TO CLOSE HEARING AND RE-OPEN REGULAR BOARD MEETING
Approved.
(Weiss – Schnoor 4-0)
MOTION TO ADOPT PROPOSED LOCAL LAW 4 OF 2014.
Approved.
(Schnoor - Weiss 4-0)
ABSTRACT APPROVAL
2014017 - $ 6,131.06 (11/20 payroll & utilities)
2014018 - $4,299.46 (12/6 payroll & utilities)
2014019 - $32,846.14 (bills received during November and not yet paid)
TOTAL: $ 43,276.66
Approved.
(Weiss - Vail 4-0)
Treasurer Spier distributed a summary of the financial report to the Board and reported that 4 months into the fiscal year revenues this year exceeded revenues reported last year at the same time. Expenses were down from last year at the same time. The legal expense line has been funded from existing fund balance to bring the budget into balance.
REPORT FROM THE BOARD OF TRUSTEES
Mayor Weiss reported that:
As related to communications:
- The Town will be entering into an IMA with the Village for snow-plowing services.
- Mayor Weiss met with Suffolk County Legislator Sarah Anker who informed him that the County will lease the railroad bridge from LIPA for a trails-to-rails project. Ms. Anker assured Mayor Weiss that she will assist the Village in obtaining permission from LIPA to beautify and maintain the bridge. Mayor Weiss and the Board sent a thank-you email to the Roads Committee members thanking them for their help with hiring an engineering firm. The Mayor indicated that the committee was not disbanded and the Board will continue to seek advise from the committee.
- The Mayor will be sending a procedural email to the commissioners regarding the use of the Village attorney and asking that the commissioners attend Board meetings or, if they are unavailable, to send their reports to Clerk Spier.
- The updated job descriptions of the commissioners are now posted on the Village website.
As related to roads:
- The survey has been completed by residents Dawn Madigan and M.Schwartz and a letter will go out to residents who have not cleared away low hanging branches or vegetation that is growing into the Village roadways.
- A radar speed machine has been put on Briarcliff Rd. and Woodville Rd. in the attempt to slow down motorists who are speeding. The Board is considering stop signage to slow down traffic.
- Trustee Schnoor reported that the next step in the obtaining a bond for roadwork is to have an outside audit of the Village finances. The audit is necessary to obtain the lowest interest rate for the bond. Two accounting firms are submitting proposals. The cost of the audit will be between $5,000 – 8,000.
As related to laws:
- The Village SEQRA law was filed with the Secretary of State and became effective on December 3, 2014.
- The full text of the proposed subdivision law will be available within a week or so and will be posted on the Village website well in advance of the hearing on January 13, 2014.
- The Village attorney will continue his efforts to process the proposed Comprehensive Plan and the Mayor plans to have the proposed Zoning law completed shortly.
- Various other laws are also in the preliminary approval process.
As related to contracts:
- The Fire District will provide the Village with a signed contract for review before the next meeting with a non-negotiable increase of 1.56%, with half payable in February and the balance in September.
- The Village contract for the cablevision franchise agreement will have to be renewed. The Clerk will follow up on same.
- Steps are being taken to enter into an Inter-municipal Agreement with the Town for various street services, including snow removal, repairs, street sweeping and miscellaneous items related to the streets.
As related to meetings:
- The DEC meeting was postponed by the DEC due to personnel unavailability until this Thursday, December 11, 2014. Commissioners J.Weiss and L.Kogel will attend meeting along with Village Engineer D.Falasco and Trustee Emma and will report on meeting at next board meeting.
As related to miscellaneous:
- The Village attorney advised the Board that a reward for information about the cutting down of a locust tree on Village property would have to be handled privately without Village involvement. Resident Burns informed the Board that he contacted DEC officials who agreed to investigate the matter and that he is offering a $2,000 reward to any person who has information about the locust tree. Anyone with information should call the DEC hotline at phone number 212-673-7477.
- The steward compensation plan will be discussed at the January Board meeting.
- The tree hanging over the electric lines on Towerhill Rd. was removed by PSEG this month.
- Commissioner Mahoney will look at the leaning locust tree on the east end of Towerhill Rd. and Briarcliff Rd. although it is unclear whether this tree is on Village or Town property.
- A review of the Village procurement policy and rental policy will be undertaken.
- There appears to be a drainage problem on the Josberger/Desario properties after the Mile-a-minute weed was removed from the Village Parkland and the topography was changed. The Village will look into this matter and report at the next meeting.
- The Village Association would like to start a fundraiser and has asked the Mayor to identify projects the proceeds could be put towards.
- Commissioner Mahoney would like to introduce his plan to be implemented during of the upcoming village road project, the installation of entryways to Village streets.
- Holiday banners were put up along Woodville Rd. Thanks to John Bates, John Carimihas, Steve Walker, and Dale Schweyer.
- Commissioner Weiss is looking into purchasing lights to decorate the evergreen tree by the platform tennis courts.
COMMISSIONER REPORTS
Justice Court – Desmond
No report.
Code Enforcement – Flannery
No report.
Webmaster/Public Health & Safety – Falco
No report.
Health/Public Safety and Emergency Preparedness - Falco
A new AED machine has been purchased by the Village and is located in the lower level hallway of the Village Hall. Commissioner Falco attended a SCOVA training regarding a PSEG emergency response escalation tracking system where the Village can enter information on a website database to report and prioritize power outages and obtain updates on power restoral projections.
Public Works– Kogel
Commissioner Kogel reported that the Village code officers have the security schedule for Briarcliff School and a key to the access gate. He also reported that he spoke with the school district’s business manager who agreed to do whatever needs to be done regarding the overgrown vegetation at Briarcliff School along the Village roadways. A Village representative will contact the district manager to show him what work needs to be done. Commissioner Kogel indicated core samples were taken on Village roads where the Suffolk County Water Authority (SCWA) replaced water mains. The samples showed that the repairs to the road did not include any sub-base and that is why the road in these areas are sagging and unraveling. This will be a factor in negotiations with the SCWA when determining the amount of money that the SCWA will contribute towards road repairs. Commissioner Kogel reported that the engineers hired for the drainage and road refurbishment project walked the Village during a rainfall event and viewed the outfall at the beach as part of a storm water survey. Their report will follow shortly.
Building Department
Commissioner Walker distributed the new proposed fee schedule to the Board. Commissioner Walker indicated that the schedule was developed after surveying the fees of other municipalities. The Board tabled consideration until the next Board meeting.
Parks - Mahoney
No report.
Beach – J.Weiss
Commissioner Weiss present with no report other than that the sand fence may have been damaged during the recent rainstorms and high tides.
Building Operations – Scrimenti
No report.
Building & Grounds - Blum
No report.
Recreation – BJ Richter
No report.
Environmental/Storm Water Management - Emma
Commissioner Emma reported that the Village will meet with the DEC this Thursday as mentioned in the Board’s Report. He also reported that he will be reaching out to determine whether any funding exists for the drainage aspect of the road’s project.
Committee Reports-
No reports.
OLD BUSINESS
No old business.
NEW BUSINESS
No new business.
PUBLIC COMMENT
A resident stated that the new lights in the Village Hall parking lot were too small, were not dark sky lighting, and did not sufficiently illuminate the ground. The resident suggested that next time the Village does a project it first obtain a lighting plan.
A representative from The Shoreham Village Association (TSVA) reported that upcoming planned events included Katie Polk performing a puppet show for children, a March movie night, an April Green Infrastructure rainwater lecture, a May “show and tell” night, and a June star watching night.
A resident suggested that the Parklands Committee reactivate to work with the Board.
ADJOURNMENT
Motion to adjourn 9:00 PM.
Approved.
(Weiss - Vail 4-0)
Submitted,
Cathy Donahue Spier
Village Clerk