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 JANUARY 13, 2014 AT 7:30 O’CLOCK PM.

PRESENT:          
Edward Weiss                         MAYOR
Brian C. Vail                           TRUSTEE
Leonard Emma                        ABSENT
Rosie Connell                          TRUSTEE
Kathleen Baumann Schnoor    TRUSTEE           
Cathy Donahue-Spier              CLERK/ TREASURER

Deputies, Commissioners, and Chairs present: J.Bates, L.Kogel, J.Weiss, S.Walker, J.Falco, D.Madigan and approximately 20 residents and Village Attorney Anthony Tohill

OPEN MEETING
Mayor Weiss opened the Regular Meeting at 7:30 PM and indicated that he would depart from the normal meeting format to accommodate the subdivision hearing referenced below, leaving Commissioner Reports and Public Comment to the end of the meeting, time permitting.
Pledge of Allegiance

MINUTES
Motion to approve minutes from December Board Meeting.
Approved.
(Connell - Vail 4-0)

MOTION TO CLOSE REGULAR MEETING AND OPEN HEARING ON PROPOSED LOCAL LAW ON SUBDIVISIONS.
Approved.
(Baumann - Connell 4-0)
Clerk Spier made a record of the posting and publishing of notice of the hearing.
Attorney Tohill explained the intention of the proposed law was for Village Law on the subject of Subdivisions to be consistent with the State Law enacted in 1992. Attorney Tohill explained various aspects of the proposed law.  Questions from the residents were answered.

MOTION TO CLOSE HEARING AND RE-OPEN REGULAR MEETING.
Approved.
(Baumann - Connell 4-0)

Resolution 1 of 2015 resolving to authorize the Mayor to complete and execute a negative declaration under SEQRA, to enact Local Law 1 of 2015 entitled A Subdivision Law, and direct the Village Clerk to file a copy of the local law with the Secretary of State and publish Notice of Enactment.
Approved.
(Connell - Baumann 4-0)

RENTAL REQUESTS AND SECURITY DEPOSIT RETURNS
June 26, 2015 - UL Wedding D.Madigan/King 150 guests 6:00pm - 11:00pm $3,700
2015 SCC rental schedule all rentals $1,500 (multiple rentals rate) unless otherwise noted:
Jan. 31 - Comedy Night, Feb. 22 - Academy Awards Brunch, March 14 – St. Patrick’s Day, April 4 - Children’s Spring Party (N/C), April 24 - TGIF Trivia Night ($500), May 24 - Memorial Day Cocktail Party, June 5 -  TGIF ($500), July 4 - 4th of July Dinner Dance, July 18 - Family Beach Party/Regatta (N/C), Aug. 1 - Clambake, Aug. 16 - Brunch, Aug. 29 - Labor Day Dinner Dance, Sept. 18 - TGIF ($500), Oct. 24 - Oktoberfest, Oct. 25 - Children’s Halloween Party (N/C), Nov. 26 - Thanksgiving Cocktail Party, Dec 4 or 11 - TGIF SCC Tree/Family Party ($500), Dec. 12 or 19 -  Members Holiday Party, Dec. 31 - New Year’s Eve Party.

RENTAL REQUEST - VOTES TAKEN BY EMAIL
Jan. 10, 2015 Reinhart Birthday Party 80-100 guests 6:30pm - 11:30 pm $950 (winter rate)
Jan. 7, 2015 Use of LL by Board of Education for Public Informational Meeting 7:00pm No fee
Approved by email Jan. 7th LE, BV, RC, KBS

RETURN OF SECURITY DEPOSITS
Reinhart ED 1/10/15 full return $1,000

Approved.
(Connell - Vail 4-0

CLERK/TREASURER REPORT
Clerk Spier announced the resignation of Planning Board member Richard Rohman effective December 31, 2014.  Clerk Spier reminded the Board and members of the Planning and Zoning Boards that they are required to get four hours of training during the year beginning August 1st and ending July 31st.  She stated that this training was available on-line for free on the web site of the Village’s insurance carrier NYMIR.

Clerk Spier stated that she had received the 2015 contract for fire protection and ambulance service from the Rocky Point Fire Department with the anticipated increase of 1.9% *($2,446.86) over last year’s contract price.  The contract runs from January 1, 2015 through December 31, 2015.
Resolution 2 of January 2015 resolving to authorize the Mayor to sign the 2015 Fire contract and authorize the Treasurer to pay one-half the contract price of $132,229 to the Fire Department before February 28, 2015.
Approved.
(Baumann - Connell 4-0)

Clerk Spier reported that she and Trustee Baumann Schnoor obtained proposals from two accounting firms for the performance of a financial audit of the Village.  The audit is part of the process to secure a bond that the Village seeks to obtain to fund roadwork necessary within the Village.  She and Trustee Baumann reviewed the proposals and consulted with other Villages’ treasurers and, while both firms are of top quality and both firms have performed work for the Village in the past,  they are recommending acceptance of the less expensive proposal from Satty, Levine & Ciacco for $7,250. 
Resolution 3 of January 2015 resolving to authorize the Mayor to sign the the Audit Engagement letter from Satty, Levine & Ciacco for an audit of the fiscal year 2013-2014.
Approved.
(Baumann - Connell 4-0)

ABSTRACT APPROVAL
2014020 - $ 5,480.85 ( payroll & utilities)
2014021 - $5,848.59 (payroll & utilities)
2014022 - $23,322.01  (bills received during December and not yet paid)
TOTAL: $ 34,651.45
Approved.
(Weiss - Vail 4-0)

Treasurer Spier distributed the December 31, 2014  financial report to the Board and reported that 5 months into the fiscal year revenues this year exceeded revenues reported last year at the same time due to increased rental income and increased tax revenue from the tax rate increase.  Expenses were down from last year at the same time, although this was due in large part to pre-paid expenses and the lack of hurricane expenses this year.

REPORT FROM THE BOARD OF TRUSTEES
Mayor Weiss reported that:

  As related to communications:
Mayor Weiss stated that the Board had written a “Looking Ahead” letter and posted it on the Village website summarizing what had been accomplished in the Village in the last six months and what was to come in the next six months.
  As related to roads:
Commissioner Kogel reported that the engineering firm had taken soil borings and core samples of the roads and that they were a few weeks away from issuing a comprehensive road repair report.   Mayor Weiss indicated that Michael Madigan, who supervised the pothole repair project, was to prepare a report detailing what pothole work had been completed by the Town and what was still left to do for submission to the Board.
  As related to drainage:
Commissioner Kogel and Commissioner Walker noted that what was learned from the engineer’s soil borings was that a clay swale existing, running 25 - 30 feet deep, along the south east portion of Briarcliff Road by Hillcrest Dr.. and Ashley Lane and northwards which was severely inhibiting absorption of storm water in this section of the Village.  The engineering firm would be asked to formulate solutions to this situation for the Board’s consideration. 
  More on drainage:
Commissioner Walker said that he inspected the invasive removal and re-grading work done in the Village parkland that runs along the north west corner of Ashley Lane and Briarcliff Road and that all of the work was done on Village property.  Commissioner Walker also indicated that additional work would need to be done in the form of a rain garden or bio-swales to absorb and redirect the storm water that was now running across the parkland, resident’s property and Briarcliff Road due to the removal of the invasives. 
Mayor Weiss indicated that the from his conversations with the office of Senator Ken LaValle, he has learned that there are grants available for large scale projects to improve storm water drainage.  The engineering firm contracted by the Village has drawn up a plan to eliminate the beach drain pipe and redirect storm water underground to basins which would be installed under the ball field.  This proposal will be submitted to Senator LeValle’s office to be considered for grant funding.  
  As related to meetings:
Commissioner Kogel reported that he, Trustee Emma, Commissioner Weiss and Village Engineer D.Falasco and met with the DEC on December 11th regarding a notice of violation the Village had received concerning the post-Sandy work done on the beach stairs, beach access road and drainpipe.  They learned at the meeting that the notice was a result of a resident’s complaint**.   The DEC representatives explained that the work on the beach needed to be “in kind” work to repair structures damaged by the storm.  Engineer Falasco explained that the work was “in kind” except for alterations necessitated by a) significant changes in elevation on the beach due to sand loss, b) the requirements of the American Disabilities Act, and c) to harden structures to prevent future destruction by storms.  The DEC reviewed the alterations and stated that they would have  issued a permit for this work.  The DEC indicated that it would not issue any violations, but instead issue a warning letter to the Village. 
  As related to use of the Village Hall:
Commissioner Kogel reported that the during the meeting with the DEC, the Village asked whether the DEC had any objection to use of Village Hall for rental functions.  The DEC officials informed him that the DEC had no jurisdiction over the Village Hall and would not have any official interest in the use of the building.  Commissioner Walker stated that he reviewed the 1923 deed for the Village parking lot and it contained no covenants or restrictions on its use.
  As related to miscellaneous:
A stump remains from the tree hanging over the electric lines on Towerhill Rd. that was removed by PSEG.  Clerk Spier to follow up with PSEG to see if the stump could be cut flush with the ground.

COMMISSIONER REPORTS were deferred until next meeting.

OLD BUSINESS
Updated Building Fee Schedule tabled at last Board meeting.  Commissioner Walker explained that the Village was trying not to expend any tax payer funds on its oversight of private building projects.  Commissioner Walker reviewed the current fees associated with building and compared them to surrounding Villages’ fees.  He found that our Village building fees were insufficient to cover the costs to the Village associated with permitting private building and were significantly lower than neighboring Villages’ fees.  Commissioner Walker proposed updated fees designed to cover any cost to the Village.  Fee schedule attached hereto.
Resolution 4 of January 2015 resolving to adopt the proposed updated building fees effective immediately.
Approved.
(Vail - Baumann 4-0)

NEW BUSINESS
No new business.

PUBLIC COMMENT
No public comment.

 ADJOURNMENT
Motion to adjourn 8:40 PM.
Approved.
(Weiss - Vail  4-0)

CORRECTIONS
* The actual increase over last year’s contract is 1.56%.
** The DEC representatives actually said it was a neighbor’s complaint.

Submitted,
Cathy Donahue Spier
Village Clerk