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 JUNE 9, 2015 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, Blum, Kogel, Weiss, Walker, and various residents.
OPEN MEETING
Pledge of Allegiance
Mayor Weiss opened the Regular Meeting at 7:30 PM.
MINUTES
Motion to approve minutes from April 25, 2015 Budget Workshop and the May 12, 2015 Board Meeting.
Approved.
(Schnoor - Emma 4-0)
PUBLIC COMMENT
Resident Barbara Kullen asked who was going to be appointed to the Village Hall Use Committee. The Board indicated that the committee had not yet been formed, but that it would consist of various persons who representative the resident community, various Village organizations, and the Shoreham Country Club. Resident Kullen calculated the amount of taxpayer money used to fund the building of the Village Hall and asked that the Board and the proposed Use committee consider this large amount money spent by the taxpayers when considering how limited resident use would be.
Resident Melius stated that when he was Building Commissioner, a project was underway to re-assess the Village properties. Resident Melius noted that this has not happened yet and inquired what the Village was doing with respect to the re-assessment project. Mayor Weiss indicated that the Board would look into it.
Green Infrastructure co-chair, Mary Lou Abata stated that the GIC applied for a grant to the Long Island Sound Futures Fund for $6,500 to create a rain garden on Briarcliff Rd. east of the paddle tennis courts. Co-chair Abata also outlined some of the past events of the GIC including 2 lectures and a parkland clean-up in conjunction with the Friends of the Park Committee. She indicated that she is seeking funds from the Village to hire a grant writer for future grant opportunities.
Resident Daddino indicated that she attended the Village Hall Meeting on June 6th where the Road and Drainage Improvement Plan was outlined. She asked that the costs associated with the project be further broken down. The Board indicated that this would be covered during the budget hearing occurring later during the tonight’s meeting.
Resident Delagi inquired whether the proposal brought forward at the last Board meeting concerning use of the Village Hall was still pending before the Board. The Mayor indicated that it was not.
BUDGET HEARING
Motion to Close Regular Board Meeting and Open Budget Hearing.
Approved.
(Schnoor - Emma 4-0)
Treasurer Spier and Deputy Treasurer Bates presented the operating and capital budgets for the fiscal year 2015-2016.
Clerk Spier distributed the proposed 2015-16 budget and reported that the proposed budget was developed at the April 25, 2015 budget workshop meeting and that all proper notifications of the tentative budget were made.
The proposed budget has no tax increase from last year
The projected revenues in the operating budget are $832,300, a $26,619 increase over last year’s budgeted revenues. Last year’s tax rate of $414 per $1,000 of assessed value was used to calculate property tax revenues. The increase in revenue is due to some property re-assessments triggered by issued building permits, a one-year increase in CHIPS (state aid for road construction) money due to a carry-over balance from the prior year, a projected increase in rental revenue based upon the current year’s revenues, and other miscellaneous revenue increases.
The projected expenditures in the operating budget are $832,300, a $26,619 increase over last year’s budgeted expenditures. This year’s expenditures will include the bond payments (premium and interest) for the road and drainage improvement project, which are calculated at $87,000. To absorb this cost in the budget, the special projects budget for the Village Hall, for park’s projects and for buildings and grounds were cut almost half. Additionally, a $29,482 budget line was created for replacement of the Village Hall air-conditioning unit. Also, the steward’s compensation was increased by $13,093.
Commissioner Kogel indicated that amounts budgeted for road and pothole repair, road sweeping and drain cleaning were not sufficient. A total of $22,000 was allocated for street maintenance, street sweeping and storm sewer cleaning. The Board indicated that if more money was needed during the next fiscal year, Commissioner Kogel should make an application to the Board for additional funds and the budget would be adjusted as necessary.
Trustee Baumann requested that the budget line (A1989.21) for grant writer’s fees be increased by $1,500 and proposed that said amount be taken from the contingency budget line (A1990).
Deputy Treasurer Bates presented the capital budget, which would be used for the road and drainage improvement plan.
The projected revenues in the capital budget are $1,600,000. The revenues are comprised of the proceeds from the sale of the bond at $995,000; a reimbursement from the Suffolk County Water Authority for the repair of the roads after the water main replacement project of $300,000, and a transfer of funds from the reserves for capital projects of $305,000.
The projected expenditures in the capital budget are $1,600,000 based upon the estimates developed by the engineers who designed the road and drainage improvement plan.
Approved.
(Baumann/Schnoor - Emma 4-0)
REPORT ON INDEPENDENT AUDIT
Treasurer Spier reported that the accounting firm of Satty, Levine and Ciacco completed its audit of the financial records for the fiscal year ending 2014. She distributed the audited financial records and indicated that she made all the proper notifications of the independent audit. Clerk Spier further indicated that the accounting firm indicated that they did not identify any deficiency considered a material weakness or any improprieties or in the finances or errors in the financial records. The firm, however, recommended that the Village establish a formalized fixed asset schedule and start by obtaining an independent fixed asset appraisal. The firm further recommended that the Village should review its investment policy annually and adopt formal policies for education, training and seminar expenditures, mileage reimbursements and meal allowances as well as develop a formal fraud policy.
CLERK/TREASURER REPORT
Treasurer Spier reported that the Village’s insurance carrier, NYMIR, announced that it would not be increasing its rates this year and the premiums would remain the same unless the Village changed its coverage.
ABSTRACT APPROVAL
2014039 - $ 5,582.49 (5/21 payroll & utilities)
2014040 - $ 1,000 (1/2 payment for Wick’s survey – email app’l)
2014041 - $ 5,100.50 (6/7 payroll & utilities)
2014042 - $ 38,860.04 (May bills – street sweeping, tennis courts, LKMA, Audit)
TOTAL: $ 50,543.03
Approved.
(Vail - Weiss 4-0)
ACTIONS TAKEN VIA EMAIL
Permission granted to Miller Avenue School for 1st graders to have a
“Beach Day” on Tuesday, June 16th from 9:00 to 11:30 am with a rain date of Wednesday, June 17th. (LE, BV, KB, RC, EW)
RENTAL REQUESTS AND SECURITY DEPOSIT RETURNS
Via email: June 14, 2015 – LL Kuck 3pm-8pm 50 guests $800 (LE, EW, KBS)
Deputy Treasurer Bates made the following requests on behalf of Steward Piscak
September 12, 2015 - UL Kuck/Biele under 100 guests 6pm - 11pm $3,700
Return of LL Chinalai security deposit - full $250 event date 6/6/15
Approved.
(Weiss - Vail 4-0)
REPORT FROM THE BOARD OF TRUSTEES
Report on June 6th Village Hall Meeting. Mayor Weiss reported that a Village Hall meeting was held on June 6, 2015 at the Village Hall. Various topics were covered during the meeting including the upcoming Road and Drainage Improvement Program. Engineer Bob Steele from Louis K. McLean was at the meeting to answer any questions that the residents had about the project. The power point presentation shown at the meeting is available for viewing on the Village website.
The Board indicated that it was forming a committee to explore future grant funding opportunities.
The Board indicated that it intended to raise the fine for violations of the rules against dogs on the beach and off-leash.
COMMISSIONER REPORTS
Commissioner Richter reported that there were no applicants for the children’s summer tennis instructor position this year so she was not able to have the Village program this summer. She reported that the Shoreham Wading River School District has requested permission to use the Village tennis courts for a SWR community children’s tennis program from July 6 – 23, Monday – Thursday from 8:30 – 10:00 am. Village children would be eligible to participate in lessons at no cost. Ages 5 – 10+.
Approved.
(Vail - Emma 4-0)
Commissioner Richter will have registration forms available at the Village Hall office.
Trustee Emma (also Stormwater Management Commissioner) reported that the annual Stormwater report (MS-4) was filed with the DEC and is available for viewing of the Village website.
COMMITTEE REPORTS
GIC Co-Chair Abata requested permission to interview grant writers for upcoming grant opportunities.
OLD BUSINESS
NEW BUSINESS
Landscaper Registration. Trustee Emma requested that the Village consider a registration requirement for landscapers doing business in the Village whereby the landscaper would present the proper licenses to the Village Clerk and fill out necessary paperwork before working at Village residences. Trustee Emma believes that this would inhibit some of the errant practices of landscapers who park in the streets and block traffic and who blow leaves and other debris into storm drains and neighboring properties. The Mayor indicated that the Village attorney would be consulted concerning this proposal to see if it was feasible.
PUBLIC COMMENT
No public comment.
ADJOURNMENT
Motion to adjourn 9:30 PM.
Approved.
(Vail - Emma 4-0)
Submitted, Cathy Donahue Spier, Village Clerk