Village of Millbrook Board of Trustees Minutes November 13, 2012

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1 Call to Order by Mayor Hurley at 7:00 p.m. Pledge of Allegiance led by Mayor Hurley Village of Millbrook Board of Trustees Minutes November 13, 2012 In Attendance-Mayor Hurley, Trustee Whalen, Trustee Herzog, Trustee Spagnola, Trustee Cox, Clerk Linda Wiltse, also in attendance Audrey Scott Attorney. The new Village website is up and running. The updates are coming along well. Those attempting to access the old website are automatically sent to the new website. Fire/Rescue Department-Bruce Miller and Chris Hawks were recognized for their assistance to other communities during Hurricane Sandy. They drove a Millbrook fire truck to areas hit hard by the storm to help out. Sewer-Scott Osborne read the attached report. All monthly sampling and maintenance was performed. The air lines and valves were replaced in the digester. The plant upgrade project is ongoing for the de-chlorination project. De-Chlorination Project-The sewer pipe lining on Alden Place and North Avenue is scheduled for the end of the week. This is the final phase of the Shared Services Grant Project. The minutes from the project meetings have been submitted to all Board of Trustee members. Scott stated the sludge cannot be removed from the tank as effectively as in the past since the valves are not functioning well. The Flatline Technology flier was shared with the Village Board. NYS may fund the entire project since it is a pilot program and it is very new technology. The Board was very interested in this program. Audrey asked about a deadline in the application process. This may cut energy costs and the Village is working with the NYS DEC in reference to hydroelectric power during meetings that have been taking place. Board members were invited to the next meeting to be held on December 11, EFC Grant-Chazen Companies submitted a letter report that all actions required for completion of the aeration project at the Village WWTP have been addressed. The final step in resolution of the aeration project was the installation of external air intakes for the new blower equipment. VRI has reported that the work is complete and that the new blowers are performing as needed to ensure proper operation of the facility. Water-Scott Osborne read the attached report. All monthly sampling and maintenance has been performed. Lou Spagnola repaired the furnace at the Water Plant. A water leak at 29 Alden Place was repaired and a new curb valve and curb box was installed. The generator at the Water Plant was run during a power failure caused by a storm. Central Hudson was notified and the problem was fixed by the next day. VRI is continuing to install new water meters with 180 left to install. Scott will have a VRI office staff 1

2 member contact Trustee Spagnola about installing a new water meter at his place of residence. Two trees along the south border of the water plant property fell down and hit the neighbor s fence. The neighbor piled the tree debris along the Village owned driveway along with his fence posts and rails. The limbs that fell were not from a dead tree and the neighbor asked when was the Village taking down the trees. Bob took photographs of the tree situation. Bill Wright and engineer at Delaware Engineering will review the repairs taking place at the Water Infiltration Gallery. Precast concrete lids will be delivered on Thursday and they will be installed on Monday. After the installation is complete the disinfection process is required to meet NYS standards. NY Rural Water Association (NYRWA) helped with the leak on Alden Place. Trustee Spagnola made a motion to approve the Village joining the NY Rural Water Association. Scott stated the opinions of the NY Rural Water Association staff is valuable and worth the $ fee. Trustee Herzog seconded and all were in favor. NYRWA can assist with leak detection, valve location, source water and/or ground water protection, emergency response plans, line location and rate studies to name a few. VRI Contract-The Board reviewed the water billing, collection and data maintenance addendum to the existing contract as stated in the proposal. Termination by either party within 90 days can be obtained and how the notice of termination is to be sent is stated in the proposal. The terms and provisions of this Addendum shall be in addition to those set forth in the Operations Agreement. Execution of this printed form of the Addendum shall constitute acceptance of this Addendum by the parties. A motion to enter into this contract was made by Trustee Cox and seconded by Trustee Herzog. All were in favor. Public Works Department-There was storm damage on Linden Lane when a fallen tree took down the power lines. Mike Volino assisted with his loader to push the tree off of the road so traffic could pass. He offered to assist the Village in the future should the need arise. Central Hudson has restored power to Linden Lane as well. No flooding occurred but 6 to 7 trees were lost. Bob informed the Board that the NYCOM conference was very good but it was geared toward more water and sewer issues more than the previous year. Storm Water Issues-The storm water drain on Maple Avenue is in need of repair. When TAM camera the storm water lines the blacktop was torn up as the grate was removed. The base will be concreted when the repairs on the sidewalks are conducted. Trustee Spagnola would like a quote from Fred Cooke who was the previous vendor used to camera sewer lines in the Village. This proposal however would be to camera the storm water lines for half of a day and/or a full day. The Village may be looking into diverting storm water to other storm water pipes to alleviate the storm water issues on Elm Drive. Trustee Spagnola and the Clerk Linda Wiltse will look into the safety deposit box for 2

3 copies of storm water, water and sewer easements from the 1930s. Mapping of the storm water system can be pieced together but the Village must be cognizant of the cost. Bob Collocola gave the Public Works Dept. report stating they assisted VRI with the shut off valve repairs. Sidewalk repair is ongoing. Two trees fell on Maple Avenue, two more on Linden Lane, two also came down on Nine Partners Lane and one fell down on Valley Farm Road during Hurricane Sandy. All of the flower baskets were brought in for the winter. The fence at the former Bennett College campus has been repaired. All of the air conditioning units at the Village Hall have been removed. There were no incidents to report during Halloween. Christmas decorations are starting to be set up. The Fire Dept. and the MBA are working together to hold the Village s first Parade of Lights to be held on Friday, December 7, Bob offered to put up the stakes and the Christmas trees along Franklin Avenue. The Phillips family donated the tree at the Tribute Garden Park entrance. Trustee Herzog inquired about the number of people attending the memory tree lighting ceremony. It is hard to determine how many will be in attendance since the light parade has been added to the festivities. Mike Schultz from Millbrook Electric will be contacted by the Mayor to inquire about the new street lights and pole replacement schedule. Bob added that replacement parts for those lights not working properly have been ordered. Bob will look into options to repair the railing at the Thorne Building on the Maple Avenue side. Clerk Linda Wiltse read the resolution requesting a budget modification for the paving of Valley Farm Road. The projects total cost of reclaiming and paving was &73, with $40,000 of this built into the Village s budget. The remaining $33, will be reimbursed from the N.Y.S. CHIPS Program. Mayor Hurley moved to approve the budget adjustment from $30, to $33, Trustee Spagnola seconded and all were in favor. Clerk Linda Wiltse added that the documents requesting payment from the CHIPS program have been submitted for $33, The Village Board of Trustees duly authorized and approved the following bid results for Highway materials to be effective from November 1, 2012 through October 31, This was accomplished with a motion made by Trustee Herzog and seconded by Trustee Cox. All were in favor. These bid requests were combined with the Town of Washington whose Board approved the results at a meeting held on November 8, Road Oils (Bituminous Mix)-New York Bituminous Products Corp. Unleaded Gasoline-Jeff Daley & Sons Heating Oil-Wilson Oil Low Sulfur Truck Fuel-Wilson Oil Item 4-Darling Sand & Gravel Sand-Red Wing Properties, Inc. Liquid Calcium-Peckham Materials Crushed Stone-Dutchess Quarry 3

4 Blacktop-Dutchess Quarry Blacktop-Amenia Sand & Gravel, Inc. NYS DOT Permit-Clerk Linda Wiltse read the resolution of Commitment for the NYS DOT Highway Work Permit as per the attached. Trustee Cox made a motion to approve the Village s agreement to faithfully perform within the terms of any permit issued by the NYSDOT. The agreement shall apply to all highway work permits issued to the Village of Millbrook until the Village requests that it be cancelled and the Mayor is authorized to undertake the administrative act necessary to effectuate the terms of the agreement. Trustee Spagnola seconded and all were in favor. Clerk/Treasurer-All interest has been posted and bank balances have been submitted. Revenue and expense control reports have been submitted as well. A motion was made by Mayor Hurley to accept the minutes from the meetings held on October 9, Trustee Herzog seconded. Trustee Spagnola and Trustee Cox were absent from the October 9, 2012 meeting and therefore abstained. The Clerk informed the Board the Village is in receipt of the sales tax revenues for the third quarter of 2012 totaling $11, She also stated the following unpaid property taxes have been submitted to the Dutchess County Commissioner of Finance as of November 1, Taxes, penalty for late fees, miscellaneous relevy, water relevy and sewer relevy = $114, Home Show-Fine Home Source Show has requested the use of the grounds in front of the band shell for Wednesday, September 25, 2013 through Sunday, September 29, 2013 for a cost of $250. The Board agreed that it was far in advance to approve and the also agreed to review and make a decision in the first quarter of Police Department-No Officers were able to attend the meeting but incident report logs were submitted. Water Committee-Trustee Herzog stated that during the October meeting a list of those 65 parcel owners not responding to the survey were divided up among the committee members. They were given the difficult task of attempting to contact them via telephone to complete the remaining surveys. Trustee Spagnola is working with the Johnson Estate manager to complete the surveys for those 15 parcels. The Water Committee will meet next on Monday, November 19, 2012 at 5:00 pm. The Water Committee has also reviewed the Village of Rhinebeck s storm water ordinance as a possible draft or template for the Village of Millbrook. Trustee Herzog will contact Trees for Tribs to see if any further requirements. Public Comments-No members of the public were in attendance. Trustee Comments- 4

5 Oil Spill-Trustee Spagnola is still looking for a response from the NYS DEC to close the oil spill as requested in the report prepared by Chazen Companies. The water sampling system in place may need winterizing. Cablevision-Cablevision sent a letter indicating that our cable franchise is due on January 28, The Cable Communications Policy Act of 1984 and the Cable Television Consumer Protection Act of 1992 establish formal cable television renewal procedures to be invoked months prior to expiration. Cablevision is requesting the Village of Millbrook to commence renewal proceedings set for the in Section 626 subsection (b) through (g). Audrey Scott requested a copy of the original agreement. Clerk Linda Wiltse was asked to contact Cablevision in reference to the public service channel reactivation procedures. Upcoming Dates to Remember-Office Closed 11/22 & 11/23 for Thanksgiving November 27, 2012-Regulsr Meeting December 7, 2012-Parade of Lights & Tree Lighting December 9, Chanukah Menorah Lighting December 11, 2012-Only December Meeting January 3, 2013-Annual Reorganizational Meeting-review of Planning Board fees recommendations, policy on purchase orders and invoices received 60 days post project will be conducted. Executive Session-A motion was made at 8:30 pm by Trustee Cox to enter into executive session to discuss a particular personnel matter. Trustee Herzog seconded and all were in favor. A motion was made at 9:20 pm by Trustee Herzog to exit out of executive session. Trustee Whalen seconded and all were in favor. Audit of Bills Adjourned at 10:05 p.m.with a motion made by Trustee Cox. The motion was seconded by Trustee Spagnola. All were in favor. Respectfully submitted, Linda T. Wiltse Village of Millbrook Clerk/Treasurer 5

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