VILLAGE OF MILLBROOK BOARD OF TRUSTEES APRIL 9, 2013

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1 VILLAGE OF MILLBROOK BOARD OF TRUSTEES APRIL 9, Call to Order/Pledge of Allegiance 2. County Legislator Michael Kelsey 3. Department Reports Fire/Rescue- Building/Zoning - Water/Sewer- Highway- Police- Clerk- Matt Rochfort/Ted Bownas Ken McLaughlin Scott Osborne Bob Collocola Justin Scribner Linda Wiltse- Bids Downstairs Flooring 4. Public Hearing 2013/2014 Village Budget 5. Continuation Public Hearing Code of Ethics 6. Project Updates/Trustee Comments a. Water Committee/WIC b. Buildings/Grounds 7. Public Participation 8. General Correspondence 9. Upcoming Date to Remember- April 23, Regular Board May 14, Regular Board Meeting 10. Audit of the Bills 11. Executive Session- Attorney Client 12. Adjourn

2 Call to Order by Mayor Hurley at 7:03 p.m. Pledge of Allegiance led by Mayor Hurley Village of Millbrook Board of Trustees Minutes April 9, 2013 In Attendance- Mayor Hurley, Trustee Herzog, Trustee Spagnola, Trustee Whalen, Clerk Linda Wiltse, also in attendance Town Historian David Greenwood and Audrey Scott Attorney. Historical Society- Dave Greenwood introduced guests from a film company out of Montreal. They are ending filmng the architectural content Thursday at Wing s Castle and Halcyon Hall at the former Bennett College. This is an ongoing project which will showcase the site history and future. Bennett is an intricate part of the community since many residents have taught at Bennett, attended Bennett or worked at the College. Dutchess County- County Legislator Michael Kelsey was unavailable. Mayor Hurley stated the County has posted a red flag alert for brush fires. Fire/Rescue Department- No officers or members were in attendance due to a conflict with training seminars. Mayor Hurley met with Chief Bownas and President Matthew Rochfort during the budget process. The officer s installation dinner will be held on April 27, The Village would like to move Village Police operations into the future expansion at the Fire House. All first responders will then be located in one building. The apparatus committee will be meeting to discuss a new fire truck. A committee is currently reviewing the Fire Dept. bylaws. Sewer- Scott Osborne read the attached report. All monthly sampling and maintenance were performed. The new ORF flow meter was calibrated. Kinsley Power serviced the generator. A few more small portions of the de- chlorination project have to be completed and then they will landscape. Water- Scott Osborne read the attached report. All monthly sampling and maintenance has been performed. There are 123 new meters left to be installed. MPA testing is ongoing. The water was shut off at 36 Halcyon since water was leaking inside the house. The curb box at 18 Harts Village Road was repaired. United Meter Buyers picked up 290 used water meters. Water meters were read. The caps on the water bunkers have been replaced. A check will be received by the Village for approximately $1 to $3 per meter. Building/Zoning- Kenneth McLaughlin submitted the first quarter of 2013 report for revenue received for building permits and title searches. The Village has 1 to 3 municipal searches per week. Three new retail businesses have opened in the Village, Joan McLaughlin, Millbrook Floral Shop and the Millbrook Pharmacy. The McLaughlin store will open on Friday, April 12 th and the florist will open on Monday, April 15 th. The Historical Society has photographs of every building in the Village and they have the ability to look back at the signage previously used. Ken was asked to look at the sign height for Walking Tall located on Front Street to insure pedestrian safety. See the attached for details.

3 The MillerTime project on Front Street has a tentative completion date of the fall of However, they may be behind schedule. This will not delay the paving project on Harts Village Road. Ken has addressed the alley way issues, Pilgrim Lane in particular, on parking and dumpster location. The Bennett property will be discussed in executive session near the end of the meeting. The property owner is in default in court. Bob Collocola noticed a lock on the Chapel was tampered with. Gayla, reporter for the Millbrook Independent, inquired about the availability of a plan. The Mayor informed her that a plan may be available in approximately two weeks. An Applicant Disclosure Form must be completed for every applicant that comes before the Planning Board, the Zoning Board of Appeals or the Building Inspector. The form will be available on the Village website and in the Clerk s Office. Ken stated he is actively working on the file system. A local organization donated benches which will be placed throughout the Village Budget- A motion was made to open the public hearing on the Preliminary Budget by Trustee Whalen. Trustee Herzog seconded. All were in favor. This budget proposal meets the 2% tax cap without any exclusions being used. A majority of the services are being maintained. The largest hurdle is the principle oil spill debt payment of $48,000 and the interest payment which exceeds $20,000. The paving of Harts Village Road will be conducted in this budget year. Work on storm drains and mapping their locations will be conducted in the budget year. The Water Fund has appropriations and revenue budgeted for $212,500 making it a self- supporting fund. Rent received from users covers expenses. Bond anticipation notes will cover the cost of capital projects. The Sewer Benefit Assessment (SBA) will pay down the sewer capital projects debt by $30,000. If a resident does not receive sewer services they will be relieved of the SBA payment on their Village tax bill. The Village is no longer pay to pump septic systems since these residents are not contributing to the SBA any longer. There are no adjustments to salaries. Performance reviews will be conducted in the coming weeks. The Village is interested in working with Dutchess County on the insurance consortiums. The budget for Firematic and the equipment line remain unchanged. The Rescue Squad will volunteer for one day a week less during daytime hours. Transcare will cover 6 days per week from 6 am to 6 pm. The Fire & Rescue budgets are under $500,000. Funds were budgeted for the Water Committee so they can continue their work. The total General Fund expenses are $1,533,149 showing $416,000 is from the Fire Contract with the Town of Washington. In the Water Fund, the Board reviewed the capital needs and will bring bond anticipation note information before the Board for capital projects. The bunker repairs and valve replacement projects will continue. The meter replacements are ongoing and will be finalized this year. The generators will be upgraded as well. The water and sewer bills that are past due over 120 days will be relevied as of May 1 st. Trustee Herzog made a motion to close the budget public hearing. Trustee Whalen seconded. All were in favor. Trustee Whalen made a motion to accept the budget as presented in accordance with NYS procedures for a total tax levy of $913,920. Trustee Herzog seconded. All were in favor. Public Works Department- The Lion s Club memorial stone has been delivered to the Bandshell grounds and a plaque will be affixed. Brush pickup has begun and will run until Monday, June 3 rd. Pot holes are under repair. The sanders have been removed and repaired for next season. Two new stop signs were

4 installed. Both rear tires on the two Police vehicles were repaired. The shoulder on Valley Farm Road was repaired. This winter season the Village had 15 storms with a total of 35 inches of snow. The street light in front of Reardon Briggs Hardware Store is under repair. Currently, there is no power to the light. Central Hudson has been contacted and is working on the problem. The Village is in receipt of new complete lights at the Audia building and the Millbrook Deli intersection on Church Street and Franklin Avenue. The employees made adaptors for the new lights. This saved the Village approximately $250 per light. The street light replacement on the green will begin shortly. Two Birch trees in front of the Village Hall will be considered for removal. Earl Myers, Shade Tree Commissioner, will check out the condition of the trees. The Board decided to table the removal until a replacement can be found or agreed upon. The Police and the Fire departments will be reminded of the importance of locking the fuel pumps. Clerk/Treasurer- Clerk Linda Wiltse stated that all interest has been posted and bank balances have been submitted for the all Village accounts for the month of March The expense and revenue control reports were submitted and will be available in the Clerk s Office for review. The Village is in receipt of a check from the Dutchess County Commissioner of Finance for the unpaid Village taxes totaling $115, Clerk Linda Wiltse requested the minutes for budget meetings held on March 11th, March 18 th, March 25 th and April 1 st be approved. In addition, she requested the minutes for the Board of Trustees meetings held on February 26 th, March 12 th and March 26 th be approved. Mayor Hurley made a motion to approve the minutes for the above mentioned dates as submitted. Trustee Herzog seconded. All were in favor. Approximately two months ago a water pipe burst in the Village Hall basement causing damage to the flooring and thus its removal. Quotes for the replacement flooring in two rooms located in the Village Hall basement were read. Bids were submitted by Villetri, MGB Enterprises and Foster Flooring. Mayor Hurley made a motion to accept the lowest quote from MGB Enterprises for a sum of $2,980. Trustee Spagnola seconded. All were in favor. Oval Tennis, Copeland Company and Tennis Court Company were asked to submit quotes to resurface and repair cracks for the Village owned tennis courts located at the corner of Elm Drive and Maple Avenue. Tennis Court Company declined to submit a bid due to travel distance requirements which would make them non- competitive. Copeland Company submitted the lowest bid for a total of $17,400. This information will be submitted to and reviewed by the Town of Washington and the Recreation Commission for their approval. Hudson River Housing and Housing Us will be holding three workshops scheduled for April 23 rd which is entitled Housing Dutchess- Building a 21 st Century Housing Stock, May 21 st which will focus on issues of sustainability, economic development, and housing with regard to master plan updates and zoning revisions, and the third on June 18 th will focus on funding opportunities for rural areas. On Friday, April 26 th at 10 am the Village will celebrate Arbor Day by planting a tree at the intersection of Franklin Avenue and Maple Avenue near the Thorne Building. A class from St. Joseph s School has been invited to participate in the festivities. Clerk Linda Wiltse and Deputy Clerk Sarah Witt have inquired with the Federal government surplus, NYS surplus and Homeland Security to check on the availability of replacement generator to power the entire Fire House to no avail. Subsequently, Clerk Linda Wiltse has requested assistance from U.S. Congressman Chris Gibson and U.S. Senator Kirsten Gillibrand via .

5 Police Department- The incident report logs were submitted. The report submitted provides the times, location and the responding officer s name. In addition, a DMV ticket report was provided. Water Committee- The approved cover letter for the completed Water Resources Survey Report was signed by the entire Board of Trustees in preparation for mailing to the NYS Dept. of Health. The Water Committee is tentatively meeting at the end of April to discuss the Village s Comprehensive Plan goals, clean water guidelines, the 1990 Town of Washington ordinance and add potential members from the Town to give a broader prospective. Public Comments- Public comments were made throughout the meeting. Trustee Comments- Mayor Hurley stated the oil spill at 35 Merritt Avenue has been closed by the NYS DEC who has signed off and all tests were clear. The Conservation Advisory Committee (CAC) has a member leaving and a replacement will be sought. Interested parties should contact David Greenwood. Wappingers Falls informed Trustee Herzog that they are not interested in pursuing a Shared Services Grant application for the purchase of a camera to film the sewer and storm water systems. The Village will look for another municipality to partner with on the grant application. Trustee Herzog stated the WIC quarterly meeting will be held this Thursday at the Clinton Town Hall. (8 to 9:30 am) Topics will include storm water municipal law, grant committees and subcommittees and updates from Carolyn Clocker on grants for flood plains through the D.C. Cooperative Extension. Code of Ethics- Trustee Whalen made a motion to continue the public hearing on the Code of Ethics. Trustee Spagnola seconded. All were in favor. Trustee Herzog stated the duties and the responsibilities of the Board of Ethics have been clearly laid out in the code. All included in the code is the procedure on how to file a claim if the Code of Ethics is violated. A vehicle has also been created to file a complaint for example a financial conflict of interest which would then be turned over to the Board of Trustees. This is helpful and important to make the process clear the steps to file a claim. A motion was made by Trustee Spagnola to close the public hearing on the Code of Ethics. Trustee Whalen seconded. All were in favor. A motion was made by Trustee Herzog to accept the Code of Ethics and the Applicant Disclosure Form as presented. Trustee Spagnola seconded. All were in favor. This was adopted by resolution and not by local law. The Code of Ethics will be reviewed by the Board of Trustees annually during the reorganizational meeting held in January. Upcoming Dates to Remember- April 16, 2013 Planning Board Meeting 7:30 pm April 23, Regular Board Meeting May 14, Regular Board Meeting Audit of the Bills Executive Session- A motion was made at 8:06 pm by Trustee Spagnola to enter into executive session to discuss personnel. Trustee Herzog seconded and all were in favor. A motion was made at 9:35 pm by Trustee Herzog to exit out of executive session. Trustee Whalen seconded and all were in favor.

6 Adjourned at 9:36 p.m.with a motion made by Trustee Whalen. The motion was seconded by Trustee Herzog. All were in favor. Respectfully submitted, Linda T. Wiltse Village of Millbrook Clerk/Treasurer