DRAFT

July Board of Trustees Meeting Minutes

[Note that where the electronic version of the draft minutes indicates See Attached, these materials may be viewed at the Village Clerk's Office during normal business hours or, if so indicated, elsewhere on the Village website.]

 

                                                                                                            
 VILLAGE OF SHOREHAM
BOX 389
SHOREHAM, NEW YORK 11786

 

ORGANIZATIONAL MEETING OF THE BOARD OF TRUSTEES OF THE INCORPORATED VILLAGE OF SHOREHAM HELD IN THE VILLAGE HALL, WOODVILLE ROAD, SHOREHAM, NY ON JULY 14, 2015 AT 7:30 O’CLOCK PM.

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

 

Commissioners present: Kogel, Blum, J.Weiss, along approximately 30 various committee members, chairs and residents.

OPEN MEETING

Mayor Weiss opened the Regular Meeting at 7:30 PM.
Pledge of Allegiance

 

NEWLY ELECTED TRUSTEES WERE SWORN INTO OFFICE
Newly elected Board members Trustee Brian Vail and Trustee Leonard Emma were sworn into office immediately preceding the opening of the Board meeting.

MINUTES
Motion to approve minutes from June 9, 2015 - Regular Meeting and Budget Hearing, and the June 19, 2015 - Executive Session.
Approved.
(Vail - Connell 4-0)

OPEN FORUM
J. Buyar – made a complaint regarding neighbor’s fireworks stating that the fireworks were set off in the direction of her property and she was very concerned that the sparks from the fireworks would cause a fire. 

 

CLERK/TREASURER REPORT
Treasurer Spier reported that a FEMA reimbursement check in the amount of approximately $80,000 was received by the Village.

Financial Report – Treasurer Spier reported that 11 months in to fiscal year – revenues exceed expenses by $78,000 and total cash on hand is $600,000. 

ABSTRACT APPROVAL
2014043 -  $5,294.33 (6/18 payroll, utilities, approved returns of security deposits)
2014044 -  $7,340.90 (7/2 payroll, utilities, withholding taxes – email app’l)
2014045 -  $42,549.46 (July bills)

Total: $55,183.80

Oral Additions to abstract -

Approved.
(Vail Emma 4-0)

Resolution 1 of July 2015 to expend $305,000 from the Capital Reserve Funds for the Road and Drainage Improvement Project. (see attached)

Approved.
(WeissConnell 4-0)

Report on SWR Beach Day – Tabled.

Treasurer Spier reported that the State Comptroller Office contacted the Village to inform the Village that their Office will be doing an audit of the fiscal year 2014-2015 in the very near future.  Treasurer Spier is looking forward to this audit and is hoping that it will involve IT computer use policies.  Treasurer Spier will update the Board on future developments.

 

RENTAL REQUEST & RETURN OF SECURITY DEPOSITS
J. Bates presented the following rentals and security deposit returns for approval on behalf of Steward Piscak:

August 23, 2015 – LL rental - Resident Blum 50 guests 3-8pm  $450 (special time app’d via email 6/17/15).

Return of Security Deposits – Weber 6/13/15 $250; Donnellan 6/20/15 $1,000; King/Madigan 6/26/15 $1,000; Maritn 6/22/15 $200 ($50 retained for damage to sprinkler); Ceruti 7/11/15 $1,000; Cortes/Kuck 6/14/15 $250; and, SCC annual $1,000.

 Approved.
(Connell Emma 4-0)

ANNUAL MEETING RESOLUTIONS FOR 2015-16

Resolution 2 of July 2015 - Meeting Times OML Requirements Resolution: By resolution regular meetings will take place on the second Tuesday of each month at 7:30 PM and Work Sessions will take place as called on the second and fourth Tuesday of each month at 7:30 PM in the lower level of Village Hall.
Approved.
(Emma Connell 4-0)

Resolution 3 of July 2015 - the Board of Trustees authorize the Village Treasurer to expend up to $55,000 for bills incurred for the period commencing July 15th through 31st for normal operating expenses subject to the Board’s final approval at its next regular meeting.
Approved.
(Emma - Vail 4-0)

Resolution 4 of July 2015 - Authorize payment in advance of audit claims for public utility services, postage, freight, and express charges.
Approved.
(Emma - Connell 4-0)

Resolution 5 of July 2015 - the Board authorizes the Mayor, the Village Treasurer and the following Village Trustees to be the official signors on the Accounts held by HSBC Bank USA for the Village of Shoreham to wit: Edward Weiss, Brian C. Vail, Kathleen Baumann Schnoor, Catherine Donahue Spier.
Approved.
(Connell Emma 4-0)

Resolution 6 of July 2015 - Designation of Depositories:  HSBC BANK was designated as the Village depository of all monies received by the Village.    
Approved.
(Emma - Vail 4-0)

Resolution 7 of July 2015 – a list of appointments made by the Mayor was presented to the Board of Trustees for acceptance (see attached list).
Approved.
(Connell Vail 4-0 and 3-0 E. Weiss abstains on appointment of L.Weiss)

Resolution 8 of July 2015 - Residency Waiver for Costal Zone management and Storm Water Management Deputy Commissioner, John Gursky.
Approved.
(Weiss Emma 4-0)

Resolution 9 of July 2015 - Residency Waiver for Building Inspector, Joe Arico.
Approved.
(Weiss Connell 4-0)

Resolution 10 of July 2015 - reimbursement for use of private automobiles on Village business by employees and officers was authorized at 57.5 cents a mile.
Approved.
(Weiss - Emma 4-0)

Resolution 11 of July 2015 - Village Employee Compensation: the Board set the salaries and/or hourly rates of Village employees including starting salaries for various position (see attached)
Approved.
(Weiss Emma 4-0)

Resolution 12 of July 2015 - The Times-Beacon Record was designated as the official newspaper of the Village.
Approved.
(Connell Weiss 4-0)

Resolution 13 of July 2015 - Rules of Procedure were adopted as a procedural guideline in the conduct of Village meetings (see attached).
Approved.
(Vail Weiss 4-0)

Resolution 14 of July 2015 - Date of Next Annual Meeting: the next annual organizational meeting of the Village will be held on July 12, 2016 
Approved.
(Weiss Emma 4-0)

REVIEW AND ADOPTION OF VILLAGE POLICIES
The Board of Trustees reviewed, updated and adopted the following policies, which are available for review at the Village Hall Office.

Investment Policy – The Board of Trustees adopted an investment policy based upon the most recent model investment policy issued by the Office of the NY State Comptroller.
Approved.
(Vail Emma 4-0)

Procurement Policy – The Board of Trustees reviewed and adopted it’s existing policy on Procurement.
Approved.
(Weiss Connell 4-0)

Ethics Law – The Board of Trustees reviewed its current Ethics Law – Local Law 1 of 2010 and found it needed no modifications.
Approved.
(Weiss Connell 4-0)

Credit Card Policy – The Board of Trustees adopted a credit card policy which authorized the Village Clerk to maintain a credit card for certain expenditures and outlined the procedures for monitoring its use.
Approved.
(Connell Weiss 4-0)

Travel, Meal and Conference Policy – The Board of Trustees adopted a Travel, Meal and Conference Expense policy that codifies its existing practices.
Approved.
(Weiss Emma 4-0)

Antifraud, Antitheft, and Reporting Policy – The Board of Trustees adopted a Antifraud, Antitheft, and Reporting Policy that codifies its existing practices.
Approved.
(Weiss Emma 4-0)

Policy Prohibiting Unlawful Harassment – The Board of Trustees adopted a policy defining and prohibiting unlawful harassment and outlining the procedures for making and investigating a complaint of unlawful harassment.
Approved.
(Weiss Emma 4-0)

Workplace Violence Prevention Statement  - The Board of Trustees is committed to the safety and security of the Village’s employees.  The Board has issued a Violence Prevention Statement that will be further enhanced by the development of a workplace violence prevention program.
Approved.
(Weiss Emma 4-0)

Computer Use Policy – The Board of Trustees adopted a computer use policy to ensure the proper use and security of Village computers.
Approved.
(Weiss Connell 4-0)

The Board of Trustees will continue to work on developing policies in the areas of Breach Notification, Fixed Asset Valuation, and a Workplace Violence Prevention Program.

REPORT FROM THE BOARD OF TRUSTEES

Grants - The Mayor appointed by Resolution a Grant Committee to consist of Mary Lou Abata, Judy Buyar (co-chairs) and David Madigan for the purpose of identifying and pursuing grant opportunities related to drainage and storm water management, green infrastructure facilities, roads, and other such things, to expire on June 30, 2016.
Approved.
(Connell - Emma 4-0)

            - David Madigan informed the Board that he and the Grant Committee, along with Trustee Schnoor, interviewed various grant writers and selected a person with whom the committee wished to work.   Mr. Madigan introduced Nicole J. Christian to the Board and presented to the Mayor a Contract for Services supplied by Ms. Christian. 
Resolution to approve the contract for services to the Village of Shoreham by Nicole J. Christian with a capped payment amount of $3,000.
Approved.
(Connell - Vail 4-0)

 

Committees - Resolution to Appoint a Village Hall Use Committee to recommend to the Village Board a policy for the use of the Village Hall by various Village related clubs and organizations.  The members of the Committee are: John Scrimenti - Chair, John Caramihas, Jim DeSario, Ruth Kogel, Deb Lynn, Lorraine Magdalena, and Rob Minarik, with John Bates and Colleen Piscak as advisors with out a vote.  The committee shall submit a policy for consideration by October 31, 2015 after which time the committee shall be automatically dissolved.
Approved.
(Connell - Vail 4-0)

            - The Board of Trustees approved the re-appointment of the following committees and it’s existing members: Building and Grounds Design Review Committee, Green Infrastructure Committee, and the Compliance Committee.  These appointments to take place immediately and expire on June 30, 2016.

Approved.
(Connell - Vail 4-0)

 

Communications –  The Mayor indicated that he has been in contact with Senator Levalle’s office regarding available State funding for the improvement of the Village’s stormwater management system.  The State has not yet made any disbursements of money and the Village’s grant application is still pending.  The Senator’s Office will keep the Village apprised of any developments in this area.

            - Mayor Weiss has been in contact with Legislator Sarah Anker’s Office regarding the Village’s ability to beautify the LIPA bridge.  Ms. Anker and the Mayor are in communication with LIPA officials and are awaiting authorization from LIPA to allow the Village to make repairs to, and remove invasive vegetation, from the bridge.

Public Relations – Mayor Weiss reported that Legislator Sarah Anker visited the Village on the 4th of July and participated in its celebrations by marching in the parade and making remarks during the Mayor’s address to the residents.  Ms. Anker also subsequently issued a Proclamation regarding the Village at a later date. 
- Village Officials and the Town of Brookhaven have been in ongoing discussions regarding the maintenance of the sumps in the Village and the condition of various Town roads in front of Village properties.  The Town has been very responsive to the issues faced by the Village and the Village is very optimistic about future cooperation.
- The Village has allowed the SWR School District to use the Village tennis courts for a community children’s tennis lesson program for 3 weeks in July.  Village children will be permitted to participate in the program at no cost.

Administration – Mayor Weiss indicated that the job descriptions for various Commissioners and Village positions and the specific areas of responsibility for each Trustee (Cognizant Trustees) are being updated and should be completed shortly.  Upon completion, these descriptions will be posted on the Village website. 
- Currently all Village Official positions are filled and there are no vacancies.

Annual Justice Court Audit –  Trustee Vail conducted the annual audit of the Village Justice Court finances.  Trustee Vail reported that he compared ticket fine receipts with bank deposits and found they properly reconciled with each other and that all was in good order. 
- A discussion ensued regarding the upcoming Justice Court grant application and the Board indicated that it would request that the Justice Court Clerk apply for funds to purchase new court chairs.

Road and Sump Maintenance –  The Mayor reported that the Village roads were swept by the Town after estimates were obtained from several vendors and it was determined that the Town had the lowest sweeping rates.  The Board extended their thanks to Resident Butch Guercia who supervised the road sweeping.  The Mayor reported that the Town of Brookhaven cleaned both sumps in the Village during the last month. The Town also commenced repairs on the pot holes on the corner of Upham and Suffolk Down.

Road and Drainage Improvement Project - Report of the Bid Committee - Bids for the Road and Drainage Improvement Project were opened and read at the Village Hall on July 1, 2015.  The bid packages were referred to the engineering firm of Louis K. McLean Associates overseeing the project for analysis.  The submitted bid packages were also examined by the Village Bid Committee.  After review and examination of the bid and the bidding firms was completed, the engineering firm recommended, and the Bid Committee confirmed, awarding the contract to the lowest bidder, Roadwork Ahead.  The Board, by resolution, awarded the contract to Roadwork Ahead and authorized the Mayor to sign the contract with Roadwork Ahead in the sum of $1,424,610.
Approved.
(Vail - Connell 4-0)

- The Road Improvement Project will be funded by the sale of $995,000 in serial bonds, $300,000 compensation paid by the Suffolk County Water Authority (SCWA) to reimburse the Village for damage caused by 2013 SCWA water main replacement, and  the remaining costs will be funded by the Village’s Reserve for Capital Projects Funds.

Bond - The Village will be issuing serial bonds in the amount of $995,000.   Munistat Municipal Finance Advisory Service, the firm hired by the Village to facilitate the sale of the bond, is drafting an offering statement on behalf of the Village of Shoreham.  Once the Statement is published, the Village will engage Standard and Poor’s Rating Services to obtain a long term credit rating for the Village’s debt.  The bonds will be offered for sale on August 12, 2015.  It is expected that the funds from the sale of the bonds will be received by the Village on or about August 25, 2015.

School Meetings - Village Officials are meeting with the SWR School District to discuss removal of the encroaching vegetation along the roadways of the Briarcliff School property.  The discussions will also address school drainage matters and a request by the Village to use the school parking lot as a storage area for trucks used in the Road Improvement Project.

Professional Service Contracts - The Board has reviewed the proposed annual contract between the Village and Engineer Dan Falasco.  The Village is currently under contract with Mr. Falasco with the current contract expiring on July 31, 2015.  The proposed contract contains the same terms as the existing contract with the exception of the hourly rate of payment which has been increased from $98 to $105.  A resolution was made to approve the new contract and authorize the Mayor to sign the contract.
Approved.
(Vail - Connell 4-0)

- The adoption of proposed Village Comprehensive Plan requires a prior review under the State Environmental Quality Review Act (SEQRA).  The services of Inter-Science Research Associates (Inter-Science) has been recommended to provide the required SEQRA documents.  The Board, by resolution, proposes to engage Inter-Science for these services at a rate of $150 per hour.
Approved.
(Connell - Weiss 4-0)

 

Laws – The Board is working on the zoning laws, noise laws, and other land use laws.

            - The Board proposed, by resolution, a hearing on Proposed Local Law (tba) of 2015 - A Local Law Entitled Animals:  Dog Control.  The Village Clerk is directed to make all notifications, and publications of the notice, of the hearing which will be held at the next regular board meeting held on August 11, 2015.
Approved.
(Connell - Weiss 4-0)

 

Miscellaneous
The Board is still investigating methods to slow down traffic on Woodville Rd and will report any new developments.  Village Engineer Falasco submitted an application to the DEC on behalf of the Village for a Beach Maintenance Permit.  This is a 10-year permit which would allow for the nourishment and grooming of the Village Beach.  Mayor Weiss indicated that the Board and Village Officials are working on the development of an emergency preparedness plan, an improved handicapped access to the Village Hall, the viability of a cell phone tower, and the upcoming Cablevision franchise agreement.

COMMISSIONER REPORTS

Recreation: Family Fun Nights in August.  Commissioner Richter informed the Board that Charlie Guercia has proposed 2 Village Family Fun Nights.  Mr. Guercia is requesting the use of Joe’s Field from 6:30 - 8:00 pm on Tuesday, August 11th and Tuesday, August 18th for Village residents and their children to play kick ball and other games.  This is not a “drop off” event and parents will be expected to stay for the event.
Approved.
(Weiss Vail 4-0)

Commissioner Mahoney, through the Mayor, thanked The Shoreham Village Association (TSVA) for their assistance in watering and weeding the plantings in the Village.

OLD BUSINESS
None.

NEW BUSINESS
None.

PUBLIC COMMENT
None.

ADJOURNMENT
Motion to adjourn 9:00 PM .

Approved.
(Connell Emma 4-0)

Submitted,
Cathy Donahue Spier
Village Clerk

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