Incorporated Village of Asharoken
Board of Trustees Regular Meeting
Monday, November 2nd, 2015 7:30pm
At the Village Hall
Approximate Attendance (50)
Officers Present:
Greg Letica, Mayor
Pam Pierce, Deputy Mayor
Melvin Ettinger, Trustee
Laura Burke, Trustee
Ian Jablonski, Trustee
Officials & Appointees Present:
Nancy Rittenhouse, Village Clerk
Emily Hayes, Village Treasurer
Doug Adil, Superintendent of Buildings
Raymond Mahdesian, Officer-in-Charge
Barry Bradley, Sanitation
Joe Affrunti, Harbormaster
Matthew Casamassima, ASDRP Committee Chairperson
Duck Island Harbor Revitalization Committee
Building Fund Raising Committee
The Pledge of Allegiance was said.
Mayor Letica reported the following; “Almost 3 years ago we gathered for our November 2012 Board of Trustees meeting in the aftermath of Superstorm Sandy. The power had finally come on, our old village hall had been abandoned for two construction trailers and the Village was bracing itself for the Nor’easter that was coming on the heels of Sandy. Homeowners and the village were working to clean up the mess that the storm left in its wake.
Now only 3 short years later we are making history by having the first BOT meeting in Asharoken’s new Village Hall. It feels great to be back home again. This building, that we all sit in tonight, is a testament to the love Asharoken residents have for their Village. Whether it was donating funds to finance the construction or volunteering their time to serve on the reconstruction committee this could not have been done without you. Asharoken has built a beautiful Village Hall that will frame the entrance to the Village for decades to come and exemplify how the entire Village has now become even better than it was before Sandy.
Although I have done this often in the past I would be completely remiss not to mention and say thank you to the people that made this possible. The members of the reconstruction committee: John Ross (Chief Designer), Mel Ettinger (Inspiration for the project and Construction Manager in 2006 and stuck with it through three administrations), Nancy Rittenhouse who worked on interior design, grants and FEMA money, Rich Pandolfi, who worked on the energy efficient lighting, Ray Mahdesian who worked on the police station, Doug Adil and Victor Cuneo (Architect). Mel, Nancy and John deserve special recognition. Without their incredible, selfless dedication and unwavering commitment to constructing village hall it might never have been built. The Village also owes thanks to Congressman Steve Israel and NYS Senator Carl Marcellino for their assistance in securing FEMA funds ($533,855.45) and a grant for ($50,000) to help finance the retaining wall.. But the biggest thank you goes out to you, the residents of the Village. To date you have donated over $360,000 including a $10,000 donation received two days ago. Thanks to Joan Ettinger and Meg Cleary for their hard work in the fundraising process.
I am honored to have spent my time working side by side with these individuals for the last three years as we made the new village hall a reality and I am humbled by the support our neighbors have shown for the project. Thank you to one and all!
Asharoken has accomplished something that very few Villages on Long Island can even dream about. This community has set an example for what can be achieved when people with a common concern choose to work together. You should be very proud to tell people, I live in Asharoken.
Mayor Letica, requested, proof of publication, Village Clerk confirmed.
Trustee Ettinger made a motion to approve the regular board minutes for October 6th, 2015, seconded by Trustee Burke.
Trustee Jablonski AYE
Trustee Burke AYE
Trustee Ettinger AYE
Deputy Mayor Pierce AYE
Mayor Letica AYE
Motioned Carried.
Mayor Letica reported, “During October Asharoken Avenue had two large sections milled, re-paved and striped. The work started at the entrance to the Village up to house 153 and between 220 to 236. Funding for this needed repair will come from the Village’s CHIPS account and the Village’s highway reserve account. This is our second major paving project in the last two years and this is part of our longterm plan to try to repave all of Asharoken Avenue.
The Village received its final payment from FEMA in the amount of $253,653.36 for construction of the new village hall. The Village has now received all of the $533,855.45 that was approved by FEMA.
In other good financial news the Village received $12,201.61 from the New York State Storm Recovery Program. This payment covers the remaining 10% of costs from Superstorm Sandy that the Village was not previously reimbursed for.
The Village had its Shared Services and Efficiency Plan approved by the New York State Comptroller’s office. This is a critical milestone for the Village as it is now eligible for the NYS Tax Cap rebate program in 2016; this maybe a bit challenging this year because the tax cap is .76% but we will see what we can do.
The village received the following correspondence from Matt Chlebus of the NYSDEC on Thursday October 22nd regarding the ASDRP: Per Matt Chlebus’s email;
“The Corps is currently planning to publicly release the draft report for Asharoken on October 30th; however I suspect it will be delayed until the following week (the week of November 2nd). In addition to the report being released to the public on the 30th, the report will also go to New York State, the Village of Asharoken, and Corps Division and Headquarters for concurrent review.
I have had several calls with the Corps the last few days to discuss the report. Yesterday the Corps informed me that they need the specific location of the public access points to complete the report. The two primary drivers for this are concerns from their real estate group about sending out the report to Army Corps Division staff and Headquarters staff for comment without the public access locations being identified to verify conformance with Corps requirements, and concerns from the Corps environmental group, who need to know the locations of the points so they can properly account for any plover monitoring activities in the Environmental Assessment that may be required if access points are located in historic plover areas.
Can you provide me with an updated public access plan that includes more specific access point locations for the two unidentified areas? Identifying specific parcels would be ideal, but if that is not possible given the limited time we have, please make the circles as small as possible (like two or three parcels for example). In addition, please also send me the usage justification that Pam passed around at our last meeting.
If you can have something to me my next Thursday (the 29th), that would be ideal. If the release gets delayed, which would give you a few more days, I will let you know.
I am still waiting for dates from the Corps on the public meeting. Based on an email they sent me yesterday, it sounds like they are looking at early December. I will let you know as soon as I hear anything.”
I responded to Mr. Chlebus by phone on Thursday 10/29 and informed him that the DEC gave the Village too little time to review and respond to his request. I explained to him that Asharoken needs to review his request with Board of Trustees and the Village Attorney who was unable to make it at this meeting, and that the Village would have a response as soon as possible.
I met with the ASDRP Committee on Wednesday October 28th and we had a productive discussion as to the type of assistance the Village is looking for from them.
On Sunday, October 18th an expired Humpback whale was towed from Huntington Bay into the Coast Guard Station on Eaton's Neck. Linda and I were able to get up there and see this amazing animal prior to an autopsy and removal. The sightings of whales in Long Island Sound this summer may reflect a substantial improvement in the Sound’s water quality.
This Saturday is Asharoken’s Holiday party at the Northport Yacht, which is SOLD OUT again. Every year Carole Casamassima out does herself to make this wonderful social event and fund-raiser for the July 4th fireworks, better than ever. Linda and I look forward to seeing you there this weekend”.
Trustees:
Deputy Mayor Pierce reported, during October she continued working on letters of support and updating Assemblyman Raia, State Senator Marcellino, Village and Town officials in Northport and Huntington regarding the Asharoken Storm Damage Reduction Project. She also attended the ASDRP committee meeting on October 28th. She requested a traffic study of West Hampton Dunes roadway that compares favorably to the Asharoken’s traffic study and took photos of the beach profile after the Nor’easter at the beginning of October. She reviewed the minutes, transcript and monthly vouchers.
Trustee Ettinger reported that he promised that we would have our village meeting in the new village hall and here we are. He thanked Mayor Letica and he noted that when he ran for mayor three years ago, he promised to have a new village hall built as part of his platform. He kept his promise and we are here today, without his commitment and support, we would of not have accomplished this goal. He thanked Mayor Letica. He also thanked John Ross who created the design for this beautiful building. Every day when I walk into this building I thank John. I also want to thank the committee, Mayor Letica, Village Clerk Nancy Rittenhouse, Officer-in-Charge Ray Mahdesian, Building Inspector Doug Adil, resident Rich Pandolfi and finally he thanked his wife Joan Ettinger and the building fund raising committee. A special thanks to our Village Clerk, in addition to her everyday duties, she helped manage the construction of the building through the contractor and sub-contractors and selected details, the village owes her special thanks. Lastly the administration thanks the residents who donated almost $360,000 and the Rickman Family who donated the HVAC equipment; you have made a dream come true and a new village hall that will service us for many decades to come.
Trustee Burke thanked everyone for a job well done. She reported that she attended the Eaton’s Harbor Corp monthly meeting; she reviewed the minutes, vouchers and correspondence.
Trustee Jablonski reported that he attended the Suffolk County Village Official training and reviewed the minutes and vouchers.
Village Attorney: Bruce Migatz was not in attendance this month. Mayor Letica reported that neither Planning Board nor the Zoning Board of Appeals met this past month.
Treasurer: Treasurer Emily Hayes reported that the village received a reimbursement in the amount of $12,201.61 from NYS Storm Recovery program. The total amount in vouchers was $269,564.01, which included a payment of $111,115.10 to Northport Village for fire & EMS coverage and $100,625.00 to Posillico Civil for mill and re-paving Asharoken Avenue.
Officer-In- Charge: Officer-In-Charge Ray Mahdesian thanked the Mayor, Trustee Ettinger and the community for the new village hall. He reported on the activity for the month, 22 traffic summons and 1 village summons, no burglaries for the month of October.
Sanitation Operator: Barry Bradley reported that trash pick-up was 24.19 tons, single stream 7.74 tons, 1.06 tons for yard waste for a total of $2,186.59. He reported that Big Blue is running very well and single stream is working well.
Superintendent of Buildings: Doug Adil welcomed everyone to the facility. He thanked Tony Wenderoth and noted that he carried the ball on these projects in the early days and without his efforts we wouldn’t be where we are today. He reported that he worked with a homeowner planning a construction of a pool; he reviewed the preliminary details of a project that included the construction of a detached accessory structure and swimming pool. He investigated concerns of an emergency generator in a side yard. He responded to a homeowner regarding a construction of a pergola near the front entrance. He reported on fill that was being deposited, as soon as he became aware of the fill he issued a stop work order and notice of violation. He inspected thirteen sites for the month of October.
Conservation Board: Marty Cohen noted no report this month.
ASDRP Committee Chairperson: Matthew Casamassima, added his thanks to a wonderful building. He reported that a letter writing campaign has been spearheaded by Christine and John Ballow this has produced a wide range of support from all segments, including fire departments, police departments, school district officials, and water supplies. He noted that the committee is looking to solicit individual letters, such as letters from individuals having medical concerns, letters from teachers, nurses and fireman, to demonstrate to the politicos their concern which will help support the committees work and strong value. Phil Quarles has been documenting the letters for support and logging them in. The committee met with Mayor Letica, Deputy Mayor Pierce and Village Attorney, Bruce Migatz last week. As the Mayor reported the village is interviewing a specialist in the attorney field to challenge the ACOE for requirement of public access. The committee also recommends a coastal engineer to assist in identify alternatives, the Mayor requested resumes and the rational for the coastal engineer. Since the meeting of October 28th, the committee has created a first draft of its project plan the review of the project plan will be added to the agenda for the next meeting with the Mayor, Deputy Mayor and Village Attorney. Going forward all committee meetings will be held at village hall and for anyone who needs updates you can reach out to us. The committee is an advisory committee we have the obligation and mandate to advise the board on what we find, this has been confirmed by the Village Attorney.
Duck Island Harbor Revitalization Committee: Jean Bonowandt, prepared a presentation to the village residents. The committee discussed the background of the committee to restore Duck Island Harbor, alternate solutions to the ACOE project by dredging DIH and use material to fortify Asharoken Avenue, the win, win situation, is no public access and sand from dredging, they discussed the ACOE plan cost summary, federal assistance, bathymetric survey and the need for cost sampling.
Building Fund Committee: Joan Ettinger reported that she stands here tonight with great pride. This past month alone, the committee collected $13,050.00, six donations in all. Since 12/31/14 we collected $53,195.00, she noted that during Greg’s administration $187,105 was collected and during previous administrations $172,679 totaling $359,784. The donation wall plaque is underway and Joan thanked everyone for their generosity.
Resolutions:
Resolution (2015-133) Be It Resolved, that the Village Board approves the budget transfers for the month of October 2015.
Deputy Mayor Pierce made a motion to approve, seconded by Trustee Ettinger.
Trustee Jablonski AYE
Trustee Burke AYE
Trustee Ettinger AYE
Deputy Mayor Pierce AYE
Mayor Letica AYE
Motioned Carried.
Resolution (2015-134) Be It Resolved, that the Village Board does hereby approve the vouchers for the month of October 2015 in the amount of $269,564.01.
Trustee Jablonski made a motion to approve, seconded by Trustee Ettinger.
Trustee Jablonski AYE
Trustee Burke AYE
Trustee Ettinger AYE
Deputy Mayor Pierce AYE
Mayor Letica AYE
Motioned Carried.
Resolution (2015-135) Be It Resolved, that the Village Board, does hereby accept the donation from the “Asharoken Building Fundraising Committee” in the amount of $13,050.00 for the new village hall project.
Mayor Letica made a motion to approve, seconded by Trustee Ettinger.
Trustee Jablonski AYE
Trustee Burke AYE
Trustee Ettinger AYE
Deputy Mayor Pierce AYE
Mayor Letica AYE
Motioned Carried.
Resolution (2015-136) Be It Resolved, that the Village Board does hereby approve change order #11 from Ravco Construction for the cost to locate and expose the existing 24” diameter drainage pipe under the proposed septic area, change in contract sum $918.75.
Trustee Ettinger made a motion to approve, seconded by Deputy Mayor Pierce.
Trustee Jablonski AYE
Trustee Burke AYE
Trustee Ettinger AYE
Deputy Mayor Pierce AYE
Mayor Letica AYE
Motioned Carried.
Resolution (2015-137) Be it Resolved, that the Village Board does hereby approve change order #12 from Ravco Construction for the cost to install two spot lights at the entrance and exit of the Village Hall parking lot, change in contract sum $2517.35.
Trustee Ettinger made a motion to approve, seconded by Mayor Letica.
Trustee Jablonski AYE
Trustee Burke AYE
Trustee Ettinger AYE
Deputy Mayor Pierce AYE
Mayor Letica AYE
Motioned Carried.
Resolution (2015-138) Be It Resolved, that the Village Board does hereby accept the audit for the Justice Court of the Village of Asharoken covering the period of October 1, 2014 through September 30, 2015.
Mayor Letica made a motion to approve, seconded by Trustee Ettinger.
Trustee Jablonski AYE
Trustee Burke AYE
Trustee Ettinger AYE
Deputy Mayor Pierce AYE
Mayor Letica AYE
Motioned Carried.
Resolution (2015-139) Be It Resolved, that the Village Board does hereby authorize the mayor to sign the agreement between Capital Contractors and the Village of Asharoken for cleaning services in the amount of $420.00 monthly fee for the Asharoken Village Hall, Village Attorney approved as to form.
Trustee Ettinger made a motion to approve, seconded by Deputy Mayor Pierce.
Trustee Jablonski AYE
Trustee Burke AYE
Trustee Ettinger AYE
Deputy Mayor Pierce AYE
Mayor Letica AYE
Motioned Carried.
Resolution (2015-140) Be It Resolved, that the Village Board does hereby establish an application filing fee in the amount of $250.00 for an application for site plan review for farm operations filed pursuant to Village Code Section 125-7.K.
Deputy Mayor Pierce made a motion to approve, seconded by Mayor Letica.
Trustee Jablonski AYE
Trustee Burke AYE
Trustee Ettinger AYE
Deputy Mayor Pierce AYE
Mayor Letica AYE
Motioned Carried.
Resolution (2015-141) Be It Resolved, that the Village Board does hereby authorize the transfer of $49,460.29 from the Building Fund (H) fund to the General Fund (A) fund, of the $49,460.29, $40,000.00 was a loan to the Building Fund and $9460.29 were building related expenses paid out of the General Fund.
Mayor Letica made a motion to approve, seconded by Trustee Ettinger.
Trustee Jablonski AYE
Trustee Burke AYE
Trustee Ettinger AYE
Deputy Mayor Pierce AYE
Mayor Letica AYE
Motioned Carried.
Resolution (2015-142) Be It Resolved, that the Village Board does hereby approve the Asharoken Garden Club to hold their monthly Board meetings at the Village Hall on Tuesday mornings.
Deputy Mayor Pierce made a motion to approve, seconded by Mayor Letica
Trustee Jablonski AYE
Trustee Burke AYE
Trustee Ettinger AYE
Deputy Mayor Pierce AYE
Mayor Letica AYE
Motioned Carried.
Resolution (2015-143) Be It Resolved, that the Mayor does hereby appoint the uncompensated individual, Trustee Melvin Ettinger as Record Access Manager, subject to board approval.
Mayor Letica made a motion to approve, seconded by Trustee Burke.
Trustee Jablonski AYE
Trustee Burke AYE
Trustee Ettinger AYE
Deputy Mayor Pierce AYE
Mayor Letica AYE
Motioned Carried.
Resolution (2015-144) Be It Resolved, that the Village Board does hereby approve the transfer of $253,653.36 (FEMA reimbursement) from the Money Market account #5018 to the Asharoken Building Fund checking account #0169.
Mayor Letica made a motion to approve, seconded by Trustee Ettinger.
Trustee Jablonski AYE
Trustee Burke AYE
Trustee Ettinger AYE
Deputy Mayor Pierce AYE
Mayor Letica AYE
Motioned Carried.
Resolution (2015-145) Be It Resolved, that the Village Board does hereby approve the transfer of funds from Capital One Bank to First National Bank of Long Island.
Mayor Letica made a motion to approve, seconded by Deputy Mayor Pierce.
Trustee Jablonski AYE
Trustee Burke AYE
Trustee Ettinger AYE
Deputy Mayor Pierce AYE
Mayor Letica AYE
Motioned Carried.
Resolution (2015-146) Be It Resolved, that the Village Board does hereby adopt the following schedule for monthly regular meetings for the calendar year 2016 meetings to begin at 7:30pm at the Asharoken Village Hall, One Asharoken Avenue, Northport, NY 11768, subject to change.
Regular Meeting, Tuesday, January 5th, 2016
Regular Meeting, Tuesday, February 2nd, 2016
Regular Meeting, Tuesday, March 1st, 2016
Regular Meeting, Tuesday, April 5th, 2016
Regular Meeting, Tuesday, May 3rd, 2016
Regular Meeting, Tuesday, June 7th, 2016
Regular Meeting, Tuesday, July 5th, 2016-Organizational Meeting
Regular Meeting, Tuesday, August 2nd, 2016
Regular Meeting, Tuesday, September 6th, 2016
Regular Meeting, Tuesday, October 4th, 2016
Regular Meeting, Tuesday, November 1st, 2016
Regular Meeting, Tuesday, December 6th, 2016
Mayor Letica waived the reading.
Mayor Letica made a motion to approve, seconded by Trustee Burke.
Trustee Jablonski AYE
Trustee Burke AYE
Trustee Ettinger AYE
Deputy Mayor Pierce AYE
Mayor Letica AYE
Motioned Carried.
Resolution (2015-147) Be It Resolved, that the Village Board does hereby adopt the following schedule for monthly Special/work session meetings for the calendar year 2016 meetings to begin at 3:00pm at the Asharoken Village Hall, One Asharoken Avenue, Northport, NY 11768, subject to change.
Special/Work Session Meeting, Tuesday, March 15th, 2016
Special/Work Session Meeting, Tuesday, June 28th, 2016
Special/Work Session Meeting, Tuesday, September 20th, 2016
Special/Work Session Meeting, Tuesday, November 15th, 2016
Mayor Letica made a motion to approve, seconded by Trustee Burke.
Trustee Jablonski AYE
Trustee Burke AYE
Trustee Ettinger AYE
Deputy Mayor Pierce AYE
Mayor Letica AYE
Motioned Carried.
Resolution (2015-148) Be It Resolved that the Village Board does hereby approve the purchase of fencing to be installed along the back retaining wall, not to exceed $4,600.00.
Deputy Mayor Pierce made a motion to approve, seconded by Trustee Ettinger.
Trustee Jablonski AYE
Trustee Burke AYE
Trustee Ettinger AYE
Deputy Mayor Pierce AYE
Mayor Letica AYE
Motioned Carried.
Resolution (2015-149) Be it Resolved that the Village Board does hereby approve the adjustment to the fiscal budget for year end 5/31/2016 to increase the Highway Repairs/State Aid CHIPS account (A5110.451) for $100,625.00 and increase Start Income (A1000.00) for $35,569.78 and increase the Highway Repairs/State Aid CHIPS account (A3501.000) for $65,055.22.
Mayor Letica made a motion to approve, seconded by Trustee Ettinger.
Trustee Jablonski AYE
Trustee Burke AYE
Trustee Ettinger AYE
Deputy Mayor Pierce AYE
Mayor Letica AYE
Motioned Carried.
Resolution (2015-150) Be It Resolved, that the Village Board does hereby approve the transfer and payment of $35,569.78 from the Highway Reserve Money Market Special Reserve Account #5059 to the Money Market Account #5018.
Mayor Letica made a motion to approve, seconded by Deputy Mayor Pierce.
Trustee Jablonski AYE
Trustee Burke AYE
Trustee Ettinger AYE
Deputy Mayor Pierce AYE
Mayor Letica AYE
Motioned Carried.
Trustee Jablonski noted that the residents demonstrated great things that they can accomplish. The Duck Island Restoration Committee has a viable plan, and he suggested that the board should consider funding the bathymetric survey and core sampling.
Trustee Jablonski made a motion to fund the bathymetric survey and core sampling, Trustee Burke seconded.
Trustee Burke asked if we can look into funding, Mayor Letica recommended that we look into this further. Trustee Jablonski recommend that we review the options and Mayor Letica agreed, no further decision was made.
Mayor Letica opened up the meeting for Public Session.
During public session, five statements, questions and comments were presented.
1. A resident commented on the NYSDEC and how they may be responsible for the erosion of the beach by preventing people from protecting their private property.
2. A resident commented on the Bow and Arrow and whether it is considered a weapon.
3. A resident commented on the outside lights, he asked about the role of the records access manager, he asked about the new water line going out to Duck Island. He made a statement about a letter that was written to the Town of Huntington Board.
4. A resident discussed the issue of the bow and arrow. Mayor Letica noted that we can only control what goes on in the Village of Asharoken, not in the Town of Huntington. The resident asked how many people are needed to try to put forth a new local law.
5. Mayor Letica read a letter into the record, “Dear Mayor Letica, I would like to congratulate you and the all Village officials for bringing to fruition the new. Town Hall building. The building looks terrific and I am sure will enhance the functioning of our small community. In addition, you have managed to accomplish this with significant grants and donations, which is a tremendous achievement. Your tireless efforts on behalf of all the Village residents are very much appreciated by me and I am sure the entire Village. Thank you and all the officials very much for the work done on all our behalf. Best Wishes and warm regards, John & Elke Rittenhouse, 285 Asharoken Ave.
Mayor Letica made a motion to close the public session, seconded by Trustee Ettinger.
Trustee Jablonski AYE
Trustee Burke AYE
Trustee Ettinger AYE
Deputy Mayor Pierce AYE
Mayor Letica AYE
Motioned Carried.
Mayor Letica thanked everyone for coming down tonight and being part of this moment in history in our Village. He pointed out that the first meeting that was held in the old building was on July 31st, 1939, and tonight we sit here November 2nd, 2015 having our first meeting in the new village hall, he thanked everyone again for making this possible.
Mayor Letica made a motion to adjourn the meeting, seconded by Trustee Ettinger.
Trustee Jablonski AYE
Trustee Burke AYE
Trustee Ettinger AYE
Deputy Mayor Pierce AYE
Mayor Letica AYE
Motioned Carried.
The November 2nd, 2015 Regular board meeting of the Board of Trustees was adjourned at approximately 9:10 pm.
Signed: _____________________________________________
Nancy Rittenhouse, Village Clerk