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DRAFT Minutes of the November 12, 2019 Meeting of the Asharoken Board of Trustees

 Incorporated Village of Asharoken

Board of Trustees Board Meeting

         Tuesday, November 12, 2019 6:30pm

             At the Village Hall

Approximate Attendance (10)

DRAFT                                                                

Officers Present:                                                         

Greg Letica, Mayor

Pam Pierce, Deputy Mayor

Melvin Ettinger, Trustee

Ian Jablonski, Trustee

 

Officials & Appointees Present:

Nancy Rittenhouse, Village Clerk

Bruce Migatz, Village Attorney

Emily Hayes, Treasurer

Doug Adil, Building Inspector

Marty Cohen, Chairman of the Conservation Board

Raymond Mahdesian, Officer-in-Charge

 

The Pledge of Allegiance was said.

Publication of meeting was confirmed.

 

Trustee Ettinger made a motion to approve the Regular Board Meeting minutes for October 1, 2019 seconded by Trustee Jablonski.

Trustee Jablonski                                           AYE

Trustee Ettinger                                              AYE

Deputy Mayor Pierce                                    AYE

Mayor Letica                                                     AYE

Motioned Carried.

 

Mayors Report:

Mayor’s Report;” The tri-annual 45,000 cubic yards of sand placement by National Grid on Sound side beach is going well.  Approximately half of the material has been placed to date.  Although the project started off under some challenging weather conditions it has been relatively smooth sailing since.  The contractor expects to be done sometime in December.  

 

The Village and the Village Court have been audited by our accounting firm Skinnon and Faber.  There were a couple of minor recommendations regarding booking real property taxes as a receivable and advice on how to post expenditures to the proper accounts.  Overall, the Village is in a very healthy financial position.   Additionally, the NYS Comptroller has released the results of its annual stress test of Villages.  Once again, Asharoken received the highest rating of no designation.

 

The Village received an insurance settlement for the police car that was totaled in an accident.  There is an item on the agenda this evening to authorize the clerk to solicit bids for a new car.  It is anticipated that the settlement will cover the full cost of replacing the car and the additional needed equipment.

 

The Village received notice from the Town of Smithtown that the cost of disposing of recyclables will be going up.  Paper/cardboard is now $44 per ton versus the Village being paid $28 per ton.  Plastic and Metal is now $85 per ton versus $73 per ton. Glass remained the same at $23 per ton. All of these costs include a $5 per ton handling fee.

 

On October 11th, Deputy Mayor Pierce and I had a conference call with Congressman Tom Suozzi and Col. Tom Asbery of the ACOE regarding the status of getting a waiver to restart the study in order to create a Locally Preferred Plan (LPP) to restore the seawall area.  No decisions were reached during this call and a follow up is now scheduled in early December.

 

I would like to congratulate Rita Rover for being awarded a first place ribbon from the Long Island Chrysanthemum Society.  Rita grows some of the most amazing mums and it is not a surprise that she got the blue ribbon.  Nice job Rita.

 

The Asharoken holiday party was held on Saturday, November 9th and once again it was an incredible success.  Over 100 Asharoken residents enjoyed great food, music and dancing at the Northport Yacht Club.  Approximately 30 gift baskets were auctioned off to raise money to support the 4th of July fireworks display.  I would like to thank Jean Bonawandt for her hard work to get donations for the baskets and wrap them up.  They were really beautiful.  Lastly, big thanks to Carole Casamassima for the fantastic job she did to organized the party and spearhead the fundraising.  Her hard work resulted in the Village receiving a donation of $4000 last week for next year’s fireworks.   The party could not have been better or more fun and we owe it all to Carole”. 

 

Trustees:

Deputy Mayor Pierce reported that during the month she attended a conference call with the ACOE and Congressman Suozzi in addition she has been monitoring the National Grid sand placement project. On October 16th she and Clerk Rittenhouse met with Steven Borndt with DHSES reviewing the approved Hazard Mitigation Grant for the in-line check valve needed to mitigate flooding at the Village Hall area, the grant is a 75/25 split. On October 24th she attended a public information meeting in Great Neck regarding the New York-New Jersey Harbor and Tributaries Coastal Storm Risk Management Feasibility Study held by the ACOE.  This involves a gate system to protect NYC from future storms.  The concern from nearby communities is that the gate system will create flooding in their communities such as Great Neck. The project is two years out; she noted that we will monitor the progress but based on a representative from the ACOE this project doesn’t appear to have an impact in our community.  Mayor Letica and I attended a meeting with National Grid for an update on the sand replacement. She noted that she reviewed the minutes, vouchers; police report met with several residents regarding the sand placement and attended the Holiday Party which was terrific.

 

Trustee Ettinger reported that he worked with Officer-in-Charge Mahdesian on police matters. He noted that the village received two checks for the replacement of the police vehicle and equipment. During the month he worked with Officer Mahdesian reviewing replacement vehicles; they determined that the Dodge Durango based on price and performance will replace the totaled police vehicle. On October 18th he met with a representative from NYMIR to review our facility and contents for the annual insurance assessment.  On November 9th he attended the Holiday party and noted that it was the best ever. He reviewed correspondences; commercial parking codes; the draft report on the Financial Statements, monthly vouchers, minutes and several FOIL’s .

 

Trustee Jablonski reported that he reviewed, the minutes, monthly vouchers, various reports and various correspondences.

 

Village Attorney: Attorney Migatz reported that the planning board did not meet in the month of October.  The Zoning Board did meet on October 28th, two cases were heard; one case at 2 Bevin Road East for a side yard setback variance for a generator which was granted; the second case at 3 Pheasant Lane; for a rear yard setback variance; this started out as a side yard and rear yard setback; after meeting with the side yard neighbor the applicant revised the plans and was compliant with the side yard setback, the variance for the rear yard setback was granted for an in ground pool, pool equipment and pool pavilion. Last month the village was successful with respect to the dock permit Article 78.  An Appeal was filed on October 21st the parties have six months to perfect the appeal actually submit the appeal with memorandums and that six month can be extended by stipulation or by court order for several more months, we will monitor it.

 

Village Treasurer: Emily Hayes reported that the vouchers for the month of October were $200,313.02. There will be a separate resolution to approve the vouchers and one budget transfer for the month.

 

Police Report: Officer Mahdesian reported that the department had a good month. The department issued 32 summonses and made 2 arrests. The Court audit for September 30, 2018 thru October 30, 2019 has been completed and no issues were reported. This month the department completed their firearms qualifications.

 

Sanitation Operator: Mayor Letica gave the report for Barry Bradley; he reported that big blue is running well. Total tipping fees for the month of October were $1,824.80. Trash tonnage 22.81, paper & cardboard 4.00 tons; glass .58 tons, plastic and metal 1.39 tons.

 

Building Inspector: Doug Adil reported that he responded to an inquiry regarding flooding of Asharoken Avenue during heavy rains and ways to mitigate this issue; answered a request for information pertaining to converting an existing garage to guest living space; re-inspected a home on Bevin Road where a tree had fallen, reviewed plans for a deck replacement, reviewed drawings, inspected a tree on Pheasant lane for a construction project and issued a denial letter for a property on Bevin Road East needed for a side yard variance. The building inspector performed eleven inspections.

 

Chairman of the Conservation Board: Marty Cohen reported that the board is working on two requests for tree permits. In addition he visited one property with Officer O’Connor regarding a complaint that a resident cut down the neighbor’s tree; the tree cut down by the resident was not in the Village. He also responded to a residents concern of trees being cut without a permit; after reviewing the location no trees were cut down only trimming of the trees occurred.

 

Resolutions:

 

Resolution (2019-97) Be It Resolved that the Village Board approves the budget transfers for the month of October 2019.

Trustee Ettinger made a motion to approve, seconded by Deputy Mayor Pierce.

Trustee Jablonski                                           AYE

Trustee Ettinger                                              AYE

Deputy Mayor Pierce                                    AYE

Mayor Letica                                                     AYE

Motioned Carried

Resolution (2019-98) Be It Resolved, that the Village Board does hereby approve the vouchers for the month of October 2019 in the amount of $200,313.02.

 

Trustee Jablonski made a motion to approve, seconded by Trustee Ettinger.

Trustee Jablonski                                           AYE

Trustee Ettinger                                              AYE

Deputy Mayor Pierce                                    AYE

Mayor Letica                                                     AYE

Motioned Carried

Resolution (2019-99) Be It Resolved that the Village Board does hereby accept the audited Financial Statements for year end 5/31/2019, the Financial Statements have been filed with the Village Clerk, published and available for inspection.

 

Mayor Letica made a motion to approve, seconded by Deputy Mayor Pierce.

Trustee Jablonski                                           AYE

Trustee Ettinger                                              AYE

Deputy Mayor Pierce                                    AYE

Mayor Letica                                                     AYE

Motioned Carried

Resolution (2019-100) Be It Resolved that the Village Board does hereby accept the audit for the Justice Court of the Village of Asharoken covering the period October 1, 2018 through September 30, 2019.

 

Trustee Ettinger made a motion to approve, seconded by Trustee Jablonski.

Trustee Jablonski                                           AYE

Trustee Ettinger                                              AYE

Deputy Mayor Pierce                                    AYE

Mayor Letica                                                     AYE

Motioned Carried

Resolution (2019-101) Be It Resolved, that the Village Board does hereby adopt the following schedule for monthly regular meetings for the calendar year 2020 meetings to begin at 6:30pm at the Asharoken Village Hall, One Asharoken Avenue, Northport, NY 11768, subject to change.

 

Regular Meeting, Tuesday, January 7th, 2020

Regular Meeting, Tuesday, February 4th, 2020

Regular Meeting, Tuesday, March 3rd, 2020

Regular Meeting, Tuesday, April 7th, 2020

Regular Meeting, Tuesday, May 5th, 2020

Regular Meeting, Tuesday, June 2nd, 2020

Regular Meeting, Tuesday, Organizational Meeting, July 14, 2020

Regular Meeting, Tuesday, August 4th, 2020

Regular Meeting, Tuesday, September 1st, 2020

Regular Meeting, Tuesday, October 6th, 2020

Regular Meeting, Tuesday, November 10th, 2020

Regular Meeting, Tuesday, December 1st, 2020

 

Mayor Letica made a motion to approve, seconded by Trustee Ettinger.

Trustee Jablonski                                           AYE

Trustee Ettinger                                              AYE

Deputy Mayor Pierce                                    AYE

Mayor Letica                                                     AYE

Motioned Carried

Resolution (2019-102) Be It Resolved, that the Village Board does hereby adopt the following schedule for monthly Special/work session meetings for the calendar year 2020 meetings to begin at 4:00pm at the Asharoken Village Hall, One Asharoken Avenue, Northport, NY 11768, subject to change.

 

Special/Work Session Meeting, Tuesday, January 21st, 2020-to certify the unpaid real estate taxes

Special/Work Session Meeting, Tuesday, March 17th, 2020 to review budget for 2020-2021

Special/Work Session Meeting, Tuesday, April 21st, 2020 to adopt the budget, if needed

Special/Work Session Meeting, Tuesday, June 23rd, 2020

Special/Work Session Meeting, Tuesday, September 15th, 2020

 

Trustee Ettinger made a motion to approve, seconded by Trustee Jablonski.

Trustee Jablonski                                           AYE

Trustee Ettinger                                              AYE

Deputy Mayor Pierce                                    AYE

Mayor Letica                                                     AYE

Motioned Carried

Resolution (2019-103) Be It Resolved, that the Village Board does hereby approve the services from Parker landscaping for the 2019/2020 winter season snow removal  for village hall parking area and entrances in the amount of $175.00 per snow fall of 1” to 6” and $250.00 for 6” to 12” over 12” $50.00 per 3 inch increments.

 

Mayor Letica made a motion to approve, seconded by Trustee Ettinger.

Trustee Jablonski                                           AYE

Trustee Ettinger                                              AYE

Deputy Mayor Pierce                                    AYE

Mayor Letica                                                     AYE

Motioned Carried

Resolution (2019-104) Be It Resolved, that the Village Board does hereby authorize the Mayor to sign the agreement between NYS Division of Homeland Security and Emergency Services and the Inc. Village of Asharoken for the FEMA 4348 DR-NY HMGP 4348-0005, In Line Check Valve project, Contract number C000853 total grant amount is for $25,000; contract Federal funding amount is $18,750.00 (75%).

 

Deputy Mayor Pierce made a motion to approve, seconded by Trustee Ettinger.

Trustee Jablonski                                           AYE

Trustee Ettinger                                              AYE

Deputy Mayor Pierce                                    AYE

Mayor Letica                                                     AYE

Motioned Carried

Resolution (2019-105) Be It Resolved, that the Village Board does hereby authorize the Mayor to sign the proposal from Newport Engineering P.C. for engineering services to prepare the scope of work for the installation of an in-line check valve at Village Hall in the amount of $3,000.00; approved as to form by Attorney Migatz.

 

Deputy Mayor Pierce made a motion to approve, seconded by Mayor Letica.

Trustee Jablonski                                           AYE

Trustee Ettinger                                              AYE

Deputy Mayor Pierce                                    AYE

Mayor Letica                                                     AYE

Motioned Carried

Resolution (2019-106)

WHERE AS, the Village of Asharoken (the “Village”) is in need of one new police vehicle to replace the existing police car that has been declared totaled, and

WHERE AS, the Board of Trustees finds that it is in the best interest of the Village to authorize the solicitation of bids for one new replacement police vehicle;

NOW, THEREFORE, BE IT

RESOLVED the Village Clerk is hereby authorized and directed to advertise for receipt of bids for the purchase of one new replacement police vehicle in accordance with the specification on file with the Village Clerk; and be it further

                RESOLVED that the Village Clerk is hereby authorized to publicly open and read bids on set day in accordance with the “Notice to Bidders”; and be it further

                RESOLVED that the Village Clerk is hereby authorized to reject said bids for good and sufficient reason and to re-advertise same under the authority herein granted without further action of this Board.

 

Trustee Ettinger made a motion to approve, seconded by Deputy Mayor Pierce.

Trustee Jablonski                                           AYE

Trustee Ettinger                                              AYE

Deputy Mayor Pierce                                    AYE

Mayor Letica                                                     AYE

Motioned Carried

 

Resolution (2019-107) Be It Resolved that the Village Board does hereby authorize the Mayor to sign the Inter-municipal Agreement between the Town of Smithtown and the Inc. Village of Asharoken for removal and processing of recyclable material term of agreement shall commence upon execution and shall expire six (6) months from the date thereof, agreement may be extended for four (4) additional terms of six (6) months, by mutual agreement by both parties; approved as to form by Attorney Migatz.

 

Trustee Jablonski made a motion to approve, seconded by Deputy Mayor Pierce .

Trustee Jablonski                                           AYE

Trustee Ettinger                                              AYE

Deputy Mayor Pierce                                    AYE

Mayor Letica                                                     AYE

Motioned Carried

Resolution (2019-108) Be It Resolved that the Mayor does hereby appoint the following uncompensated individual Fred Beteille as the Ad Hoc Member of the Zoning Board of Appeals, for a one year term to end July 2020, subject to Board approval.

 

Deputy Mayor Pierce made a motion to approve, seconded by Trustee Ettinger.

Trustee Jablonski                                           AYE

Trustee Ettinger                                              AYE

Deputy Mayor Pierce                                    AYE

Mayor Letica                                                     AYE

Motioned Carried

 

Resolution (2019-109) Be It Resolved that the Village Board does hereby accept the 2020 4th of July fireworks donation from James & Diana Reilly in the amount of $4,000.00.

 

Mayor Letica made a motion to approve, seconded by Trustee Ettinger.

Trustee Jablonski                                           AYE

Trustee Ettinger                                              AYE

Deputy Mayor Pierce                                    AYE

Mayor Letica                                                     AYE

Motioned Carried

 

New Business: Commercial Vehicles parked on private property; village code “signs” 125-28; this was brought to our attention by the neighboring properties.  The resident of the property has a construction trailer parked in the driveway. Mayor Letica noted that he reached out to the owner of the property; the owner was going to review the situation.  Mayor Letica noted that we received a letter from the neighboring properties expressing their concerns and providing some suggestions. The Board will review and continue to get in touch with the owner of the property to discuss this further in order to resolve this issue.

 

Public Session:

1.       A resident expressed his concern about the issue of commercial vehicles being parked in the driveway at 112 Asharoken Avenue. He noted that he has been living in Asharoken for 12 years. This problem may seem minor but in future years we could have for example, “three cesspool trucks” parked in a driveway by a business owner living in Asharoken. Most villages have ordinances that disallow commercial vehicles parked in their Villages.  Mayor Letica pointed out that this is not a minor situation we are going to proceed to resolve this, this week.

 

Mayor Letica made a motion to come out of public session, seconded by Trustee Ettinger.

Trustee Jablonski                                           AYE

Trustee Ettinger                                              AYE

Deputy Mayor Pierce                                    AYE

Mayor Letica                                                     AYE

Motioned Carried

Mayor Letica made a motion to adjourn the meeting, seconded by Trustee Ettinger.

Trustee Jablonski                                           AYE

Trustee Ettinger                                              AYE

Deputy Mayor Pierce                                    AYE

Mayor Letica                                                     AYE

Motioned Carried.

 

The November 12, 2019 Regular board meeting/public hearing of the Board of Trustees was adjourned at approximately 7:05pm.              

Signed: _____________________________________________

                Nancy Rittenhouse, Village Clerk