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DRAFT Minutes of the July 10,2018 Organizational Meeting of the Asharoken Board of Trustees

 Incorporated Village of Asharoken

Board of Trustees Organizational Meeting

         Tuesday, July 10, 2018 6:30pm

             At the Village Hall

Approximate Attendance (15)

                                                                               

                                                                                DRAFT                                                                                

Officers Present:                                                         

Greg Letica, Mayor

Pam Pierce, Deputy Mayor

Melvin Ettinger, Trustee

Laura Rittenhouse Burke

Ian Jablonski, Trustee

 

Officials & Appointees Present:

Nancy Rittenhouse, Village Clerk

Bruce Migatz, Village Attorney

Emily Hayes, Treasurer

Doug Adil, Superintendent of Buildings

Barry Bradley, Sanitation

Raymond Mahdesian, Officer-in-Charge

Marty Cohen, Conservation Board Chairman

 

The Pledge of Allegiance was said.

Publication of meeting was confirmed.

 

Trustee Ettinger made a motion to approve the Regular Board Meeting minutes for June 5th, 2018 seconded by Trustee Burke.

Trustee Ettinger                                              AYE

Laura Rittenhouse Burke                            AYE

Trustee Jablonski                                           AYE

Deputy Mayor Pierce                                    AYE

Mayor Letica                                                     AYE

Motioned Carried.

 

Mayors Report;” I am happy to report that the Village had another fantastic 4th of July.  It was a really nice day, the fireworks were spectacular and our tradition of bonfires was terrific.  I would like to thank Officer Ray Mahdesian, Police Commissioner Mel Ettinger and the Asharoken Police department for a fine job.  Ray and Mel did another fine job planning for the day which involves coordinating with: NPD, NFD, SPD, Suffolk Sheriff, US Coast Guard, Huntington Harbor Master and Suffolk Marine Police. It was a challenging day for the men in blue who had to respond to a serious Jet Ski accident and had to deal with a complicated arrest on top of all of their other duties on a very busy day.  Thanks also needs to go out to Martin Hakker who coordinated with Grucci on the details of the display and Fireworks Safety Officer Joe Affrunti who made sure everything went off without a hitch.  Great job. But most importantly, I would like to thank our residents who were very responsible with their bonfires and refrained from using their own fireworks.  Their cooperation insures the continuation of a celebration of the 4th in Asharoken that is unlike any other.  Lastly, on the morning of the 4th I had the pleasure of representing the Village at the Eaton’s Neck 4th of July parade which is always a fun event.

The Village is in the process of preparing a bid package for paving a section of Asharoken.  Because NYS law requires that for public works project the Village can only piggyback off of the County contract, not a town contract, Asharoken asked for bids from County contractors.  After studying the bids, the Village did not feel that it was getting the lowest possible price for the project. Therefore, Clerk Nancy Rittenhouse and Attorney Migatz took upon themselves to begin putting together a bid package for the project which should be ready for distribution in August. Depending on the outcome of the bidding process, we will either go forward with the road this year or wait until next spring.  Thanks to Nancy and Bruce for some outstanding work on this project.

 

Trustee:

Deputy Mayor Pierce reported that during the month she participated in three Suffolk County shared service meetings. She reviewed the IMA on the fuel sharing with Village of Northport, minutes, vouchers, police preparation report for the 4th of July and resident correspondence. She thanked the Asharoken Police Department and other agencies and congratulated Mayor Letica and Trustees Ettinger and Burke for their re-election.

 

Trustee Ettinger noted that he thanked both Mayor Letica and Trustee Burke for their re-election. He reported that we had a terrific 4th of July. He expressed his appreciation to Officer Mahdesian and the entire police department. During the month he reviewed some personal matters and had a swearing in ceremony for Officer Miller. He attended the monthly court session, reviewed last month’s minutes, FOIL’s and vouchers.

 

Trustee Burke reported that she reviewed the vouchers, minutes and IMA on the fuel sharing with Village of Northport.  She thanked the police department for all their efforts having a safe 4th of July.

 

Trustee Jablonski reported that he reviewed the minutes, vouchers, correspondences and IMA for fuel sharing with the Village of Northport and participated in the swearing in for Officer Miller and the police meeting the morning of 4th of July.

 

Village Attorney:  Bruce Migatz reported that the Zoning Board did not meet in the month of June.  The Planning Board met on July 9th on an application by Duck Island Corporation for an extension of time to comply with one of the conditions of the approval. The condition being that the Suffolk County Health Department has to approve the map prior to it being signed off by the Village. They need additional time for it to be accomplished; the Planning Board granted Duck Island Corp. the 90 day extension.  The article 78 challenging the Boards denial of the two dock applications has been fully briefed and submitted to the court on June 26th. In theory the court is suppose to render a decision within 60 days.

 

Village Treasurer: Emily Hayes Treasurer reported that the vouchers for the month of June were $51,902.35. Included in the vouchers were $10,998.96 of vouches relating to year end 5/31/2018.  There is a separate resolution to approve vouchers and budget transfers. She noted that we received the majority of property taxes by the end of June and approximately $50,000 is still outstanding.

 

Officer-In-Charge:   Officer Ray Mahdesian reported that there were 4 arrests and 37 summonses.   He noted that the residents conducted themselves properly they abided by the published guidelines. The people in the village deserve the credit for a successful fourth.

 

Sanitation Operator: Barry Bradley reported that big blue is running well. Total tipping fees for the month of June were $2144.00. Trash tonnage 26.80, Single Stream recycling tonnage 8.73 and yard waste tonnage 2.31.

 

Superintendent of Buildings: Doug Adil reported for the month of June that he responded to a homeowner inquiry regarding legalizing an existing garage into an accessory structure. He met with a homeowner to discuss code and flood zone requirements, provided information in response to an inquiry regarding driveway replacement and storm drainage. He discussed Village Code requirements for accessory structures, responded to questions regarding proposed lights at the intersection of Duck Island Road and Asharoken Avenue, it was determined that no lights are planned for this location. He met with a homeowner on Bevin Road to discuss a deck structure, investigated a dock and its anchor system. He investigated a shed that had been installed in a side yard and contacted a new homeowner of a property on Bevin Road to maintain their lawn and refrain from doing construction on the weekend. He performed 12 inspections this month.

 

Conservation Board Chairman:  Marty Cohen noted that the board worked on two tree permit applications.

 

Resolutions:

 

Resolution (2018-58) Be It Resolved that the Village Board approves the budget transfers for the month of June 2018 and for the fiscal year- end budget of 5/31/2018.

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

Trustee Ettinger                                              AYE

Trustee Burke                                                  AYE

Trustee Jablonski                                           AYE

Deputy Mayor Pierce                                    AYE

Mayor Letica                                                     AYE

Motioned Carried.

 

Resolution (2018-59) Be It Resolved, that the Village Board does hereby approve the vouchers for the month of June 2018 in the amount of $51,902.35.

 

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

Trustee Ettinger                                              AYE

Trustee Burke                                                  AYE

Trustee Jablonski                                           AYE

Deputy Mayor Pierce                                    AYE

Mayor Letica                                                     AYE

Motioned Carried.

 

Resolution (2018-60) Be It Resolved that any Village residency requirement for appointees is waived.

 

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

Trustee Ettinger                                              AYE

Trustee Burke                                                  AYE

Trustee Jablonski                                           AYE

Deputy Mayor Pierce                                    AYE

Mayor Letica                                                     AYE

Motioned Carried.

 

Resolution (2018-61) Be It Resolved that the Mayor does hereby appoint Village Clerk, Nancy Rittenhouse for a two year term to end July 2020 at an annual rate of $65,000, subject to Board approval.

 

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

Trustee Ettinger                                              AYE

Trustee Burke                                                  AYE

Trustee Jablonski                                           AYE

Deputy Mayor Pierce                                    AYE

Mayor Letica                                                     AYE

Motioned Carried.

 

Resolution (2018-62) Be It Resolved that the Mayor does hereby appoint Treasurer, Emily Hayes for a one year term to end July 2019 at an annual rate of $18,050, subject to Board approval.

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

Trustee Ettinger                                              AYE

Trustee Burke                                                  AYE

Trustee Jablonski                                           AYE

Deputy Mayor Pierce                                    AYE

Mayor Letica                                                     AYE

Motioned Carried.

 

Resolution (2018-63) Be It Resolved that the Mayor does hereby appoint Superintendent of Buildings, Doug Adil for a one year term to end July 2019 at an annual rate of $21,200, subject to Board approval.

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

Trustee Ettinger                                              AYE

Trustee Burke                                                  AYE

Trustee Jablonski                                           AYE

Deputy Mayor Pierce                                    AYE

Mayor Letica                                                     AYE

Motioned Carried.

 

Resolution (2018-64) Be it Resolved that the Mayor does hereby appoint Assessor, Paul Wotzak for a one year term to end July 2019 at an hourly rate of $50.00, pursuant to the terms and conditions of the contract, subject to Board approval.

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

Trustee Ettinger                                              AYE

Trustee Burke                                                  AYE

Trustee Jablonski                                           AYE

Deputy Mayor Pierce                                    AYE

Mayor Letica                                                     AYE

Motioned Carried.

 

Resolution (2018-65) Be It Resolved, that the Mayor does hereby appoint Bruce W. Migatz as Village Attorney for a one year term to end July 2019 at an annual retainer of $40,000 payable in equal monthly amounts of $3,333.33, for general legal advise per retainer agreement. Other legal services other than litigation actions and proceedings will be billed on an hourly basis of $250.00, plus out-of-pocket expenses incurred on behalf of the Village, litigation actions and proceedings will be billed on an hourly basis, at a rate of $300.00 per hour, plus out-of –pocket expenses incurred on behalf of the Village, subject to Board approval.

 

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

Trustee Ettinger                                              AYE

Trustee Burke                                                  AYE

Trustee Jablonski                                           AYE

Deputy Mayor Pierce                                    AYE

Mayor Letica                                                     AYE

Motioned Carried.

 

Resolution (2018-66) Be It Resolved, that the Mayor, does hereby appoint Paul Boronow as Village District Attorney for the Village of Asharoken at an hourly rate of $200.00, for the term to end July 2019, subject to Board approval.

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

Trustee Ettinger                                              AYE

Trustee Burke                                                  AYE

Trustee Jablonski                                           AYE

Deputy Mayor Pierce                                    AYE

Mayor Letica                                                     AYE

Motioned Carried.

 

Resolution (2018-67) Be It Resolved, that the Mayor, does hereby appoint Raymond Mahdesian as Officer-in-Charge responsible for administrative duties for a one year term to end July 2019, subject to Board approval.

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

Trustee Ettinger                                              AYE

Trustee Burke                                                  AYE

Trustee Jablonski                                           AYE

Deputy Mayor Pierce                                    AYE

Mayor Letica                                                     AYE

Motioned Carried.

 

Resolution (2018-68) Be It Resolved, that the Mayor does hereby appoint Scott Coyne, MD as an uncompensated police surgeon for the Village of Asharoken’s Police Department for a one year term to end July 2019, subject to Board approval.

 

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

Trustee Ettinger                                              AYE

Trustee Burke                                                  AYE

Trustee Jablonski                                           AYE

Deputy Mayor Pierce                                    AYE

Mayor Letica                                                     AYE

Motioned Carried.

 

Resolution (2018-69) Be It Resolved that the Mayor does hereby appoint the following uncompensated individuals to the following positions for a one year term to end July 2019, subject to board approval.

a.       Pam Pierce as Deputy Mayor

b.       Melvin Ettinger as Police Commissioner

c.        Ian Jablonski as Deputy Police Commissioner

d.       Stan Somer as Acting Village Justice

e.       Nancy Rittenhouse as Records Access Officer

f.         Melvin Ettinger as Records Access Officer Manager

g.       Avrum Golub as Storm Water Superintendent

h.       Greg Letica as Highway Superintendent

i.         Doug Adil as Flood Plain Manager

j.         Joseph Affrunti as Harbormaster

k.       Barry Bradley as Deputy Harbormaster

l.         Bill Rasich as Deputy Harbormaster

m.     Bill Rasich as Emergency Planning Manager

n.       Cathy Zimmermann as a member of the Beach Clean-up committee

o.       Deb Masterson as a member of the Beach Clean-up committee

p.       Michele Tilleli as a member of the Beach Clean-up committee

q.       Lucy Davies as a member of the Beach Clean-up committee

r.        Steve Silverman as the Village Photographer

s.        Laura Burke as Newsletter Editor

t.        Ed Carr as Historian

u.       Martin Hakker as Fireworks Coordinator

v.       Joseph Affrunti as Fireworks Safety Officer for the July 4th 2019 event.

 

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

Trustee Ettinger                                              AYE

Trustee Burke                                                  AYE

Trustee Jablonski                                           AYE

Deputy Mayor Pierce                                    AYE

Mayor Letica                                                     AYE

Motioned Carried.

 

Resolution (2018-70) Be It Resolved, that the Mayor does hereby appoint the following uncompensated individuals to the Zoning Board of appeals, subject to board approval:

a.       Russell Matthews as Chairperson of the Zoning Board of Appeals for a one year term to end 7/1/2019.

b.       Anthony Winger as member of the Zoning Board of Appeals for a five year term to end 7/1/2023.

c.        Bart Kipnes as Ad Hoc member of the Zoning Board of Appeals for a one year term to end 7/1/2019.

 

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

Trustee Ettinger                                              AYE

Trustee Burke                                                  AYE

Trustee Jablonski                                           AYE

Deputy Mayor Pierce                                    AYE

Mayor Letica                                                     AYE

Motioned Carried.

 

Resolution (2018-71) Be It Resolved, that the Mayor does hereby appoint the following uncompensated individuals to the Planning Board, subject to board approval;

a.       Patrick Cleary as Chairperson of the Planning Board for a one year term to end 7/1/2019.

 

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

Trustee Ettinger                                              AYE

Trustee Burke                                                  AYE

Trustee Jablonski                                           AYE

Deputy Mayor Pierce                                    AYE

Mayor Letica                                                     AYE

Motioned Carried.

 

Resolution (2018-72) Be It Resolved, that the Mayor does hereby appoint the following uncompensated individuals to the Board of Conservation of the Environment Committee,  Marty Cohen as Chairperson, Rita Rover Michele Tilleli, Catherine Wallack  and Lucy Davies as members for a one year term to end July 2019, subject to board approval.

 

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

Trustee Ettinger                                              AYE

Trustee Burke                                                  AYE

Trustee Jablonski                                           AYE

Deputy Mayor Pierce                                    AYE

Mayor Letica                                                     AYE

Motioned Carried.

 

Resolution (2018-73) Be It Resolved, that the Village Board does hereby approve a rate of $15.00 an hour for individuals who work as an “as needed” basis and that are posted to the “clerk non-employee” account A1410.499.

 

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

Trustee Ettinger                                              AYE

Trustee Burke                                                  AYE

Trustee Jablonski                                           AYE

Deputy Mayor Pierce                                    AYE

Mayor Letica                                                     AYE

Motioned Carried.

 

Resolution (2018-74) Be It Resolved, that the Village Board does hereby designate the following banks as the official depository banks for the Village.

a.       Peoples United Bank

b.       First National Bank of Long Island

c.        TD Bank

 

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

Trustee Ettinger                                              AYE

Trustee Burke                                                  AYE

Trustee Jablonski                                           AYE

Deputy Mayor Pierce                                    AYE

Mayor Letica                                                     AYE

Motioned Carried.

 

Resolution (2018-75) Be It Resolved, that the Village Board does hereby designate the official newspaper of record for the Village to be (The Observer).

 

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

Trustee Ettinger                                              AYE

Trustee Burke                                                  AYE

Trustee Jablonski                                           AYE

Deputy Mayor Pierce                                    AYE

Mayor Letica                                                     AYE

Motioned Carried.

 

Resolution (2018-76) Be It Resolved, that the Village Board, does hereby approve the mileage reimbursement rate for the Village officials and employees to be consistent with IRS Business mileage rate guidelines as periodically published by the IRS.

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

Trustee Ettinger                                              AYE

Trustee Burke                                                  AYE

Trustee Jablonski                                           AYE

Deputy Mayor Pierce                                    AYE

Mayor Letica                                                     AYE

Motioned Carried.

 

Resolution (2018-77) Be It Resolved, that the Village Board, does hereby approve the authorization for the Village Treasurer and/or Village Clerk to transfer funds from the main Money Market Account to the General checking account in order to pay monthly vouchers approved by the Board of Trustees and payroll account in order to pay bi-monthly payroll.

 

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

Trustee Ettinger                                              AYE

Trustee Burke                                                  AYE

Trustee Jablonski                                           AYE

Deputy Mayor Pierce                                    AYE

Mayor Letica                                                     AYE

Motioned Carried.

 

Resolution (2018-78) Be It Resolved, that the Village Board, does hereby approve the following method for a meeting that has not been scheduled at least one week prior to; email the paper of record and local newspapers with date and time of Meeting, contact the entire Board of Trustees, email residents, post meeting on front door, website homepage and outside sign board.

 

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

Trustee Ettinger                                              AYE

Trustee Burke                                                  AYE

Trustee Jablonski                                           AYE

Deputy Mayor Pierce                                    AYE

Mayor Letica                                                     AYE

Motioned Carried.

 

Resolution (2018-79) Be It Resolved, that the Village Board, does hereby authorize the allocation of the following funds ($10,000.00 for Police General, $5,000.00 for Highway, and $10,000.00 for Unpaid benefits from our General Account) (Unreserved fund) to our money market account (Reserve fund) for fiscal year-end 5/31/2019.

 

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

Trustee Ettinger                                              AYE

Trustee Burke                                                  AYE

Trustee Jablonski                                           AYE

Deputy Mayor Pierce                                    AYE

Mayor Letica                                                     AYE

Motioned Carried.

 

Resolution (2018-80) Be It Resolved, that the Village Board authorizes the Mayor to sign the inter-municipal agreement For Fuel between the Village of Northport and the Village of Asharoken, both Villages have determined that it is in the best interest of the residents of the respective municipalities to permit Asharoken, but not required to fuel its motor vehicles at the Northport facility.

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

Trustee Ettinger                                              AYE

Trustee Burke                                                  AYE

Trustee Jablonski                                           AYE

Deputy Mayor Pierce                                    AYE

Mayor Letica                                                     AYE

Motioned Carried.

 

Resolution (2018-81) Be It Resolved that the Mayor does hereby appoint the following uncompensated individuals to the Environmental Review Board, Douglas Vaughn as chairman and Michael Elsas, for a one term to end July 2019, subject to Board approval.

 

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

Trustee Ettinger                                              AYE

Trustee Burke                                                  AYE

Trustee Jablonski                                           AYE

Deputy Mayor Pierce                                    AYE

Mayor Letica                                                     AYE

Motioned Carried.

 

Resolution (2018-82) Be It Resolved that the Mayor does hereby appoint the following uncompensated individuals to the Duck Island Harbor Dredging Committee, Jean Bonawandt as chairperson, Doug Whitcomb, Joseph Affrunti, Craig Bonawandt, Russell Fredricks and Ian Jablonski for a one year term to end July 2019.

 

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

Trustee Ettinger                                              AYE

Trustee Burke                                                  AYE

Trustee Jablonski                                           AYE

Deputy Mayor Pierce                                    AYE

Mayor Letica                                                     AYE

Motioned Carried.

 

Mayor Letica asked the board if they had any new matters to bring up at this time; question was if the board appoints the webmasters, but it was confirmed that it is not the Village’s website.

 

Mayor Letica opened the meeting for public comment.

Two questions were asked.

1.       A question was asked about a note on the Building Inspectors report regarding a street light at the intersection of Duck Island Road and Asharoken Avenue. Mayor Letica confirmed that there are no street lights being installed.  The Village Clerk also confirmed her contact with contractor Patrick Glennon that no street lights are being installed and also commented that an application for columns and gates was just submitted from DIC and no lights are shown on the plan as well.

2.       A question was raised about the progress with the ACOE regarding the seawall.  Mayor Letica noted that Congressman Suozzi is working on this.  They are planning on setting up a meeting with the Village and the DEC to discuss the next steps.  We expect to repair the sink hole within the next couple of weeks.

 

Mayor Letica made a motion to close 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 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 July 10, 2018 Regular board meeting of the Board of Trustees was adjourned at approximately 7:15pm.              

Signed: _____________________________________________

                Nancy Rittenhouse, Village Clerk