Incorporated Village of Asharoken
Board of Trustees Regular Meeting
Held on Monday
November 4th, 2013 7:30 P.M
At the Northport Power Plant
Approximate Attendance (27)
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
Bruce Migatz, Village Attorney
Emily Hayes, Treasurer
Ray Mahdesian, Officer- in- Charge
Doug Adil, Superintendent of Buildings
Marty Cohen, Conservation of the Environment
Barry Bradley, Sanitation Operator
Joe Affrunti, Harbormaster
Russell Matthews, Board of Zoning Appeals, Chairman
The Pledge of Allegiance was said.
Proof of publication was made.
Trustee Ettinger made a motion to approve the regular board minutes for October 1st, 2013, seconded by Deputy Mayor Pierce.
Trustee Jablonski Abstain
Trustee Burke AYE
Trustee Ettinger AYE
Deputy Mayor Pierce AYE
Mayor Letica AYE
Motioned Carried.
Trustee Ettinger made a motion to approve the board’s work session minutes for October 15th, 2013, seconded by Trustee Jablonski.
Trustee Jablonski AYE
Trustee Burke AYE
Trustee Ettinger AYE
Deputy Mayor Pierce AYE
Mayor Letica AYE
Motioned Carried.
Mayor’s Report:
Mayor Greg Letica reports, “That Last Saturday, November 2, 2013, residents of the village and their guests gathered at the Northport Yacht Club for our annual holiday party. This wonderful event, which was canceled last year due to Superstorm Sandy, allows Asharoken residents to meet neighbors and share the fun of living in Asharoken. Joan Hauser was honored by the “Save the Fireworks” Committee for all her hard work and dedication to the Asharoken Newsletter. I would like to thank Carole Cassmassima, Pam Pierce, Janet Pancir and everyone else who helped to make this party such a tremendous success and a wonderful village event.
National Grid has commenced the placement of 45,000 cubic yards of sand on the Long Island Sound beachfront. As of today, the placement has gone from approximately 100 Asharoken Ave to 148 Asharoken. It is anticipated that most, if not all of the homes on the Long Island Sound side of Asharoken will receive sand during this placement.
On Saturday, October 12th my stepson, John Mastriano, filmed the wash over at the sea wall at high tide with about 20 knots of northeast wind. Once the video was edited I wrote to our entire elected officials (Senators Schumer and Gilibrand, Congressman Israel, Governor Cuomo, State Senator Marcellino, Assemblyman Raia) to encourage them to see firsthand what the Bevin Road area is like during mildly windy conditions and to encourage them to reach out to the USACE and NYSDEC to urge these two agencies to expedite their efforts to restore the beach. Secondarily, I reached out to Supervisor Petrone of Huntington to see if the town could support our cause in the same way. The town has prepared a resolution, which is awaiting approval, encouraging the USACE to complete the feasibility study as quickly as possible. They have written the resolution and it is up for a vote on November 7th, 2013. I would like to thank John for his hard work in preparing the film as well as Pat Delcol, Deirdre Butterfield and Philip Ingerman for their help in drafting the proposed resolution.
The only news regarding the feasibility study is that the schedule of milestone dates has been moved back to the week of November 21st, 2013.
In October the village requested bids for two new police cars. The village received one bid response from Huntington JEEP dealership. The bid came in lower than the State contract price. Police Commissioner/Trustee Mel Ettinger and Officer in Charge Ray Madesian were asked to complete a cost estimate on the additional equipment (lights, radio installation and decaling). The new cars will replace our two oldest cars and will drastically reduce our vehicle maintenance costs.
The village hall reconstruction committee is working on identifying and finalizing all of the design elements that are needed to put the project out to bid. John Ross has informed me that the Suffolk County Health Department has approved his design of the septic system. We owe John a round of applause for all his efforts. As part of the process the village is seeking the assistance of an architect/engineer, to help us with this process. Additionally, the village is awaiting a final answer from FEMA on the amount of money it will be eligible for from damages due to Sandy. The village continues to wait for answers on the following grant applications;
During the month the village updated its Hazard Mitigation Plan, I would like to thank Emergency Manager Bill Raisch, Deputy Mayor Pam Pierce and Village Clerk Nancy Rittenhouse, for their hard work on this update.
Tracy Aboff was appointed to the zoning board to fill the remaining vacant seat and her term expires July 1, 2014. Jim Izzo has been appointed as the Ad Hoc member of the Zoning Board. I would like to thank both Tracy and Jim for serving the village in this important capacity.
Five sections of the roadway were saw- cut and replaced with 3” of asphalt and striped. The funding for this will come from CHIPs funds. I represented the village at the induction of life member of the American Legion and a thank you party for Suffolk County Legislator William Spencer for his efforts to get over 4.5 million dollars in grant funding to help Northport’s sewage treatment plant which helps get Northport Bay a lot cleaner.
Trustee Reports:
Deputy Mayor Pierce, reported that she attended two meetings with Village Clerk, Nancy Rittenhouse, regarding the 404 HMPG (Hazard Mitigation Grant Program)and a conference call with Suffolk County office of Emergency Management discussing the update to the Hazard Mitigation Plan. She commended Nancy on her work on the 404 grant that was over 30 pages having a short turnaround time period. On October 14th she attended a conference call with Congressman Israel regarding the government shutdown. The conference call included discussions regarding updates on the negotiations and the impact on municipalities. She attended the board work session and a Northport Board Meeting. She reviewed the fire contract, the vouchers and spoke to two residents regarding various issues. She noted that voting will take place at the Eaton’s Neck Fire House and in addition the Fire Department is running a blood drive from 2pm to 8pm. She noted that she reviewed the vouchers for the month of October and wished everyone a Happy Thanksgiving.
Trustee Ettinger reported that he had several meetings with Officer-in-Charge Ray Mahdesian. He noted that Officer Ramsland has been examined by the Village’s Police Surgeon Dr. Scott Coyne and has cleared Officer Ramsland for duty; he will begin work on Tuesday, November 5th. During the month he spoke with Officer Mahdesian regarding the new police cars and equipment. He attended the Building Restoration Committee regarding construction options for the new Village Hall. On October 8th he attended the firearms exercise with the Police Department and all officers were recertified. On October 15th he attended the board of trustees work session and on October 14th he attended the police car bid opening. On October 29th he met with Officer Mahdesian and both reviewed the police car equipment for the new vehicles with Sagamore Lights. He noted that he reviewed the vouchers for the month of October.
Trustee Burke reported that she attended the board’s work session held on October 15th. She assisted Joan Hauser with the Asharoken newsletter. She noted that she reviewed the vouchers for the month of October as well as the fire service contract. She reviewed the Inter-municipal agreement. She noted that she attended the holiday community party and thanked Carole Casamassima for organizing a wonderful event.
Trustee Jablonski reported that he attended the board’s work session held on October 15th. He took several photographs of seawater that accumulated at the corner of Bevin Road and Asharoken Avenue as well as debris found in the wetlands. He noted that he reviewed the vouchers for the month of October.
Village Attorney: Village Attorney Bruce Migatz reported on resolution 2013-223 he reviewed the fire service contract between the Village of Asharoken and the Village of Northport and approved as to form and pertaining to resolution 2013-228. H reviewed the purchase orders for the police vehicle and approved as to form. He noted that he advised the Village Clerk, that he needs more time to review the inter-municipal service agreement between the Village of Asharoken and Northport Village and asked the board not to take action on the agreement at this time.
Officer-In- Charge: Officer-In-Charge Ray Mahdesian reported that the members of the police department successfully completed their semi-annual firearms qualification at the Suffolk County Police Academy firing range in Westhampton. No reported burglaries in the village for the month of October.
Treasurer: Emily Hayes reported that the total vouchers for the month of October were $145,965.90. Included in the vouchers was the fire & EMS contract for $105,753.44 for 2013. A payment was made for $9,800 for shoulder and road work that will be reimbursed by the NYS CHIPS program.
Sanitation Report: Barry Bradley reported that Big Blue is running well, trash pick-up was 23.01 tons, co-mingle were 1.87 tons and newspaper and cardboard was 4.92 tons for a total of 30.29 tons.
Superintendent of Buildings: Doug Adil reported on code requirements to safely separate a garage from living space. He reviewed plans for a wind turbine installation. He discussed a new project with a homeowner regarding flood zone/elevation of the property and potential impact to the design for the lower level spaces. He performed 16 inspections for the month of October.
Board of Zoning Appeals Chairman: Russell Matthews reported that the meetings he has resided over are typically side-yard variances and Special Use Accessory permits. He noted that the board is considering streamlining the application process for Special Use Accessory Permit by possibly making the initial application good for three years at a fee of $150.00 and having the applicant renew each year by submitting an affidavit, this is under consideration at this time.
Conservation Board: Marty Cohen noted nothing to report.
New Business:
Carole Casamassima thanked everyone who participated and contributed towards the Holiday Community Party. She thanked Mayor Letica, Deputy Mayor Pam Pierce, Trustee Burke, Treasurer Emily Hayes, resident Janet Pancier and resident Judy Ross; Carole noted that it was a success and a great night. Carole pointed out that the dinner tickets pay for the event, and any funds collected from the sale of raffles is eventually donated to the village to help pay for the fireworks barge. Mayor Letica thanked Carole for all her hard work and for a successful community event.
Village Clerk presented to the Board the Police Car Bid report. Mayor Letica noted that both bids were $350.00 below the state contract price. The village saved approximately $700.00.
Mayor Letica reported on the Fire Service Contract and pointed out that the Village of Northport has presented a one year contract or a two year contract both with an increase of 4% each year. The Village will pay the Village of Northport on an annual basis. Deputy Mayor Pierce pointed out that it seems short term and suggested negotiating a longer contract. Trustee Ettinger noted that the Village may have a greater chance to negotiate a lower percentage increase with a longer term contract. Mayor Letica noted that the Fire Service Contract will be tabled at this time and the board will discuss with Mayor Doll, the Village of Northport.
Resolutions:
Resolution (2013-223) Be It Resolved, that the Village Board does hereby approve the vouchers for the month of October 2013 in the amount of $40,212.46.
The Board made a decision to remove the payment for the 2013 Fire Service Contract until completing their negotiations with the Village of Northport. ($145,965.90-$105,753.44)=$40,212.46.
Mayor Letica made a motion to approve, seconded by Deputy Mayor Pierce.
Trustee Jablonski AYE
Trustee Ettinger AYE
Trustee Burke AYE
Deputy Mayor Pierce AYE
Mayor Letica AYE
Motioned Carried.
Resolution (2013-224) was not used.
Resolution (2013-225) Be It Resolved, that the Village Board approves the budget transfers for the month of October 2013.
Deputy Mayor Pierce made a motion to approve, seconded by Trustee Ettinger.
Trustee Jablonski AYE
Trustee Ettinger AYE
Trustee Burke AYE
Deputy Mayor Pierce AYE
Mayor Letica AYE
Motioned Carried.
Resolution (2013-226) Be It Resolved, that the Village Board does hereby adopt the following schedule for monthly regular meetings for the calendar year 2014 meetings to begin at 7:30pm at the National Grid Northport Power Plant 301 Waterside Road, Northport, NY 11768, subject to change.
The reading of the resolution was waived by Mayor Letica.
Regular Meeting, Tuesday, January 7th, 2014
Regular Meeting, Tuesday, February 4th, 2014
Regular Meeting, Tuesday, March 4th, 2014
Regular Meeting, Tuesday, April 1st, 2014
Regular Meeting, Tuesday, May 6th, 2014
Regular Meeting, Tuesday, June 3rd, 2014
Regular Meeting, Tuesday, July 1st, 2014
Regular Meeting, Tuesday, August 5th, 2014
Regular Meeting, Tuesday, September 2nd, 2014
Regular Meeting, Tuesday, October 7th, 2014
Regular Meeting, Monday, November 3rd, 2014
Regular Meeting, Tuesday, December 2nd, 2014
Mayor Letica made a motion to approve, seconded by Deputy Mayor Pierce.
Trustee Jablonski AYE
Trustee Ettinger AYE
Trustee Burke AYE
Deputy Mayor Pierce AYE
Mayor Letica AYE
Motioned Carried.
Resolution (2013-227) Be It Resolved, that the Village Board does hereby adopt the following schedule for monthly work session meetings for the calendar year 2014 meetings to begin at 3:00pm at the Village Hall Trailer, One Asharoken Avenue, Northport, NY 11768, subject to change.
Work Session Meeting, Tuesday, January 21st, 2014
Work Session Meeting, Tuesday, February 11th, 2014
Work Session Meeting, Tuesday, March 11th, 2014
Work Session Meeting, Tuesday, April 8th, 2014
Work Session Meeting, Tuesday, May 13th, 2014
Work Session Meeting, Tuesday, June 10th, 2014
Work Session Meeting, Tuesday, July 8th, 2014
Work Session Meeting, Tuesday, August 12th, 2014
Work Session Meeting, Tuesday, September 9th, 2014
Work Session Meeting, Tuesday, October 14th, 2014
Work Session Meeting, Tuesday, November 18th, 2014
Work Session Meeting, Tuesday, December 9th, 2014
Mayor Letica made a motion to approve, seconded by Deputy Mayor Pierce.
Trustee Jablonski AYE
Trustee Ettinger AYE
Trustee Burke AYE
Deputy Mayor Pierce AYE
Mayor Letica AYE
Motioned Carried.
Resolution (2013-228) Be It Resolved, that the Village Board does hereby accept the bid from Huntington JEEP dealership for two Dodge Durango police vehicles in the amount of $29,999 per vehicle and approves the purchase of two vehicles not to exceed $60,000, Village Attorney has approved purchase orders as to form.
Trustee Ettinger made a motion to approve, seconded by Trustee Jablonski.
Trustee Jablonski AYE
Trustee Ettinger AYE
Trustee Burke AYE
Deputy Mayor Pierce AYE
Mayor Letica AYE
Motioned Carried.
Resolution (2013-229) Be It Resolved that the Village Board does hereby approve the purchase of police car equipment (lights, graphics, etc) to be installed on the two new Dodge Durango police vehicles, from Sagamore Lights not to exceed $14,000.
Trustee Ettinger made a motion to approve, seconded by Trustee Jablonski.
Trustee Jablonski AYE
Trustee Ettinger AYE
Trustee Burke AYE
Deputy Mayor Pierce AYE
Mayor Letica AYE
Motioned Carried.
Resolution (2013-230) Be It Resolved that the Village Board does hereby approve the re-assigning of $7087.67 from the Marine Reserve Account to the Police Reserve Account #5059 to fund the balance of the cost for the purchase of two police vehicles and vehicle equipment totaling $74,000 ($60,000 + $14,000).
Trustee Ettinger made a motion to approve, seconded by Mayor Letica.
Trustee Jablonski AYE
Trustee Ettinger AYE
Trustee Burke AYE
Deputy Mayor Pierce AYE
Mayor Letica AYE
Motioned Carried.
Resolution (2013-231) Be It Resolved that the Village Board does hereby approve the transfer of the balance in the Police Reserve account #5059 totaling $74,000 to the Money Market account #5018 for payment of two Dodge Durango vehicles and police equipment.
Mayor Letica made a motion to approve, seconded by Deputy Mayor Pierce.
Trustee Jablonski AYE
Trustee Ettinger AYE
Trustee Burke AYE
Deputy Mayor Pierce AYE
Mayor Letica AYE
Motioned Carried.
Resolution (2013-232) Be It Resolved, that the Village Board does hereby approve the adjustment to the fiscal budget for year end 5/31/2014 for an increase in the Start-up Income (A1000.000) and an increase in the Police Equipment capital expense account (A3120.200) for $74,000
Mayor Letica made a motion to approve, seconded by Trustee Ettinger.
Trustee Jablonski AYE
Trustee Ettinger AYE
Trustee Burke AYE
Deputy Mayor Pierce AYE
Mayor Letica AYE
Motioned Carried.
Public Session:
Mayor Letica opened up the meeting to public session.
During public session eighteen issues/comments were communicated to the Board.
Issues/comments that were brought to the Board’s attention were the following:
1. Consideration of State contract for the police vehicles, Mayor Letica noted that the bid received was lower than the State contract. A comment was made on the Fire Service Contract and the budget.
2. Comment was made if a payment can be made for the Fire Service Contract without paying the incremental amount for 2013.
3. Inquiry on wind turbines and the possible noise associated with them. Village Attorney noted that the village code doesn’t permit wind turbines therefore a variance is required.
4. Comment was made on striping a portion of the roadway and inquired about renting space in town instead of renting trailers. Mayor Letica noted that FEMA has covered 90% of the villages cost of the trailers, and is putting in for an extension.
5. Inquiry was made about the cost of the new Village Hall project. Mayor Letica noted that all pre-disaster costs have been submitted to FEMA and the Village is still waiting for FEMA’s final approval and final reimbursement amount.
6. Comment was made about the work sessions and meetings and the format of the agenda.
7. Inquiry was made on costs associated with the damages to the Village Hall.
8. Comment was made about the costs associated with rebuilding the existing building.
9. Mayor Letica noted that the board and committee are making every effort to do the right thing for the village.
10. Comment was made about the existing Village Hall and meeting the current codes.
11. Comment was made of a possible condemnation based on the condition of the building.
12. Clarification was made about the previous administrations progress on building a new building. The previous administrations design showed that it would have been difficult to get the SCHD permit based on the old site plan and the boundary lines.
13. Clarification on complying with set-backs. Bruce Migatz, Village Attorney noted that the village is exempt from zoning codes, but it does have to comply with building codes. Based on the threshold the old building would have to comply with the new standards and codes.
14. Comment was made about getting someone who has the expertise to assist in completing the project. Mayor Letica noted that John Ross’s design will be used for the new village hall building.
15. Comment was made on paving Asharoken Avenue and inquiry about the CHIPS balance.
16. Comment was made on the shoulder area across from the sea wall and the area near the sluice on Bevin Road.
17. Clarification on the codes regarding the wind turbine. Village Attorney, Bruce Migatz, noted that the zoning code states what is permitted and that which is not permitted is not allowed, there is no provision in the code for wind turbines and so it was denied. One would have to seek a use variance to allow for a non familiar use.
18. Comment on the Building Inspectors report for August. Village Attorney noted that if an individual is unhappy with a decision that was made by the Building Inspector the remedy is to file application with the BZA seeking to overturn the Building Inspectors determination.
Mayor Letica made a motion to close public session, seconded by Deputy Mayor Pierce.
Trustee Jablonski AYE
Trustee Ettinger AYE
Trustee Burke 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
Trustee Burke AYE
Deputy Mayor Pierce AYE
Mayor Letica AYE
Motioned Carried.
The November 4th, 2013 Board meeting of the Board of Trustees was adjourned at approximately 8:55 pm.
Signed: _____________________________________________
Nancy Rittenhouse, Village Clerk