MINUTES
November 21, 2016

          The regular monthly meeting was opened by Mayor Kevin J. Flint at 7:02 PM.  In attendance were Mayor Kevin J. Flint, Trustee Edward A. Harvey, Trustee Louis A. Guido, Jr. and Clerk-Treasurer Amy Herr. Also in attendance were Jeff Stiles, K. Don Brigham and Jane Sapinsky.
 
MINUTES

The first item on the agenda was approval of the minutes as members received in written form.  It was upon motion of Trustee Guido, seconded by Trustee Harvey, unanimously carried, to accept the minutes as written.

TREASURER’S REPORT 

Checking Account

11/01/16 Balance
General

$169,616.43
Water

$31,106.07
Total Fund

$200,722.50
Trust & Agency

                 $106.94
Savings Accounts

11/01/16 Balance
Water System Repair Reserve

$ 2,896.85
Cemetery Capital Reserve

 10,828.84
Unemployment Insurance Reserve

2,638.85
Water Debt Service Reserve

20,910.94
Parks & Recreation Reserve

3,570.76
Sidewalk Repair & Replacement Res

238.54
James Wait Basketball Court Fund

0.86
                                       
Water
Taxes
Taxes Unpaid 10/1/16
Water Unpaid 10/1/16

$8361.46
$16,450.88
Billed in October
$0.00

Paid in October
$588.40
$5932.86
Unpaid 11/1/16
$7773.06
$10,518.02             



It was upon motion of Trustee Harvey, seconded by Trustee Guido,
unanimously carried,
RESOLVED, to accept the report as given.

CHERRY VALLEY OUTDOOR GAMES AND TIMBERSPORTS

          Jeff Stiles and Don Brigham presented information about a competition being held June 16 – 18, 2017 that will be sponsored by Stihl Timbersports.  There will be competitions for both men and women in various aspects of lumberjacking.  In addition to these competitions, they hope to have a car show, 3D bow shoot, a BBQ, events for children and other concessions.  The plan is for this to become an annual event in the village.  They are requesting the use of Alden Field for the events.  Nate Waterfield may need to install 6 anchors that would be permanent.  They would be covered when not in use, possibly with planters, so that they would not cause a tripping hazard. Trustee Harvey inquired about insurance coverage for the events.  Stihl has insurance coverage for the competitions.  The plan would be that there would be no cost to the Village for the weekend events. 
         
Motion made by Trustee Guido, seconded by Trustee Harvey, unanimously carried,
RESOLVED to allow Cherry Valley Outdoor Games and Timbersports to use Alden Field for the weekend of June 16 – 18, 2017.

ART WORKS GRANT

          Jane Sapinsky has been trying to get information from Senator Seward’s office about the grant and reimbursements.  Mayor Flint suggested that she contact Duncan Davie from Senator Seward’s office to see if he can assist her in gaining the answers about the grant process.  Jane Sapinsky has also contacted Jim Sullivan, NBT Bank, about a Bond to finance the project until the reimbursements come from the state from the grant.  He has given her some information and suggested that she talk to Will Green for information on the Bonding process.  She is planning to meet with Jim Sullivan to further discuss the options for financing as Art Works is willing to pay the interest that is accrued on the Bond until the money comes in from the state.  She is trying to arrange for him to come to the Cherry Valley NBT branch for the meeting.  Trustee Guido is willing to attend the meeting with her when she arranges it.     

DPW

          A draft policy for water rules and regulations has been written by Attorney Laughlin.  The Board would like to review this policy and have it condensed if possible before taking further action on it. 
         
          The top of the tree in front of NBT Bank broke off during the snow storm and will be cleaned up this week.  Mitchell and Tammy Hotaling have requested to have a tree on their property removed as it could lose branches into the roadway as it is within 24 feet of the center of the road.  Trustee Harvey stated that he is opposed to taking down the tree totally as the dead branches could be trimmed out to resolve the problems with it.  Mayor Flint to talk to the Hotaling’s about this as a resolution to their request.

          Due to the new overtime laws to take effect on December 1, 2016, the work hours will be updated in the DPW Superintendent and Maintenance Worker Guidelines to reflect the resolution that was made in August 2016.  Corrections were also noted to be in need of correction on the guidelines.  Motion made by Trustee Harvey, seconded by Trustee Guido, unanimously carried,
          RESOLVED that the DPW Superintendent and Maintenance Worker Guidelines will be amended to be in compliance with the Resolution of August 2016 and the work hours to be from 6 am – 2:30 pm from November 1st to April 30th and 7 am – 3:30 pm from May 1st to October 31st.

CHIPS reimbursement forms have been submitted to the New York State Department of Transportation.  Reimbursement expected around December 16, 2016.

Cemetery has been closed as of November 15, 2016 until next spring.


SOLAR ENERGY

          Trustee Guido had no new information to present.  He is continuing to research the possibilities for use of solar energy in the village.

FEMA

          No information presented as Attorney Laughlin was not present at the meeting.

USDA

          No information presented as Attorney Laughlin was not present at the meeting.

PROCUREMENT POLICY

          The current procurement policy was discussed as it has not been updated since January 1992.  The state has updated the dollar amount required for advertising of bids for purchase contracts and public works contracts.  Motion made by Trustee Guido, seconded by Trustee Harvey, unanimously carried,
          RESOLVED to amend the procurement policy to increase the
amount for purchases to $20,000.00 and public works contracts to $35,000.00, to increase the value of goods or services requiring verbal or written quotes or proposals to $500.00 and replace the chart in paragraph 3 with the following chart:
Estimated Amount of Purchase Contract                  Method
$500-$999                                                       2 Verbal Quotations
$1,000-$3,999                                                 3 Verbal Quotations
$4,000 - $9,999                                               2 Written/Faxes Quotes or
                                                                          written requests for proposals
$10,000-19,999                                               3 Written/Faxes Quotes or
                                                                          written requests for proposals


Estimated Amount of Public Works Contract           Method
$1000 - $4,999                                                2 Verbal Quotations
$5,000 - $14,999                                             2 Written/Faxed quotes
$15,000 - $34,999                                           3 Written/Faxed Quotes or
                                                                        Written Requests for Proposals

CHRISTMAS

          The Christmas decorations are being put up on November 30, 2016.  The paperwork for National Grid has been submitted.  The lift truck that was used in the past to put up the decorations is not available at this time.  The Board agreed to check on prices to rent a lift for the day. 

          Four floral baskets will be purchased from A Rose Is A Rose to be placed in their usual locations. 

          Santa will be at the Monument Park on Christmas Eve.  The village will purchase oranges and chocolate bars for the children attending.

          A tree may be purchased to place and decorate in Monument Park area.


AMENDED CEMETERY DEED

          A request was made by Gary Allen to amend the Cemetery Deed that he has for Section C, Lot 49 a-f to add Steven Allen and Susan Kovack as owners.  The Board signed the amended deed.

MAINTENANCE WORKER POSITION

          There will be an opening for a Maintenance Worker in December, 2016.  Motion made by Trustee Harvey, seconded by Trustee Guido, unanimously carried,
          RESOLVED to advertise for a Maintenance Worker in December at the starting salary of $12.00 per hour.  The individual who is hired must get their Water Certification within six months of hire as long as the class is available.

STATEMENT OF UNPAID VILLAGE TAXES TO COUNTY

          The unpaid village taxes have been sent to Otsego County for reassessment on the January tax bills.  The Trustees signed the Statement of Unpaid Village Taxes form that is to be submitted to the Otsego County Treasurer.

AUDIT OF CLAIMS

After review by the board, it was upon motion of Trustee Harvey, seconded by Trustee Guido, unanimously carried,
RESOLVED to make payment on bills as follows:

General Fund
Ch #’s 12118-12162
$34,875.56
Water Fund                                      
"
7,248.53
Total Fund

$42,124.09
Trust and Agency Fund
Ch #’s 1888
& auto deductions- Social Security, Medicare, Federal, Retirement
$94.00
$2491.01
$2585.01

ADJOURNMENT

          The meeting adjourned at 8:46 PM upon motion of Trustee Guido, seconded by Trustee Harvey.

Respectfully Submitted,


Amy S. Herr
Clerk-Treasurer

November 22, 2016